Frequently Asked Questions

I have a student who attended another school and received a PIN but did not apply. The student has now transferred to our school. Should I use “Create a PIN” in COLS to get a new PIN for them?

Categories: PIN Information

No, the student should apply using the original PIN from their previous school. After the Ontario Student Record (OSR) is transferred to your school and the student has completed and submitted their application, you must complete the Student Transfer Between Schools form and return it to the OUAC by fax or email. Or, if the…

What process should we follow when students transfer to our school from another school, but they already applied to university from the other school?

Categories: Application Process

If the student is now attending another school within your board, you can change the MIDENT for the student on the Diploma Details tab through the Academic Information option in COLS. Otherwise, the OUAC can change the school MIDENT (BSID) number on an applicant’s file. The new school must complete the Student Transfer Between Schools…

One of my students has lost their access codes. What can I do?

Categories: PIN Information

You can provide the student with their access information by logging in to COLS and obtaining this information from the “PIN Checklist” under “PINs”. The student will require the following application access codes to log in to their application: School Number: Your school’s 6-digit MIDENT (BSID) number Student Number: The 12-digit number assigned by your…

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.

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

My student can’t log in with their PIN. What can I do?

Be sure your student is typing in the correct PIN. Double-check the characters and try again. Other tips: Use a desktop computer rather than a laptop or mobile device. Use the Shift key rather than the Caps Lock key to insert capital letters. If the student is still having problems, double-check against your guidance counsellor…

Why is there no academic information showing when I’m in Application Information?

Categories: Grades

You are in Application Information and not in Academic Information in COLS where this information is found. Courses, grades and diploma details are available only under Academic Information. You can add, view or edit the academic information there.

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…

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.

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.