Valid Codes for Reporting Academic Data
- Community Involvement
- Completion Date
- Course Code
- Course Delivery
- Course Ministry of Education Identification (MIDENT) Number
- Course Note
- Course Status
- Course Title
- Course Type
- Credit Value
- Grad Status Code
- Grade Type and Mark %
- Language of Instruction
- OSSD Issue Date
- Secondary School Literacy Requirement
- Specialist High Skills Major (SHSM) Completion
- Specialist High Skills Major (SHSM) Program Code
The description or name of the course (e.g., Music, Biology).
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.
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.
E.g., ENG4U1 201906 (day) and ENG4U 201906 (night).
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.
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.
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|
- 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.
- Electronic reporting must contain code “D”.
- Manual reporting: Leave this field blank and select “drop” beside the course.
- 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.
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.
|P||Projected (to be taken next semester)|
- 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.
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.
|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.|
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).
Defines the type of course a student is enrolled in. A blank in this field will default to “R”.
|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”|
Indicates a special circumstance for a course.
|F||Course taught in French Core, Extended or Immersion program|
|M||Modified curriculum expectations that do not lead to a credit|
|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|
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”.
- 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.
Grad Status Code
Identifies the applicant’s Ontario Secondary School Diploma (OSSD) status. No default allowed.
|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|
|Yes||Completed||Automated data, use code “1”|
|No||Not completed||Automated data, use code “2”|
Secondary School Literacy Requirement
|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|
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.
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.
Specialist High Skills Major (SHSM) Completion
Completed all requirements of the SHSM at the time the OSSD is granted.