High School Partner Portal - OCAS | What Does … of Admission –confirmation of high school...

What does tomorrow look like? www.ocas.ca

High School Partner PortalUSER GUIDE


Partner Portal Login

Log in to the Partner Portal at www.ocas.ca.

Click Log In / Register, then Partner Portal Login.

You can also log in by visiting the following link:

partnerportal.ocas.ca

Be sure to bookmark this URL for quick one-click access.



Log in using the username and password provided in the Partner Portal registration email.

Note: Login information is case sensitive.

We’ve already added the PARTNER\portion of the Username for you.



To log in, click Partner Account / Compte de partenaire.


Username and Password Recovery

Retrieve your account credentials with the Forgot your password or username? link.


Username and Password Recovery

Enter the email address you used when registering for your Partner Portal account.

You’ll receive an email with your username and a link to reset your password.


Home Screen

Edit Access Account – Used to change your account password.

Search Applicants – Home (default) screen. Allows you to view applicants from your school.

eTMS – Manage transcript requests for former students. (A list of participating schools and boards is available at: www.ocas.ca/guidance)

Upload OST File – Upload academic data files.

High School Applicant Reports – Access various common reports.

Click on the menu bar to access the functions to which you have been granted access.

Note: Not all users may have access to all Portal functionality.


Change Password

In the menu, click Edit Access Account to access the Change Password screen.


Change Password

Your new password must meet minimum requirements.

No previously used password accepted.


Search ApplicantsLOCATE APPLICANTS FROM YOUR HIGH SCHOOL

Leave all fields blank and click Search to list all applicants from your high school.

Note: If the list contains more than 200 records, an error message is displayed. Enter search criteria to refine your search.

OR

Enter search criteria (e.g. student’s first and last name) and click Search to locate a specific applicant from your high school.

Note: ‘String search’ is used (e.g. entering ‘tes’ will result in any record containing the ‘tes’ characters).

Click More Search Optionsto view additional search criteria fields.

Select the current or previous application cycle to limit search results.

Leave the default ALL to see all students.


Search ApplicantSEARCH RESULTS

Search results are sorted alphabetically by last name.

Click on any column heading to reorder the records in either ascending (default) or descending order.

Note: If only one record matches your search criteria, you will be taken directly to that applicant’s dashboard.

Note the Account Status. This is the only screen which provides this information.

Click on the Last Name link to view applicant details.


Applicant Dashboard

View all applicant information relating to your college from the applicant Dashboard screen (see exceptions noted below).

Personal Information – basic demographic info including legal name, date of birth, etc.

Contact Information – applicant street address, email address, telephone numbers

Authorized Users – not available for view

Citizenship and Residency – Citizenship and residency status in Canada, country of birth

Education – high school education information, VIEW and EDIT

Financial Support – agency sponsorship; this does not include OSAP

Experience – area of study related employment or volunteer experience, test scores

Program Choices – programs selected by applicant

Basis of Admission – confirmation of high school attendance or graduation

Payment Summary – not available for view

View Offers – not available for view


Education Screen

Declared Education

Information entered by applicant, including:

• High school name• Dates attended / attending• OEN• Student number • Official name on student record

VIEW only

Academic Data on File

Includes:

• Literacy test• Community involvement• OSSD• Specialist High Skills Major (if enrolled)• Courses• Grades

Click View Details to view information or Edit Details to update information.


Add Academic Record

If NO student record is found:

Click Add Ontario High School Academic Record to activate the record.


Add New Academic Record

Use the drop down lists to complete all required fields.

If OSSD is selected, the Date Credential Achieved should be filled in once the applicant graduates. (e.g. June)

Use the Find School feature to search and select the correct school from the list of results.

Click Savewhen done.


Add New Academic Data

Click Add New to add individual course data.


Add New Academic Data

Use drop down lists and free form fields to enter individual course information. Click the checkbox to add notes.

Course Code – (free form field) validated by course code list

Completion Date – (drop down list) year and month

Mark – (free form field) 3 numeric digits (e.g. 079) or only the following values: EQV, ALT, N/A or I (must be entered in uppercase)

Mark Type – (drop down list): Current, Final, Midterm, Projected

Credit – (free form field) single numerical digit (e.g. 1)

Course Status – (drop down list): No Credit*, Repeated*, Withdrawn*. Leave blank if none apply. *credit value must be zero

Delivery Type – (drop down list): Day School, Night School, Summer School, Correspondence, Other

Course Type – (drop down list): Regular, Co-op Out-of-School, Co-op In-School

Mident Code – Enter the Mident Code for the school at which the course has been / is currently being taken.

Click Createwhen done.


Edit Academic Data on File

Click Edit Details to make changes to existing academic data.


Edit Academic Data on File

Click Edit to update course information or Delete to remove the record.

Click Save when done.


eTMS

See the separate eTMS User Guide for complete information at: www.ocas.ca/guidance


Upload OST File

Locate file and upload.

Click on Upload OST File to upload student data files.


Successful OST File Upload

Each time a data file is received at OCAS, an email confirmation is sent to the email contact located in the T1 header of the file.

Note: Always check the file status. If the upload failed, create and upload a new file.

It is important that a school corrects all errors (if applicable) in their own student information system first before creating and uploading a new file to OCAS.

For reporting purposes, successfully processed records are NOT displayed on the Upload Report.

Click on Details to see data errors.


High School Applicant Reports

Click on High School Applicant Reports to access the report screen.

Report Display Parameters

Applicants Status Report – Lists paid / unpaid applicants and grade status.

Program Choice Detail Report – Lists which programs applicants have applied to.

Application Cycle – List the current cycle, previous cycle, or both cycles

Report Option – List all applicants or confirmed applicants only


High School Applicant Reports

Report Sort Order

Sort results by:

• Surname, First Name• Date paid, Surname, First Name• Application #• College code, Surname, First Name

Select College – list one college or all colleges

Click Report.


Applicant Status Report

Sample of Applicant Status report, all applicants, sorted by surname.


Program Choices Detail Report

Sample of Program Choices Detail report, all applicants, sorted by application number.

Date post:	26-Apr-2018
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High School Partner Portal - OCAS | What Does … of Admission –confirmation of high school...

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