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OCAS - College Partner Portal User Guide

1. to add a program offering to the selected application cycle Note A new program can only be added from this screen New campuses and start dates can be added from both the Manage Program Cycles and Search Program menu options Manage Programs Add New Edit General Information option Cyc 2016 29620150601 2016077 cotege campus Fanshawe E sua Program Details Program code Progam Tie Program Type Promotor Not Adut Tang put spect cose Crum APS Number Sekt ic Sec E seve Higniy Compete Language Sec saa Program Leva Meu Code Soh wi Use the pick lists and free form fields to add program details If the MCU Code is not known or to view a list of all available MCU codes use the Find function Manage Programs Add New Edit cont d Program Category Category Select E Program categories are used Jianne in Find a Program search Select M results 1 main category and 1 sub category is mandatory Category Select ic Sub Category Select uM Program Start Date ContactUs Prvacy Statement TemsofUse FAD or Clear to begin again Manage Programs Add Program Start Date Program Start Date Add Program Start Date Click on Add Program Start Date to access start date information Program Start Date 2015 Aug open 0 Act
2. 2014 0801 te a ee College Fanshawe Confirmation Status No Response No offers processed for applicant CCY Applicant has confirmed to this offer Confirmed offers cannot be deleted CCN Applicant has confirmed another offer or declined all offers Offer State Active Offer is active and available for the applicant to select Deleted Offer deleted by college e g issued in error applicant cannot view or select Revoked Valid offer withdrawn by college viewable by applicant but cannot be selected OR valid offer made to applicant who has not satisfied the conditions of the offer Program Suspended Offer withdrawn by college due to program being cancelled Viewable but cannot be selected by applicant Update Offer cont d Update Offer Application Number 140326505 Date of Birth 30 03 1996 Confirmation Status Dectined Offer Stato Aae m Sequence Number 3 Date Offer Posted 2010201 a Soft Expiry Date zoas a Hard Expiry Dote 2140001 z No Torm Idontifior Faia Name Tester Tor Start Date 2014 Sop Full Part Sequence Number Sequence number of the offer Date Offer Posted Field contains OFFER_ACTIVE_DATE from the offer file Date must be prior to the soft and hard expiry dates Offer becomes active and visible to the application at 12 01 a m on the date specified Soft Expiry Date Field contains OFFER_EX
3. College Partner Portal User Guide Login Ontario College Application Service SERVICES E MATERIALS DATAWAREHOUSE PARTNER PORT Quick Links PARTNER PORTAL LOGIN Contact Us ontariocolleges ca For Statt Tel 1 888 892 2228 College Contact List Log in to the OCAS Partner Portal to access functions including Oane Shoal Applicant Search Manage Programs Grade File U eTMs Login at www ocas ca Counsellors Association osca i Click on PARTNER PORTAL and then the green LOGIN button For Students Login cont d ONTARIO COLLEGES cA Login using the username and password provided in tl Partner Portal registration email Note Log in information is CaSe SensitiVe Log On UserName YourUserName Password l Follow password criteria when creating a new password No previously used password accepted A 7 Forgot your User Name or Password Manage your account access with the Forgot User bu finish working with this site do one of the following Name Password links ae including applications that sre open in other windows nded for ly oblems contact the site administrator Home default Screen Manage Progam C7265 ONTARIO COLLEGES CA Applicant Search Click on the menu bar to access the Application Number Account Number functions to which you
4. D Hard Exply Date 2014 08 04 yi 2014 05 01 Account 210029503788 Campus London Entry Level Entry Level 1 Term Identifier FATS Date Otter Posted 2014 02 01 Late Admit No Click Edit Offer to make changes to an individual offer Update Offer Update Offer Application Number 14 0326508 Date of Birth anoss Confirmation Status Declined Offer Stato Active Sequence Number 3 Dato Offer Postad 20140201 a Soft Expiry Dato z000 a Hard Expiry Dato a a Late Admit No Term Identitier Fata Name Tester Tom Entry Level Entry Levelt Program Codo cma Campus Codo uc Start Date 2014 Sep Full Part Time College Fanshawe Make changes to individual offers as required Click Save when finished making updates or Cancel to exit without saving changes New offers and mass updates should be sent to OCAS in the next offer file To prevent confirmation of an offer file update the hard expiry date to the current date to expire the offer To change a program code campus code program start date attendance status or entry level revoke the existing offer and insert the new offer in the next OCAS offer file Update Offer cont d Update Offer Appleton number Nam 4025506 Ter Tom Date of Birt 20311996 Confirmation Status Decined Otter State a HON 2014 02 01 eme a 2014 05 01 i a
5. relating to their application activity such as payment notifications password resets etc System Applicant Search To locate applicants who have applied to ANY college ONTARIO COLLEGES CA Application Number Account Number First Name Last Name E More Search Options PARTNERVane mechan Edi Acones Account Seareh Applicants System Applicant Search The System Applicant Search screen allows users to search for applicants who have applied to any ofthe colleges using a varity of search criteria Clear res Click the to view Saaz additional search criteria fields janage Program Gyces Search Programe Search Offs Colege Information Decumont Access Logout Enter search criteria e g partial student name and click Search to locate an applicant who has applied to any college Note String search is used e g entering tes will result in any record containing the tes characters System Applicant Search Results Search results are displayed sorted alphabetically More Search Options by last name rch Click on any column heading hyperlink to reorder the records in either ascending default or descending optional order spplicant 210015018702 Active Teeen72 applicant io 12 02 4803 Unpaid 21001508702 Active 103607721 ess
6. PIRY_DATE_ SOFT from the offer file Date can be the same or prior to the hard expiry date Soft expiry dates are viewable by applicant as Date of Expiry for that offer Applicants are able to select offers beyond the soft expiry date Hard Expiry Date Field contains OFFER_EXPIRY_DATE_HARD from the offer file Applicants are not able to select offers beyond the hard expiry date Offers expire at 11 59 p m on the date specified Late Admit NO indicates regular offer YES indicates a late admit offer OCAS will identify this offer as a late admit and will hold it until the OCAS application has been received and processed Term Identifier Term for which offer is being made FA Fall WI Winter SU Spring Summer College Information Dee ee ee eee ee ees ONTARIO COLLEGES CA Displays the functionality to update information that is displayed a to the applicant during the offer process Click Save when College Information finished making updates or Clear to exit without saving changes Revoked Info URL Mnpilhww revokedoferu com Revoked Info URL URL link for applicant if the offer is revoked Suspended into URL np toe suspendedoenn com Suspended Info URL URL link for applicant if the offer is suspended Phone Number for Revoked Offers sia sss10x CREA Phone Number for Revoked Offers Phone number for applicant itp www yourallogewebsite ca to contact
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8. articipate in surveys contests special promotions and newsletters I may withdraw my consent at any time am interested in receiving more Information from the College s which select as choices in my application Each College select may send me an initial electronic message requesting my consent to receive tuture electronic messages trom tne College which may be commercial or promotional in nature give permission for OCAS Applications Services Inc to provide the applicable Collega s with my email address so that the College s can send me this message only applicants are presented with this Email Communications page containing two options for receiving commercial emails The first option collects consent for ontariocolleges ca to send commercial emails The second collects permission to establish a one time referral between the applicant and their college choices which allows the colleges to reach out and collect their own consent Both of these boxes are optional Once applicants have selected their options or chosen not to they can click Submit to proceed to their application They will not see this page again and will be unable to opt in to commercial emails at a later time However it is always possible to unsubscribe from commercial emails using a link in the email s footer or calling our Customer Contact Centre Regardless of preferences for commercial communications applicants will receive transactional emails
9. college if offer is revoked or suspended Audit Report Email Address SomeaneGyoucotiege c aariaa College Website URL URL link to college website Woicome Message HTML tat accaptet 99 inne braak gt Congratulations You have confirmed you ofr ofadmissiono Our G Audit Report Email Address Email address for receipt of audit See reports Separate individual email addresses by a comma lt q Over the nest ew manta we wil send you imporlant intarmation bout your admission your program staring colege and mora Dont Welcome Message Message for applicant after offer of ae admission is accepted College Logo College logo displayed to applicants Changes to college logos must be submitted to OCAS gif files 100 x 100 px 72 dpi Document Access Eee aes ok es ONTARIO See separate User Guide for complete Document Access COLLEGES CA information at www ocas ca gt E Materials gt College Staff Document Access SERVICES EMATERIALS Wi You are here Home eMateriale College Staff niii Important RESOURCES FOR COLLEGE STAFF Contact Us E Documents Need help using the Partner Portal Start here Forstatt Tel 1888 892 2228 oa Important Dates for aromen Programs Starting rat Document Access Portal User Guide PDA malt serves reer Extract Files Updated 26 September 2014 collage Dialogue Booklet Board Fle ate Board Fie French Characters Strippe
10. d For Students ae Board Fle Specifications Tel 1 808 292 2228 Secondary School Course as Codes Be aS arse File French Characters stripped ask uspontariocoleges ca Syear Applicaton Trends Course Code specrfeations social Media year confirmation Trends er OC g ee Eee orracstoox Microsoft Volume Ucensng 50 corporate court Ocas strategie Directions Guelph ON 20132015 eTMS PARTNER moha ocas Edit Access Account Search Applicants System Applicant Search Manage Program Cycles Search Programs Search Offers College information D ONTARIO ROIS ALIS dele See separate User Guide for complete eTMS information at www ocas ca gt E Materials gt College Staff SERVICES MATERIALS You are here Home e Materials College Staff Important RESOURCES FOR COLLEGE STAFF Contact Us Documents Need help using the Partner Portal Start here Forstatt Tel 1 888 092 2028 Showing 50 ms per Page collage nialogue Booklet Board Ele 4 Board Fie French Characters Stippod For Students ae Boara Fle Specifications Tel 1808 892 2228 Secondary School Course gi AE course pie mes aS Course Fle French Characters stripped ontariocolleges ca Syear Applicaton Trends Course Code Spectfestons social Media year Confirmation Trends Microsoft Volume Ucensre aa 50 corporate court Ocas strategie Directions Guelph ON 20122016 mes
11. en rea oomoo po mooner sem or Applicant Nu conge 15001 0101 Pending Payment 210031326314 Active 10070202 T Applicantest Create 210030078405 Active 10780003 Applcanttest Creste 14025 1833 Unpsid 210020342052 Active 198101101 SS ee iera osi or pau Collage Appicant Nouvesu 14 093 8061 Pending Payment 210027135703 Active 10360101 OCAS APPLIGANTE TEST EIGHT 114 023 6833 Unpsid 210008750042 Active 190001701 Results are VIEW ONLY and are used only to identify if an individual has an existing application on file at ontariocolleges ca OCAS System Applicant Search Results cont d E More Search Options sppcant i 21001508702 Active 1o07 applicant ie 210018018762 Active 108610721 Applicant Test 210020884275 Active 1902 12 01 Applicant Nu College 210021338314 Active 1007102102 Appicantest Create 210020076408 Active 1978 0003 Applicanttest Create 4 025 1833 Unpaid 210029342052 Active 1981 0101 College Appicant 210027161250 1986 0101 Application Status Paid application processing fee has already been paid at OCAS Unpaid application is not active and a payment of the application processing fee is required Pending Payment application is not active check with OCAS as to the required fees to be paid Updating Program Offerings The Manage Program Cycles and Search P
12. have been granted access First Namo Last Namo Note Not all users may have access to all portal functionality Mident Code Emit pplication Cycle a uw E More Search Options 2014 ONTARIO COLLEGE APPLICATION SERVICE Home default Screen cont d ONTARIO COLLEGES cA PARTNERVors mechan Edit Access Account Search Applicants System Applcant Search Manage Program Cycles Search Programs Search Ofera Colegelnfrmation Document Access TME Logout Edit Access Account used to change password Search Applicants Home default screen Allows you to view applicants to your college System Applicant Search Allows you to list all applicants that have applied to all colleges Manage Program Cycles Select an application cycle to display and manage your college s program offerings Search Programs Search and manage a specific program offering Search Offers View applicants who have received offer to your college only College Information Information displayed to the applicant during the offer process Document Access Access to application supporting documents eTMS Access to the Electronic Transcript Management System Change Password ONTARIO COLLEGES CA ONTARIL COLLEGES CA Home Wacome to ontarioc ists Appcanl Search Manage Prouram Cycles Search Programs Search Offers Co
13. is is the only screen which provides this information aroozosores aene 1aosnano Tester rem 14 032 0508 Testianewy Ern 11240 2001 nroor7sse7e1 Aave seee2720 Testanetvone 7842335 rane E Testoctsix Erin 15 03 2837 210021377750 Active 9740124 mestrou euzaser 10 0208704 zsooiosr7ear aove sse0n200 n 1212787 Perang Payment 21001100729 Active oewos veaasaate rendngPaymare 210081228005 ase sero 14 725 9382 Penang Payment 210021225083 Active 1907 0303 ee Search results are displayed sorted alphabetically by Click on the Last Name d last name hyperlink to view applicant details Click on any column heading hyperlink to reorder the records in either ascending default or descending optional order Note If only one record matches search criteria you will be taken directly to that applicant s dashboard Applicant Dashboard PARTNERane mechan Est Access Acca ONTARIO COLLEGES cA Mu Coege Applicant Account Naber my Home My Prone Personal infomation Contact omation autnorzea users Citzenstip and Residency Education O Franca suppor Exoerence My Applications 16 001 0101 aug 2015 aizo Program Choices 1 Basis of Admission Payment Summary View oars 0 View all applicant information relating to your college from the applicant Dashboard screen see exception
14. ive EBT coset fx nace Add Program Start Date Click Add Program Start Date to add additional intake dates Use the pick lists and free form fields to add required information Click Save when complete ay Manage Programs Program Availability Program Start Date 2orau30 E closed YJ oatete ons soria Add Program Start Date cear Ee Program Availability Updates Changes are reflected immediately Program Availability Open Applications are considered for admission Seats available within the Partner Portal and within an hour approximately in the online Find a Program utility Closed Applications are not considered for admission Program is full for that specific start date Waitlisted Applications will still be processed Seats may still become available Manage Programs Program Status Program Start Date 2015 5ep Open Add Program Start Date zorator0 E cisa fe Delete Inactive Cancelled Program Status Active Normal processing of applications to the program Inactive Program was put on system but is no longer being offered and cannot be deleted because applications are attached to it Cancelled Program may not be offered again during the application cycle Applications received to
15. lege Ifrmation Document Access eTMS Click Edit Access Account to access the Change Password screen Change Password Change Password Change Password Description Current Password Minimum Password Requiremen 1 Uppercase Letter 1 Lowercase Letter 1 Minimum Characters and Max 2 1 Number x 1 Symbal eg 5 Passwords Match No previously used password accepted Search Applicants Screen To locate applicants to YOUR college PARTHERans meshan EOR Access Account System Applicant Search Manage Program Cycles Search Programs Seach Otere Colega eumation Document Recess eTNS Logout ONTARIO COLLEGES CA Applicant Search A Select the current or previous piani aai fainas application cycle to limit search results First Name Last Name Leave the default All to see all students Mident Code Email Application Cycle a u M i More Search Optons Enter search criteria in at least one field e g partial student name and click Search to Cones Phen Samant Tameetuse Faa locate an applicant record 5 Click the to view Note String search is used e g entering tes additional search criteria will result in any record containing the tes fields characters Search Applicants Results E More Search Options Note applicant payment status Th
16. rograms menu options provide similar functionality Both can be used to update program offerings at your college Program offering information can be updated based on established business rules Whenever a change is made to an application cycle program code campus code or start date it is considered a new program addition Manage Program Cycles Display all of your college s program offerings Se ee eee ree SES ere eee ee eer Tope BRE ES Search Programs COLLEGES CA Application Cycle College 2018 20180801 w 20160721 Fanshawe campus Manage Program Uw ror Program Code Ferree 218 2050801 wsn007a1 panes saute Pages Fat lt Previous 1 Next gt Lasb oar Ad Now Program Seni fpr Cops Pa tine PRE a Spee A oa ee to display all your college programs within a published application cycle EARLY CHILDHDOD EDUCATION nen ADVANIGED CARE PARAMEDIC Programs as displayed in alpha ADVANCED FHAMMAKING enon order of program title Click on any of the column heading hyperlinks to resort Manage Program Cycles Search Add New Search Programs Application Cycle College 2015 2015 08 01 to 2016 07 31 Fanshawe Campus Use the Campus pick list and or Program nN m Code Program Title fields to refine search results OR click on any program code title hyperlink to view program details Program Code Program Title Click on Add New Program
17. s all current information Clone Program Copies existing program information Can only be used to add the program offering at an additional campus Search Programs Search for a specific program offering at your college similar functionality to the Manage Program Cycles menu option eee ONTARIO COLLEGES CA Program Search Collogo Fanshawe Application Cycle ssn Be sure to select the ws a Start Date al ic Campus a El F Enter specific search criteria Program Code to locate a specific program Program Title OR click Search to display all program offerings hear Search Oers Calege nfrmalion Document Access Logout Search Offers ONTARIO COLLEGES CA Search Offers E Search PARTNERVans mechan Edit Access Account Scarch Appicanis System Appicant Search Manage Program Cyces Search Prosar Infomation Document Access Logout Application Number Last Name Date of Birth oar Month Clear Enter the application number and click Search Program Code First Name Search Offers Search Application Number 14 032 6506 Nome Tester Tom Date of Birth 199610330 Program Title COMPUTER SYSTEMS TECHNICIAN Program Code CTN2 Stort Date 2014 09 Full Part Time Full Time Sequence Number 3 Offer Stato Activo Confirmation Status Declined Confirmad Dato Soft Expiry
18. s noted below Personal Information basic demographic info including legal name date of birth etc Contact Information applicant street address email address telephone numbers college user may update Authorized Users not available for view Citizenship amp Residency Citizenship residency status in Canada country of birth college user may update Education high school postsecondary or international education information Financial Support agency sponsorship this does not include OSAP Experience area of study related employment or volunteer experience test scores Program Choices programs selected at your college by applicant Basis of Admission confirmation of high school attendance or graduation Transcript Request high school and or college transcript requests via eTMS Payment summary not available for view View Offers not available for view Email Communications not available for view Ceea ES CA With the introduction of Canadian Anti Spam Legislation CASL on July 1 2014 we are now required to collect consent from applicants in order to send commercial emails Email Communications If you Would lke to receive email rom ontarlocollages ca and Ontario s Colleges aboul surveys promotions and program offerings please check the boxes below J 1 agree to receive electronic messages trom ontariocolleges ca OCAS Application Services Inc including invitations to p
19. this program are transmitted to the college Suspended Program is not currently offered but may be in future including this application cycle Manage Programs Expiry Date amp Expiry Action Program Start Date 2015 Sep y Open 4 Active Expiry Expiry Date Date that the program availability will be set to Closed or Waitlisted e g for a highly competitive program after the equal consideration date has passed Expiry Action Program availability change Closed or Waitlisted on Expiry Date Manage Programs Action Program Start Date 2015 Sep V Open Active m 15 View Applicants Add Program Start Date Es Clear Clone Program Action Delete Click Delete hyperlink to remove a specific start date Start date will only be removed after the Save button is clicked A program start date can only be deleted if no applicants have applied View Applicants Click on View Applicants to list all applicants that have applied to the specific program start date Manage Programs Save Clear Clone Program Start Date Delete View Applicants lt f j j j 2015 Sep V Open ae ls o 2015 09 25 m Closed Add Program Start Date Clear Clone Program Save Save current information Actions program start date delete Clear Clear

OCAS - College Partner Portal User Guide

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