Reporting Grades and Diploma Details

Add and update courses for your part-time students through COLS, following the same process you use for your full-time students.

We have added “Student Status” as a search parameter in Academic Information to allow you to search for your full-time and/or part-time students.

The school the student is registered at full-time can add and update all courses showing on the student’s OUAC record. This includes courses added and updated by the school where the student is registered part-time.

We will send an email to the COLS Administrator of the student’s home school when the school where the student is registered part-time reports their courses and/or grades. The home school must correct any duplicate and repeat course errors.

The date that the course was completed or is expected to be completed. The format is YYYYMM.

Duplicate entries for the same course code are possible if the completion date and/or course type is different for each entry.

Example: ENG4U completed in June 2024 would have a completion date of “202406”. ENG4U to be upgraded in June 2025 would have a completion date of “202506”.

If the completion date and course codes are the same, then the sixth character of the course code must be different to ensure the universities receive it correctly.

A unique code to identify an Ontario high school course. It must be a common course code approved by the Ministry of Colleges, Universities, Research Excellence and Security.

Sixth Character of the Common Course Code

To facilitate academic information processing at the OUAC, the courses you report during the February, April and July (2nd, 3rd and 4th grades collections, respectively) must be reported with the same sixth character as you reported in the application data in November.

For example, a course you reported as ENG4U1 in the application data should be reported in all subsequent transmissions as ENG4U1 and not as ENG4U.

Defines whether a student is enrolled in day, night or summer school courses, correspondence courses or another type of course delivery (virtual learning, e-learning or private school). A blank in this field will default to “D” (day school).

The MIDENT number will be collected at the course code level. If “blank” or “000000” is entered, we automatically change the field to the MIDENT of the school that submitted the grades file.

If the MIDENT number for the course is unknown, provide the default value of 000002 for “other high school/not home school”.

Notes:

• The MIDENT number must be numeric and 6 characters in length.
• The default MIDENT value is “000000”.
• Only MIDENTs for schools that exist in the OUAC secondary school file can be collected.

Indicates a special circumstance for a course.

Deleted Courses

• Electronic reporting must contain code “D”.
• Manual reporting: Leave this field blank and select “drop” beside the course.

Repeated Courses

• Use the “Repeat” designation for 1 of the successful course attempts, but only when the final grades for all successful course attempts are available. Use the “R” designation for the course with the lower passing grade.
• Do not use code “R” for failed attempts.
• Electronic and manual reporting must contain code “R” in Course Status and “0000” in Credit Value.

Withdrawn Courses (Those That Must Remain on the Student’s Record)

• Change the Completion Date to the year and month the student withdrew from the course. (This requires that the current course record be dropped, and the new course record be added.)
• Electronic and manual reporting must contain code “W” in Course Status and “0000” in Credit Value.
• Report a Final Grade for the withdrawn course

The description or name of the course (e.g., Music, Biology).

Defines the type of course a student is enrolled in. A blank in this field will default to “R”.

The Ministry-assigned weight or credit value of a specific course.

• On the manually submitted forms, record this information only if it is different than 1.0. (Note: A blank in this field will default to 1.0.)
• On electronically submitted data, no default is allowed.

Notes:

• 1.0 in the table is “0100”; 1.5 in the table is “0150”; 0.5 in the table is “0050”.
• 4U/M courses must always carry a credit value of 1.0 or higher.

Identifies the applicant’s Ontario Secondary School Diploma (OSSD) status. No default allowed.

Grade Type is a code identifying when a grade was reported for a particular course code. No default value is permitted.

Notes:

• If the Grade Type is “P” or “C”, record only blanks in the Mark % field.
• If the Grade Type is “M” or “F”, you must submit a numeric grade.
• If the Grade Type is “F” (Final), you cannot report the grade before the Completion Date of the course. After the completion date has passed, you can only report a Grade Type of “F” (Final).

The language in which the course was taught.

• On manually submitted application forms, a blank in this field will default to “E” (English).
• On electronic submissions, no default is allowed.

Mark % is the numeric grade for the course. Use whole numbers only; do not use decimal places.

The date the applicant achieved their OSSD (graduated).

This date can be transmitted only if the applicant graduated (i.e., Grad Status Code = “1” or “4”) and the date cannot be in the future.

A code identifying the current SHSM program a student is enrolled in or has completed.

If the SHSM completion is “Y”, then you must provide the SHSM Program Code, which should reflect the completed program.

Completed all requirements of the SHSM at the time the OSSD is granted.

If the SHSM completion is “Y”, then the Grad Status Code must be “1” or “4”, since SHSM completion is granted only when a student achieves the OSSD.