OUAC/ OCAS Data Transmissions 

Important Notes:

OUAC Numbers - The  OUAC number have been expanded from 9 to 11 digits to accommodate a 4 digit year. In Maplewood, do not enter the first 2 digits of the year (e.g. the century portion) because there is only room for 9 characters. For example, if the OUAC number is 20001234567, only enter 001234567 into the OUAC number field in the student’s enrolment information. We recommend that a school enter this information. Note: OCAS no longer uses this field.

OUAC/OCAS Specific Student Numbers - OUAC and OCAS require a way to identify each student applicant at your school. Although Maplewood provides a student number field, we found that many schools do not use student numbers and some students shared the same student numbers.  For OUAC and OCAS purposes, Maplewood will be sending the number which is stored under Enrolment, SSSN (under OCAS/OUAC Numbers heading). This student number in most cases will resemble the student's OEN number. However, if a user changes the student's OEN Number, the SSSN Number will remain the same. This is because the OCAS and/or OUAC file validation will fail if the number is changed for that student.

Note: For Overseas schools, Maplewood will populate this number based on the student number as OEN are not generated for these schools.

If OUAC/OCAS inquires about a specific student, they will likely give you their SSSNr (which is not the student number in Maplewood). To call up this student in Maplewood, Students, Student Records. Select the Method button and select OEN then enter the number, if you are unable to find the student, users can do an inquiry for this number. In the Inquiry Tree this data set is located under Enrolment, OCAS/OUAC Number.

Marks Sent

 

Full disclosure rules are in effect beginning September 1999.  According to the Ministry of Education and Training guidelines:

• If a student is currently taking a course that is also in the student’s transcript, the course and mark are sent with the course status set to "R" (for Repeated) for the course with the lowest mark.
• Failed courses and zero credit courses in the transcripts will not be sent if their completion date is prior to 09/99 (or if the course is a grade 9 or 10 course - post 09/99).
• Failing interim marks will be sent to OUAC and OCAS.
• Only grade 11 and 12 (and OAC for OS;IS students) courses are sent to OUAC whereas all grade 9 to 12 (and OAC for OS;IS students) courses are sent to OCAS.
• A course called NOTUSED may appear on some students’ printouts. This represents an empty course that had to be included to maintain the file format. Please ignore these courses.

Creating and Sending Report Files

1. Choose Reports, Send Information to OCAS or Send Information to OUAC. Select the appropriate transmission period in the OCAS or OUAC Options frame.

2. Indicate which group of students should be sent.

3. Check the box to include deleted students (option should be selected for the 2nd and subsequent transmissions).

4. Check the box to print each student - one student per page will print (prints in list form if not checked). Also, if checked, it will add a signature line where a school can have the student or the guidance counsellor sign that they have verified the information. 

5. Make sure the correct Contact information is entered by selecting the Contact Info button.

6. To save the file, select Export and select the destination location (e.g. a:\) from the Save In drop-down box. The file will be named S######.U* or S######C*.
   where ###### is your school Ministry identification number and * is the transmission number (i.e. * = 1 if the first transmission option has been chosen). 

7. Verify both the demographics and the marks.  If required, make any corrections to the student information and then re-create the file. Select View to preview the information.

8. Submit the transmission file via the OCAS/OUAC website.  

Note: Step 6 will also create the file R######.U* or R######.C* which are not to be sent. These "R" (report) files may be easily read in a text editor or Notepad. Retain copies of these files for the school year.

Any additions or changes that schools need to make can be done directly on the OCAS/OUAC web sites.

 

Transmission 1 -  Demographic and/or Semester 1 Midterm Marks

 

 

OCAS October  (Demographics Only) and November (Demographics and Midterm marks) 

OUAC November (Demographics Only)

 

Note: Separate files must be created for each of the application centres.

A data file is created containing the following information for each of the selected students:

• Grad Status Codes, Community Involvement, Literacy Test and OSSD Issue Date
• Final marks for grades 11 and 12 courses for OUAC or grades 9 to 12 for OCAS (from the student's Transcript/History file)
• First and second semester enrolled courses
• First semester midterm marks (for November transmissions)

The first transmission to OCAS/OUAC is a file containing the students’ demographic information (including Literacy, Community Involvement) and historical subject/mark information. This data file is processed by OCAS/OUAC and its contents are compared with the application forms to identify problems and make corrections. Where there is a discrepancy, the information on the application form is used. When the 2 sets of data are merged, the information is electronically distributed to the universities/colleges.

OUAC: In October/early November, the school/board generates a data file that identifies students who are potential university applicants who may or will have the basis for university admission prior to September 1 of that academic year. We recommend selecting all students who have at least two Grade 12 U/M courses on file. First semester midterms are not collected by the OUAC.

The data file should contain the same information that, for non-SSOLA schools, will be printed on the OUAC 101 forms. Along with demographic information, academic information is requested for:

•  all current year courses (excluding grade 9 and 10 courses)

•  all previously completed Grade 11 and Grade 12 courses (OSS) (Grade 11 and Grade 12 courses include all subjects with a “3” or a “4” in the fourth position of the course code) and where appropriate, ‘CU’, ‘CO, ‘DU’, ‘DO’, LVGBU (Ancient Greek) and LVLBU (Latin) courses.

•  Indication of the applicant’s current OSSD status (including Community Involvement, Secondary School Literacy Requirement and the OSSD Issue Date).

The electronic data received from the schools does not become applicant data until a successful merge takes place (through online application submission). Student records that are not merged with the OUAC 101 application, never enter the OUAC Applicant Database and are deleted at the end of the application cycle.

 

Representation of Consent: The Schools/Boards represent that they have secured the required approvals and/or consents to collect and disclose the information required for the first and all subsequent data transmissions referred to herein, as may be applicable under the Education Act, Personal Health Information Protection Act, Municipal Freedom of Information and Protection of Privacy Act and/or the Personal Information Protection and Electronic Documents Act.

 

Application Processing for SSOLA Schools:

• The OUAC assigns a Personal Identification Number (PIN) to each student for whom a record exists on the electronic file.

• This PIN, along with the school MIDENT and the Secondary School Student Number (SSSN), is printed onto a letter/checklist and placed in a confidential envelope. These PIN access letters are packaged together (in surname sequence) with printed instructions and a checklist (student + PIN) and sent to the school for distribution.

• The three items in each student’s PIN access letter will allow the student to log in to the secondary school (101) online application and to access the demographic and academic information existing for that student on the reference database.

• Students can then make changes to all information except academic data, complete their university/program selections and submit the online application.

• Applicants will immediately receive an acknowledgement email once the online application has been successfully submitted.

 

Notes:  Students for whom no data is received on the October/November transmission cannot apply online unless the school creates an account using the “Create a PIN” option using Counsellors’ Online Services. The information required for the “Create a PIN” option will be Secondary School Student Number (SSSN), Ontario Education Number (OEN), surname and given names.

OCAS - OCTOBER (Transmission Type = 1): In October, the school/board generates a data file identifying potential secondary school graduates who may or will have the basis for college admission prior to September 1 of that academic year. WE RECOMMEND SELECTING ALL POTENTIAL GRADUATES.

The data file contains ‘S1’ Demographic data, ‘G1’ Grades data, ‘T1’ Header record and ‘B1’ Trailer record. Along with demographic information, academic information is requested for:

• all current year courses

• all course histories

 

Note: Schools/boards are encouraged to send electronic data, as often as required, to OCAS to ensure timely updates to student records.

When the file is received at OCAS, it is processed through a number of audits. Schools/boards will be contacted at this time only if a critical error occurs and the entire file’s validity is questionable (i.e. incorrect file length, missing B1 or T1 records, incorrect B1 record counts, etc.). If no critical errors occur, processing continues.

 

Note: The electronic data received from the schools does not become applicant data until a successful merge takes place (through an online application submission). Student records that are not merged with an application never enter the OCAS Applicant Database and are deleted at the end of the application cycle.

 

Representation of Consent: The Schools/Boards represent that they have secured the required approvals and/or consents to collect and disclose the information required for the first and all subsequent data transmissions referred to herein, as may be applicable under the Education Act, Personal Health Information Protection Act, Municipal Freedom of Information and Protection of Privacy Act and/or the Personal Information Protection and Electronic Documents Act.

 

Application Processing: OCAS does not wait for the first data transmission to allow Secondary School applicants to apply. The merging of the applicant to their electronic data will occur through a series of matching criteria including the Ontario Education Number (OEN).

 

Secondary School Online Applicants: The Secondary School applicant will establish an account and supply OCAS with all the necessary demographic information about themselves such as last name, first name, address, postal code, country, etc.

When an applicant identifies themselves as being currently enrolled in an Ontario Secondary School they will be asked to select the city that their secondary school is located in, which will then produce a list of schools from that city. The applicant will then select their school from the list provided. Once the applicant has selected their school, they will be asked to enter their Ontario Education Number (OEN). OCAS will use the OEN, mident code, last name, first name and date of birth to compare against the same information supplied by the Secondary school to try and match their grade information through a nightly process.

• For those applicants who are not matched through the nightly process, a manual process will be implemented to identify and match the applicants.

• OCAS will request transcript information from any applicant when grades are not found on the OCAS system.

• Applicants are instructed to see their guidance counselor regarding their incomplete or missing academic information.

• Schools/boards are encouraged to send electronic updates, as often as required, to OCAS instead of hard copy documents.

• Once they have created their online account, students can complete their college program selections and submit the online application. Students can make changes online to all information except academic data.

• Once the application fee is received and validated, the applicant receives confirmation by email from OCAS and the online application is transmitted electronically to the colleges.

 

OCAS - NOVEMBER (Transmission Type = 1)

The purpose of this transmission is to:

• all current year courses

• all course histories

• official midterm grades for current-year first semester courses

• schools may send interim marks for full-year courses in a subsequent electronic update as soon as they are available.

The data file contains ‘S1’ Demographic data, ‘G1’ Grades data, ‘T1’ Header record and ‘B1’ Trailer record. The ‘S1’ (demographic) transaction will be used only to update the Grad Status Code, Literacy Requirement, Community Involvement and the OSSD Issue Date. No other updates will be accepted electronically from the ‘S1’ transaction. When the file is received at OCAS, it is processed through a number of audits. Schools/boards will be contacted at this time only if a critical error occurs and the entire file’s validity is questionable (i.e. incorrect file length, missing B1 or T1 records, incorrect B1 record counts, etc.).

In order to save the files created without overwriting the previously created file (for Transmission 1 and 2  - as they now both have the same file name) Maplewood has created a new area within the Export folder (F:\Admin\Export) called OCAS_OUAC. Within this folder are 6 new folders called October, November, February, April, July, Summer. These folders represent the times in which the files are due. For example, Transmission 1, that has a due date of October 14, will be found in the October folder (F:\admin\export\OCAS_OUAC\October). BOTH OCAS and OUAC files will be saved in these folders.

 

Transmission 2 -  First Semester Marks and 2nd Semester Courses (February)

Note: Separate files must be created for each of the application centres.

A data file is created containing the following information for each of the selected students:

• Final grades for first semester courses (Student's Transcript/History)
• Mid-term grades for current full-year courses (from any specified mark column - ensure marks are within the Semester 2 Achievement area)
• Second semester courses of enrolment
• Course status information on repeated final courses
• Course status on withdrawn courses
• Updated Grad Status Codes, Community Involvement, Literacy Test and OSSD Issue Date

Note: Before creating this file transmission, be sure that the transcripts were updated at the end of Semester 1. If they haven't been updated, please verify that the final mark is in column 6 and then run Marks, Automatic Transcript Update, Add Current Courses to Transcripts to ensure that the Final Grades are updated from the History file. 

OCAS: Processing of the February data transmission is similar to that of the October and November data transmissions.

OUAC: Changes to the Grad Status Code, OSSD Issue Date, Community Involvement and SS Literacy Requirement are the only ‘S1’ (demographic) transactions that will be updated . No other updates will be accepted electronically from the ‘S1’ transaction. After processing the Second Data Transmission, a checklist will be produced indicating all active applicants who have less than 6 Grade 12 U/M credits. School officials should review this list to determine if any information is missing.

Note: OUAC will automatically drop courses that have not been updated. Course data that has been changed or added through Counsellors’ Online Service, “Academic Updates” option, will remain on the applicant’s file.

 

Transmission 3 - 2nd Semester Midterm Marks (April)

Note: Separate files must be created for each of the application centres.

A data file is created containing the following information for each of the selected students:

• Mid-term grades for second semester courses (from any specified mark column)
• Updated marks for full-year courses (from any specified mark column)
• Course status on withdrawn courses
• Updated Grad Status Codes, Community Involvement, Literacy Test and OSSD Issue Date

OCAS:  Processing of the Aprildata transmission is similar to that of the October, November and February data transmissions.

OUAC:  Processing of the third data transmission is similar to that of the second data transmission, with the following exception:

•  For non-semestered schools – If, on the Third Data Transmission, the school chooses not to provide any updates to grades provided in February, the OUAC will assume that the midterm grades reported previously are current and correct. Nothing will be sent to the school.

 

Transmission 4 - 2nd Semester Final Marks (July)

Note: Separate files must be created for each of the application centres.

A data file is created containing the following information for each of the selected students:

• Final grades for second semester courses (from the student's Transcript/History file)
• Final grades for full-year courses (from the student's Transcript/History file)
• Course status information on repeated final courses
• Course status on withdrawn courses
• Updated Grad Status Codes, Community Involvement, Literacy Test and OSSD Issue Date

OCAS: Processing of the July data transmission is similar to that of the October, November, February and April data transmissions.

OUAC: Processing of the fourth data transmission is similar to that of the second and third data transmissions, with the following exceptions:

•  Courses on the OUAC file that are not updated by the fourth transmission will not be automatically dropped, as in the second and third transmissions.

•  Schools/boards will not be provided with any hardcopy reports as a result of the processing of this transmission.

Registered school officials will continue to have access to Counsellors’ Online Services throughout the summer, should they be available to make such changes.

 

Transmission 5 - Summer School Marks (August)

A data file is created containing the following information for each of the selected students:

• Final grades for current-year second semester courses (from the student's Transcript/History file)
• Final grades for current full-year courses (from the student's Transcript/History file)
• Final grades for summer school courses (from the student's Transcript/History file)
• Complete course histories (from the student's Transcript/History file)
• Course status information for repeated courses with final grades
• Course status for withdrawn courses
• Updated Grad Status Codes, Community Involvement, Literacy Test and OSSD Issue Date

OCAS: Processing of the August data transmission is similar to that of the October, November, February, April and July data transmissions. 

Note: The S1 Record is the only record used to transmit the OSSD Issue Date, Community Involvement, Literacy Requirement and Grad Status Code.

OUAC: Processing of the fifth data transmission is similar to that of the fourth data transmission. Applicants who have provided a valid email address will receive an email message to indicate that they can review their final grades online. Registered school officials will continue to have access to Counsellors’ Online Services throughout the summer, should they be available to make such changes.

Data Definition

Changes for the Current Transmission period(s) are highlighted in Yellow

T1 Record Type - File Header (Top)
Position	Length	Element Name	Maplewood Location
1	2	Record Type	T1 - Automatically populated by Maplewood
3	6	BSID Number	File, School Set-up, School Information, Board Number
9	12	Filler - Value must only be 12 '0's (zeros)	Automatically populated by Maplewood
21	19	File Creation Timestamp	Automatically populated by Maplewood - based on computer date and time (on the computer the file was created)  Format: YYYY-MM-DD:HH:MM:SS
40	1	Transmission Type	Automatically populated by Maplewood
41	2	Vendor Code	'19' - Automatically populated by Maplewood
43	8	Vendor Software Version	Automatically populated by Maplewood
51	1	Destination	Automatically populated by Maplewood
52	30	Contact Surname	Reports, OCAS/OUAC, Send information to OCAS (or OUAC), Contact Info Button, Surname
82	15	Contact First Name	Reports, OCAS/OUAC, Send information to OCAS (or OUAC), Contact Info Button, First Name
97	10	Contact Telephone Number	Reports, OCAS/OUAC, Send information to OCAS (or OUAC), Contact Info Button, Telephone Number
107	6	Contact Telephone Number Extension	Reports, OCAS/OUAC, Send information to OCAS (or OUAC), Contact Info Button, Telephone Number Extension
113	50	Contact E-mail Address	Reports, OCAS/OUAC, Send information to OCAS (or OUAC), Contact Info Button, Email Address
163	166	Filler - value must only be 166 uppercase 'X's	Automatically populated by Maplewood
S1 Record Type - Demographics
Position	Length	Element Name	Maplewood Location
1	2	Record Type	S1 - Automatically populated by Maplewood
3	6	BSID Number	File, School Set-up, School Information, Board Number
9	12	Secondary Schools Student Number (SSSN)	Students, Student Records, Enrolment, SSSN
21	9	Ministry Identification Number (MIN)	Students, Student Records, Enrolment, MIN#
30	9	Ontario Education Number (OEN)	Students, Student Records, Enrolment, OEN#
39	30	Surname	Students, Student Records, Legal Surname  If Legal Surname is not populated, then Surname field is sent.
69	11	OCAS Number	Students, Student Records, Enrolment, OCAS#
80	11	OUAC Number	Students, Student Records, Enrolment, OUAC#
91	15	First Name	Students, Student Records, Given Name
106	15	Second Name	Students, Student Records, Middle Name
121	30	Previous Surname	Currently not populated by Maplewood
151	8	Birth Date	Students, Student Records, Birth Date
159	1	Gender Code M - Male F - Female	Students, Student Records, Gender
160	60	Street Address	Students, Student Records, Family, Permanent Address, Street Number, and Street Name If Permanent Address fields are not populated, then Student Address information is sent.
220	30	City	Students, Student Records, Family, Permanent Address, City If Permanent Address fields are not populated, then Student Address information is sent.
250	2	Province Code AB - Alberta BC - British Columbia MB - Manitoba NB - New Brunswick NL - Newfoundland and Labrador NS - Nova Scotia NT - Northwest Territories NU - Nunavut ON -Ontario PE - Prince Edward Island QC - Quebec SK - Saskatchewan YT - Yukon Territories	Students, Student Records, Family, Permanent Address, Province  If Permanent Address fields are not populated, then Student Address information is sent.
252	6	Postal Code	Students, Student Records, Family, Permanent Address, Postal Code  If Permanent Address fields are not populated, then Student Address information is sent.
258	10	Telephone Number	Students, Student Records, Family, Permanent Address, Telephone Number If Permanent Address fields are not populated, then Student Address information is sent.
268	9	Filler	Automatically populated by Maplewood - Value must only be 9 zeros
277	1	Status in Canada Code 0 - Not Known 1 - Canadian Citizen 2 - Aboriginal Ancestry (Indian, Métis, Inuit), when indicated 3 - Permanent Resident or Landed Immigrant 4 - VISA Student 5 - In Canada on the authority of another VISA 6 - none of the above and attending an off-shore school  7 - Refugee Status 9 - Other	Students, Student Records, Enrolment, Citizenship
278	3	Country of Citizenship Code	Students, Student Records, Enrolment, Country of Origin With the introduction of OnSIS, Maplewood will now be using the OnSIS number in the Country of Origin Table to populate this field. Exception: any 'CAN' values (for Canada) that are found in the OnSIS number (in the Country of origin table) are changed to a code of 800 when doing the OCAS/OUAC exports. If Country of Origin is blank, then Maplewood will automatically send 800 (Canada) in the Transmission.
281	6	Date of Entry into Canada	Students, Student Records, Enrolment, Entry Date to Canada
287	1	First Language Code 1 - English 2 - French  3 - Other	Students, Student Records, Enrolment, First Language
288	1	Language of Correspondence 1 - English 2 - French	Students, Student Records, Enrolment, First Language
289	1	Grad Status Code 0 - Not Known 1 - OSSD already achieved under OS;IS 2 - Will achieve OSSD under OS;IS by the start of September of the current academic school year 3 - No the student has not already achieved their OSSD and no the student will not achieved their OSSD by the start of September of the current academic school year 4 - OSSD already achieved under OSS 5 - Will achieve OSSD under OSS by the start of September of the current academic school year 6 - No the student has not already achieved their OSSC and No the student will not achieve their OSSC by start of September of the current academic year. 7 - OSSC already achieved under OSS 8 - Will achieve OSSC under OSS by the start of September of the current academic year If grad status code is 1, 4 then OSSD issue date cannot be a future date, because the student has already graduated. If grad status code is 0, 2, 3, 5 then OSSD issue date must be '000000', because the student has not yet graduated. Once OSSD has been entered, it may not be removed via an electronic transmission	Information sent is based on what is populated in the student's transcript. To edit this information go to Students, Student Records, History, Edit Area of Requirements will determine if student is under OSS or OS;IS.  If 'First Diploma' has OSSD as diploma selected (and has a date) then:  '1' - is sent if OS;IS has been selected under the Area of Requirements '4' is sent if OSS (English of French) or OSS - new 2005 (English or French) has been selected under the Area of Requirements If diploma has not been granted then: '2' - is sent if OS;IS has been selected under the Area of Requirements '5' is sent if OSS (English of French) or OSS - new 2005 (English or French) has been selected under the Area of Requirements If 'First Diploma' has OSSC as diploma selected (and has a date) then:  '7' is sent if OSS (English of French) or OSS - new 2005 (English or French) has been selected under the Area of Requirements If diploma has not been granted then: '8' is sent if OSS (English of French) or OSS - new 2005 (English or French) has been selected under the Area of Requirements
290	1	Years in Ontario Secondary School Number of years completed between '1' and '8' or '9' if more than 8 years. Partial years are rounded down (e.g. 4.5 years will be transmitted as 4)	Calculated based on Entry Date to Secondary School.  Students, Student Records, Enrolment, Entry Date to Secondary School
291	6	OSSD Issue Date	Students, Student Records, History, Edit, First Diploma Date
297	1	OSAP Assistance Y - Yes N - No	Students, Student Records, History, Edit, OSAP?
298	1	Community Involvement Completed 0 - Not Reported 1 - Yes 2 - No 3 - N/A	Students, Student Records, View, Report Card Details & EQAO Tests, Community Involvement N/A will be sent for OS;IS students. OSS students will be sent as 1 (Yes) or 2 (No).
299	1	SS Literacy Requirement A space - Not completed E - English F - French B - Both X - Not Applicable N - Not Reported	Students, Student Records, View, Report Card Details & EQAO Tests, Literacy Component Tab, Completion Status
300	3	OSSC Issue Date	Students, Student Records, History, Edit, First Diploma Date Under Students, History, Edit, Diplomas - If Student has been assigned an - Ontario Secondary School Certificate (MIN 07) in First Diploma Field. Then Maplewood will populate this field.
306	1	Specialist High Skills Major (SHSM) Completion	Specialist High Skills Major (SHSM) Program Completion Valid entries: A Space - Not Reported (students not enrolled in SHSM) Y - Yes (student is enrolled and has met all SHSM requirements). SHSM Completion will only be sent as Y (Yes) if the student has an SHSM Completion Date entered (Within History, Edit). If date is not populated (and student is enrolled in the program), then SHSM Completion will be sent as N (No).
307	3	Specialist High Skills Major (SHSM)  Program Code	Specialist High Skills Major (SHSM) Program Code is a code to identify the current SHSM program a student is enrolled in or has completed (based on OnSIS tables). This can be found on the History Tab (edit screen). Maplewood will be sending the MIN of the SHSM Program (Marks, Specialist High Skills Major, Define Specialist High Skills Major Requirements). Note: A validation check will be done on the Specialist High Skills Major Program Code to ensure that only valid SHSM codes are being included in the file. If an invalid code is found, then a warning will appear on the printout that appears at the end of the file creation.
310	1	Home School Indicator	Code to identify if the reporting school (BSID Number) is the student’s home school. This field will be populated based on the Main School Holder of the OSR field. If this field has 'This School' selected then Maplewood will send 'Y' (for yes) in the file. Note: As with other areas within this program, Maplewood will only be looking at current status and will not be looking at residency internal transfers.
311	19	Filler	Automatically populated by Maplewood - 18 uppercase X's
G1 Record Type - Grades
Position	Length	Element Name	Maplewood Location
1	2	Record Type	G1 - Automatically populated by Maplewood
3	6	BSID Number	File, School Set-up, School Information, Board Number
9	12	Secondary Schools Student Number (SSSN)	Students, Student Records, Enrolment, SSSN
21	9	Ministry Identification Number (MIN)	Students, Student Records, Enrolment, MIN#
30	9	Ontario Education Number (OEN)	Students, Student Records, Enrolment, OEN#
39	30	Surname	Students, Student Records, Legal Surname If Legal Surname is not populated, then Surname field is sent.
69	11	OCAS Number	Students, Student Records, Enrolment, OCAS#
80	11	OUAC Number	Students, Student Records, Enrolment, OUAC#
91	35	Course 1	See Course definition below
126	35	Course 2	See Course definition below
161	35	Course 3	See Course definition below
196	35	Course 4	See Course definition below
231	35	Course 5	See Course definition below
266	35	Course 6	See Course definition below
301	28	Filler - Value must only be 28 uppercase 'x's	Automatically populated by Maplewood
where Course is defined as follows:
	6	Course Code Ontario Ministry of Education approved 'Course Code' Default Value: 'NOTUSD'	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) are pulled from Students, Student Records, Timetable and Completed courses are pulled from Students, Student Records, History Timetable Course Codes may be edited through File, School Set-up, Courses History or Transcript Course Codes may be edited through File, School Set-up, Codes
	1	Course Status A Space - Not Reported R - Repeated (The student repeated the course and that the final mark given for the successful attempt is the lower passing mark. Credit value must be 0.00 and the Grade Type must be F - Final) W - Withdrawn ( The Student withdrew from the course. Credit value of 0.00 and the Grade Type must be F - Final) D - Deleted (The student has dropped the course. No mark given and zero credit value. Grade Type must be P - Projected or C - Current. X - Not Applicable (the student has completed the non-credit course with a passing mark and zero credit value - Grade Type must be F - Final)	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) are pulled from Students, Student Records, Timetable and Completed courses are pulled from Students, Student Records, History Deleted Courses are pulled from Students, Student Records, History, Edit, Register
	1	Course Delivery D - Day School N - Night School S - Summer School C - Correspondence O - Other	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) are pulled from Students, Student Records, Timetable and Completed courses are pulled from Students, Student Records, History To edit Timetable course information go to File, School Set up, Classes, Edit, Delivery To edit courses that appear within the transcript  (History) information go to File, School Set up, Codes, Edit, Delivery
	1	Course Type R- Regular   O - Co-op Out of School Component (Co-op Courses identified as O must contain code C - Cooperative Education - in the Note field)	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) are pulled from Students, Student Records, Timetable and Completed courses are pulled from Students, Student Records, History To edit Timetable course information go to File, School Set up, Classes, Edit, Type of Course To edit courses that appear within the transcript  (History) information go to File, School Set up, Codes, Edit, Course Type Note: All other Course Types assigned in Maplewood (including E-Learning) are to be sent as R - Regular as per instructions from OCAS/OUAC
	1	Language of Instruction	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) are pulled from Students, Student Records, Timetable  To change the Language of Instruction go to File School Setup Classes, Edit, Language   and Completed courses are pulled from Students, Student Records, History To change the Language of Instruction go to File School Setup Codes, Edit, Language
	1	Grade Type A Space - if and only if a course code is 'NOTUSD' then value of a space can be transmitted P - Projected C - Currently enrolled M - Midterm F - Final	P - Classes that appear in timetable that have not yet begun (i.e. Transmission 1  - Semester 2 classes are sent as P) C - If no marks are being sent (i.e. Transmission 2, Sem 1 Final Marks, and Sem 2 classes are sent. Sem 1 classes are sent as a 'Grade Type' of F and Sem 2 Classes are sent as a 'Grade Type' of C) M - If marks have been selected to be sent (i.e. Transmission 2 - Full Year Classes with marks - if mark column is selected; or Transmission 3 - Semester 2 midterm marks - if mark column is selected) F - is sent for all courses that appear in the transcript
	3	Grade If Grade Type of 'M' or 'F' then the grade field must contain a grade in an Ontario Ministry of Education approved format. For example: '075' = 75% '068' = 67.5% (no decimal places, round to the nearest percentage) 'EQV' = Equivalent 'N/A' = Not Applicable If course code is 'NOTUSD' or grade type is 'P' or 'C', then value of all spaces can be transmitted.	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) are pulled from Students, Student Records, Achievement, Mark (from specified mark column)  and Completed courses are pulled from Students, Student Records, History, Mark
	4	Credit Value Can only contain the Ministry assigned credit value for the course code in the specified format. For example: 0000 - 0.0 credits, used where course status is Deleted. 0100 - 1.0 credit 0150 - 1.5 credits 0050 - 0.5 credit Implied decimal point after the 2 left-most digits.	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) are pulled from Students, Student Records, Timetable To edit Timetable course credits, go to File, School Set up, Classes, Edit, Credit Value and Completed courses are pulled from Students, Student Records, History, Credit Value
	6	Completion Date (YYYYMM) The date that the 'Course Code' was completed or is expected to be completed. If course code is 'NOTUSD' then send all zeros	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) the completion date is based on the Semester End date.  To verify that the class is in the correct semester go to File, School Setup, Classes. To change the end date of a semester go to File School Setup Calendar Edit...Edit, Semesters  For completed courses, this information is pulled from Students, Student Records, History, Completion Date
	1	Note 1 'S’ = Extraordinary circumstances ‘M’ = Modified curriculum expectations that do not lead to a credit ‘I’ = Interdisciplinary studies ‘F’ = Course taught in French Core, Extended or Immersion Program ‘C’ = Co-operative education                                             ‘A’ = Alternative expectations, which do not lead to a credit ‘H’ = Specialist High Skills major ‘X’ = Substitution for a compulsory credit course 'B’ = Credit count adjusted, combined courses exceed maximum credit value 'P' - course taken at a Ministry Inspected Ontario Private School 'T' - Team Taught Dual Credit Course	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) the 'Notes' information is populated as follows:  Maplewood performs a search using comparing the classes file and the code file. If match is found between the class code and the code file, and OST notes exists, then the information will be sent in the OCAS/OUAC transmission files. If no match is found then no 'Notes' information will be sent. Completed courses are pulled from Students, Student Records, History To edit the information for a specific code, go to  File, School Set-up, Codes, OST Notes Column Note: Courses with a Note of A or M (no credit) must have a Course Status of "X" so that the OCAS/OUAC systems will accept them with zero credit.
	1	Note 2 'S’ = Extraordinary circumstances ‘M’ = Modified curriculum expectations that do not lead to a credit ‘I’ = Interdisciplinary studies ‘F’ = Course taught in French Core, Extended or Immersion Program ‘C’ = Co-operative education                                             ‘A’ = Alternative expectations, which do not lead to a credit ‘H’ = Specialist High Skills major ‘X’ = Substitution for a compulsory credit course 'B’ = Credit count adjusted, combined courses exceed maximum credit value 'P' - course taken at a Ministry Inspected Ontario Private School 'T' - Team Taught Dual Credit Course	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) the 'Notes' information is populated as follows:  Maplewood performs a search using comparing the classes file and the code file. If match is found between the class code and the code file, and OST notes exists, then the information will be sent in the OCAS/OUAC transmission files. If no match is found then no 'Notes' information will be sent. Completed courses are pulled from Students, Student Records, History To edit the information for a specific code, go to  File, School Set-up, Codes, OST Notes Column Note: Courses with a Note of A or M (no credit) must have a Course Status of "X" so that the OCAS/OUAC systems will accept them with zero credit.
	1	Note 3 'S’ = Extraordinary circumstances ‘M’ = Modified curriculum expectations that do not lead to a credit ‘I’ = Interdisciplinary studies ‘F’ = Course taught in French Core, Extended or Immersion Program ‘C’ = Co-operative education                                             ‘A’ = Alternative expectations, which do not lead to a credit ‘H’ = Specialist High Skills major ‘X’ = Substitution for a compulsory credit course 'B’ = Credit count adjusted, combined courses exceed maximum credit value 'P' - course taken at a Ministry Inspected Ontario Private School 'T' - Team Taught Dual Credit Course	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) the 'Notes' information is populated as follows:  Maplewood performs a search using comparing the classes file and the code file. If match is found between the class code and the code file, and OST notes exists, then the information will be sent in the OCAS/OUAC transmission files. If no match is found then no 'Notes' information will be sent. Completed courses are pulled from Students, Student Records, History To edit the information for a specific code, go to  File, School Set-up, Codes, OST Notes Column Note: Courses with a Note of A or M (no credit) must have a Course Status of "X" so that the OCAS/OUAC systems will accept them with zero credit.
	1	Note 4 'S’ = Extraordinary circumstances ‘M’ = Modified curriculum expectations that do not lead to a credit ‘I’ = Interdisciplinary studies ‘F’ = Course taught in French Core, Extended or Immersion Program ‘C’ = Co-operative education                                             ‘A’ = Alternative expectations, which do not lead to a credit ‘H’ = Specialist High Skills major ‘X’ = Substitution for a compulsory credit course 'B’ = Credit count adjusted, combined courses exceed maximum credit value 'P' - course taken at a Ministry Inspected Ontario Private School 'T' - Team Taught Dual Credit Course	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) the 'Notes' information is populated as follows:  Maplewood performs a search using comparing the classes file and the code file. If match is found between the class code and the code file, and OST notes exists, then the information will be sent in the OCAS/OUAC transmission files. If no match is found then no 'Notes' information will be sent. Completed courses are pulled from Students, Student Records, History To edit the information for a specific code, go to  File, School Set-up, Codes, OST Notes Column Note: Courses with a Note of A or M (no credit) must have a Course Status of "X" so that the OCAS/OUAC systems will accept them with zero credit.
	1	Note 5 'S’ = Extraordinary circumstances ‘M’ = Modified curriculum expectations that do not lead to a credit ‘I’ = Interdisciplinary studies ‘F’ = Course taught in French Core, Extended or Immersion Program ‘C’ = Co-operative education                                             ‘A’ = Alternative expectations, which do not lead to a credit ‘H’ = Specialist High Skills major ‘X’ = Substitution for a compulsory credit course 'B’ = Credit count adjusted, combined courses exceed maximum credit value 'P' - course taken at a Ministry Inspected Ontario Private School 'T' - Team Taught Dual Credit Course	Classes not yet completed (i.e. Mid-Term Marks and updated full year course marks) the 'Notes' information is populated as follows:  Maplewood performs a search using comparing the classes file and the code file. If match is found between the class code and the code file, and OST notes exists, then the information will be sent in the OCAS/OUAC transmission files. If no match is found then no 'Notes' information will be sent. Completed courses are pulled from Students, Student Records, History To edit the information for a specific code, go to  File, School Set-up, Codes, OST Notes Column Note: Courses with a Note of A or M (no credit) must have a Course Status of "X" so that the OCAS/OUAC systems will accept them with zero credit.
	6	Course MIDENT (BSID) The Ministry of Education assigned 6 digit MIDENT 9BSID) number of the school where the course was completed.	MIDENT number for courses completed at a Previous School will now be sent in the course information area of the file. Users now have the ability to select "Previous School Name' on any courses that have been flagged as 'Previous School' within the editing of Student transcripts (History Tab, Edit). This new pull-down menu is a reference to the list of "Schools" that have been defined by your school/board (File, School Setup, Schools). Please ensure that the correct MIDENT number for each school is correctly entered in the 'Number' field. If course has been flagged as Previous School (or Private School) then Maplewood will send MIDENT of the school that course was completed at. If Previous school (or Private School) has been selected and there is no reference to the schools file then send 0000000 as the MIDENT. If course has no MIDENT reference, the student will appear on the validation report printout (which will appear after the program attempts to create the OCAS/OUAC file).
B1 Record Type - File Trailer (Bottom)
Position	Length	Element Name	Maplewood Location
1	2	Record Type	B1 - Automatically populated by Maplewood
3	6	BSID Number	File, School Set-up, School Information, Board Number
9	12	Filler - Value must only be 12 '9's	Automatically populated by Maplewood
21	19	File Creation Timestamp	Automatically populated by Maplewood - based on computer date and time (on the computer the file was created)  Format: YYYY-MM-DD:HH:MM:SS
40	6	Total S1 Records	Automatically calculated and populated by Maplewood
46	6	Total G1 Records	Automatically calculated and populated by Maplewood
52	277	Filler - Value must only be 277 uppercase 'X's	Automatically populated by Maplewood

 

Importing OUAC Reference Numbers into Maplewood

Users must first download the OUAC Reference Numbers file from the OUAC website. This can be found under the Update/download files option through the "Counsellors’ On-line Services" for SSOLA Schools (for Schools not registered for SSOLA, please contact OUAC to see how to obtain this extract file).  Select to download, and the file will open. Select File, Save As, and choose to save the file in a ".txt" format (as long as the file is saved in a flat file format Maplewood can import the file). 

Now you are ready to import the file into Maplewood:

1. Select Reports, OUAC/OCAS, Import OCAS/OUAC Numbers.
2. Choose the OUAC Numbers option, Browse to the location of the file (saved from the OUAC website Sxxxxxx_dat.txt, where xxxxxx = school number)
3. Select Import

If any problems are encountered during the import, the following message will appear:

Select 'Yes', and proceed to student records, Enrolment, Edit, to enter these student OUAC numbers manually.