Common Questions: Grades

A former student took a year off school and is applying to university this year (using the 105 application). The student asked us to send transcripts. Where do we send the transcripts?

Categories: Grades

Some Ontario high schools participate in the electronic transcript management system (eTMS) through OCAS, which allows 105 applicants to request their Ontario high school transcript electronically within their application. These requests are processed electronically. If your school does not participate in the eTMS, you will need to send the official hard-copy transcript directly to the…

A student is attending our school who previously attended a high school outside of Ontario. They will take fewer than six 4U/M courses, so we instructed them to complete the 105 application. Can we still submit their marks to the OUAC electronically with the rest of our university-bound applicants?

Categories: Grades

No. All applicants currently attending an Ontario high school who completed a 105 application must send their transcripts, and any grades obtained from your school, directly to their university choices.

Are students required to include their current Ontario high school in the Academic Background section?

Yes, students must provide information about all institutions where they have registered in 1 or more high school or postsecondary courses. Institutions may include, but are not limited to: Regular day schools Private schools Night schools Summer schools Online schools

How are midterm and final grades reported for courses taken at a school other than a student’s home school?

Categories: Grades

Schools can add and maintain courses for their part-time students through COLS. When a school updates a course for their part-time student, a notification is emailed automatically to the student’s home school. Watch the How to View and Change Academic Info video.

I have a student who repeated a course and received a higher final mark. When I try to add the course in COLS and select “repeat” under Course Status, I get an error message. What am I doing wrong?

Categories: Grades

When an applicant repeated the same course and received a higher mark, the “Repeat” designation should be placed against the course with the lower passing final grade and the credit value set to “0000”. Do not use the “Repeat” (code “R”) designation for failed attempts. The course with the higher mark should have a credit…

I have a student with several of out-of-province and/or international courses. How do I indicate these equivalencies on the academic record?

Categories: Grades

If a student was granted equivalency credits for course work outside of the Ontario school system and you believe this information will affect the student’s admission decision, a hard-copy transcript from the out-of-province school should be sent to the admission offices of the universities the student has applied to. In addition, you can add a…

My school is following the quadmester/octomester system this year. As a result, we will not have any midterm grades for courses for the April grades deadline.

Categories: Grades

Most universities will make conditional offers of admission on a rolling basis using a combination of Grade 11 and available Grade 12 marks. This type of assessment depends on students being registered in all required Grade 12 courses.

My school is following the quadmester/octomester system this year. Will this affect students’ acceptance into university programs?

Categories: Grades

The universities will work to be as responsive and flexible as possible with respect to admission processes. Most universities will make conditional offers of admission on a rolling basis using a combination of Grade 11 and available Grade 12 marks. This type of assessment depends on students being registered in all required Grade 12 courses.…

One of my students applied to Ontario universities but there are extenuating circumstances or disabilities that have affected their academic performance. How do I notify the universities they selected that they have requested special admission consideration?

Categories: Grades

Applicants are asked to communicate directly with each university they selected about any extenuating circumstance(s) that may have adversely affected their admission status. Refer to Extenuating Circumstances for each university’s policy. Applicants should remember to include their OUAC Reference Number on all correspondence. The applicant may request that you provide supplementary documentation to support their…

Our February grades submission file has already been sent and processed. We now have a student who has decided to apply to university. Their academic data was included in the February grades submission file. Will February marks be included on the applicant’s academic record even though they applied after the grades submission file was processed or should I add the marks manually in COLS?

Categories: Grades

You do not need to add the marks manually. All academic information sent for the student should match with their application. You and the student should verify that all the information is correct. You can make any updates using the Academic Information option in COLS.