Valid Codes for Reporting Academic Data

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Course Title

The description or name of the course (e.g., Music, Biology).

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Course Code

A unique code to identify an Ontario high school course. It must be a common course code approved by the Ontario Ministry of Colleges and Universities.

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Sixth Character of the Common Course Code

To facilitate academic information processing at the OUAC, courses reported during the February, April and July grades collections (second, third and fourth data transmissions) must be reported with the same sixth character as was reported in the application data in November.

For example, a course reported as ENG4U1 on the application should be reported in all transmissions as ENG4U1 and not as ENG4U.

If a particular course is being taken simultaneously (e.g., in both day school and night school), the sixth character of the course code must be different for each course to ensure that the universities store the student’s academic information correctly.
E.g., ENG4U1 201906 (day) and ENG4U 201906 (night).

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Completion Date

The date that the course was completed or is expected to be completed. The format is YYYYMM. Duplicate entries for the same course code are possible if the completion date and/or the course type is different for each entry.

Example: ENG4U completed in June 2018 would have a completion date of “201806”. ENG4U to be upgraded in June 2019 would have a completion date of “201906”.

If the completion date and course codes are the same, then the sixth character of the course code must be different to ensure the universities receive it correctly.

In order for the OUAC to process grades data and to avoid errors in students’ academic records, schools must report course completion dates that are consistent between the application data and the grades collection data.

For example, a course reported on the application with the completion date “201902” (February 2019) must be reported with exactly the same completion date (that is, 201902 and not 201901) on subsequent data transmissions.

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Credit Value

The Ministry-assigned “weight” or credit value of a specific course. On the manually submitted forms, record this information only if it is different than 1.0. (Note: A blank in this field will default to 1.0.) On electronically submitted data, no default is allowed.

Valid Credit Values
0000 0025 0030 0033 0034 0050 0066 0067
0075 0100 0120 0125 0130 0133 0137 0150
0167 0175 0200 0233 0250 0266 0267 0300
0333 0367 0400 0433 0467 0500 0533 0567
0600 0633 0667
  • 1.0 in the table is “0100”; 1.5 in the table is “0150”; 0.5 in the table is “0050”.
  • 4U/M courses must always carry a credit value of 1.0 or higher.

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Course Status

Valid Entries

Code Description
D Delete
R Repeated
W Withdrawn
X Not applicable

Deleted Courses

  • Electronic reporting must contain code “D”.
  • Manual reporting: Leave this field blank and select “drop” beside the course.

Repeated Courses

  • The “Repeat” designation is assigned to 1 of the successful course attempts, but only when final grades are available for all successful attempts of the course. The “R” designation should be placed against the course with the lower passing grade.
  • Code “R” should not be used for failed attempts.
  • Electronic and manual reporting must contain code “R” in Course Status and “0000” in Credit Value.

Withdrawn Courses (Those That Must Remain on the Student’s Record)

  • Completion Date must be changed to the year/month the student withdrew from the course in (this requires that the current course record be dropped and the new course record be added).
  • Electronic and manual reporting must contain code “W” in Course Status and “0000” in Credit Value.
  • A Final Grade must be reported for the withdrawn course.

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Grade Type and Mark %

Grade Type is a code identifying the point in time that the grade was reported for a particular course code. No default value is permitted.

Valid entries

Code Description
P Projected (to be taken next semester)
C Currently Enrolled
M Midterm
F Final

Notes:

  • If Grade Type is “P” or “C”, only blanks may be recorded in the Mark % field.
  • If Grade Type is “M” or “F”, a numeric grade must be submitted.
  • If Grade Type is “F” (Final), the grade cannot be reported before the Completion Date of the course. After the completion date has passed, only a Grade Type of “F” (Final) can be reported.

Mark % is the numeric grade for the course. Use whole numbers only, no decimal places.

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Language of Instruction

The language in which the course was taught. On manually submitted application forms, a blank in this field will default to “E” (English). On electronic submissions, no default is allowed.

Valid entries

Code Description
F The course is/was taught in the French language (e.g., histoire, géographie, mathématiques). Do not enter “F” for French Core courses.
E The course is/was taught in the English language.
B The course is/was taught in both the English and French languages.

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Course Delivery

Defines whether a student is enrolled in day, night or summer school, correspondence courses or other type of course delivery (virtual learning, e-learning or private school). A blank in this field will default to “D” (day school).

Valid Entries

Code Description
D Day School
N Night School
S Summer School
C Correspondence
O Other

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Course Type

Defines the type of course a student is enrolled in. A blank in this field will default to “R”.

Valid Entries

Code Description
R Regular (including virtual learning, independent/private study courses)
O Co-op out of school component. Where Course Type is “O”, Course Note must contain “C”
Ensure that the credit value for non-co-op courses at the 4U/M level is 1.0 only (other than the few Ministry-approved exceptions).

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Course Note

Indicates a special circumstance for a course.

Valid Entries

Code Description
C Co-operative education
F Course taught in French Core, Extended or Immersion program
M Modified curriculum expectations that do not lead to a credit
I Interdisciplinary studies
S Extraordinary circumstances
A Alternative expectations that do not lead to a credit
H Specialist High Skills Major
X Substitution for a compulsory credit course
B Credit count adjusted, combined courses exceed maximum credit value
P Course taken at an inspected private school
T Team taught dual credit
Where course note is “M” or “A”, credit value must be “0000” and course status must be “X”.

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Course Ministry of Education Identification (MIDENT) Number

The MIDENT number will be collected at the course code level. If “blank” or “000000” is entered, the OUAC automatically changes the field to the MIDENT of the school that submitted the grades file.

If the MIDENT number for the course is unknown, provide the default value of 000002 for “other high school/not home school”.

Notes:

  • The MIDENT number must be 6 characters in length.
  • The MIDENT number must be numeric.
  • The default MIDENT value is “000000”.
  • Only MIDENTs for schools that exist on the OUAC secondary school file can be collected.

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Grad Status Code

Identifies the applicant’s Ontario Secondary School Diploma (OSSD) status. No default allowed.

Valid Entries

Code Description
1 The applicant has earned the OSSD (OS:IS)
4 The applicant has earned the OSSD (OSS)
2 Upon completing the current program, the applicant will qualify for the OSSD (OS:IS)
5 Upon completing the current program, the applicant will qualify for the OSSD (OSS)
3 The applicant will not qualify for the OSSD in either the OSS or OS:IS curriculum

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Community Involvement

Valid Entries

Option Description Action
Yes Completed Automated data, use code “1”
No Not completed Automated data, use code “2”

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Secondary School Literacy Requirement

Valid Entries

Code Description Action
E Completed the literacy requirement in English Automated data, use code “E”
F Completed the literacy requirement in French Automated data, use code “F”
B Completed the literacy requirement in English and French Automated data, use code “B”
Not completed Automated data, use blank

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OSSD Issue Date

The date the applicant achieved their OSSD (graduated).

This date can be transmitted only if the applicant graduated (i.e., Grad Status Code = “1” or “4”) and the date cannot be in the future.

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Specialist High Skills Major (SHSM) Program Code

A code identifying the current SHSM program a student is enrolled in or has completed.

If SHSM completion is “Y”, then the SHSM Program Code must be supplied and should reflect the program completed.

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Specialist High Skills Major (SHSM) Completion

Completed all requirements of the SHSM at the time the OSSD is granted.

Valid Entries

Code Description
(space) Not reported
Y Yes
N No
If SHSM completion is “Y”, then Grad Status Code must be “1” or “4”, because SHSM completion can be granted only at the time the OSSD is achieved.

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