International

Application Service

COLLEGE PORTAL USER GUIDE

Updated February 2020
Table of Contents
Table of Contents ....................................................................................................................................................... 2
Getting Started........................................................................................................................................................... 4
Terminology and Definitions .................................................................................................................................. 4
Application Statuses............................................................................................................................................... 4
Program Decision Statuses .................................................................................................................................... 5
Offer Statuses ........................................................................................................................................................ 6
Read / Write Permissions for Applicant Profiles and Applications ........................................................................ 7
SIS Integration ........................................................................................................................................................ 8
Dashboard .................................................................................................................................................................. 9
Accessing the College Portal for the First Time ....................................................................................................... 10
College.................................................................................................................................................................. 10
Agents .................................................................................................................................................................. 10
Direct Applicants .................................................................................................................................................. 10
Creating and Submitting an Application .................................................................................................................. 12
New Applicant ...................................................................................................................................................... 12
Duplicate Applicant Check ................................................................................................................................... 13
Personal Information ........................................................................................................................................... 14
Agent .................................................................................................................................................................... 17
Program Selection ................................................................................................................................................ 18
Education ............................................................................................................................................................. 19
Supporting Documents ........................................................................................................................................ 22
Payment ............................................................................................................................................................... 25
Submit .................................................................................................................................................................. 26
Tracking an Applicant or Application ....................................................................................................................... 28
Applicant ID .......................................................................................................................................................... 28
Application ID ....................................................................................................................................................... 28
Student ID ............................................................................................................................................................ 29
Updating Applicant Profiles / Applications after Submission .................................................................................. 30
Personal Information ........................................................................................................................................... 30
Program Selections .............................................................................................................................................. 30
Education ............................................................................................................................................................. 30

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 Supporting Documents ........................................................................................................................................ 31
Reviewing an Application ......................................................................................................................................... 32
Application Review Workflow.............................................................................................................................. 35
Screening Complete Status .................................................................................................................................. 36
Additional Information Required (Needs More Information) ............................................................................. 38
Applicant History.................................................................................................................................................. 41
Applicant Notes .................................................................................................................................................... 42
Changing the Agency Assigned to an Application ................................................................................................ 44
Request to Refund the Application Fee ............................................................................................................... 45
Program Selection Decisions – Waitlist or Decline .................................................................................................. 46
Waitlist ................................................................................................................................................................. 46
Decline ................................................................................................................................................................. 46
Program Selection Decisions – Make an Offer ........................................................................................................ 47
Pre-Admit Offers (Not for Visa Purposes) ............................................................................................................ 47
Creating an Offer and Letter of Acceptance ........................................................................................................ 49
Tracking and Managing Offers ............................................................................................................................. 58
Configuration Options.............................................................................................................................................. 76
Agency Management ........................................................................................................................................... 77
Fee Waiver Coupon Codes ................................................................................................................................... 84
Fee Waivers Rules ................................................................................................................................................ 89
Program Management ......................................................................................................................................... 92
Intake Management............................................................................................................................................. 97
Intake Filters and Intake Availability Rules ........................................................................................................ 100
Other Configuration Changes ............................................................................................................................ 110
Reports ................................................................................................................................................................... 110
Request Report .................................................................................................................................................. 110
My Reports ......................................................................................................................................................... 112
Appendix A: Sample Email Notifications ................................................................................................................ 114

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Getting Started
Terminology and Definitions
• An international applicant is a unique person wishing to apply to one or more colleges, with or
without an Agency.

• An applicant’s profile consists of:

o Personal Information – Applicant’s name, address, citizenship, contact details, etc.

o Education – List of schools (Secondary, College, University) and English Proficiency

completed

o Supporting Documents – Proof of citizenship, completed (or in-progress) education, and

proof of English Proficiency

• An applicant may submit an application to one or more colleges in the OCAS International
Application Service (IAS) using a single applicant profile.

• An application is a set of up to three ranked program selections (not including English

Proficiency) for a single college.

• College Admissions staff can make program decisions on each of the program selections,
including offers of admission.

• Offers have multiple statuses for tracking an applicant’s progression from applicant to student
to pre-registration.

• The OCAS IAS is a multi-college service; both an agents and applicants can submit applications to
multiple Ontario colleges.

Application Statuses
• Draft – Any user can start an application and save it as a Draft, which they can return to later
when they’re ready to complete and submit it. Colleges will not see Draft applications created
by an agent or applicant.

• Review – After a user submits an application, it goes into Review status. These applications are
currently being reviewed / processed by the college.

• Needs More Information – During the initial review / screening of an application, the college
determined that more information is required or corrections are needed in the application. The
agent / applicant will be notified of what information needs to be provided / corrected. Once
the agent / applicant has provided / corrected this information, the application will go to
Resubmitted status and processing may proceed. For more details, see the Triggering the Needs
More Information section of this user guide.

• Resubmitted – Once the agent / applicant has provided / corrected the information requested
when the Needs More Information status is triggered the application status will change to
Resubmitted.

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 • Closed – A college Admissions Officer can close an application when it’s no longer actively being
processed. Some common scenarios include:

o The application is a duplicate (same applicant applied through multiple agents)

o The college has declined the program selections because the applicant does not meet
the admission requirements for any of their program selections

o The agent / applicant has declined an offer or withdrawn acceptance to an offer and
indicated they are no longer interested in pursuing the application

o The college has revoked an offer (for example: the acceptance deadline passed / offer
letter has expired)

 When the application is Closed, the agent / applicant can still view
program decisions and their profile, however they can no longer add,
remove or re-rank program selections.
 An agent / applicant may submit a second application to the same college
only after the previous application has been set to Closed.

Program Decision Statuses

College Admissions Officers may trigger the following actions:

• Decline – The agent / applicant will see the Declined status for their program selection, along
with the reason it was declined. No further action for agent / applicant is needed. For more
details, see the Making Program Decisions (Decline or Waitlist) section of this user guide.

• Waitlist – No seats are currently available in the selected program. Agent / applicant will see the
Waitlisted status for their program selection and no further actions are needed. If seats become

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 available, a college user may issue an offer. For more details, see the Making Program Decisions
(Decline or Waitlist) section of this user guide.

• Pre-Admitted – The applicant will receive a letter tagged Not for Visa Purposes, which they may
use to start / support a bank loan application; however, the applicant cannot use this letter to
start their visa / study permit application. This option is useful when you want to ensure the
applicant meets certain conditions (e.g. financial deposit / commitment, or completing English
Proficiency) before issuing a standard Letter of Acceptance. For more details, see the Pre-Admit
Offers (Not for Visa Purposes) section of this user guide.

• Offered – An offer may be issued on one of the program selections in the application, on an
alternate program, or on an English Proficiency Program. There are no limitations on how many
offers may be issued to an applicant. For more details on making offers, see the Making Offer
Decisions section of this user guide.

• No Decision – This status will be displayed when there is no active offer issued for a program
selection.

 The No Decision program status will be assigned to an application when

there are one or more program selections where no decision (Decline,
Waitlist, Offer, Pre-Admit) has been made.

Offer Statuses
College Admissions Officers may trigger the following actions:

• Offered – Offers may have conditions.

• Paid – Paid status is selected once the college receives a deposit payment from the applicant.

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 • Revoked – Once an offer has been sent, it may be revoked with a specified reason. The
applicant / agent will see the Revoked status for the offer, with no further action required.
Offers can be revoked up to the Pre-Registered state.

When an applicant / agent receives an offer, the following options are available:

• Accept Offer
• Decline Offer

Once the offer is at the Accepted state, the following option is available to the agent / applicant

• Withdraw Acceptance (Reason must be specified)

Once an offer has been set to Paid status, the following options are available to the agent / applicant:

• Visa Received (Offer will then show as Pre-Registered state)

• Withdraw Acceptance (Reason must be specified)

 A college user can also trigger Accept / Decline Offer or Withdraw

Acceptance on behalf of an applicant.
 An agent can update the offer states on behalf of an applicant.

(For more details on offer statuses, see the Tracking and Managing Offers section of this user guide.)

Read / Write Permissions for Applicant Profiles and Applications

An applicant may apply to multiple Ontario colleges through the OCAS IAS, either on their own (referred
to as a direct applicant) or with the assistance of an agent. The user who creates the applicant profile
will have full read / write access to make changes (for example, adjusting personal information,
education, and/or uploading new supporting documents).

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The following table describes the read / write access available to all users of the portal:

Applicant Profile Agent Assistance Has Read / Write Access Has Read Only Access
Created By
Agent Yes Agent College users*
Applicant Yes Applicant and Agent College users
Applicant No Applicant College users
College user Yes Agent College user
College user No College user --

 A college rep with access to the defined country(s) that match the
applicant’s citizenship will also have read access to the applicant’s profile.
 Visibility of an application can be assigned to an international rep in the
application review page.
 An applicant profile and their applications are tied to an agency; any agent
at that agency with an Agent Portal account will have read / write access.

If the assigned agency is modified after an application is submitted, read / write access will be adjusted
as follows:

• When the assigned agency is changed, the previous agent will no longer have read / write access
to that application. The newly assigned agent will gain read / write access.

• When an agency is added to the application, the agent will gain read / write access.

• When the assigned agency is completely removed from the application, only the college user
will have read / write access. If the applicant created the profile, they will also have read / write
access.

SIS Integration
The OCAS IAS can be synchronized with a college’s Student Information System (SIS) to send and receive
key actions and data. The visibility of some decision and offer options will depend on how the SIS
integration has been configured for your college. For example, if offers are made in your college’s SIS
and passed to the OCAS Portal, you will not see a Make an Offer option in the College Portal.

For more details on configuring SIS integration for your college, contact service@ocas.ca. Complete
details on SIS Integration are available here.

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Dashboard
The Dashboard provides a quick at-a-glance overview of critical information for your international
admissions and recruitment team. The Dashboard consists of the following sections:

• Summary counts of applicants at key stages

• Enrollment funnel chart
• Offers expiring soon

Dashboard data is filtered for a single term, which can be selected at the top of the display. Data can be
further filtered by a single country (all countries are shown by default).

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Accessing the College Portal for the First Time
As part of the onboarding process for your college, OCAS provides setup instructions for college staff
and your agents to gain access to the IAS.

College
During the onboarding for your college, your college staff and international reps received accounts and
passwords for the Portal. To log in to the College Portal, use the following link:

https://international.ontariocolleges.ca/college/

If you forget your password, you can reset it by following the instructions on the page below:

https://partnerlogin.ocas.ca/en/Account/ForgotPassword

If you are having trouble accessing your account, please contact OCAS at service@ocas.ca

Agents
As part of the initial onboarding, your approved agents would have been granted access to the IAS with
an Agent Portal account. Agents can log in to the Agent Portal using the following link:

https://international.ontariocolleges.ca/agent

For more details on adding / removing agents, or modifying their access, please refer to Agency
Management.

Direct Applicants
Direct applicants can access to the Applicant Portal only through the customized link provided on the
international page of your college’s website. Direct applicants must create an ontariocolleges.ca account
the first time through the following workflow.

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 1. While viewing program selections / admission requirements on your college’s website, the
direct applicant clicks the Apply Now button.

2. This link loads a new window with the ontariocolleges.ca International Applicant Portal. The
direct applicant must create a new account or login with an existing account*.

3. The direct applicant must provide some basic details, including their first name, last name and
date of birth.

4. The direct applicant receives an email confirmation and follows the instructions in the email to
complete their account registration.

5. This will load a page in the International Applicant Portal, where the applicant can complete the
steps of creating their basic profile.

6. Upon completing their profile, the direct applicant arrives at the Welcome page in the
application customized with your college’s branding.
* Direct applicants may have an existing ontariocolleges.ca account either from applying to another OCAS
International college, or through the domestic ontariocolleges.ca site.

Direct applicants who are encountering trouble with creating their account should contact the
ontariocolleges.ca Customer Contact Centre at ask-us@ontariocolleges.ca.

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Creating and Submitting an Application
The OCAS IAS contains user-friendly forms for collecting an applicant’s personal details, program
selections, education and English Proficiency credentials, supporting documents, and payment of the
application fee (as waived or configured for your college).

An agent, a direct applicant, or any college user may submit an application using the OCAS International
Portal.

• Log into your account.

• From the Dashboard view, click the New Application link on the left.

• Next, click the New Applicant button on the main screen.

New Applicant

• Fill out the applicant’s personal information, including:

o First Name
o Last Name
o Date of Birth

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 o Email
o Current Status in Canada
o Primary Country of Citizenship
o Passport ID

 Please enter the applicant’s name exactly as it is shown on their passport

 It is possible to define only a first name or only a last name by leaving the
other name field blank
 Applicant names will automatically be corrected to proper case

• Click the Continue button.

Duplicate Applicant Check

The system will perform a check to determine if there is a match to the applicant’s email address, or a
combination of the applicant’s first name, last name, date of birth, country of citizenship and Passport
ID.

If the applicant already exists in the list for your college, it’s possible that you will get a Duplicate
Applicant warning page as shown below.

If a matching applicant is found, select this applicant from the list to continue. Click Continue if you wish
to proceed with creating a new applicant profile.

If a matching applicant is not found, the following Duplicate Applicant warning may still appear.

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If this happens, ask the applicant whether they have applied to college with another agency or on their
own.

If the applicant confirms they have already started an application, or if they don’t know, ask the
applicant to contact the college and close any previous applications. The applicant can also request a
change of agency for any open applications. The applicant must contact the college in order to process
this request.

If the duplicate is an error, click the Continue button.

Personal Information
The next step in the application process is the Personal Information page, as shown below.

Required Fields
You will need to complete the following required fields on the Personal Information page before
proceeding to the next step of the application:

Basic Information

• First Name

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 • Last Name
• Acknowledgement of Legal Name (Yes / No)
• Date Of Birth
• Country of Birth
• Gender
• First Spoken Language (Mother Tongue)

Citizenship

• Current Status in Canada

Select one of the following options:

o No status in Canada
o In Canada on authority of another Visa
o Refugee Status
o Study Permit
• Do you have a country of citizenship? (Yes / No)
• Primary Country of Citizenship

Address

• Mailing Address - Street Address

• Mailing Address - City
• Mailing Address - Country
• Mailing Address - Province / State / Prefecture (if applicable)
• Is your current address the same as your mailing address? (Yes / No)
If the answer to the previous question is No:

o Current Address - Street Address

o Current Address - City
o Current Address - Province / State / Prefecture (if applicable)
o Current Address - Country

Contact Information

• Phone Type
• Phone Country Code
• Phone Number
• Email

Emergency Contact

• Name
• Phone Type
• Phone Country Code
• Phone Number
• Email

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 • Relationship to Applicant
• Can they correspond fluently in English? (Yes / No)
If the answer to the previous question is No:

o Preferred language of correspondence

Optional Fields
The following Personal Information fields are optional and you should only completed them if the
information is pertinent to the applicant’s profile:

Basic Information

• Title
• Middle Names
• Suffix
• Casual Name - Title
• Casual Name - Middle Names
• Casual Name - Suffix

Address

• Mailing Address - Apartment #

• Mailing Address - Postal / Zip Code
• Current Address - Apartment #
• Current Address - Postal / Zip Code

Contact Information

• Phone Extension
• Alternate Phone Number
• Alternate Email Address

Emergency Contact

• Phone Extension

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Agent
On the Agent page, click Yes or No to indicate if the applicant is working with an agent.

If the applicant is working with an agent, select the agency from the list, then click the agent
authorization checkbox.

Referrals
If an applicant was referred by either a student at the college or an exchange partnership school they
will be able to declare that on this page.

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Existing Student Information
If the applicant attended the college previously you will be able to list their student ID and college email
address here.

Program Selection
On the Program Selections page, you can choose the applicant’s level of English Proficiency and program
selections.

Select the appropriate level of English Proficiency for the applicant. Your selection will affect which
English program selections are available on the lower half of the screen.

For the first program choice, select a Term, Credential Type (optional - helpful for filtering programs)
and Program Name. If a program is offered at different start dates within a term, and / or is offered at
different campuses, you must select a campus and start combination for the selected program.

You may add up to three program selections for your college.

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Education
On the Education page, you can add the applicant’s current and previous schooling, as well as their
English proficiency test scores.

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Schooling
An applicant’s profile must contain at least one entry under Schooling. When you click the Add School
button, the following pop-up box will appear:

• School Type – select one of the following school

types:
o Secondary
o College
o University

• School Name
• Country
• Program (optional) - for programs completed at
college or university
• Status – select the current status of this schooling
o Completed
o In Progress
o Not Completed
• Credential Received (optional)

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English Proficiency Test Scores
If the applicant has completed an English Proficiency test, you can add their test scores in this section
below. Click Add Test Score, then complete the following fields:

• Test Type – select one of the following test types:

o CAEL
o Cambridge
o CEFR
o EAP
o English Pathway School
o IELTS
o MELAB
o Pearson Language Test Evaluation
o TOEFL
o Other
• Date of Completion – if the test will be taken on a
future date, select the expected date of completion
• Score (optional)
• Can you provide sub-scores for Listening, Reading,
Writing and Speaking? – click Yes or No
o If Yes, enter the sub-scores for each subject

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Supporting Documents
On the Supporting Documents page, you can upload documents to support the information entered in
the previous steps of the application.

The page is divided into sections by document category, including proof of citizenship, schooling, English
proficiency test scores, and visa documents. In each section of the page, click the type document you
would like to add.

You will then have the option to upload the document by browsing for the file(s) on your device, or
dragging and dropping the file(s) into the file upload area. You may upload multiple documents at the
same time.

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The system will check for duplicate files. If an uploaded file matches one already in the system (based on the size
and name of the file), the following message will be displayed and the duplicate file must be removed before the
application can proceed.

Below is a summary of supporting document categories and types:

Proof of Citizenship
Available document types are:

• Birth Certificate
• Citizenship Papers
• Convention Refugee Document
• Passport
• Permanent Resident Card

 Passport is a required document for Proof of Citizenship.

Academic Documents for Schooling

You must provide at least one supporting document for each school added to the Education page.
Available document types are:

Secondary / High School

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 • Final Transcript / Marks,
• High School Graduation Diploma
• Midterm Transcript / Marks

College

• Final Graduation Diploma / Certificate

• Proof of Enrollment Letter
• Provisional Certificate
• Transcript / Marks from All Semesters of Study

University

• Final Graduation Degree / Certificate

• Provisional Certificate
• Transcript / Marks from All Semesters of Study

Test Scores for English Proficiency Test

You will need to provide at least one supporting document for each of the English Proficiency Test
Scores added to the Education page. If the test is not yet completed, provide a document that shows
proof of enrolment or proof of the scheduled test date.

Visa Documents (Optional)

Available document types are:

• Co-op Work Permit

• Study Permit - provide this document if the applicant’s Status in Canada is Study Permit

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 • Visa Approval Letter
• Visitor Visa

Other (Optional)
The following documents may be required to meet the admission requirements of specific programs:

• Portfolio
• Proof of Deposit / Tuition Payment
• Resume / CV

Missing Required Documents

 You can save the application as a Draft and return to it at a later date /
time to upload the missing documents.
 It’s also possible to return to the Supporting Documents page after
submitting the application to provide supporting documents that address
offer conditions.

Payment
The application fee may be waived if the applicant is working with specified agents, or if the applicant
meets the criteria of a Fee Waiver Rule defined by the college. Agents, applicants or college users may
enter a Fee Waiver Coupon Code to waive the required application fee. The coupon code will be
validated to ensure it has not already been redeemed or has expired.

The Waive Payment button is only visible to college users. If payment of the application fee is required,
click the Pay Now button to go to the Flywire payment portal.

Application Fee Payment Processing

Application fee payments are processed outside of the College Portal using Flywire, an international
payment service provider.

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Follow the on-screen Flywire instructions to make the application fee payment. When the payment is
completed, the Flywire window will close and the Application Wizard will appear.

Submit
For the last step of the application, you’ll need to review the information to ensure accuracy and
completeness.

Scroll down the page to review the Program Selections, Education, English Proficiency, and Supporting
Documents. Click the Change button at the top right of each section to go back and make revisions or
corrections.

At the bottom of the Submit page, you’ll need to agree to the disclaimer, then click the Submit
Application button.

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After submitting the application, a confirmation page will appear. Click the Done button to return to the
College Portal dashboard.

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Tracking an Applicant or Application
Applicant ID
Each applicant will be assigned a unique ID, which will appear on the List Applicants page. You can enter
this ID in the search box to quickly locate an applicant.

Application ID
Each application will be assigned a unique ID, which will appear on the List Applications page. You can
enter this ID in the search box to quickly locate an application.

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Student ID
If a student who attended the college previously re-applies, their student ID will be shown on the list
application page. The student ID will appear via SIS integration or when manually assigned at the time
an offer is received.

You can enter this ID in the search box to quickly locate an application.

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Updating Applicant Profiles / Applications after Submission
Personal Information
To determine which users can modify an applicant profile after the application has been submitted,
refer to the Read / Write Permissions for Applicant Profiles and Applications section of this user guide. In
most cases, when either an agent or an applicant has created the application, a college user will not
have the ability to update the Personal Information page.

If an applicant’s personal information doesn’t match their supporting documents, specifically the
information that will be included on the offer letter (e.g. name, address or date of birth), you will need
to set the application to Needs More Information. The application will then be returned back to the
agent / applicant to make the necessary corrections. For more details on this feature, refer to the
Triggering Needs More Information section of this user guide.

Changing the Assigned Agency

 Applicants cannot edit the assigned agency and must contact the college
to request updates to this field. For more details, see the Changing the
Agency Assigned to an Application section of this user guide.

Program Selections
Once an application has been submitted and is in the Review state, the applicant or agent cannot delete
or change existing program selections, re-rank program selections, or change the selected intake for one
of their program selections.

New program selections can only be added to an application under the following conditions:

o The application only has 1 or 2 program selections, and

o The college has issued a decision of Program Selection Declined for at least one program
selection, or
o The offer state on a program selection is Offer Declined, Offer Revoked or Withdrawn
Acceptance.

If the application is in Draft state, there are no limitations on when the applicant or agent can make
changes to program selections.

If an application requires no further processing (for example: all offers were declined or revoked, or all
program decisions were declined), set the application state to Closed to prevent any changes to
program selections.

Education
It’s possible to modify Education details after an application has been submitted. Common examples
include adding English Proficiency test scores or changing the completion status of a school.

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Supporting Documents
It’s possible to add new supporting documents to an applicant’s profile after submitting an application.
Common examples include uploading final or corrected transcripts, a degree or diploma, or proof of
completed English Proficiency scores.

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Reviewing an Application
On the left menu under List Views, select Applications to view a list of all applications to your college.

Lists can be filtered and sorted, allowing you to easily locate specific sets of applications. For example,
you may filter by Term, by Citizenship or by Application Status. Filters and sort direction can be reset to
their default values by clicking the Reset All button.

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Clicking an application on the list will load the Review Application page (shown below), which contains
the following information:

• Applicant Name and Application State (at the top of the screen)

• Application Number (in the top right corner)

• Application Actions button - provides several application and offer related actions (see
explanation below)

• Agency Details (on the right) - for details on changing the application, see the Changing the
Agency assigned to an Application section of this user guide.

• Application Fee Status (on the right) - For information on refunding an application fee, see the
Refund the Application Fee section of this user guide.

• Selected Programs - program selections currently included on the application

• Personal Information - a summary of the applicant’s personal information

Further down the page you’ll find the remaining sections of the applicant’s profile – Education,
Supporting Documents, Referrals and Existing Student Information.

• Education - a summary of schools and English Proficiency scores defined for the applicant

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 • Supporting Documents - a summary and links to the supporting documents provided for each
category. Historical Documents, available to college users only, includes documents that have
been uploaded and deleted from the applicant’s profile.

• Referrals – a summary of referrals from either existing students or exchange partnership schools.

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• Existing Student Information – allows the applicant/agent to list their college student ID and email if
they previously attended the college.

Application Review Workflow

The OCAS IAS provides several convenient tools for identifying incomplete / incorrect applications at the
source, notifying agents and applicants when corrections are needed, and preventing incomplete
applications from reaching your Admissions team and / or SIS.

The following workflow summarizes the general process for reviewing and screening applications.

All college users have access to the following application actions:

• Screening Complete
• Screening Failed
• Additional Information Required

College Admissions Officers and Administrators only will have access to all application actions (shown
below).

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While each college’s process for the initial application review and screening will be different, it will
generally include the following activities:

• A review of personal information to ensure the specified data matches the provided proof of
citizenship, including first, last and middle names, defined address, date of birth, and status in
Canada
• A review of supporting documents to ensure they’re complete. For academic documents, this
review also includes ensuring the documents have been translated to English and are authentic.
• An initial review of English Proficiency to ensure the applicant’s test scores meet the admission
requirements for the selected programs.

Once this initial review is complete, you may decide to proceed with application processing or to
request corrections / additional information.

Screening Complete Status

The screening status allows college admissions teams to sort and categorize applications by their level of
completeness and accuracy. In some teams, a dedicated person at the college such as an international
college rep or an administrative clerk may do the initial review of the application.

When an application is ready to proceed for further processing and admissions review, select the
Screening Complete option from the Application Actions menu.

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A check mark will then appear in the top right corner of the Review Application page and at the top right
of the application on the List Applications page, as shown below.

Setting an application to Screening Complete will also update the screening status to show as Screened.
Admissions officers or other college users can then apply the Screened filter to ensure they’re making
admissions decisions on complete and accurate applications only.

Screening Failed
If a college user wishes to reject an application, they can select the Screening Failed option. This will
open the Close Application window. Programs choices in the No Decision state will be declined and the
user must give a reason for each choice.

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Additional Information Required (Needs More Information)
After reviewing an application, if corrections or additional information are needed from the applicant,
select the Additional Information Required option from the Application Actions menu. This option may
be used to request corrections or additional information for the Personal Information, Education, and /
or Supporting Documents sections of the applicant profile.

The Additional Information Required page will then appear where you can indicate the section(s) of the
application that require corrections / more information. Under each section, click Yes below Request
More Information and provide a reason / description of the information or corrections required from
the applicant or agent.

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Examples:

• Under Personal Information - Ensure first and last name matches proof of citizenship
• Under Supporting Documents - Provide all pages of transcript, translated to English

To finalize a request for additional information, click the Save button. The application state will change
to Needs More Information.

On the List Applications page, you may use the Filter by Status option to track applications set to the
Needs More Information state.

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 Multi-Level Screening
 Normally users can select Final Screening Complete or Screening Failed,
this enhancement allows for new intermediate screening stages Initial
Screening Complete, Secondary Screening Complete, Third Screening
Complete and Fourth Screening Complete.
 This is an opt-in service, if your college is interested please contact
service@ocas.ca

When an application is set to this state, the applicant and agent (if applicable) will receive an email
notification indicating that corrections are required in the application, and that processing cannot
proceed until this information is provided.

Reviewing Corrections / Additions to an Application

After an agent or applicant has made the necessary corrections to the application, it will be updated to
the Resubmitted state. The Application Details page will show the provided corrections and the date the
application was resubmitted.

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Review the updates to the appropriate sections of the application. For example, check the Personal
Information page to ensure the request for changes has been adequately addressed, or check that the
necessary documents have been uploaded under Supporting Documents.

If the additional information provided is sufficient, mark the Additional Information Request as
Resolved.

If further corrections are required, mark the Additional Information Request as Unresolved. Indicate the
required corrections, similar to the steps described above, and click Save. The application will then
return to the Needs More Information state and the agent or applicant will receive another email
notification indicating the status change.

Sample Videos
• College Portal - Trigger Needs more Information
• Agent Portal - What Agents see, and the workflow for making corrections and re-submitting
• College Portal - Reviewing applications with corrections provided, and marking Screening
Complete

Applicant History
The activity history page can be accessed by clicking on the Applicant History button at the top of the
Application Details page.

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This page shows changes made to the applicant profile, application, or offers.

Applicant Notes
In the College Portal, notes about an applicant or application can be kept and tracked in a single, easy-
to-access location.

Click the Applicant Notes icon, in the bottom right corner of an application.

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In the Applicant Notes pop-up box, you may view notes created by other college users or add your own
notes. Applicant Notes are not visible to applicants or agents.

When an applicant has at least one note on their account there will be a red exclamation mark on the Applicant
Notes icon as seen here:

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Changing the Agency Assigned to an Application
College Admissions Officers can change the agency assigned to an applicant. This request must come
from the applicant outside of the OCAS IAS.

The following options are available:

• Change the agency currently assigned to the applicant

• Remove the assigned agency completely
• Add an agency (if the applicant originally applied without an agency)

Click the Edit (pencil) icon beside the agency name. If no agency is currently assigned to the applicant,
you will see an Assign an Agency option.

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You will then be able to edit the information on the Agent Details page. After all changes have been
made, click the Save button.

Currently, there are no restrictions on when an agent can be changed on an application.

Request to Refund the Application Fee

To request a refund of the application fee, please contact service@ocas.ca. Be sure to include the
applicant’s first and last names and their application number in the email. OCAS will then process the
refund through the Flywire administration portal within 10 business days (estimated).

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Program Selection Decisions – Waitlist or Decline
Once the credential assessment is complete, a decision can be made on each of the program selections
on an application. The following options are available:

• Make an Offer
• Waitlist
• Decline

Waitlist
The Waitlist option can be used when there are no seats available in the program. A list of applications
in Waitlist status is available on the List Applications page when filtering by Waitlist state. This will show
the waitlisted applications, as well as the date the waitlist decision was issued.

Decline
The Decline option may be used when there’s no intention to further pursue a program selection on an
application. This option may also be used to indicate that a decision has been made on other program
selections. For example, you may choose to make an offer on the first program selection and decline any
remaining selections.

The available Decline options include:

• Does not meet admission requirements

• Alternate Offer issued for another program
• Decision made on another program selection
• Program full, unable to process further applications
• Program Suspended
• Program Cancelled
• Other - allows for freeform text entry

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Once a program selection is declined, the Program Decision status will show Declined on the Application
Details page.

Program Selection Decisions – Make an Offer

The following options are available when issuing an offer of admission to an applicant:

• Make an Offer on a program selection included on the application

• Make an Alternate Offer on a different program or different intake
• Make an ESL / EAP Offer (English Proficiency)

As part of the offer process, the following options are also available:

• Issue a Pre-Admit Offer – the Letter of Acceptance will be marked as Not for Visa Purposes. This
option is ideal if you require the applicant to meet certain requirements or criteria before they
receive a standard Letter of Acceptance.

• Issue a Conditional Offer – the offer includes various conditions, which classify it as a
conditional offer

• Issue a 1 + 1 (or English + Future Program) Offer – the offer letter contains an offer for one
program, as well as consideration for a second or future program based on successful
completion of the first program. This option is commonly used when the student must complete
an English Proficiency Program (EAP) as a condition for attending their full-time program
selection.

Pre-Admit Offers (Not for Visa Purposes)

There may instances where it’s undesirable to send a standard offer letter to applicants who meet
certain criteria. Common examples include applicants from countries with lax visa / study permit
processing, or applicants with certain conditions that must be addressed before a seat can be held for
them.

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Additionally, sending many standard offer letters to numerous applicants - especially those who may not
be interested in attending your college - can result in an artificially high offer count and unnecessary
application processing. This may inhibit applicants who are genuinely interested in your college from
receiving an offer. Pre-Admit offer letters can assist with these challenges.

Pre-Admit is a stage before the standard offer process. Requiring an applicant to satisfy conditions
specified in the Pre-Admit letter before they receive a standard offer letter helps ensure the applicant is
making a commitment to your college. This commitment could also be a financial one, such as requiring
a monetary deposit.

The Pre-Admit offer letter looks similar to the standard offer letter, with one main distinction – at the
top of the letter is the disclaimer “THIS LETTER CANNOT BE USED FOR VISA PURPOSES”. This disclaimer
prevents applicants from using the offer letter to apply for a visa or study permit without first satisfying
the conditions set by the college. The content and format of the letter are sufficient to allow applicants
to apply for financial aid to assist with their application, such as a bank loan.

Below is a sample of the Pre-Admit offer letter.

When the Pre-Admit option is selected when creating an offer, the status will show as Pre-Admitted in
all portals. Once the applicant has satisfied the conditions of the Pre-Admit letter, you will have the
option to convert it to a standard offer. The applicant will receive a standard offer letter to facilitate the
rest of their application.

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Creating an Offer and Letter of Acceptance
When you click the Make an Offer button, the following page will appear:

Intake Selection
Choose the intake for which the offer will be made.

• When making an offer on an English (ESL or EAP) program, the term and programs will be
filtered to show ESL and EAP type programs only.

• When making an alternate offer, no term or program will be pre-selected. You may select any
term, program and intake.

• When making an offer on program selection, that intake (term, program, campus and start
date) will be selected by default.

If multiple intakes are available for a selected term and program, the offer can be made on any of the
intakes.

Beside each intake row is an information icon, which shows useful details on current conversion data,
seat tracking, and capacity:

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Clicking the information icon will load the Conversion Data window.

Use this information for assistance when making new offers or finding alternate intakes. The
information shown reflects the current counts for each status. Click Done to close this window.

After selecting an intake, click Continue to load the New Offer page.

Creating Offer Details

By default, the information defined for the selected intake in the Intakes Manager will be used to pre-
populate most of the offer information, specifically due dates and fees. Otherwise, if offer information is
being sent using the CreateOffer SIS event, the offer fields can be included as part of this event. For
more details, see the OCAS SIS Documentation for Create Offer section of this user guide.

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The following fields are part of the offer:

Offer Details

Student ID - May be provided or automatically

loaded through SIS integration. If no Student ID is
defined, the Applicant ID will be used to populate
the offer letter.

Intake Being Offered - The intake selected on the

previous page

Entry Level - Default is Level 1, the available

options are based on what has been defined on
the Intakes Management screen.

Is this for Pre-Admittance (Not for Visa

Purposes)? - Clicking Yes will add the “Not for
Visa Purposes” disclaimer to the offer letter. It
will also be tracked as a Pre-Admittance instead
of an offer. More details are explained in the Pre-
Admit Offers (Not for Visa Purposes) section of
this user guide.

Is this an Exchange Program? - The selected

option will populate in the offer letter.

Is an Internship / Work Practicum Included? - The

selected option will populate in the offer letter.
When either of Co-Op Optional, Co-op Required,
or Unpaid Field Placement are selected, the
resulting offer letter will include an additional
page related to the internship / work placement
detail. An applicant may use this page to support
their work permit application.

Internship Field of Work - General description of

the area of work for the relevant internship or
practical work experience.

Total Number of Internship Hours

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 For the following fields, default values will be
taken from the Intakes Manager and can be
modified as needed.

• Hours of Instruction per Week

• Expiration of Letter of Acceptance – The expiry
date for the Letter of Acceptance. This will also
appear on various screens in the portals.
• Approximate Completion Date (for the
program)

Scholarship / Teaching Assistantship / Other

Financial Aid - If Yes is selected, you will have the
option to provide a description. This value will
appear on the Letter of Acceptance.

Conditions

Does the offer have conditions? - When Yes is selected, you will have the option to select from several
pre-defined conditions, or select Other to enter any condition in the text box.

The offer type will be tracked as Offer With Conditions in the List Offers page. After issuing the offer, the
conditions will also appear in the Offer Conditions section of the Offer Details page.

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Fee Structure

The values for the following fee fields are taken

directly from the Intakes Manager, and the
default values may be overridden when creating
the offer.

• First Payment Amount

• First Payment Due Date
• Second Payment Amount
• Second Payment Due Date
• Tuition Fees
• Ancillary Fees

Total Annual Fees – A calculated field that is the

sum of Tuition Fees and Ancillary Fees

Future Intake

The Future Intake option allows a second (future) intake to be included on the offer letter. This option is
useful when an offer is made on an English Proficiency program (ESL or EAP), and upon successful
completion of this program, the student may transition into a second (future) program.
Another scenario where the Future Intake option may be used is for two 1-year post-graduate programs
(one after the other). This letter will help the student secure the necessary permit for study and / or for
the full duration.

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When Yes is selected, the Term and Program Name for the future intake must be defined.

Once the offer has been issued, details of the future intake will be added to the offer letter and a Future
Intake section will appear in the Offer Details page in the portal.

Please note: There is no status change to the Program Selection state for the selected future intake. In
order to track an offer on the Future Intake, a separate offer must be issued on that intake alone.

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Custom Offer Letter

If Yes is selected, you may upload your own offer letter. Supported file types are .pdf, .doc, .docx, and
image formats. Ensure that the content in the custom offer letter matches the fields defined under Offer
Details.

If No is selected, a college-branded offer letter will be created using the offer details provided above.

Click the Preview Letter button to view a preview of the Letter of Acceptance.

Click the Complete + Send button to finalize the offer.

After issuing the offer, an email notification will be sent to the applicant (and agent, if assigned).

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Viewing Offer Details
After the offer has been issued, it will appear on the List Offers page. Select the offer from this list to
view the Offer Details. The Letter of Acceptance will appear on the Offer Details page and is accessible
through all portals.

The College Portal view of the Offer Details page is shown below. This example includes a Future Intake
and an Offer with defined conditions.

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A sample of the Offer Details page from within the Agent Portal or Applicant Portal is shown below.

Viewing Pre-Admittance Details

When Pre-Admit is selected, this application can be tracked under the Pre-Admitted state on both the
List Applications and List Offers pages. The applicant and agent (is applicable) will receive an email
notification with the details of the pre-admit and further instructions. An email notification will also be
issued when Pre-Admit is selected.

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The details of the Pre-Admittance are shown below:

If you require changes to your college’s offer letter template, please contact us at service@ocas.ca.

Tracking and Managing Offers

Reissuing (or Adjusting) an Offer
Often, it’s necessary to update an offer after it has been issued. For example, when incorrect
information (applicant’s name or address) was defined on the offer letter, or after conditions in an offer
have been addressed.

On the Offer Details page, two options are available in the Offer Actions menu - Reissue Offer and
Revoke Offer.

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After clicking the Reissue Offer option, the Create Offer page will appear with the option to change
many of the offer options. Note that when reissuing an offer, the selected intake cannot be changed and
the offer type cannot be changed to Pre-Admitted.

Once an offer has been reissued, the applicant and agent will receive an email notification, and the
updated offer information and Letter of Acceptance will appear on the Offer Details page. The previous
offer letter will still be accessible by clicking View Previous Letters. After clicking View Previous Letters
there is the option to hide obsolete offers.

If the intake for an offer needs to be changed, or if the offer type needs to be updated to Pre-Admitted,
use the Revoke Offer option in the Offer Actions menu and create a new offer. The previous offer will no
longer be visible / accessible in the portal.

Converting a Pre-Admittance to an Offer

When an applicant has satisfied the conditions of their pre-admittance, it can be converted to an offer.
Locate the applicant’s pre-admittance on the List Applications or List Offers page, then click on the
applicant to load the Pre-Admittance page.

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From the Offer Actions menu, select Issue Offer.

The Create Offer page will then appear with offer details pre-populated from the pre-admittance. These
values can be modified as needed, as explained above.

Once an offer has been issued, the state will be changed from Pre-Admitted to Offered for the selected
applicant.

Accepting and Declining Offers

Both agents and applicants can accept an offer, decline an offer, or withdraw acceptance for an offer. A
college Admissions Officer (or higher role) can also accept or decline an offer on behalf of an applicant.

The Accepted state is simply an acknowledgement of interest from the applicant. When an applicant
accepts an offer, the following instructions are provided.

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Revoking an Offer
After an offer has been issued, a college user may revoke the offer for various reasons. In the Offer
Actions menu on the Offer Details page, click Revoke Offer.

Select one of the following reasons for revoking the offer:

• Acceptance Deadline Passed

• Did Not Show Up
• No Seats Available in the Selected Intake
• Payment Not Received
• Visa Not Received
• Other (enter user-defined reason)

Click the Continue button to save the change. The offer state will be changed to Revoked and will appear
on the Offer Details page, along with the reason for revoking the offer.

Automatically Revoking Offers

Offers and Pre-Admits can be automatically revoked a number of days after expiring. The automatic
offer revoke settings are found on the College Settings page. You must specify how many days after the
offer expires to trigger the revocation, the minimum is 0 days and the maximum is 180.

The reason given for the offer revocation is “Acceptance Deadline Passed”.

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Withdrawing Acceptance of an Offer
Any time after an offer reaches the Accepted state, an applicant or agent can withdraw acceptance of an
offer. A college Admissions Officer (or higher role) can also withdraw acceptance on behalf of an
applicant.

The following reasons for withdrawing acceptance are available:

• Transfer to another institution

• Visa Declined
• Other (enter user-defined reason)

Click the Continue button to save the change. The offer state will be changed to Withdrawn and will
appear on the Offer Details page, along with the reason for Withdrawing Acceptance.

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Requesting a Deferral or Refund
If the applicant has already paid and they chose to withdraw their acceptance the following screen will
appear:

If the user selects Yes, they will be taken to the Deferral Request page upon selecting Continue.

If the user selects No, an additional question will appear asking if they want to request a refund.

If the user selects Yes, they will be taken to the Request Refund page.

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If they select No, then the offer state will change to “Withdrawn” and there will still be an option later
on to request a deferral or a refund as shown below.

Any college user can request a deferral or refund on behalf of and applicant. This option appears under
the Offer Actions menu.

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Processing Deferral Requests
When a deferral request is submitted, the offer state becomes “Deferral Requested” and the deferral
state will become “Submitted.”

College users will be able to view applications with a deferral requested and filter them by deferral state
in the List View under Deferrals:

College users can process the deferral request and decide to approve or deny the deferral request in
with the Deferral Actions drop-down menu.

Approving or denying the deferral request will change the deferral state to Approved or Denied
respectively.

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If the request is approved it is up to the college to follow up by either sending a new offer for the
requested start date or cloning the application to apply for the correct start date and processing the
application as normal.

If the request is denied, the deferral status will be updated to Denied.

In both cases there will be the option to post a comment on the application and to send a notification
email to the applicant/agent.

Notification emails will be sent to keep the applicant and agents informed during the submission and
review stages of the deferral request:

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 • Offer state changes to Deferral Requested

• Offer state changes to Refund Requested

• Deferral state changes to Approved

• Deferral state changes to Denied

If you wish to customize the content of these emails, please contact OCAS.

Tracking Offer Conditions

There are several ways to track when an agent / applicant has provided the necessary
documents or information to satisfy the conditions of an offer.

From the List Offers page:

1. Under Filter by Status, select Offered

2. Under Filter by Type, select With Conditions
3. Under Sort By, select Last Activity Date
4. Under Sort Direction, select Descending

The Last Activity Date field is updated following any change to the application or offer status,
or any update to the Applicant Profile (information and supporting documents). This field will
always display the most recent date and will be shown for each application.

Click any offer in the list to view additional details.

On the Offer Details page, click the Application # hyperlink at the top right corner of the page to
load the application details.

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Scroll down the Application Details page to the Supporting Documents section. Here you can view the
date and time supporting documents were uploaded to locate recently uploaded documents and make
appropriate admissions decisions.

Paid Status
Once the college receives payment of the deposit amount or tuition amount defined in the Letter of
Acceptance, set the offer state to Payment Received. A payment receipt can also be created or uploaded
during this step.

Creating a Payment Receipt (for Deposit and Tuition Payments)

From the Offer Actions menu on the Offer Details page, click Payment Received.

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On the Generate Payment Receipt page, click the Yes button to generate a payment receipt.

A college-branded payment receipt template is available with the following required fields:

• Student ID (or Applicant ID) (pre-defined)

• Receipt Type (Deposit or Tuition payment)
• Payment Date
• Payment Amount
• Confirmation Number (optional)

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After completing the required payment receipt details, you may choose to notify the applicant and
agent (if applicable) that the offer status has been set to Paid and a payment receipt is available for
download from the portal to assist with their visa / study permit application.

Click the Complete + Send button to finalize the receipt.

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Uploading a Payment Receipt (for Deposit and Tuition Payments)
As an alternative to using a college-branded template to create a payment receipt, you may upload a
college-provided receipt document (acceptable formats: .pdf, .doc, .docx, .jpg, .png).

Once the receipt document has been uploaded, you will have the option to send an email notification to
the applicant and agent (if applicable).

Additional payment receipts can be created or uploaded after an offer has been set to Paid by selecting
the Provide Payment Receipt option from the Offer Actions menu and following the steps outlined
above.

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Below is an example of an offer at Paid status in the Agent Portal. The link to download the payment
receipt is found directly under the View Letter of Acceptance link. Previous payment receipts are also
available within the Agent portal.

Seat Count Management

Each intake has an Enrolment Maximum value, which stores available international seats. For example,
the intake for Business Administration at North Campus starting Fall 2018 has 15 available seats for
international students. A seat is considered ‘taken’ at the time when an offer reaches the Paid status, for
that program. The Program Performance report provides a summary of the total
seats available (Enrolment Maximum) and seats remaining, for each intake in a specified term.

Visa Received (Pre-Registered Status)

The final stage of the admissions process is tracking if / when an applicant receives their visa (study
permit). When an offer reaches the Paid state, there are two options - Visa Received or Withdraw
Acceptance (Reason = Visa Declined).

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The following confirmation message will appear after the Visa Received option is selected.

Click Continue button to proceed.

The offer status will be updated to Pre-Registered and a message will appear above the Offer Details
section with the recommendation to upload a copy of the visa / study permit (or visa invitation letter)
and co-op work permit (if required).

Click the Upload Visa Documents button to go to the Supporting Documents section of the applicant
profile.

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In the Visa Documents section of the Supporting Documents page, upload the necessary visa / study
permit or work permit by clicking the corresponding document type.

After the new visa documents have been uploaded, be sure to save the applicant profile.

Visa Declined
If an applicant’s visa / study permit application is declined or not received before the start of classes, the
agent or applicant should notify the college using the Withdraw Acceptance button on the Offer Details
page.

Select Visa Declined from the Withdraw Reason drop-down box, then click the Continue button.

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The offer state will be changed to Withdrawn and the reason will appear at the top of the Offer Details
page in all portals.

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Configuration Options

The following sections describe the various portal setup and

configuration options, which are available to the college power /
super user role only:

• Agency Management
• Fee Waiver Coupon Codes
• Fee Waiver Rules
• Program Management
• Intake Management
• Intake Filters and Intake Availability Rules

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Agency Management
The OCAS IAS provides an Agency Management module with the following options:

• Configure approved agents

• Track agency status, filter / report by country
• Track applications linked to the agency and their status
• Add a new agency (from the master list or submit a request for a new agency)

Click the Agencies link under Configure to view a list of agencies associated with your college.

Similar to the College Portal’s other list pages, filter and sort options are available and each agency
appears as a separate row in the list. Select an agency from the list to view more details.

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Agency Details
Most of your college’s agencies will be defined at the time of onboarding to the OCAS IAS. Since some
agencies work with multiple colleges, OCAS maintains a master agency list, which contains the agency
name, address, website and the Agent Portal login accounts for each agency. All remaining fields can be
defined for your college.

The Agency Details section includes the following fields:

• Name
• Address
• Website
• Status - the following options are available:

o Active - the agency is actively managing applications and offers for your college

o Inactive - the agency is not actively managing applications and offers, but is still in good
standing with your college. When an agency is in Inactive status, agents will not be able
to access your college with their Agent Portal login.

o Probation - a new agency in a probationary period

o Suspended - an agency identified for fraudulent activity or malpractice. When the

agency is in the Suspended state, agents will not be able to access your college with
their Agent Portal login. Before changing an agency Suspended any applications in
Review that are assigned to that agency must be reassigned to another agency (or set to
No Agency). For more details on this process, see the Changing the Agency assigned to
an Application section of this guide.

• Contact Title
• Contact Name

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 • Contact Phone
• Contact Email
• Notification Email - this email address for the agency, will receive email notifications generated
by the OCAS IAS
• SIS Identifier - use this field to store / track a unique identifying field, which may help to
correlate this agency if your college stores agency information in your SIS or a separate third
party system

Agreement Information
Each agency must have an agreement defined in the College Portal.

Agreement Information fields include:

• Effective From date - must be set to current date or earlier

• Effective To date - must be later than the current date
• Target Countries - countries from which the agency is permitted to submit applications. The
country value is based on the applicant’s country of citizenship.

Each country defined has a Waive Application Fee option. For example, if an agency has an agreement
to recruit students with citizenship from India and Nepal, it’s possible for a college to enable an
application fee waiver only for applicants with Indian citizenship. When an agent submits an application
for an applicant with citizenship from Nepal, the agent must pay the application fee if Waive Application
Fee is not selected.

Agent Portal Accounts

OCAS manages all Agent Portal accounts. For any requests to add or remove an Agent Portal account,
reset an Agent Portal account password, or modify an Agent Portal account, please contact
service@ocas.ca.

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When multiple colleges have agreements with the same agency, each agent from that agency will have
access to manage applications for those colleges through a single Agent Portal account, as shown in the
following example.

Changing an Agency’s Status

From the List Agencies page, click on an agency to view the Agency Details page.

Click the status button next to the agency name, then select the desired Agency Status from the
dropdown to finalize the change. An explanation of Status options is provided in the Description of
Agency Fields section.

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Adding an Agency
On the List Agencies page, click the green plus icon in the bottom right corner.

This will open the New Agency page. In the search field, begin typing the name of the agency you wish
to add.

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As you type the agency name, a list of existing agencies matching the search term will appear in the list
below the search box. If the agency appears in the search results, select the item from the list to
continue.

Complete the fields on the Agency Details page.

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Complete the Agreement information for the agency and click the Save + Continue button.

If the agency you wish to add is not found in the OCAS Master Agency list, the following message will
appear. Click the “If you are unable to find your agency, click this link to request it be added.” link to
continue.

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On the Request New Agency page, enter the agency name and address. The Website field is optional.
Provide the name and email address of the agency manager, then click the Send Request button to
submit your request to OCAS.

Within 1 business day, OCAS will add the new agency to the system and create an agent account. You
will receive an email confirmation from OCAS once the agency has been added. You can then return to
the List Agencies page, click the green plus icon, and follow the steps outlined above to complete the
process.

After a new agency is added, the agency manager will receive an email notification indicating that they
have been granted access to your college in the Agent Portal. The agent can then register their account
and begin submitting applications to your college.
Agency Expiry
Colleges now have the option of enforcing expiry dates for Agency Agreements. If you choose to enable
this feature, Agents will no longer be able to submit applications after their Agency’s agreement with
the college has expired. However, these agents will be able to continue to manage applications that they
previously submitted.
The configuration for this feature is in the College Setting Menu in the Agency Expiry section. In addition
to enabling the feature, Colleges will also have the option to display a warning to the Agent after the
agreement has expired.

Fee Waiver Coupon Codes

There are several opportunities for a college to waive the payment of the application fee for an OCAS
IAS user:

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• For an agency, create a fee waiver per assigned country.

• For a college Admissions Officer or a college super user / power user, override the application
fee at the payment step of the application (for an application they have created).

• Create a fee waiver rule with date constraints for one or more countries, or for one or more
agencies. There is no limit on the number of applications that can be submitted under a fee
waiver rule. For more details, see the Adding a New Fee Waiver Rule section of this user guide.

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 • Create a set of fee waiver coupon codes, as described below.

Fee waiver coupon codes can be useful for a variety of scenarios, including:

• At a student recruitment fair in a particular city or country

• A prospective agency wishes to work with your college, but does not already have an agreement
in place

• A country-based college representative wishing to boost applications in their region

• Existing international students wanting to apply to additional programs at your college

• A promotion or marketing campaign where a free application fee incentive may entice
applicants or agents to apply to your college

Adding a New Coupon

To create fee waiver coupon codes, from the Dashboard click the Coupon Codes option under the
Configure menu.

Each set of coupon codes will appear as a separate item on the List Coupons page and can correlate to a
specific activity, campaign, event, request from an agent or college representative, etc. To find a specific
set of coupon codes, use the search box and / or filters. Click any item in the search results to view more
details about that set of coupon codes.

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Click on the green plus icon at the bottom right corner of the List Coupons page.

This will open the New Coupon page, where you can enter the details for the new coupon.

• Name - Use a unique name to identify each coupon code set

• Effective From / Effective To - Select the date range during which the set of coupon codes will
be active. A set of coupons will become active at 12:00:00 am EST on the Effective From date,
and will expire at 11:59:00 pm EST on the Effective To date.

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 • How many unique codes do you wish to generate? – Enter a number between 1 and 100

• Randomized Code Length – Must be between 4 and 10 characters

• Code Prefix (optional) - An identifier to help identify and manage codes. For example, if a set of
coupon codes is needed for a student fair in Beijing, it may be helpful to add the prefix BEIJ-
2018- at the beginning of each code. The prefix must use English letters or numbers and be
between 1 and 10 characters in length. Hyphens are accepted.

When all required fields have been completed, click the Save button to continue. The set of new coupon
codes will then be displayed.

The status of a set of coupon codes is based on the Effective From / Effective To dates:

• Pending - the Effective From date is a future date

• Active - the current date falls within the Effective From / Effective To date range
• Inactive - select this status when you no longer require a particular set of coupon codes
• Expired - automatically set when the current date is after the Effective To date
• Depleted - automatically set when all of the coupon codes in the set have been redeemed
To modify a set of coupon codes, click the Change button.

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Click the Download button to download the generated coupon codes in a CSV file. This file can be
opened using Excel for efficient distribution to the requesting party. The CSV file contains a Redeemed
value for each code, (True / False), indicating which codes have been used.

Individual coupon codes can be redeemed only once when paying the application fee during the
application process. See the Payment (Application Fee) section of this user guide for more details.

Fee Waivers Rules

A fee waiver rule is a quick and easy way to waive the application fee for a specific period of time and
for a specific country or agency, without requiring the distribution and management of fee waiver
coupon codes.

Adding a New Fee Waiver Rule

To create a new fee waiver rule, from the Dashboard click the Waiver Rules option under the Configure
menu.

Each fee waiver rule will appears as a separate item on the List Waiver Rules page. Use the search, filter
and sort options to find a specific fee waiver rule. Click any fee waiver rule in the search results to view
additional details.

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Click on the green plus icon in the bottom right corner of the List Waiver Rules page.

This will open the New Waiver Rule page, where you can enter the details for the waiver rule.

• Name - Use a unique name to identify each waiver rule

• Effective From / Effective To - Select the date range during which the waiver rule will be active.
The waiver rule will become active at 12:00:00 am EST on the Effective From date, and will
expires at 11:59:00 pm EST on the Effective To date.

• How would you like this rule applied? – Select one of the following options:

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 o Based on the applicant’s country of citizenship - Select a country from the drop-down
list. To add another country as a condition of the waiver rule, click the + Add Another
Country link and select a country. To remove a country as a condition, click the red X
icon.

o Based on the applicant’s agency - Select an agency from the drop-down list. To add
another agency as a condition of the waiver rule, click the + Add Another Agency link
and select an agency. To remove an agency, click the red X icon.

When all required fields have been completed, click the Save button to continue. The new fee waiver
rule will then be displayed.

The status of a fee waiver rule is based on the Effective From / Effective To dates:

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 • Pending - the Effective From date is a future date
• Active - the current date falls within the Effective From / Effective To date range
• Inactive - select this status when you no longer require a fee waiver rule
• Expired - automatically set when the current date is after the Effective To date

To modify a fee waiver rule, click the Change button. Note that only the Name and Effective From /
Effective To date fields can be modified.

Program Management
The OCAS IAS includes a module for managing a college’s international programs and intakes. Most of
the fields are similar to OCAS’s domestic program catalog. Your college’s programs and intakes are
loaded into the IAS as part of the initial onboarding process.

Programs vs. Intakes

In the OCAS IAS, there is a separation between programs and intakes. Each program has a unique
Program Title, College Code, Ministry Code(s), Credential, and other identifiers / classifications that
typically do not change.

Each program can be offered through one or more intakes, which are identified using several fields –
Delivery, Campus, Term and Start Date.

Example 1

Program Title - Business Administration

Intakes
Program Title Delivery Campus Term Start Date
Business Administration Full-Time North Campus Fall 2018 Sept 8, 2018
Business Administration Full-Time South Campus Fall 2018 Sept 9, 2018
Business Administration Full-Time North Campus Winter 2019 Jan 7, 2019
Business Administration Full-Time South Campus Winter 2019 Jan 8, 2019

A college may offer a program with multiple start dates, in the same term, at the same campus, and
with the same Delivery type. This may occur for English Proficiency programs, which have a shorter
intake length and are offered at greater frequency throughout the year.

Example 2

Program Name - English Language for Academic Studies (EAS)

Intakes
Program Title Delivery Campus Term Start Date
English Language for Full-Time North Campus Fall 2018 Sept 8, 2018
Academic Studies (EAS)
English Language for Full-Time South Campus Fall 2018 Sept 15, 2018
Academic Studies (EAS)
English Language for Full-Time South Campus Fall 2018 Nov 2, 2018
Academic Studies (EAS)

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Adding a New Program
From the Dashboard, click the Programs option under Configure to manage your college’s programs. Use
the search, filter and sort options on the List Programs page to locate a specific program.

Click any program in the search results to view its details.

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To add a new program, click on the green plus icon in the bottom right corner of the List Programs page.

This will open the New Program page, where you can complete the program details, as outlined below.

• Title – Name / title of the program

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 • Code - Unique code used to identify the program

• Type – Select Normal, ESL Program or EAP Program

• Ministry Code (MCU) (optional) – Ministry approved 5-digit code

• Ministry Code (CCDO) (optional) - The Canadian Classification and Dictionary of Occupations
(CCDO) is a nine-digit number that identifies the provincial program category assigned by
Ontario government for certain programs.

• APS Number (optional) - The Approved Program Sequence (APS) number is a unique five-digit
number assigned to an approved program of instruction by the Credentials Validation Service
(CVS) and is used for enrolment reporting to the Ministry.

• Credential – Select one of the following options:

o Degree
o Ontario College Advanced Diploma
o Ontario College Certificate
o Ontario College Diploma
o Ontario College Graduate Certificate (Post-Graduate)
o Other

• Practical Experience – Select one of the following options:

o Co-op Required - Completion of a co-op work term is a requirement of the program
o Co-op Optional - Admission to the co-op is at the discretion of the college
o Unpaid Field Placement Required - Completion of an unpaid field placement is a
requirement of the program
o Not Available – A co-op or work internship is not available for the program

• Internship Field of Work (optional field) - A description of the type of work experience the
student will gain as part of a co-op or field placement. For example, in a Business – Accounting
Program, the Field of Work could be Accounting / Bookkeeping.

• Exchange Program – Select Yes or No

• Highly Competitive – Select Yes or No

Complete all required fields, then click the Save button to continue.

After creating a new program, you will need to add an intake by following the steps outlined in the
Adding a New Intake section below.

Editing a Program
Once a program has been created, the Credential and Program Type fields cannot be modified. Please
contact us at service@ocas.ca if you need to modify these fields.

Deleting a Program
A program can only be deleted if there are no intakes assigned to it.

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Future Program Selection
For colleges that opt-in to our Future Program Selection feature there will be additional configuration
options when adding a new program as shown below.

• Allow Future Program Selection – Select Yes or No

• Do you want all programs to be available as Future Program Selections? – Select Yes or No

• Select the programs below you would like to include as eligible future programs – Select the
desired programs from the list

Once this has been saved, the list of eligible future programs will appear in the Program Details.

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When adding a program that includes the option of a future program choice, there will be a prompt to
indicate if the applicant wishes to be considered for admission to a future program. If yes is selected,
there will be a drop-down that includes the configured future program choices.

 Future Program Selection is an opt-in feature which is not currently

available to all the colleges. If your college is interested in the feature
please contact OCAS’s Customer Success Office.

Intake Management
Program intakes are a fundamental component of the OCAS IAS. The following pages will describe how
your college can:

• Control the availability of intakes for applicants / agents when they select programs during the
application process

• Add or clone individual intakes

• Edit intakes data, which will affect the information that appears on a Letter of Acceptance
o On an individual basis through the Intake Details page, or
o In Bulk for adjustment of fees, dates, etc.

• Create a bulk set of new intakes for preparing intakes for future terms

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From the Dashboard, click the Intakes option under Configure to view and manage your college’s
intakes.

On the List Intakes page, use the search, filter and sort options to locate a specific program.

Click any intake listed in the search results to view its details.

Updating an Intake’s Availability Status

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To update the availability of an existing intake, click the status button beside the program title.

Select a status from the drop-down menu – Open, Closed or Waitlisted. The new intake availability
status will take effect immediately.

If an applicant / agent selected an intake that was previously listed as Open or Waitlisted and did not
submit their application (Draft state), and the intake status is then changed to Closed, the applicant /
agent will receive an error when attempting to submit the application.

In order to proceed with submitting the application, the applicant / agent will need to remove the
Closed intake from the application and select an Open or Waitlisted intake.

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  Intake filters and availability rules can be defined and assigned to
applicants from particular countries. When active, these rules will override
the assigned intake availability for applicants from the specified countries
of citizenship. For more details, see the Intake Filters and Intake
Availability Rules section of this user guide.

To bulk edit the availability status for multiple intakes, you can also use the Excel export and import
feature outlined in the Bulk Intake Editing with Excel section of this guide.

Adding a New Intake

To add a new intake:

• Click the green plus icon at the bottom right corner of the List Intakes page, or

• Select a program from the List Programs page, and click the New Intake button

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This will open the New Intake page, where you can fill in the intake details fields, as outlined below.

• Program Title - As defined in the Programs Management page

• Campus – Select from the list of campuses defined for your college. If you require updates to
campus details, please contact OCAS at service@ocas.ca.

• Length – Length / duration of the intake in relation to the Unit of Measure

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• Unit of Measure – Select one of the following:
o Academic Year(s) (Periods Of 8 Months)
o Half-Semester(s)
o Month(s)
o Semester(s)
o Semester(s) (Consecutive)
o Week(s)
o Year(s) (Periods Of 12 Months)
o Unknown

• Application Cycle – Follows the OCAS domestic application cycle from August 1st to July 31st of
the following year

• Term – Select Fall, Winter or Spring within the selected application cycle

• Start Date – Filtered down to a range of dates based on the selected term:
o Fall - August 1st to November 30th
o Winter - December 1st to March 31st (of the following year)
o Spring - April 1st to July 31st (of the following year)

• Availability – Select Open, Closed, or Waitlisted. A portal user can only apply to an intake when
the availability is Open or Waitlisted.

 Intake filters and availability rules can be defined and assigned to

applicants from particular countries. When active, these rules will override
the assigned intake availability for applicants from the specified countries
of citizenship. For more details, see the Intake Filters and Intake
Availability Rules section of this user guide.

• Delivery – Select Full-Time or Part-Time

• Enrollment Maximum - Number of international seats allotted for the intake

• Length of Internship (hours) (optional)

• Hours of Instruction (hours per week) (optional)

• Number of Work Terms (optional)

• Expiration of Letter of Acceptance (optional)

• Approximate Program Completion Date (optional)

• Select Entry Levels - Check one or more entry levels from Level 1 to Level 12, and / or Advanced
Entry, and / or Degree Completion

• Fees - All tuition fees and date fields are optional

o First Payment Amount - this amount may be First Term tuition or a set fixed amount
o First Payment Date
o Second Payment Amount
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 o Second Payment Date
o Tuition Fees (for one academic year)
o Ancillary Fees (for one academic year)

When all required fields are complete, click the Save button to continue.

Editing an Intake
All intake details may be modified, except for the following fields:

• Program
• Campus
• Application Cycle
• Term
• Delivery

Cloning an Intake
Cloning an intake is an easy way to add a small number of intakes for a future term if only a few fields
have changed from the previous term or year.

To clone an intake, click the green Clone Intake icon at the bottom right corner of the Intake Details
page.

All of the fields from the selected intake will be cloned to the new intake. On the New Intake page, make
any necessary updates, then click the Save button to continue.

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Deleting an Intake
An intake can only be deleted when there are no applications assigned to it.

Bulk Intake Editing with Excel

It’s often necessary to edit multiple intakes at the same time. Common examples include:

• Adjustment of tuition / ancillary fees and dates

• Bulk creation of new intakes based on data from the current year or term, with some small
adjustments. For domestic program management, this is sometimes referred to as the rollover
for the next application cycle.
• Bulk open all intakes when a college is ready to receive applications for an upcoming term

The OCAS IAS offers an Import / Export feature that allows you to leverage Excel to edit multiple intakes.
You can access this feature using the Import Intakes and Export Intakes buttons on the List Intakes page.

Exporting Intakes
If you wish to export intakes, click the Export Intakes button and select one of the following options:

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Export Current View

Allows you to export a filtered list of intakes from your current view. This option is useful if you wish to
export intakes for a particular term and / or campus only. On the List Intakes page, set and apply the
desired filters to create a filtered list, the select Export Current View.

Export for Rollover

Allows you to rollover all intakes from a selected application cycle to a future application cycle. In the
Export for Rollover window, select the cycle you would like to copy from and the cycle you would like to
copy to. We recommend choosing application cycles separated by one year.

Click the Export button to continue.

An Excel file will be created with intake data adjusted as follows:

• Term - year will increase by one (e.g. Fall 2017 to Fall 2018)
• For the following fields, the day and month will remain the same and the year will increase by
one:
o Start Date
o Approx. Program Completion Date
o Expiration of Letter of Acceptance
o First Payment Date
o Second Payment Date

Once the Excel file has been created, open the file from your Downloads folder to make the necessary
updates in Excel.

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Importing Intakes
When you’ve finished updating an exported Excel file, return to the List Intakes page and click the
Import Intakes button.

On the Import Intakes page, upload your updated Excel file by locating the file on your computer or
dragging and dropping it into the upload area.

The uploaded file will be analyzed and a preview will load.

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Existing intake data will be compared to the intake data in the uploaded Excel file and any changes will
be highlighted in red. Scroll down and / or to the right to view all detected changes.

New intakes and errors will be displayed below the file preview. You may need to scroll down the page
to view these items.

Intake Adds

The total number of new intakes detected in the uploaded file.

Errors

The list of errors (if detected) will reference the row number in the Excel file that corresponds to the
source of the error.

Errors must be corrected in the source file. Click the Cancel button at the bottom of the page to cancel
the import, then make the necessary corrections in the Excel file and import the updated Excel file.

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If no errors are detected, click the Accept Intake Updates button to complete the import. A confirmation
dialog will appear with a summary of the changes.

The new / updated intake data can now be accessed from the List Intakes page.

Intake Filters and Intake Availability Rules

Intake availability rules allow colleges to configure the availability of one or more intakes based on the
applicant’s citizenship, regardless of whether the user applying is an agent or applicant. A college may
choose to open some or all intakes to applicants from specific countries before accepting applications
from others. Similarly, a college may choose to close some or all intakes to applicants from specific
countries, while continuing to accept applications from other countries.

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  Intake(s) availability must be set to Open in the Intakes Manager in order
for ANY applicants to apply. Use one or more rules to restrict access for
agents and applicants from one or more specified countries based on the
applicant’s country of citizenship.

From the Dashboard, click the Intake Filters option under Configure to view and manage your college’s
intake availability rules.

Creating an Intake Filter

Multiple intake availability rules can be created for a given term. These rules belong to an intake filter.
An intake filter must be created for a term before creating an intake availability rule.

To create a new intake filter:

• If your college has not created any intake filters, click the “Click here to create a new intake
filter.” link, or

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 • If your college has already created intake filters, click the green plus icon at the bottom of the
page.

This will open the New Intake Filter page, where you can select the intake filter details, as outlined
below.

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 • What term is this filter for? – Select a term from the drop-down list. You will need to create one
filter for each term.

• Intake Filter Status – Click the slider button to quickly enable or disable all intake availability
rules belonging to that intake filter. The default status is Active. When the status is set to
Inactive, any rules belonging to that intake filter will not be used.

• Do you want existing Demo College 2 students to be exempted from these rules? – Click the
slider button to select whether or not current students at the college are exempt from this
intake filter.

• Do you want applicants with existing Canadian study permits to be exempted from these
rules? – Click this slider button to select whether applicants with existing study permits should
be exempt from this intake filter.

• Do you want to exempt applicants when the intake is selected as part of an English + Future
Program combination? – Click this slider button if you don’t want this intake filter to apply to
applicants when this intake is selected as a part of an English + Future Program combination.

 An intake filter needs to be created just once for each term. Once this is
available, you can create multiple intake availability rules. You must create
at least one intake filter rule in order to continue.

After you select a term, the + Add a Filter Rule button will appear below the Status.

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Click this button to create an intake availability rule for this filter.

Creating an Intake Availability Rule

This will open the New Rule page, where you can fill in the details for the rule, as outlined below.

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• Name – use a unique name to identify each rule

• Rule Status – select Active (default) or Inactive

• What should the intake availability be as a result of this rule? - select Closed, Waitlisted,
Opened or Unavailable

• What should this filter rule be applied to? – select Campus, Intake or Program. In each case
you will be given the choice to either select one or more campus / intake / program individually
or select all with the option of creating exemptions. The following describes creating a filter
rule for intakes, but the steps are the same for campus or program.
o Select one or more intakes individually - use this option if you wish to create a rule for a
small portion of intakes. You can then select which intakes the rule applies to from a
drop-down list. Intakes in the list are grouped by start date in the following format:
Program Name | Program Code | Campus.

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 After selecting an intake, click the + Add Another Intake button to add more intakes for
this rule. Repeat this step for each intake you wish to add to the rule.

o Select all intakes (exemptions may be defined) - use this option if you want the rule
apply to all intakes.

An additional question will then appear asking, “Do you want to define any intakes that
should be exempt from this rule?” This option may be suitable if your college has many
intakes for the Fall 2018 term and you want all intakes included in the rule, except for a
selected few (e.g. English Proficiency programs). Click Yes to define exemptions, then
choose one or more intakes from the dropdown list. Click No if you don’t want to
include any intake exemptions.

• What parameters do you want to use to enforce this rule? – Intake rules are enforced based on
the applicant’s country of citizenship, country of residency and/or selected agency. For each
parameter you select you will have to choose one of the following options:
o Select one or more countries/agencies individually - choose this option if you wish to
create a rule that applies to only one or a few countries. You can then select which
country the rule applies to from a drop-down list.

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 After you select a country, click the + Add Another Country button to add more
countries to this rule. Repeat this step for each country you’d like to add to the rule.

o Select all countries/agencies (exemptions may be defined) - Use this option if you want
the rule apply to all countries. An additional question will then appear asking, “Do you
want to define any countries that should be exempt from this rule?” An example for this
scenario might be when you want to Close one or more intakes for all countries, except
for a specified few (this would allow applicants from those “Exempt” countries to
submit applications at the start opening a new term, ahead of all other countries).

When all of the details are complete, you will see a preview of your intake rule.

Click the Done button to continue.

The rule will then appear in the Rule list for the Intake Filter. Click the Save button to save the rules
belonging to the Intake Filter.

 Intakes rules are applied in the order they are created. If there are multiple
rules with possibly conflicting conditions for intake and country, the most
recently created rule will take effect. The most recent rules will appear at
the bottom of the Rule list.

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Editing an Intake Availability Rule
To edit a rule, click the Edit (pencil) icon beside the rule you wish to update.

This will bring up the Edit Rule page where you can edit the conditions of the rule. When you’ve made all
necessary updates, click the Done button, then click the Save button on the Intake Filter page.

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Deleting an Intake Availability Rule
To delete a rule, click the delete (X) icon beside the rule you wish to delete.

Click the Save button on the Edit Intake Filter page to save your changes to the list of rules.

SIS Activity
The SIS Activity page is accessible to college Super/ Power Users. It allows them to:

• View a list of enabled SIS events (SIS Inbound and SIS Outbound)
• View Recent Activity for SIS events

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Other Configuration Changes
If you wish to make any of the following configuration changes, please contact OCAS at service@ocas.ca:

• Adjusting the college application fee

• Updating college campus list details, including campus addresses
• Updating college contact information, including names, address, website, phone number and
email addresses
• Updating email signature shown in email notifications
• College branding (graphics, logo)

Reports
The Reports module in the OCAS IAS allows colleges to extract and analyze key application and
admissions data.

Request Report
From the Dashboard, click the Request Report option under the Reports menu.

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Report Descriptions
The following report templates are available:

• Agency Details - A detailed list of all assigned Agencies including location, contact information,
agreement information, Agency status, and a summary of registered Agent Portal accounts for
each Agency.

• Paid Applications - Summary of paid applications (via Flywire), payment status, and transaction
summary for reconciliation.

• Waived Application - Summary of waived applications by waiver type.

• Term Analysis (Performance by Country) - A detailed program analysis of applications and offer
states, by country, and term.

• Applicant English Proficiency - A list of applicants detailing their English Proficiency and related
English Test scores.

• Offer Details - A detailed analysis of the current status of each offer on an application, including
details on future program offers where provided.

• International Representative Performance Report - For a selected international College Rep, a

detailed analysis of the current status of each program choice on an application, including the
dates of status changes, and offer conditions and reasons for revoke or withdrawn (where
applicable).

• Applicant Details - A detailed breakdown of the personal information for each applicant,
including names, date of birth, current status and citizenship, contact information, offer expiry
date, English proficiency, etc.

• Program Performance (Offers, Accepted/Paid Applicants) - A count of the number of

applications that have reached key milestones in the admissions process, along with total seats
available and seats remaining, for a selected term.

• Agency Performance - The Agency Performance report provides counts of the number of
applications that have reached key milestones in the admissions process, grouped by agency, by
country, for a term or range of terms. The data may be used to estimate visa conversion rate, by
agency. This report counts only unique offers, and does not count/include multiple offers on
the same intake, (offers that are converted from conditional to unconditional as explained
above or issued otherwise), as this could give a false impression of more offers than were
actually the case for that particular Agent. If an offer was Revoked after Payment or Visa
Received, the counts will not go down.

• Application Details - A detailed analysis of the current status of each program choice on an
application, including dates of status changes, and offer conditions and reasons for revoke or
withdrawn (where applicable).

• Deferral Requests - Allows for better tracking and reporting of Deferral requests.

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College reps have access to the following reports: Applicant Details, Application Details, Agency
Performance, and English Proficiency. The applications / applicants are filtered down to the country(s),
and applications that are assigned to that rep.

Selecting any report from the list will bring up a Report Criteria page similar to the example below for
the Application Details report. Each report has its own set of criteria that can be defined. You’ll also have
the option to provide a description for a report, making it easier to identify in the My Reports list.

Once you’ve defined the report criteria, click the Submit Request button to create the report.

My Reports
From the Dashboard, click the My Reports option in the Reports menu to view and manage your reports.
Each college portal user will have their own My Reports list, and will not have access to view another
user’s list.

By default, the most recently requested reports will appear at the bottom of the list. Use the search and
sort options to quickly locate a specific report.

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Click a report in the list to create and download an Excel file containing the report data. You can then
open the file in Excel for further analyses. Note that each report is a snapshot of your college’s data at
the date and time the report was requested.

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Appendix A: Sample Email Notifications
Application Submitted

Corrections / More Information Needed

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Pre-Admit Issued

Offer Issued

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