Frequently Asked Questions

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.

The Grade 12 students at my school will be making timetable changes for second semester by the end of January. Do I also need to make these changes to their academic data (through Academic Information) prior to our board’s February grades transmission to the OUAC?

Categories: Grades

No, you do not need to make these changes through COLS. Any timetable changes for students on your school’s data system are usually sent to the OUAC in the February grades transmission. The OUAC will update the students’ files with any additions, deletions and changes that are on this transmission. The same applies to changes…

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…

I have created a PIN for a student to apply online. Is there a way to obtain the PIN sooner rather than waiting for it to arrive at our school by mail?

Categories: PIN Information

Yes. School officials with access may obtain the assigned PIN by: selecting “PINs” in COLS, selecting “PIN Checklist” and then searching for the student. School officials can then select “View/Print PIN Letter” and print using their browser’s print option.

One of my students has lost their Application Access Code Letter. What can I do? What should they do?

Categories: PIN Information

What You Can Do: 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…

I have a student who graduated from an out-of-province high school and will be taking fewer than six 4U/M courses. Which application should they complete?

Categories: Application Process

Applicants who have previously attended a high school in another province or country who will not satisfy the requirements for the 101 application (regardless of the completion of high school in the other educational jurisdiction) must use the 105 application. The out-of-province transcripts and any grades obtained at your high school should be forwarded directly…

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

The OUAC can change the school MIDENT (BSID) number on an applicant’s file. The new school must complete the Student Transfer Between Schools form and return it to the OUAC by fax or email. This should be done as soon as the student’s Ontario Student Record (OSR) is transferred to your school and the student…