Reporting Academic Data

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October/November Submission (1st Data Transmission)

Time Period Purpose Possible Errors
October/November
  • Collect prior‑year final grades.
  • Collect current first-semester or full‑year course registrations.
  • Collect projected second-semester course registrations.
View Grades File Errors/Warnings
November 20
  • Collect midterm grades for first-semester courses.
  • Schools may report interim grades for full-year courses as soon as they are available.
View Grades File Errors/Warnings

Winter Admission Application Procedure

Several universities admit qualified applicants to first-year studies in January. Typically, these applicants complete their university admission requirements (including the OSSD, Community Involvement requirement and Secondary School Literacy requirement) at a semestered school by January.

A list of universities that offer winter admission and application deadlines is available in late September.

  • Applicants who wish to apply for winter admission usually need to apply before the first application data file is submitted in October/November. As a result, authorized school officials must use the PINs feature in COLS to create an account/PIN for the applicant.
    Important: Do not use the Test PINs feature to create a PIN for your student. This feature only allows guidance counsellors to create PINs for an unsubmittable 101 test application.
  • Once the account is created, an Application Access Code Letter is available for you to print, allowing the student to access the application.
  • Applicants who apply for winter admission may also select programs for spring and/or fall admission.
  • The application is available at the beginning of October, allowing students ample time to complete their applications before the specified university deadlines.

Reporting Grades

You can add academic information to the application immediately after creating a PIN. An authorized school official can enter academic data before or after a student applies, using the Academic Information option in COLS.

Winter Admission Applicant Report

A Winter Admission Applicant Report is available via the Reports option in COLS.

  • As students apply for winter admission, they are added to this report; therefore, you should return periodically to generate an updated list.
  • This report is prepared in alphabetical order and is available in HTML and Excel format.
  • Using this report, enter the applicant’s historical and midterm grades and, when available, final grades and OSSD-related information using the Academic Information option in COLS.
Applicants who have mistakenly selected winter admission should log in to their application to modify the program entry point.

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February Grades Collection (2nd Data Transmission)

Time Period Purpose Possible Errors
February
  • Collect updates to OSSD‑related information.
  • Collect final grades for first-semester courses.
  • Collect current grades for full‑year courses.
  • Collect prior‑year final grades that have not already been submitted.
  • Collect registered second-semester courses (including night school, correspondence and online course registrations/grades, if available).
  • Collect IB transcripts for projected grades.
  • Transfer grades data to the universities.
View Grades File Errors/Warnings
In February, if you do not provide an update for a current year course that was submitted on the application, and the Grade Type is not “F” (Final), we will automatically drop the course from the applicant’s file.

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April Grades Collection (3rd Data Transmission)

Time Period Purpose Possible Errors
April
  • Collect updates to OSSD‑related information.
  • Collect midterm grades for second-semester courses.
  • Collect interim grades for full‑year courses.
  • Collect prior‑year final grades that have not already been submitted.
  • Collect registered summer school courses.
  • Collect IB transcripts for predicted grades.
  • Transfer grades data to the universities.
View Grades File Errors/Warnings
We will automatically drop second semester courses that do not have reported updates in April, and for which the Grade Type is not “F” (Final) or “M” (Midterm), where:

  • the Completion Date of the course is June or earlier (i.e., month = 06 or less),
  • Course Delivery is “D” (day school) only (i.e., “N”, “C”, “S” and “O” will remain on file) and
  • Grade Type is “C” (Current) or “P” (Projected) and Mark % is “NMR” or “blank”.

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July Final Grades Collection (4th Data Transmission)

Time Period Purpose Possible Errors
July
  • Collect updates to OSSD‑related information.
  • Collect final grades for second-semester courses.
  • Collect final grades for full‑year courses.
  • Collect prior‑year final grades that have not already been submitted.
  • Collect registered summer school courses/grades.
  • Optional: Collect final IB transcripts (We prefer you send them directly to the applicants’ university selections. This will ensure that the universities appropriately consider students for scholarships, admission, etc.).
  • Transfer grades data to the universities.
View Grades File Errors/Warnings
We will keep the course data processed during the 4th and 5th data transmissions.

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Summer Grades Collection (5th Data Transmission)

Time Period Purpose Possible Errors
August
  • Optional: Collect summer school grades.
View Grades File Errors/Warnings

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Errors for Students Missing Grades

If you see the error “OEN already exists” in your File Log after submitting a grades file, contact us immediately.

Note: We will not update the student’s grades electronically until the error is corrected.

There are 3 possible reasons for this error:

  1. The OEN is assigned to another student in the database.
  2. An account has already been created for the student under another school’s MIDENT.
  3. The student’s surname in the school’s file and in the application do not match.

Surname Mismatches

Surname mismatches happen when a student changes their surname in the application.

  • The surname in the school’s file and in the application must match in order for us to update the  grades when a grades file is processed.
  • The most common surname mismatches are caused by removing/adding a space or period (e.g., de Boer/deBoer, St. Pierre/St Pierre). When you send a new grades file with the original spelling of the surname, our system does not recognize the name; it thinks there are 2 different applicants with the same OEN.
  • The surname must be changed either by you in your school’s system or by the student in their application.

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