Counsellors` Online Services User Manual 2015–2016
Contents
1. lt lt lt 4 4 lt lt lt lt lt lt lt lt 4 2 28 9 3 COUE 00 2 29 9 4 e lt Te 1 20 29 925 ne ner an ote ne ee ee ee ee eee 30 Kaele aT 32 10 1 Applicant Status REPOT ete ereina ee rindra ddai an ee eee ere 52 192 SC Kael T TT 33 1 0 Introduction This manual replaces the 2074 2015 Counsellors Useful Websites Online Services User Manual that was published on October 8 2014 Counsellors Online Services http guidance ouac on ca Counsellors Online Services COLS is a collection of web based services intended to provide Undergraduate Applications authorized Ontario high school officials with www ouac on ca applications user friendly access to student information in the OU AC database 101 Application www ouac on ca ouac 101 COLS is available 19 hours a day 7 00 a m to 2 00 a m ET The OUAC Guidance Site htto guidance ouac on ca Ce document est galement disponible en fran ais htto orientation ouac on ca resource cols manual Download and print additional copies of this publication at httpo guidance ouac on ca resource cols manual To obtain this document in an alternative format contact Ontario Universities Application Centre COUAC 170 Research Lane Gueloh2. Other users at your school could be registered with one or more of these levels of access e Inquiry e Inquiry and Academic Updates e Submit Electronic Data The chart on the right indicates the menu options Mecace leveltlirunctionssAvalable available to users depending on the level of access indicated on their registration form Inquiry Account Academic Info inquiry only If a user is given more than one access level on Application Info the registration form the functions available are Reports cumulative Inquiry and Account Information For example if a user is given access to the Inquiry Academic Create a PIN and the Submit Electronic Data options then after Updates Academic Info update and logging in the user is able to access the options for inquiry both levels Application Info e Account Reports e Academic Info inquiry only Submit Account e Application Info Electronic Send or Test OST Files e Send OST Files Data Search OST Files e Search OST Files Reference Number File e Test OST Files e Reference Number File e Reports Counsellors Online Services User Manual 2015 2016 5 4 0 Account Information When you select Account the system displays your user ID and the last time you were logged in to the system Fig 4 This screen also allows you to change your password and includes instructions for logging out of the system A The OUAC Guidance Site 33 Print c S Ni Resource
3. Save all courses and diploma details Fig 34 All diploma errors and course errors must be corrected in order to save any information If you wish to temporarily ignore an error check the Ignore box If you wish to completely ignore an error and not correct it check the Drop box Note When you ignore an error it is only ignored temporarily so you can save all other changes If you return to this student s record the Ignore flag will be removed You must correct ignore or drop if you wish to save any further changes 9 5 Academic History You can see a student s Academic History from their Academic Record as shown in Figure 35 Back to Academic Record Full Name BRASWELL LEO Mident 918679 SSSN 100479971491 OEN 479971491 0 4 2014 000000 Reference Number Note values with an asterisk denote an edit Diploma Detail History Course History Mident OEN SSSN Diploma Status cams SHAN Lant Issue Date Involvement Requirement Completed Program Updated By 918679 479971491 100479 Will achieve OSSD by end of Not Reported N A internal 971491 current school year OS IS Back to Academic Record Export Course History HTML Export Course History XLS Export Diploma Detail History HTML Export Diploma Detail History XLS Close Print Fig 35 This screen has two tabs e Diploma Detail History e Course History Each tab provides a summary of a
4. A search screen will be available Fig 15 Search OST Files Required fields are denoted by an asterisk Mident 66184 Collection Period Choose z Message Information Message Language Choose B Message Text max 150 characters Character Count 0 Message Number Range From format To format File Upload Date Upload Date From format yyyy mm dd S Upload Date To format yyyy mm dd File Processing Information Test File Both File Processing Status All Fig 15 Counsellors Online Services User Manual 2015 2016 15 For a list of all files sent to the OUAC for all collection periods click Search Otherwise you can refine your search based on a variety of options such as collection period error warning message number file processing status etc The log provides a quick summary of your files Fig 14 and 16 From here you can export your list to Excel XLS or HTML File Log New Search Change search Show 10 gt entries Last Updated Date Time Actions Subsequent Upload Date Time Download Raw Data View Summary Download Raw Data View Summary Download Raw Data View Summary Download Raw Data View Summary Download Raw Data View Summary Download Raw Data View Summary Download Raw Data View Summary Yes 2013 07 26 3 04 42 PM 2013 07 26 3 06 26 PM Yes 2013 07 26 2 52 16 PM 2013 07 26 3 01 27 PM Yes 2013 07 26 2 49 10 PM 2013 07 26 2 50 22
5. 890243 U1 Received Yes Any errors found during the upload process are indicated under the Status column If you previously uploaded the same file any subsequent files will be flagged under the Subsequent column You can view any previously sent files by clicking View Previous under the Actions column If you do not wish to proceed with processing a file click Delete under the Actions column Important Select Process All Files when you are ready to process your file s Your file s will be placed in the OUAC queue for full processing 14 Counsellors Online Services User Manual 2015 2016 6 1 Search OST Files Immediately after submitting files for processing you will see the File Log Fig 14 File Log New Search Change search Show 10 gt entries Search Collection File Processing Errors Sender Period name Status Warnings 1 November S646423 U1 Paradise Jen Queued Showing 1 to 1 of 1 entries Export XLS Export HTML Fig 14 You will see Queued under Processing Status for files you just uploaded Note Depending on the time of year e g grades deadline it may take several hours before a file is processed During this time you may walk away from your computer or close the browser To access the File Log at a later time select Search OST Files from the Service Links navigation menu
6. A student who did not attend school in the fall registers at your school for the second semester e A student s record was inadvertently missed in the October November data submission An account generated with the Create a PIN function contains only minimal information about the student his or her given name surname secondary school student number SSSN and Ontario Education Number OEN It does not contain any of the demographic or academic data that is normally sent in the October November data submission After an account is generated using the Create a PIN function the OUAC mails an Application Access Code Letter for the student s and a list of the new PINs to the guidance office Typically your school will receive these materials within a week of completing the Create a PIN function although the timing depends on the speed of the mail delivery service A current PIN Checklist of your OUAC applicants is available using the Reports function in COLS See Section 10 2 for more details Counsellors Online Services User Manual 2015 2016 7 After selecting Create a PIN from the left menu you will see the screen shown in Figure 5 Click Add Account s to begin creating one or more accounts These are the pending accounts 51 records you have added You can re sort the list by selecting the hyperlinked column headers SSSN Last Name and Date Added Application Access Code letters will b
7. PM Yes 2013 07 26 2 31 06 PM 2013 07 26 2 37 15 PM Yes 2013 07 26 1 57 07 PM 2013 07 26 1 58 27 PM Yes 2013 07 26 12 31 23 PM 2013 07 26 12 32 45 PM Yes 2013 07 26 11 41 27 AM 2013 07 26 11 46 45 AM 4 EF Showing 1 to 7 of 7 entries Export XL5 Export HTML Fig 16 16 Counsellors Online Services User Manual 2015 2016 As you scroll to the right you can see whether your file had any errors if it is a subsequent file and when it was uploaded and processed The Actions column allows you to view the raw data and when processed a more detailed summary as shown in Figure 17 Note Reported errors and warnings are related to the specific file sent and are not updated after you correct a student s record or send another file Grades File Message Summary New Search Return to File Log Filename 918679 U1 Collection Period 1 November OQUAC Processing Date 2013 07 26 3 06 26 PM Last Processed By SHAWN1 File Update Statistics 1 1 Records G1 Courses Courses Records Updated Records Sent Updated C a 0 View Details Download Raw Data Show 10 entries Search ar Message Description Number of Actions Number Errors Error 2056 Invalid Grade Type 14 Details Warning OSSD Issue Date defaulted to 999999 because Grad 2017 Status Code is not equal to 1 or 4 1 Details Warning Status in Canada Code changed based on transmission 2049 specs 1 Details Midterm grade changed to c
8. Required fields are denoted by an asterisk Collection Period 1 November File s to Upload Browse 890243 U1 13 21KB B66184 zip 19 82KB Pending Files File name Status Subsequent Actions Counsellors Online Services User Manual 2015 2016 13 The length of time required to accomplish the transfer will depend on the size of the file s the speed of the internet connection between your computer and the OUAC and how busy the OUAC server is at that time Successfully uploaded files will appear in the Pending Files section as shown in Figure 13 You are logged in as JENBOARD Log Out Service Links A Main Account Academic Info Application Info Create a PIN Send OST Files Search OST Files Test OST Files e Reference Number file C3 Reports Fig 13 To select a file from your PC and upload it to the OUAC click the Browse button and pick a file Once the file appears in the box below click on the Upload File s button Accessible File Upload Required fields are denoted by an asterisk Collection Period 1 November File s to Upload Browse S890243 U1 13 21KB Completed B66184 zip 19 82KB Completed Upload File s Pending Files File name Status Subsequent Actions 890243 U1 Received No Delete Delete View Previous 898317 U1 Received No Delete 921793 U1 School Inactive No Delete Process All Files
9. click the Browse button and pick a file Once the file appears in the box below click on the Upload File s button Service Links Accessible File Upload C5 Main Account Required fields are denoted by an asterisk Ape ie Collection Period Application Info 1 November C5 Create a PIN File s to Upload Send OST Files Browse a3 Search OST Files Upload File s Test OST Files Reference Number file Pending Fi les Reports File name Status Subsequent Actions Fig 8 Counsellors Online Services User Manual 2015 2016 11 If you click Browse a window similar to Figure 9 will appear on your screen Before browsing your computer s contents change the file type to All Files as shown in Figure 9 Now browse through your computer s contents to find the file Note Based on the collection period some browsers will automatically filter to show only those files with the correct extension For example if the collection period is 1 C November then only files with the extension UT and zip will appear After clicking the file to be uploaded you will notice that it appears in the File name box Fig 9 The Advanced File Upload option allows you to select multiple files at once When you have selected the correct file click Open in the lower right side of the window File Upload lt loc Sma O a L ouacshr o
10. 014 OUAC Reference Number 14 Surname Program Choice University Applied Program Category Applied Program Applied Entry Point Applied Confirmed or Unconfirmed Program Category Confirmed Program Confirmed Entry Point Confirmed Pay Status FIG 5 7 32 Counsellors Online Services User Manual 2015 2016 After submitting your report is generated Fig 38 You will have the ability to sort your results by column edit your search selection or start a new search Ontario Universities Application Cente Applicant Status Report 2015 User JENDEV Mident 918679 Edit Selection New Selection Click on any column to sort by that column Click again to switch between ascending and descending Hold the control key and click on multiple columns to perform subsorts Entry Point Applied 2015 010005 Sparrow Alice Guelph GAD Adult Development OUAC Reference Number Student Name Choice University Program Applied Program Confirmed 2015 010005 Sparrow Alice Trent RAC Bach of Arts amp Science Peterborough 2015 010005 Sparrow Alice Laurentian LTS Ancient Studies 2015 010001 Sparrow Jack Wilfrid Laurier UVO BA Health Admin Brntfd Fall 2015 010001 Sparrow Jack 04 Waterloo WAB Arts amp Business Fall 2015 010001 Sparrow Jack 05 Nipissing PA Bachelor of Arts Fall Fig 38 10 2 PIN Checklist The PIN Checklist Fig 39 provides
11. 13 In the Loop May 2013 Edition The OUAC s semi annual update for guidance counsellors Contact Us ancais t search Summer grades Grades Collection Dates Start dates for submitting electronic grades files for 2013 cycle Counsellors Online Services Log in e COLS Manual e 101 Application e Winter and Spring Entry e 105 Application Log in to COLS with your personal user ID and password For security and confidentiality reasons all users must register each year even if they were authorized users in the previous year User IDs and temporary passwords are emailed to school officials in late September once the school completes the registration forms and returns them to the OUAC You will be required to reset your password the first time you log in each year Fig 2 Change your temporary password and choose a challenge question and answer Updating this information is one time only process during your Initial login Your desired challenge answer mast be 4 You are logged in as JPE22226E or more characters Your i 30 characters and contain at least Se letters numbers desired password must be between 7 1 Gt 4 character types upper case letters lower ca and symbols Old Password Mew Password Verify Mew Password Lower x Case Letters Passwords Match At least 7 characters Please enter a password Fig 2 4 Counsellors Online Services User Manual 2015 201
12. 6 3 0 Access Levels to COLS Note the functions available in the left menu under Service Links Fig 3 Since school officials users are granted different access levels to COLS some will be able to use all of the functions in the left menu while others will only be able to use some of those functions A The OUAC Guidance Site gt Print Sy OP N 7 Resources Forms Tutorials Common Questions Archives Contact Us Introduction Logged in as KMA22654A Log Out To begin select a link from the Service Links menu Service Links G Introduction 0 oe To change your access level or for technical support questions contact guidance ouac on ca or Academic Info s 519 823 1940 press 1 for English then 1 for the direct Guidance line Application Info Create 3 PIN send osT Files Your access to the different services depends on the COLS access level s you indicated on the SSOLA registration form To help familiarize yourself with this site and its functions read the COLS manual G Search OST Files Test OST Files Reference Number File G Reports Fig 3 In September the principal vice principal at your school assists users with completing registration forms for access to COLS On the registration forms each user is given a specific level of access One user at your school is given Administrator level access This user has access to all functions provided in COLS
13. Mident ENG4U English 201306 Final Regular 000002 Save all courses and diploma detail Academic History Export Courses HTML Export Courses XLS Export Diploma Details HTML Export Diploma Details XLS Close Print Fig 32 9 4 Academic Errors Some errors may occur during the processing of academic information from an OST file while others may occur when adding or updating course and diploma information These errors are highlighted on the Diploma Details and Courses screens as shown in Figure 33 Required fields are denoted by an asterisk Please review this list and re submit the form once these errors have been corrected Midterm grade type should be final Completion date must be within allowable collection period date range when grade type is C Diploma Details Courses Course Summary Current courses Course Completion Date Credit Mark Course Mident Drop f ENGOA 201305 0100 054 gt 918679 064 201309 0100 lt lc x Select 918679 Add Course Courses in error from OST file upload Course Completion Credit Course Course Course Mident Drop Ignore Date f Error LPVOA 201306 0100 lt 918679 Save all courses and diploma details Fig 33 37 l All errors will be listed at the top of the screen in red and highlighted with the icon beside the field in error Errors encount
14. ON NIG 5E2 Telephone 519 823 1940 Fax 519 822 1682 Website www ouac on ca about accessibility Counsellors Online Services User Manual 2015 2016 2 0 COLS Login COLS can be found on the OUAC s guidance website at http guidance ouac on ca Select Log In from the right side menu under Counsellors Online Services Fig 1 7 The OUAC Guidance Site oSA K Popular Resources Accessibility for Students with Disabilities Counsellors Handbook elINFO Newsletter 2012 Extenuating Circumstances Failed and Repeated Courses Admission Q Grades Collection Dates Open Houses 2013 Regional Dialogues 2013 G Schedule of Dates 2013 C University Contacts Quick Links enro Fig 1 E Resources Forms Tutorials Common Questions Archives Welcome to the Guidance Site A website for guidance counsellors and information systems staff from Ontario s secondary schools and boards of education www MyCareerinfo ca A new resource for students graduates and entry level employees wanting to match their university education skills desires and goals to jobs Ontario Universities Fair NEW Website Visit www ouf ca for details about the only event where come together in one place just for you and your students Schedule of Dates 2014 2013 2014 Schedule of Dates Admission Information Service This service will be in operation from June 6 until August 30 20
15. P Ontario Universities Application Centre Counsellors Online Services User Manual 2015 2016 Updated October 1 2015 170 Research Lane Guelph ON NIG 5 E2 Telephone 519 823 1940 CENTRE DE DEMANDE D ADMISSION Fax 519 3822 5232 AUX UNIVERSIT S DE L ONTARIO OAR ER ee H UNIVERSITIES APPLICATION CENTRE www ouac on ca htto guidance ouac on ca Contents 1 0 2 0 3 0 4 0 5 0 6 0 7 0 8 0 9 0 10 0 Teh y sae trae ate TT 3 CoL Ee eT 4 PCC LS oS S E pair ees sa TEE E A E se vetnncioesceacnceeataucsecedenaioadesesuiceaniasceds 5 5664 4 4 lt lt lt lt Sy LIN oer ccs cee iets E ec eaten ete tems eee discs 7 SS FS 10 6 1 SCO acetenmcee ved uantdedoeaceand steisaaneboeasieatn 15 2 4 19 Reference Number File 20 CS O e e A E E 22 INIO eessen a A E E a a E A a a aA a A ERE a 24 9i IBF 9 gies ec 27 92 6
16. a current list of the PINs your university bound students require to access the online application This list is provided in alphabetical order and is available in HTML or Excel XLS format The list is cumulative and is modified to reflect PINs for new students who you selected Create a PIN for Students who already received a PIN and transferred to your school will not appear on this list Ontario Universities Application Centre 12 08 20 12 01PM SSOLA PIN Listing User JPE2S22276E Mident 918679 HOTE aj To print an individual PIN click on the students surname b Applicant QUAC Reference Numbers are not displayed on this report for security purposes C Default sorting is by surname Hardcopy surname First Name i SSSH No Applicants Found Electronic Data Create a PIN Sumame First Name PIN S55 a a Juin pwn E e peeo se e pesme fomo isur _ rooe 7 peoosere __ mvar 100800000012 pt ee eee Fig 39 Counsellors Online Services User Manual 2015 2016 55 If you need to print an individual Application Access Code Letter or PIN letter for a student select the HTML option and then the student s surname A screen like the one shown in Figure 40 will appear You can then print this page using your browser s print option Ontario Universities Application Centre 12 08 20 12 05PM Surname First Name PIN KRN O Fig 40 Note Applicants are required to change thei
17. ay select multiple note values up to a maximum of five Counsellors Online Services User Manual 2015 2016 31 10 0 Reports Two reports are available 1 The Applicant Status Report allows you to create a report based on various criteria for current and orevious year applicants 2 A current applicant PIN Checklist is available in both HTML and Excel XLS format You will see the screen in Figure 36 after clicking Reports from the left menu Resources Forms Tutorials Common Questions Archives Contact Us Reports You are logged in as JENDEV Log e Applicant Status Report Qut PIN Checklist HTML Use to print an individual PIN Service Links PIN Checklist Excel Fig 36 10 1 Applicant Status Report The Applicant Status Report allows you to create a summary report for current and previous year applicants The report includes information about university choices desired entry point e g winter confirmed university and program status of the OUAC fee payments and grades collection You will see the Report Selection screen Fig 37 Enter your desired search criteria and then select Submit Important Current year applicants will appear on the list approximately one business day after their application is completed and submitted Select report options and click submit New Selection Report Selection Report Format HTML lt Report Cycle 2
18. ctivity including information about when and by whom the information was last updated 60 Counsellors Online Services User Manual 2015 2016 Below is a list of possible codes that may be presented on the Academic Info screens This information is also available by hovering over the applicable column heading Grade Type Language of Instruction Delivery Course Type Course Status Notes O Z LD O C O D nm O J blank X g VU LT lt gt Z Projected course registered for next semester Current course Midterm mark Final mark English French Both English and French Other In day school By correspondence During the summer As a night class Other Regular Co op out of school component Cwhen indicating O for Course Type you must also indicate C for Notes Not reported Delete Repeat Withdrawn Not applicable Special indicator noting that the student s performance in a Grade 11 or 12 course was affected by extraordinary circumstances Modified course expectations that did not lead to a credit Interdisciplinary studies Course taught in French Core Extended or Immersion Co operative education Alternative expectations that do not lead to a credit Specialist High Skills Major Course taken at an inspected private school Team taught Dual Credit Credit count adjusted combined courses exceed maximum Substitution of a compulsory credit You m
19. e printed and sent to you to distribute to the students within one business day Once the Application Access Code letters are printed the accounts will still appear on this list for your review but you can no longer delete them e g processed accounts will not display the delete checkbox under the Delete heading they will instead show N A After the Access Code letters are generated you may also view the PIN information under Reports using the PIN Checklist option Delete Mident SSSN OEN Last Name First Name Date Added 918679 234678236478 01 N A 600100127 chan Chequeaccount 2014 08 06 14 04 19 918679 734687234678 S E 02 N A 300000650 chan creditcardaccou 2014 08 06 14 04 20 918679 746782364783 03 N A 100000355 chan frenchaccount 2014 08 11 08 34 59 918679 999999999999 s 04 N A 999999999 Applicant Ima 2014 06 26 15 58 26 918679 333333388888 05 N A 999999999 McCurdy Jen 2014 09 23 14 29 59 918679 999988888888 06 N A 467857421 Shot Screen 2014 09 16 11 58 06 918679 999999988888 S GS 07 N A 688363001 Toronto University 2014 09 16 12 24 41 918679 621489999999 a ee 08 N A 999999999 WLU Test 2014 09 23 14 12 28 Delete Checked Accounit s Add Account s lt lt lt lt Fig 5 After selecting Add Account s you will see a screen where multiple student records can be created at a time Fig 6 Each student must ha
20. e selected universities click the arrow in the Display Dist Display Distributions column From the top menu you are also able to view the applicant s e Personal Information e Address Information e Previous Institutions s A log of online amendments made by the applicant date and type To view academic information select Academic Info from the Service Links navigation menu Counsellors Online Services User Manual 2015 2016 23 9 0 Academic Info The Academic Info function formerly Academic Updates allows you to inquire about your students files whether or not they have applied and update the following information electronically e All courses grades data e Secondary School Diploma Indicator e Ontario Education Number OEN e Secondary School Student Number CSSSN e OSSD Issue Date e Secondary School Literacy Requirement e Specialist High Skills Major SHSM Program Code Completion Indicator e Community Involvement e For International Baccalaureate schools the IB Diploma IB Certificate and the non IB designations e Comments e g extenuating circumstances equivalent credits Electronic updates made by school officials directly to the OUAC database allow for a more efficient correction period following each grades collection period The Academic Info function is available to school officials daily from 7 00 a m to 2 00 a m ET After selecting Academic In
21. ered while adding or updating a course will be highlighted immediately with the icon Hovering over the icon will provide a short explanation of the error Clicking on the errors at the top of the screen will take you to the corresponding section of the screen If the student only has course related errors then you will automatically be taken to the Courses tab otherwise you will see the Diploma Details tab Courses in error from your OST file upload are noted at the bottom of the screen in the Courses in error from OST file upload section Fig 34 Counsellors Online Services User Manual 2015 2016 29 Current courses on file that have the same six digit course code and completion date as a course in error from an OST file upload will become read only You must correct the related pending course in order to complete the process and update the matching course on file Fig 34 e Course Mident The school mident is invalid Diploma Details Courses Course Summary Current courses Course Completion Date Credit Mark Course Course Mident LBLOA 201306 0100 gt 066 gt F 5 918679 TPJ40 201303 0100 gt 094 gt 7 918679 HRT3M8 200908 0100 060 918679 THF35 201306 0100 gt Select 918679 THF35 201306 0130 gt Select 624660 Add Course Courses in error from OST file upload Course Completion Date Credit Course Course Mident HRT3M8 200908 0100 Select 737645
22. fo in the left menu you will see a search screen Fig 26 Enter your selection criteria to refine your list or to see all of your students leave the fields blank and select Search Academic Info x Required fields are denoted by an asterisk Student Information Cycle 2014 Mident 918679 OUAC Reference Number 2014 Name OEN Course Information Course Completion Date format yyyy mm Diploma Information Diploma Status OSSD achieved OSS A Will achieve OSSD by end of current school year OSS Will not achieve the OSSD OSSD achieved OS IS gt Fig 26 24 Counsellors Online Services User Manual 2015 2016 Based on your selection criteria you will be presented with a list of students Fig 27 Academic Info Change search Show 10 x entries Search OUAC School Reference Name Number Collection Period Actions 918679 918679 918679 918679 918679 918679 918679 918679 918679 918679 000000 000000 000000 000000 000000 000000 000000 010000 000000 000000 BLANQUART TEST BRASWELL LEO CONNER SUE CROSS KATHERINE DOUGHERTY PETER GOLDMAN CATHERINE HENDRIX VICKIE Jentest Jen KENT CHERYL LI CHRISTINA 4 July 1 November 4 July 1 November 4 July 4 July 4 July 4 July Review Review Review Review Review Review Review Review Review Review 4 Showing 1 to 10 of 17 entries Export Cou
23. he account and then clicking Delete Checked Account s When you are done adding and or deleting accounts you may proceed to another function or log out The accounts will be created the following business day Counsellors Online Services User Manual 2015 2016 9 6 0 Send OST Files The Send OST Files function formerly Data Upload allows you to transfer student demographic and academic information for university applicants to the OUAC Your software will produce a Transmission Data File and a Transmission Report File Important Read the information below before uploading your data It will helo you identify which file to send to the OUAC Upload only the Transmission Data File which begins with the letter S Do not upload the Transmission Report File which begins with the letter R The Transmission Data File uses the following naming convention SXXXXXX UN XXXXXX six digit school number also known 85 the MIDENT Number 1 for October November transmission 2 for February transmission 3 for April transmission 4 for July transmission 5 for August transmission 3233535 For example file names for a school with MIDENT Number 123456 First Transmission October November S123456 U1 Second Transmission February S123456 U2 Third Transmission April S 123456 U3 Fourth Transmission July S123456 U4 Fifth Transmission Aug
24. inted the accounts will still appear on this list for your review but you can no longer delete them e g processed accounts will not display the delete checkbox under the Delete heading they will instead show N A After the Access Code letters are generated you may also view the PIN information under Reports using the PIN Checklist option Delete Mident SSSN OEN Last Name First Name Date Added 918679 234678236478 N A 600100127 chan Chequeaccount 7014 08 06 14 04 19 918679 734687234678 ve N A 300000650 chan creditcardaccou 2014 08 06 14 04 70 918679 746782364783 ER E ee N A 100000255 chan frenchaccount 2014 08 11 08 34 59 918679 9999999999909 N A 999999999 Applicant Ima 2014 06 26 15 58 26 918679 333333388888 N A 999999999 McCurdy Jen 2014 09 25 14 29 59 9186 79 999988888888 2 N A 467857471 Shot Screen 2014 09 16 11 58 06 918679 999999988888 L f l ae N A 688362001 Toronto University 2014 09 16 12 24 41 918679 621489999999 N A 999999999 WLU Test 2014 09 23 14 12 28 Delete Checked Accouni s Add Accouni s Fig 7 The list of accounts can be sorted by SSSN Last Name or Date Added by clicking the appropriate column title At this point you may choose Add Account s again to add up to five more students at a time or you can delete one or more accounts by selecting the Delete check box beside t
25. loma Details XLS Fig 28 This screen has two tabs e Diploma Details e Course Summary Within any of these tabs you have the options to Close and return to your list or view the student s Academic History 26 Counsellors Online Services User Manual 2015 2016 If you have update authority you will see an Academic Record screen Fig 29 Note Save your work every 10 minutes to avoid losing your updates Close Academic History First Name Bobble Last Name Head Mident 9186 9 S55N 399999999988 OEN 060013257 OUAC Reference Number 2015 000000 Please save your progress every 10 minutes to avoid losing work Required fields are denoted by an asterisk Diploma Details Courses Course Summary SS5N 9999099999988 OEN 060013257 Diploma Status OSSD achieved OSS OSSD Issue Date Format yyyymm Community Involvement Fig 29 This screen has three tabs e Diploma Details e Courses e Course Summary 9 1 Diploma Details The Diploma Details function Fig 29 allows you to update all diploma related information about the student For example their OEN SSSN diploma status SHSM program comments etc IB designation may be changed using the Highest Level of Education field You can change from non IB to Diploma or Certificate or from IB to non IB Important Not all universities make use of the school comments the OUAC sends If you believe the unive
26. nce_screenshots wiki cache File name SAVE as type use the Save as option Text Document Counsellors Online Services User Manual 2015 2016 Cancel 8 0 Application Info The Application Info function formerly Inquiry allows you to view application information for all of your students who submitted an application to the OUAC You may view the applicant data whether or not the student has paid the application fee You will be presented with a list of your school s applicants Fig 24 Click the OUAC Reference Number highlighted in blue to view the details for that applicant To search for a particular applicant enter either the applicant s surname partial or full or their OUAC Reference Number in the search box On the right side you will see a column indicating pay status If an applicant has paid his or her processing fees and has no outstanding payment issues this field will be blank However if an applicant has payment issues the message will indicate No The student must contact the OUAC directly to rectify his or her fee issues at payments ouac on ca Important An applicant will appear on the list approximately one business day after the application is completed and submitted Resources Forms Tutorials Common Questions Archives Contact Us Application Info You are logged in as JENDEV Log Out Important An applicant will appear on the list ap
27. proximately one business day after the application has been completed and submitted Service Links Introduction Account Academic Info Application Info 2015 010001 Sparrow Jack Show 10 entries Search QUAC Refno L Surname Given Name s Pay Status 2015 010003 Locklear Wesley Send OST Files 2015 010005 Sparrow Alice C Search OST Files Showing 1 to 3 of 3 entries Test 05T Files Reference Number File Danu Fig 24 22 Counsellors Online Services User Manual 2015 2016 After clicking on an applicant s OUAC Reference Number you will see a screen similar to Figure 25 University Personal Address Previous Online Choices Information Information Institutions Amendments OUAC Refno 2014 010030 Student Name Ann Test Helen PIN APy2 Payment Not Received Subject of Enrol Year Displa Choice Program Coop Major Interest Date Level Response Dist AAS Lakehead GEOGRAPHY Fall First Hon Bach of Arts amp Science Year EBD Western ACCOUNTING Fall First Memt amp Organizational St Year EKD Western FINANCE amp Fall First U Memt amp Organizational Studies ADMINISTRATION Year EHD Western ACCOUNTING Fall First Memt amp Organizational Studies Year Fig 25 Initially you will see the applicant s university choices as shown in Figure 25 To view more detailed information about when the data was transferred to th
28. r PIN to a password when they log in to the application for the first time Once this is done their PIN will no longer grant them access to the application If they forget their password they can request a new temporary password online 170 Research Lane Guelph ON NIG 5E2 CENTRE DE DEMANDE D ADMISSION Phone 519 823 1940 AUX UNIVERSIT S DE L ONTARIO WAN OA htto guidance ouac on ca ONTARIO UNIVERSITIES APPLICATION CENTRE
29. rolled Course Completion Final ery Course Date Type Type Mident Midterm Projected AMI4M 201306 918679 ENG3E 201306 R S N 7 S Select 918679 ENG4UZ 201406 l K s Select 918679 Fig 31 To add a course click Add Course then enter the required information The course MIDENT is automatically defaulted to your school To update a course select the appropriate values from the drop down lists Note To change the course code and or completion date you must first drop the course and then add a new course To drop a course check the Drop box Hovering over the drop box will display the course code You can make all of your changes at once before selecting Save all courses and diploma details Any errors encountered while you add update will be highlighted immediately These errors plus any encountered from processing an OST file must be corrected in order to save See Academic Errors section 9 4 for more details 28 Counsellors Online Services User Manual 2015 2016 9 5 Course Summary The Course Summary Fig 32 is read only and shows the most current status of all information on file with the OUAC Full Name BLANQUART TEST Mident 918679 SSSN 100582630225 OEN 661849471 QUAC Reference Number 2014 000000 Required fields are denoted by an asterisk Diploma Details Courses Course Summary Course Code Course Description Completion Date Grade Type Course Type Course
30. rses HTML Export Courses XLS Export Diploma Details HTML Export Diploma Details XLS Fig 27 Visiting students taking courses at your school who are included in your grades file will not appear on your list Only their home school can view update their information From this screen you can export the course or diploma information for all of the students in your list You can also sort your list by column and change your search by clicking Change search The Collection Period column indicates the last collection period for which the OUAC received any academic information for the student A blank in the column represents Create a PIN students with no academic information on file To see the academic information for a given student click Review under the Actions column Counsellors Online Services User Manual 2015 2016 25 If you have inquiry authority you will see an Academic Record screen Fig 28 Close Print Academic History Full Name Jentest Jen Mident 918679 S55N 123456789999 OEN 97001 7047 OUAC Reference Number 2014 010000 Required fields are denoted by an asterisk Diploma Details Course Summary Diploma Status Not Known OSSD Issue Date Community Involvement Not Reported Literacy Requirement Not Reported Comments SHSM Completed SHSM Program Academic History Export Courses HTML Export Courses XLS Export Diploma Details HTML Export Dip
31. rsities should take the information in the Comments field into consideration you must send documentation directly to the university admissions offices Counsellors Online Services User Manual 2015 2016 27 9 2 Courses This tab is only available if you have update access In the Courses section Fig 30 you can add update and drop courses You can also correct any errors generated from an OST file upload Close Academic History First Name Bobble Last Name Head Mident 918679 SSSN 999999999988 OEN 060013257 0046 Reference Number 2015 000000 Please save your progress every 10 minutes to avoid losing work Required fields are denoted by an asterisk Diploma Details Courses Course Summary 44 Current courses Add Course Completion Course Drop Date Type f Type Mident 201306 0100 Select 918679 201306 0100 Select 918679 Fig 350 Hovering over underlined column headings provides descriptions of the available codes Fig 31 Academic History First Name Bobble Last Name Head Mident 918679 SSSN 999999999988 OEN 060013257 OUAC Reference Number 2015 000000 Please save your progress every 10 minutes to avoid losing work Required fields are denoted by an asterisk Diploma Details Courses Course Summary Current courses Add Course Code Description Currently En
32. s Forms Tutorials Common Questions Archives Contact Us Account Logged in as KMA226544 Log Out You are logged in to Counsellors Online Services as K 1A27654A service Links Your last login was on 2014 09 30 at 11 27 18 Introduction Change Password Account To log out Academic Info hek B Application Info e Click Log Out Create a PIN Or D zend OST Files 6 Close and restart your browser Search OST Files G Test 05T Files Reference Number File Reports Fig 4 6 Counsellors Online Services User Manual 2015 2016 5 0 Create a PIN The Create a PIN function allows you to create an account for one or more students and store it on the OU ACS database Most accounts are created when your school submits a file of demographic and academic data to the OUAC in the October November submission The Create a PIN function is used when it is not possible to submit such a file to the OUAC For example e Your school does not have a computer system that generates academic data in the format the OUAC requires as specified in the OCAS OUAC Secondary School Data Transmission Specification e Students are applying to winter entry programs e After the October November data submission a student transfers to your school from outside of Ontario or from a non SSOLA school within Ontario and the student needs to get access codes including a PIN in order to apply to university e
33. sing the Accessible File Upload option you may have to click Upload File s twice You are logged in as JENBOARD Log Out Service Links Main Account Academic Info amp Application Info C3 Create a PIN Send OST Files Search OST Files a Test OST Files Reference Number file Reports Fig 11 Resources Forms Tutorials Common Questions Archives Contact Us Send OST Files To select a file from your PC and upload it to the OUAC click the Browse button and pick a file Once the file appears in the box below click on the Upload File s button Accessible File Upload Required fields are denoted by an asterisk Collection Period 1 November File s to Upload B66184 zip 19 82KB 5890243 01 13 21KB Upload File s After selecting Upload File s you will see a circular timer as shown in Figure 12 ou are logged in as ENBOARD Log Out Service Links Main Account Academic Info Application Info C3 Create a PIN amp Send OST Files C3 Search OST Files Test OST Files G Reference Number file eo Reports Fig 12 Resources Forms Tutorials Common Questions Archives Contact Us Send OST Files To select a file from your PC and upload it to the OUAC click the Browse button and pick a file Once the file appears in the box below click on the Upload File s button Accessible File Upload
34. t Electronic Data The Test OST Files function Fig 19 allows you to upload a file for any collection period without updating student records You can then correct errors before sending the OST file for processing All test files are purged from the OU AC system nightly Resources Forms Tutorials Common Questions Archives Contact Us Logged in as PARADISE Log Out Change Collection Period Service Links Accessible File Upload Required fields are denoted by an asterisk Collection Period 1 November C3 Academic Info Application Info File s to Upload Q Create a PIN send OST Files Upload Search OST Files G Test OST Files Pending Files 3 Reference Number file gt Reports Fig 19 Filename Status Subsequent Actions To select the collection period you wish to test click Change Collection Period make your selection from the drop down list and click Continue Fig 20 Note If you wish to test a summer grades file select collection period 5 August from the list Grades File Collection Period Collection Period Preamble Required fields are denoted by an asterisk Collection Period 2 February Fig 20 Counsellors Online Services User Manual 2015 2016 19 7 0 Reference Number File The Reference Number File function formerly Data Download provides a file containing the OUAC Reference Numbers for all of your students who ha
35. uacpdc gt ForUndergraduate_temp v Search ForUndergraduate_te D Organize gt New folder MC Name J C Date modified Type _ 918679 u2 8 28 20121 30PM U2 File Filename 5918679 u2 gt All Files gt Fig 9 After clicking Open to select a file you will return to the Send OST Files screen The file name will show in the text box Fig 10 You are logged in as JPM123 Log l f t m n Out To select a file from your PC and upload it to the OUAC click the Browse button and pick a file Once the file appears in the box below click on the Upload File s button Accessible File Upload G Main G Account Required fields are denoted by an asterisk G Academic Info Collection Period Q Application Info 1 November Create a PIN File s to Upload Send OST Files Browse search OST Files 5918679 01 3 54KB G Test OST Files G Reference Number file Upload File s Reports g 7 Pending Files File name Status Subsequent Actions Fig 10 12 Counsellors Online Services User Manual 2015 2016 If you do not want to use the file that is in the text box click the X beside the file then select Browse to find a different file As you select files they will be added to the list as shown in Figure 11 Once you have the correct file s select Upload File s Note Depending on your browser or if you are u
36. urrent because collection period is 1 and the student has not applied for 1 Details winter entry Warning 2075 Showing 1 to 4 of 4 entries Fig 17 You can view all errors warnings by clicking View Details or individual errors warnings by selecting Details under the Actions column Fig 17 File update statistics and a summary of all errors and warnings encountered while processing the file are provided Counsellors Online Services User Manual 2015 2016 17 Individual error warning details are shown in Figure 18 Grades File Message Detail Return to Summary New Search Return to File Log File name 917761 U5 Collection Period 5 August Last Updated Aug 26 2014 4 02 25 PM Last Updated By JEREMY Show 1 0 entries Search QUAC ee ori E Mesage gt Student gt Reference Socii Number Description Number Number Number Warning ENG4U3 is flagged 2060 for deletion E Dolan 00000000000 Showing 1 to 1 of 1 entries Fig 18 The student position and line number for each occurrence of the error warning is provided You can export the list to Excel XLS or HTML For assistance with errors warnings email guidance ouac on ca or call 519 823 1940 18 Counsellors Online Services User Manual 2015 2016 6 2 Test OST Files You will only have access to the Test OST Files function if your school s principal vice principal has registered you to Submi
37. ust S123456 U5 You can also send zip files using the following file naming convention VXXX zip BXXXXX zip SXXXXXX zip V Vendor B Board S School X the three five or six digit number for your vendor board or school respectively Note Before sending your file make sure you have not included OUAC Reference Numbers from the previous cycle and have properly updated the Home School indicator 10 Counsellors Online Services User Manual 2015 2016 Depending on your browser you may have the option to toggle between Accessible File Upload compliant with the Accessibility for Ontarians with Disabilities Act and Advanced File Upload mode If there is no option your browser will default to Accessible File Upload mode For the purpose of this manual we will assume you are using the Advanced File Upload option If you know the name of the file you want to upload you may enter the name in the text box provided e g S123456 U1 B12345 zip Note The file name must be entered correctly or the upload function will fail Otherwise click Browse to find the file on your computer Fig 8 Using the Browse function is similar to using Windows Explorer Print A The OUAC Guidance Site v Resources Forms Tutorials Common Questions Archives Contact Us Send OST Files You are logged in as JPM123 Log l l E gt Out To select a file from your PC and upload it to the OUAC
38. ve a unique SSSN and OEN The SSSN must be 12 digits long If your school s student numbers are shorter than 12 digits add zeros to the beginning of the number For example for a nine digit student number of 123456789 enter 000123456789 to make 12 digits The OEN must be nine digits long Note If you receive a Duplicate error message a PIN may have already been assigned with an identical SSSN or OEN Contact the OUAC s Undergraduate Division for assistance 0 The OUAC Guidance Site WERN e Resources Forms Tutorials Common Questions Archives Contact Us Use as many of the entry forms below as you require To submit more records choose the Add Account s button on the following page for another five entry forms Logged in as JPM123 Log Out Add Account s service Links 1 Mident 889172 SSSN Main Ontario Account Education Number OEN Academic Info S First Name C5 Application Info Last Name Q Create a PIN E Mident 889172 Send OST Files SSSN Q Search OST Files Ontario Education Test 051 Files Number OEN Reference Number file First Name CO Reports Last Name Fig 6 8 Counsellors Online Services User Manual 2015 2016 After entering data for one or more accounts click Add Account s at the bottom of the screen You will return to the previous screen where you will see the newly created accounts listed Fig 7 Once the Application Access Code letters are pr
39. ve submitted an application to the OUAC You have the option to download the file in either alohabetical or OUAC Reference Number order Fig 21 Resources Forms Tutorials Common Questions Archives Contact Us asr E Reference Number File You are logged in as Huntsville High School TEEN e QUAC Reference Number Service Links s Surname Fig 2 A record layout of the file is under Resources on the Guidance Site When you click the Reference Number File and select Click here to download the file you will be prompted to either open or save the file Fig 22 File Download Do you want to open or sawe this file a Mame S918679 dat Type Text Document From wusertest gcos 0uac on ca Cars Z Always ask before opening this type of file Te while files from the Internet can be useful some files can potentially harm Q your computer Ifyou do nottrustthe source do not open or save this file 20 Counsellors Online Services User Manual 2015 2016 If you choose to save the file you will be prompted to indicate where you want to save it Fig 23 F Save As Save in Desktop My Recent Documents Desktop My Documents gs My Computer My Network Places Fig 23 If you are not automatically prompted to download the file right click the link to save it or if the file opens My Documents Y My Computer y Network Places 9 101 French emails Email templates Oguida
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