International College Portal

REGISTRATION & INFORMATION

Register

New Users

During the onboarding process for each college, OCAS creates International Portal accounts for college staff and international reps, and will provide all usernames and passwords

If you wish to create a new International Portal account for someone at your college, please contact us.

Existing Users

If you've forgotten your password, click the Forgot Password link on the login page.

If you need help or wish to deactivate an existing account, please contact us.


Resources

International Representative Reference Sheet (.pdf)

International College Portal User Guide (.pdf) – Coming soon!


FAQ

International College Portal Accounts

On the OCAS website, click the Log In / Register button in the top navigation, then click International Portal Login.

You can also access the International College Portal by visiting the following link:

https://international.ontariocolleges.ca

New International Portal accounts are created by OCAS, as requested by a college. If you wish to create a new account, please contact us.

If you wish to delete an International Portal account, please contact us

For agencies that are active in the system, at least one Agency Manager account must be defined for that agency in order for the agency account to be deleted.

Currently, members of your college staff have access to the OCAS Partner Portal to manage domestic applications. They're able to view paid applications to your college, as well as manage your college's program catalogue (add, close and waitlist programs), electronic transcript requests, and acceptance confirmation messaging. 

If your college has staff who will handle both domestic and international applicants, they will be able to use the same Partner Portal functions as they can today.

College Representatives

A college representative (or college rep) is an employee of the college. College reps have Partner Portal accounts and will also be able to log into the International College Portal. They have access to a more limited set of features and options compared to other college users.

College rep users have view only access for applications created by agents or direct applicant from their assigned country.

If the college representative is the creator of the application on behalf of a student, they will be able to view and edit the applicant's profile (including supporting documents) and application status. Actions related to accepting or declining offers, or withdrawing an acceptance are only available to the agent or applicant.

If the college rep conducts any type of pre-screening, they will also have the ability to use the Screening Complete or Needs More Information flags.

A college rep user cannot change an applicant’s personal info, unless the college rep user created that applicant. The reason for this is that the applicant’s profile is shared with multiple colleges and one college cannot be allowed to make changes that could impact another college. Only agents / applicants can make changes to their profile.

Agencies and Agents

Active – the agent is active in the portal and can submit applications. Applicants can select this this agent when creating their application.

Inactive – the agent cannot submit applications and applicants cannot select this agent within the application.

Probation – used to indicate that the agency agreement may have expired and requires renewal. The agent can still submit applications and applicants can still select this agent within the application.

Suspended – the agent does not have access to the portal and will be forced to migrate their applications to another agent at the agency.  Applicants cannot select this agent within the application. If you are attempting to set an agency to inactive or suspended, all draft applications will be deleted and any open applications must first be reviewed and actioned (i.e., declined or withdrawn / closed).

Agency fee waivers by country are based on the applicant's country of citizenship. If an applicant is not a citizen of the country for which you have chosen to apply a fee waiver, their application fee will not be waived.

For example, if your college has a fee waiver for agents in India, only applicants who are citizens of India can have their applicant fee waived. Applicants who live in India, but are citizens of another country, will not be eligible for the fee waiver.

  1. Close the original application.
  2. Create a duplicate applicant in the system with all the same information and assign them to the new agency.
  3. Make any program selection on the applicant's behalf.
  4. Create an alternate offer on the currently closed program / intake
  5. On the Create Offer page, enter the same Student Id for tracking purposes. (The same student number applies even though there is a different application number.)

Creating and Submitting Applications

Reviewing Applications

If there is no further action on other program decisions, the application should be set to Closed status.

If you are no longer processing an application and no longer need to track the applicant in the College Portal, the application can be set to Closed.

The applicant (and agent, if applicable) will see that the application is closed and the last offer state, however, they cannot make any further program decisions. The applicant may edit their profile and submit a new application to your college.

Under List Applications, select the Waitlisted state to view a list of applicants who are waitlisted, as well as the date this took effect.

Offers of Admission

Currently, applicants do not receive a notification when an offer is revoked. We're working to include this feature in an upcoming release.

Currently, there is no Closed state for offers.

Pre-Admitted is a new state before an applicant receives an offer of admission. Your college may set the criteria of the pre-admittance at the time an offer is issued (or received from SIS)

The applicant / agent will receive a Letter of Acceptance with a disclaimer that states it cannot be used for visa purposes. This allows the applicant to begin financial preparations to attend college, such as applying for a bank loan, but they may not yet apply for a study permit / visa. 

Pre-admits may also be used to indicate conditions the applicant must meet before they can receive an offer of admission.

Applications in the Pre-Admitted state can be tracked under List Applications.


What's New

The latest updates to the International Application Service in one place.

Latest Release - November 28, 2018

Standard Features

  • Improvements to the payment experience. To make the payment experience for colleges, agents and applicants easier and more efficient, we’ve made the following enhancements:

    • Colleges only receive paid applications. Colleges will now only receive applications after the application fee payment has been confirmed by Flywire.

    • New email notifications for applicants and agents. Applicants and agents are now better informed throughout the application fee payment process through new email notifications at key milestones.

    • Retrying failed payments. In the event a payment fails, applicants and agents will now have greater flexibility to retry the payment.
  • Enhancements to the Applicant Profile for colleges. To help ensure colleges are able to report on international student information as per Ministry guidelines, we’ve added new Country of Birth and First Language (Mother Tongue) fields to the Applicant Profile.

    Country of Birth

    Mother Tongue
  • Enhancements to the application review process for Admissions officers.
    • Requests for additional information. To make it more efficient for colleges to request additional information on an application, we’ve created pre-defined lists with the flexibility to enter custom requests.

  • New supporting document type. To help colleges confidently and efficiently process deposit and tuition payments, we’ve enhanced supporting document types to allow applicants and agents to upload payment receipts.

  • Intake filtering. To give colleges greater flexibility for configuring intake filters to meet their specific recruitment and business goals, colleges can now create rules based on the applicant’s Country of Citizenship and Country of Residency.

Optional Features

  • SIS Activity page. With the addition of a new SIS Activity page, college IT teams will be able to verify the SIS events that are enabled for their college, as well as troubleshoot any problems that may occur. The SIS Activity page allows college users to:

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

    • View recent activity for SIS events for your college, including high level information about the event name, state, date and time

    SIS Activity

  • Extended Deposit and Payment information for pre-admits and offer letters. College Admissions staff now have the ability to add more detailed deposit and payment information for multiple terms, which can be included on the offer letter. This ensures both agents and applicants are informed of the financial commitments of attending the college for multiple academic years for a given program.

Previous Releases

2018

Standard Features

  • Improved applicant profile access. College admissions officers now have the ability to send applicants an invitation which will grant applicants access to their applicant profile, application and offer letter documentation. This will allow applicants and agencies (if applicable) to make updates to an applicant profile, decrease wait times for applicants who need to meet conditions, and provide greater visibility into the application for applicants who are working with agents.

    Grant Access to the Applicant Profile
  • Enhancements to the application review process for Admissions officers.

    • New application filter – With the addition of a new agency filter on the List Applications page, managing applications between team members is now easier for college Admissions teams.

      Filter by Agency

    • Decline program selections – Before an application is sent for review by a Credentials officer, Admissions officers now have the ability to decline some or all program selections as part of an enhanced screening process.

    • New supporting document requirement – To help ensure complete applications, applicants and agents who indicate they already have a study permit will be required to submit the corresponding supporting document as proof of their status in Canada.

      Proof of Study Permit is required

    • New supporting document types – To better support international applicants, we’ve enhanced supporting document types to include documents from countries in Africa.

      Academic Documents

  • New applicant profile messaging. To help improve the appearance of auto-generated offer letters, we’ve added messages and examples for applicants and agents on the desired format when completing the name and address fields. Names entered in all uppercase or lowercase letters will now automatically be changed to the correct mixed case format.

    First Name

    Address
  • Enhancements to offer letters and payment receipts. To prevent applicants and agents from accessing outdated offer letters and payment receipts, Admissions officers can now hide previously issued versions of these documents. This will ensure applicants have the most current documentation when applying for their study permit or a bank loan.

    Previous Letters
  • International applicant and intake filtering. To assist with management and flow of international applications, we’ve made the following enhancements to intake filters:
    • Increased visibility of rules. Appreciating the need to host multiple intake filters and have various dimensions to a rule, colleges now have the ability to preview a rule before it’s finalized, as well as view a summary of the rule after it’s created. This allows colleges to ensure the rule’s parameters are defined as expected, increasing confidence and improving the quality of the intake filters.

      Rule preview
    • New applicant view for rules. College administrators can now view a summary of all rules, with the ability to filter from the perspective of an applicant from a specific country and / or agency.

    • Improved agency control. Colleges now have the ability to include or exclude one or more agencies from an intake rule, allowing advanced access for intakes to be enabled to top-performing agencies, while also ensuring agencies are excluded from rules where applicable to honour any exclusive agreements.

    • Current student exemption. Intake filters can now be configured to exclude students with an existing study permit, allowing colleges to prioritize applicants already established in Canada who may have a greater probability of a study permit extension.

    • Enhancements for English Proficiency plus a future program. Applicants who select the English Proficiency plus a future program combination can now be exempted from intake filters, allowing colleges to make future intakes available to those applicants only. Colleges will then have the ability to issue an offer for the same or similar intake when the applicant is ready to begin their full-time program selection.

    • Open and close intakes. When setting multiple filters under a rule, colleges can now specify whether the rule’s impact will open or close an intake.

      Intake Filter Details

Optional Features

To access any of these options features, please reach out to OCAS’ International Product Management team via service@ocas.ca.

  • Program selection limits. To assist with management of international applications, this feature allows our college partners to set a maximum number of program selections available to applicants, between one and three.
  • Fee waiver and referral tracking options. Appreciating the need to track referrals to colleges and waive applications fees, the following referral options have been added:

    • Refer a Friend – in which an existing student at the college referred the new applicant.

    • Exchange Partnership School – in which the applicant is applying via one of the college’s exchange partner schools.

    Referral details are visible on the Application Details page.

    Referral Details

Standard Features

  • Enhanced measures for screening for applicant profile duplicates. In addition to our existing measures to check for duplicate applicants on a per college basis, a new field has been added to reduce the number of duplicate applications submitted to a college. This new “passport ID” field is a requirement for applicants / agents creating a profile, and will trigger a warning message if an application is submitted for which there is already an existing passport ID. Applicant name, date of birth, and passport ID will now all be used collectively in checking for duplicate applications.

    Duplicate applicant warning
  • Enhanced list of options for declining an applicant’s program selection. To provide more clarity and transparency, college users now have the ability to select from an enhanced dropdown list of reasons for declining an applicant’s program selection. The selected reason is then communicated via notification to the application creator (i.e. the agent or applicant).

    Decline Program Selection
  • Re-assignment of applicants between international college representatives. Using the “effective country” field (available via the applicant’s profile), a new feature has been added to allow for re-assignment of an international applicant from one International College Representative to another. For example, in a case where an applicant has a country of citizenship of India but is living in Kenya, a college can use the new feature to assign the applicant to an International College Representative in Kenya by changing their “effective country” to Kenya. The same would apply for an applicant whose country of citizenship is China, but who is living in Canada – the applicant can be re-assigned to a Canadian-based college representative simply by setting their effective country to Canada.

    Re-assign applicants
  • Enhancements to Information in letters of acceptance. To provide more detailed information to applicants, letters of acceptance will now include campus and program codes.
  • New applicant profile messaging. To help improve the appearance of auto-generated offer letters, we’ve added a message for applicants, agents, and college users cautioning against the use of ALL CAPS when entering personal information.

    First Name

Optional Features

To access any of these optional features, please reach out to OCAS’ International Product Management team at  service@ocas.ca.

  • International applicant and intake filtering. To assist with management and flow of international applications, this feature allows our college partners to open / close / waitlist intakes to applicants from specific countries.

    Edit Rule
  • New fee waiver and referral tracking options. Appreciating the need to track referrals to colleges and waive application fees, the following referral options have been added:

    • Refer a Friend – in which an existing student at the college referred the new applicant

    • Exchange Partnership School – in which the applicant is applying via one of the college’s exchange partner schools.

    Referral details are visible on the Application Details page.

    Referral Details

Improvements to College User Experience

  • Greater flexibility around payment receipts through the introduction of College-branded receipt templates for deposit and tuition payments, and the ability to view/download previous receipts
  • Improved certainty for Admissions teams by enabling the management of when changes to program selections can be made once an application has been submitted (cannot add a program choice when there is an ‘active’ offer, edit fields for existing program selections, change ranking or delete a program selection)
  • Improved application quality by removing the ‘No Citizenship’ option – applicants must now provide a country of citizenship
  • Greater visibility of offer states through revoked, withdrawn or declined offers now maintaining their offered state, rather than showing as ‘No Decision’
  • Greater visibility of previous application decisions through closed applications maintaining their offered or waitlisted state, rather than showing as ‘Declined’
  • Greater visibility of previous offers made on the ‘Review Application’ page, by adding a ‘View Past Offer’ button
  • Ability to optimize application diversity and volume with a new rule-based intake filtering feature

Improvements to Applicant and Agent Experience

  • Better communication through the addition of email notifications to confirm when a program decision has been declined and when a deposit payment has been received

Improvements to Technology and SIS integration Options

  • Reduce manual work by automatically creating and distributing payment receipts, based on College-specified offer information, when an Offer is marked as Paid
  • Further synchronize and ensure consistency of College SIS data and OCAS IAS data through the addition of a new Revoke Offer SIS event
  • Improved existing events (i.e. addition of campus and start date to relevant events and incorporation of payment receipt generation flow to Pay Offer event)

Enhancements to Support Future Programs

  • Allowed more than one program to be included in a single offer letter
  • Showed future programs when viewing offer details
  • Included future programs in the relevant SIS integration events

General Enhancements to Portals and Notifications

  • Made the Agency Details page easier to use by adding Agent account information
  • Improved application processing efficiency by removing the ability to apply to other colleges from the Applicant Portal
  • Improved application quality by ensuring that preferred campus and start date are selected
  • Improved alignment with college business process by adding ‘Accept’ and ‘Withdraw Acceptance’ states for pre-admittance
  • Improved search performance in the Applicants and Applications lists
  • Improved user experience by having notifications sent from ‘noreply@ontariocolleges.ca’
  • Minor bug fixes

Reporting Improvements

  • Enhanced the information available to college reps through access to the Applicant Details, Application Details, Agency Performance and English Proficiency reports
  • Extended the utility of reports with the addition of several new fields by request (i.e. Applicant Email Address, Current Country of Residence, Profile Last Modified Date and Application Last Modified Date)

SIS Integration Extensions

  • Enhanced integration with business processes by adding several new events (i.e. Create Offer, Re-Issue Offer, Decline a Program Choice, Accept Offer, Accept Pre-Admit)
  • Enhanced communication between SIS and IAS systems with the addition of Portal Username and Last Modified Date information

College-Specific Customizations

  • Numerous enhancements requested during college onboarding
  • Update made to allow offers to be issued against closed intakes
  • Additions made to the internship section to allow for more flexibility with the internship type including unpaid field placements, co-op required, and co-op optional
  • Updated work permit template
  • Updated offer letter and work permit template for Conestoga College
  • Added the option to track if an applicant is receiving a scholarship or teaching assistantship
  • Minor bug fixes

Supporting Documents

  • Adding a date and time stamp to supporting documents, allowing college users to easily identify when new documents have been uploaded by agents or applicants
  • Increasing security for an applicant’s supporting documents to ensure only authorized users have access
  • Adding an option for college users to see historical supporting documents that have been removed from the applicant profile

Tracking Applications and Offers

  • Adding a last activity date field to the List Offers, allowing college and agent users to see and sort when an applicant’s profile has last been updated
  • Adjusting the last activity date in the List Applications to include recent activity to the applicant’s profile, making it easier to sort and find applications that have been recently updated with revised personal information or new supporting documents

Offer Letters

  • Enhancing offer letter templates to include scholarship and financial aid options
  • Updating the Pre-Admit offer letter template for Conestoga College

Reports

  • Adding a new report that captures the applicant’s English Proficiency level, test type, and scores

Overall System

  • Adding tool tips to the Dashboard for College and Agent Portal users
  • Improving the Emergency Contact information section to capture preferred language of correspondence
  • Minor bug fixes