Reporting Academic Data – Grades Transmission Details

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October/November Submission (1st Data Transmission)

October/November

Purpose:

  • Collect final grades from the previous year.
  • Collect all currently registered and projected course enrollments for the entire school year, regardless of the semester model.

Possible errors: View Grades File Errors/Warnings

Mid-November

Purpose:

  • Collect all midterm and final grades available for 4U/M courses.
  • Schools may report interim grades for full-year courses as soon as they are available.

Possible errors: View Grades File Errors/Warnings

Winter Admission Application Procedure

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

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

  • Applicants who wish to apply for winter admission usually need to apply before the first application data file is submitted in October/November. As a result, authorized school officials must use the PINs feature in COLS to create an account/PIN for the applicant.
    • Important: Do not use the Test PINs feature to create a PIN for your student. This feature only allows guidance counsellors to create PINs for a 101 test application, which cannot be submitted.
  • Once the account is created, you can print the access codes in a PIN letter or download and save them to students’ school portal accounts using a PIN data file. The codes will allow students to access the application.
  • Students who apply for winter admission may also select programs for spring and/or fall admission.
  • The application is available at the beginning of October, allowing students ample time to complete their applications before the specified university deadlines.

Reporting Grades

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

Winter Admission Applicant Report

This report is available via the Reports option in COLS.

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

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February Grades Collection (2nd Data Transmission)

Purpose:

  • Collect updates to OSSD‑related information.
  • Collect all final grades available for 4U/M courses.
  • Collect current grades for full‑year courses.
  • Collect final grades from the previous year that have not already been submitted.
  • Collect courses to be taken in the second half of the school year (including night school, correspondence and online course registrations/grades, if available).
  • Collect IB transcripts for projected grades.
  • Transfer grades data to the universities.

Possible errors: View Grades File Errors/Warnings

In February, if you do not provide an update for a current-year course that was submitted in the application, and the Grade Type is not “F” (Final), we will automatically drop the course from the applicant’s file.

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April Grades Collection (3rd Data Transmission)

Purpose:

  • Collect updates to OSSD‑related information.
  • Collect all midterm/final grades available for 4U/M courses.
  • Collect interim grades for full‑year courses.
  • Collect final grades from the previous year that have not already been submitted.
  • Collect registered summer school courses.
  • Collect IB transcripts for projected grades.
  • Transfer grades data to the universities.

Possible errors: View Grades File Errors/Warnings

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July Final Grades Collection (4th Data Transmission)

Purpose:

  • Collect updates to OSSD‑related information.
  • Collect all final grades for 4U/M courses.
  • Collect final grades for full‑year courses.
  • Collect final grades from the previous year have not already been submitted.
  • Collect registered summer school courses/grades.
  • Optional: Collect final IB transcripts. (We prefer you send them directly to the applicants’ university selections. This will ensure that the universities appropriately consider students for scholarships, admission, etc.).
  • Transfer grades data to the universities.

Possible errors: View Grades File Errors/Warnings

We will keep the course data processed during the 4th and 5th data transmissions.

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Summer Grades Collection (5th Data Transmission)

Purpose:

  • Optional: Collect summer school grades.

Possible errors: View Grades File Errors/Warnings

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Errors for Students Missing Grades

OEN Already Exists

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

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

There are 3 possible reasons for this error:

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

Surname Mismatches

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

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

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