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International College Portal



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.



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:

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.

No, a college rep cannot make any admissions related decisions, including issuing, declining or revoking an offer.

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

When an applicant profile is created, an Applicant ID will be assigned to that applicant.

After an applicant profile is created, the next steps include the creation of an application. Once an application to a college is created, then an Application ID is assigned to that application.

If a college's Student Information System (SIS) is linked to the OCAS International Application Service (IAS) through SIS Integration, a Student ID will be sent from the college's system on submission of an application and will appear on any offers issued to that applicant.

If a college's SIS is not linked to the OCAS IAS via SIS Integration, no Student ID will be passed back from the college and the Applicant ID will be used to populate the offer letter.

No, applicants will not receive a notification when an Applicant Note is added to their application. Applicant notes are used for communication between college users only, and are not be visible to applicants, college reps, or agents. 

Similar to the domestic application, applicants may change the order of their program selections (also known as ranking). An application can have up to 3 program selections ranked in order from 1 to 3.

When an applicant moves a program selection up or down in rank, it's referred to as a ranking change.

If an application is submitted directly by an applicant (without an agency), the Review Application page will show if the payment of the application fee was cancelled after submission.

You can process the application without collecting the fee, then close the application and email the applicant to let them know their payment was not received. 

The applicant will need to return to their application and attempt to pay the application fee again using one of the available options. 

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 - September 17, 2020

Bulk Actions. To improve efficiency in closing applications, the new Bulk Actions feature allows college users to close multiple applications at once.

Bulk Actions

More flexibility for waiver rules. College users now have the opportunity to waive fees for specific dates and terms to encourage international students to apply.

Identification of multiple users. College users will now be notified when another user enters the application they’re working on, helping to prevent duplication of work or overwriting of changes.

Active Users

Application assignment. College users can now assign an application to themselves or another user. When another user is reviewing / screening an application, they will know to start working on a different application and not duplicate the work of another user.

Application assignment

Multi-select filtering for applications. College and agent users can now focus searches on the List Applications page based on country of citizenship, country of residency, term, application state, and assigned user, vastly improving search performance and results.

Enhanced application stepper. To streamline the application process, we’ve combined the Pay and Submit sections into a single step and moved the Review step earlier in the process. Users will now have the opportunity to review information on an application before moving to the Payment page. When payment is complete, the application must be submitted to proceed.

Application stepper

Increased visibility of Intake Status. To enhance the application screening process and make admission decisions easier for colleges, we’ve added the Base Intake and Filtered Intake statuses for program selections on the application.

Intake status

Improved flexibility for program recommendations. Colleges can now easily set the visibility of each program for agents and applicants with a Yes / No toggle in the Program Choice area of the IAS Portal.

Program recommendations

Improved application search experience. A new search parameter field has been added alongside the search terms field on the List Applications page to improve the speed and effectiveness of search results.

Previous Releases


Dynamic Admission Requirements. We’ve introduced the ability for colleges to customize program admission requirements, helping them to ensure applicants have the required documentation, education credentials, and required English proficiency test scores necessary for consideration. This will reduce back and forth communication between colleges and applicants, as well as increase application quality.

Admission Requirements

Educational History

Program Search for International Applicants. We’ve introduced the ability for potential applicants to search and view programs and intakes without first needing to create an IAS account. This will help reduce the number of accounts abandoned after applicants reach the program selection step. Colleges who enable this feature can customize the program search page with a branded banner and text.

Program Search

Enhanced Payment Deposit Experience. We’ve given colleges the ability to choose to have applicants pay their tuition deposit to accept an offer or offer of pre-admittance using one of the following payment providers: Flywire, CIBC (English only) and Western Union. (Note: To use this option, your college must already have accounts with these providers.)

Enhanced Refund Management. To help colleges and agents to better manage refunds and increase their visibility, we’ve added a new Refunds list view to the College and Agent Portals. Previously, refunds were tracked in the Offers section of the IAS. Colleges can change the state of a refund to approved or denied, as well as add a note and send an email notification to the applicant or agent when a refund’s state is changed.

List Refunds

New Email Notifications from IAS to Colleges. To improve visibility of deferral and refund requests, colleges can now be notified when new referral and refund requests are created. Colleges can set up the email addresses for these notifications in the Configuration menu.

New and Improved Payment Options for Intakes and Offers. To give colleges more flexibility with how payments are structured, we’ve made fifth and sixth payment and deposit options available for intakes, as well as made the second deposit optional.

Enhanced Deferral Workflow. We’ve created a new workflow for deferral management to help colleges better manage and track deferrals. When a deferral is requested and a new application is created, there will be a link to the newly created application on the Deferral Details page. Similarly, the new application will also contain a link to the deferral. These changes will make it easier for colleges to find the new application, as well as the corresponding deferral. We’ve also added deferral actions to those recorded in the Activity History.

Enhanced SIS Integration. We’ve added new SIS integrations for the program and intakes catalogue, as well as intake filters. These integrations can synchronize programs, intakes and filter rules from the college’s Student Information System to help reduce manual work and errors. When enabled, programs and intakes will become read only in the IAS and colleges will only need to manage this information in their SIS.

Program Recommendations. To better support college screening and assessment, and make it easier for college teams to communicate internally about suitable programs for a particular application, we’ve introduced the option for colleges to add program recommendations to applications. These program recommendations are intakes without ranking and are stored separately from the ranked program choices defined by the agent / applicant. This will better support college business processes, especially those using SIS integration where a program choice must be explicitly defined on the application to issue an alternate offer or process a deferral request.

Hidden Intakes. To better support colleges who want to hide certain intakes from agents / applicants (e.g. suspended or cancelled programs), we've added an option to the Intakes Manager that enables colleges to set intakes to "Hidden". College users can add hidden intakes to applications as program recommendations, however, the hidden intakes will not be visible to agents / applicants in search results or when adding program choices or deferral requests to an application.

General User Experience Improvements. To reduce confusion and simplify the application experience for all IAS users, we’ve made the following enhancements across the Portals:

  • We’ve added a Campus field to the Term Analysis Report to give colleges a better view of where applicants are applying, as well as allow colleges to compare applicants by campus.
  • To increase the quality and accuracy of data entered by applicants, colleges can define validation rules for the Student ID and Email fields within the Existing Student Information area of the application. This will help reduce back and forth communication between colleges and applicants to clarify the information.
  • To help reduce the chance of agents entering an incorrect email address for applicants, agents can no longer enter their own email addresses for their applicant’s contact email address. This will help ensure colleges can communicate with applicants directly, if needed.

French Language Support. To better support our French-speaking partners and customers, we’ve created French versions of the College, Applicant, and Agent Portals. All of our support materials and resources will also be available in French.

Below, we’ve outlined how the language displayed in each portal will be determined:

  • College Portal – based on the language of the college
  • Applicant Portal – based on the college to which they’re applying (i.e. only applicants who are applying to a French college will see the French Applicant Portal)
  • Agent Portal – based on the language of the college with which they have an agreement

Enhanced Intake Filter Rules. To give colleges more flexibility, we’ve made the following enhancements to intake filter rules:

  • Addition of a new intake availability status called Unavailable. When selected, applicants and agents will be unable to see the intakes to which this rule was applied.
  • Addition of Campus and Program as options for which a filter rule can be created, instead of Intakes only.

New Enforcement Capabilities for Agency Agreements. We’ve given colleges the ability to enforce the expiration dates of their agency agreements. With this feature enabled, agents will no longer be able to submit applications after their agreement with a college has expired. These agents will still have the ability to manage applications they’ve already submitted. We’ve also added the option to display a warning to agents after their agreement has expired.

New Validation of Supporting Documents. To prevent applicants or agents from uploading the same file multiple times, we’ve added a duplicate check for supporting documents.

Warning for duplicate Supporting Documents

New Program Pre-Selection Capabilities. We’ve introduced the ability for an applicant’s program choice to be pre-populated in their application when they apply through a link on the program page of a college’s website. This will both reduce the amount of searching applicants must do to locate the program to which they’re interested in applying and make the application process easier.

For colleges that choose to use this optional feature, we can help you configure the referral URLs that will take applicants from the program page on your college’s website to the OCAS IAS. These URLs will contain both the College Code and Program Code.

Enhanced Application and Applicant Reporting. To help colleges to better track applications and applicants, we’ve made the following reporting enhancements:

  • Addition of a column for program selection rank on the Application Details Report for tracking of program rankings across all applications to an intake.
  • Addition of the Student ID and College Email fields on both the Application Details and Applicant Details Reports for tracking and reporting on existing students.

Improved Visibility for Uploading Proof of Payment. After an applicant accepts an offer or an offer of pre-admittance, a new Upload Proof of Payment button will be displayed on the Offer Details page. We’ve moved this option from its current location on the Supporting Documents page of the applicant profile, from where it will no longer be available.

New Upload Proof of Payment button

College Portal User Experience Improvements. To make it easier for colleges to manage applications through the IAS, we’ve made the following enhancements to the College Portal:

  • Addition of a new Campus filter to the Applications, Offers, and Deferrals List Views for quicker filtering of results.
  • Colleges can now control which user roles have the ability to waive payments from the Settings page.

Enhanced SIS Integration. To reduce manual effort and help colleges to better integrate data from the OCAS IAS with their SIS, we’ve made the following enhancements:

  • After an offer SIS event is sent, colleges can now retrieve an offer letter or payment receipt from the new endpoint.
  • Addition of existing student information (Student ID and College Email) to the SIS events for ApplicationUpdated, ApplicationSubmitted, and ApplicationScreened.

Improved Visibility of Program Selections. To improve transparency and reassure applicants that they’ve applied to the correct programs and intakes, the Application Submitted email notification will now show a list of programs to which they’ve applied. This list will include the program title, term, campus, and start date.


Enhanced Deferral Management. We've created a new workflow for Deferral Management to help colleges and agents better manage and track the status of deferral requests.

  • College users and agents will now have a new List View for Deferrals. College Reps and Rep Managers will only see deferrals for applications to which they have access. For agents, deferral details will be read-only.
  • We’ve added new Deferral states, which are separate and different from Offer states, to help you separate processed and unprocessed deferrals.

List Deferrals

Offers for Selected Programs

New Email Notifications for Deferrals. We’ve added new email notifications for the following system actions to keep agents and applicants informed during submission and review stages of the deferral request process:

  • Offer state changes to Deferral Requested
  • Offer state changes to Refund Requested
  • Deferral state changes to Approved
  • Deferral state changes to Denied

If you’d like to discuss custom content for these automated emails, reach out to Lucy Batista, Manager, Customer Success Office, at

New Reporting Capabilities for Deferrals. We’ve created a new Deferral Requests report for better tracking and reporting on Deferral management.

General User Experience Improvements. To reduce confusion and simplify the application experience for all IAS users, we’ve made the following enhancements across the Portals:

  • For colleges and agents, filter selections in lists are now saved. When you close your browser and return to the IAS later, your filter settings will be retrieved by default, allowing you to spend less time recreating and configuring filters, and more time working from the filtered view. Note that if you clear your browser’s cache, your filter selections will be lost and you will see the default filter settings.
  • In some cases, an applicant's login credentials may link to multiple profiles in the Applicant Portal. To help applicants identify their preferred profile, we've expanded the initial screen that appears after the applicant logs in. This screen will only appear if there are multiple profiles linked to an applicant’s portal account.

Select a Profile

Enhanced Activity History. We have added a new Applicant History page that displays a history of events to date. The history can be filtered by activity date, activity type (e.g. Applicant, Application or Offer), or to show activities for either a single application or multiple applications.

Applicant History

‘High-Value’ Application Identification Supports. We have added the following supports (brought forward by our IAS college partners) for faster, more convenient identification of high-value applications:

  • Addition of a Country of Residency search filter on the List Applications page.
  • Addition of a Student ID field for applications on the List Applications page, allowing for correlation of an application in IAS with a student record in SIS earlier in the admissions process. The Student ID will appear during SIS integration if there is an existing student record, or if it is manually defined at the time an offer is received, and will display on listed applications.

Student ID field

Improved Visibility of Applicant Notes. When an applicant has at least one note on their file, a new red notification indicator will be display on the Notes icon.

Applicant Notes

Expanded User Roles and Account Permissions. We have added increased flexibility for aligning application screening tasks in IAS to college-specific workflows.

  • College-Specific – Whether your college employs a simplified or multi-level screening system, you can define and adjust levels to use the appropriate number of levels for your college.
  • Role-Specific – More flexibility for controlling permissions for College Reps and Rep Managers. You can now configure permissions for all user roles to each of the Screening Levels (e.g. Hide the Final Screening Complete menu option for College Reps).

    Multi-Level Screening Settings
  • With these new configurable screening levels, we have also improved the user interface to help college users to better identify the current screening state.

    Screening Actions
  • We’ve also added more flexibility for changing the assigned agency for an application. College users can now change the agency assigned to an application in cases where the applicant has another application with another agency at a different college. These changes are tracked in the Activity History page, which can be helpful to resolve any questions / concerns around changes to the profile.

Standard Features

New Support for Deferrals and Refund Requests

  • To help reduce manual work and offline tracking when processing deferrals and refunds, we have added an option for applicants to indicate that they would like to request a deferral or refund.
  • To align with business processes at each college; we have made it mandatory to provide at least one supporting document for each request, set a maximum of two deferral requests per application, and limited deferral requests to future intakes within the same Application Cycle.
  • Two new statuses – deferral requested and refund requested – will appear in all portals and college-specific content templates and default text can be configured to fit specialized workflows and rules.

Introduction of Bulk Offer Actions

  • To simplify the generation and management of offers and pre-admits, colleges can now configure a dynamically calculated expiry date, based on a specific number of days after the date of issue.
  • To remove the need to revoke offers manually and improve the accuracy of offer statuses, colleges can now set configurable time-based triggers to automatically revoke offers and pre-admits based on a set amount of time after the declared expiry date (see above). Manual override by College Portal users of the default offer revoke date is still possible, on a per-offer basis.

New Application State – Resubmitted

  • To improve the tracking and management of applications that need more information, we've introduced a new application state – resubmitted – which will allow college staff to more efficiently find, filter, and prioritize these applications, and make the necessary decisions.
  • Previously, if an application went into the ‘needs more information’ state and the agent/applicant provided more information, the application would go back into the ‘review’ state. The new state will be included in lists, filters, and reports, allowing college users to easily identify resubmitted applications, instead of them being grouped under the ‘review’ state.
  • College users can also mark whether the resubmission resolved the original issue.

Existing Student Application Enhancements

  • To enable more efficient processing of applications from existing students, applicants will now be able to self-identify as a current student from that college and have the option to enter their student number and email address in the Agency and Referrals step.
  • If an applicant indicates that they are existing student, college users will see a banner across the top of the application screen stating "This applicant has indicated they are an existing student".

General User Experience Improvements

  • To reduce confusion and simplify the application experience for agents and applicants, various improvements have been made across the Portals:
    • Program codes will now appear beside the program name in the applications and offers lists to ensure clarity for similar program names.
    • The education page will show warnings that supporting documents must be provided.
    • We have enabled college-specific customizations to the email notification templates.
    • More information is shown on the type of fee waiver applied (Rule, Agency Agreement, Coupon Code, Override by College, Refer a Friend, or Exchange Partnership)

Status in Canada Enhancements

  • To improve the data quality for colleges and reduce confusion for applicants that might be in the wrong OCAS portal, we’ve removed the options not applicable to international applicants.

Reporting Enhancements

  • To better understand the state of all applications and applicants, we’ve created a series of new reports throughout the system, including:
    • Waived Applications Report: for applications that were submitted and a fee waiver was applied, we now include more information on the type of waiver and the description.
    • Offer Details: all details of the offers for an application including future program offer details.
    • Application Details Report: added date of birth, expiry date for offer and pre-admit, English proficiency, type of English test, and overall test score, if provided.

Standard Features

  • New program search for agencies will reduce the number of abandoned applications by allowing agents to check program availability by term and college before starting an application.

  • Making English proficiency test score and supporting documents mandatory for applicants and agents who indicate they have completed an English Proficiency Test will improve the quality of applications.

  • New screening failed option for College Reps and Admissions Officers will increase the flexibility of screening processes by providing the ability to close applications and decline all program selections at the screening stage.

  • New personal information flag will improve the visibility of applicants whose country of residency differs from their primary country of citizenship, ensuring these applicants can be easily identified for unique processing.

  • New ‘Resolved’ status for additional information requests will enable applications to be processed more efficiently by allowing College users to mark requests as ‘Resolved’, for example when information has been provided outside the IAS or a request has been re-issued.
  • Enhanced assignment of applications to College Reps will make it easier to manage the visibility of applications for one or more College Reps.

  • New college users page will provide greater transparency of the roles, and associated access, provided to different team members by allowing College Reps to see their assigned country(s) or province(s) and College Super Users to see all users.

  • Enhanced log in experience for the College Portal will enable users to recover a forgotten password or username and request an account by clicking the new links on the log in page.

  • Additional co-op work internship options will improve the clarity of offers by introducing Internship Required, Industry Placement Required and Field Placement Required selections.

  • Alignment of offer revoked and acceptance withdrawn reasons with visa / study permit status will provide more consistent tracking and reporting of offers.

  • Addition of program code to program selection page will help applicants and agents better distinguish between programs with similar or identical program names.

  • New college profile page will improve the accuracy of information included in offer letter templates and provide greater flexibility by allowing College Super Users to update general college information, contact details and offer letter template information. (If you need to revise any of your college’s information, please contact us at

  • Enhanced reporting through a new College Rep performance report for College Super Users and Rep Managers, to better manage the performance of in-country College Reps, a new Agency Details report for College Super Users, to better manage their agency information, and the addition of current country and province of residency fields to all reports to provide greater visibility of applicants’ current residency.

    Optional Features

    • New multi-level screening options will increase the flexibility of screening processes by adding initial, secondary and final screening steps, with the option to send application data to Student Information Systems (SIS) when final screening is complete.

    • Enhanced roles and permissions to better support team structures and business processes across International, Admissions and Recruitment teams by giving colleges more control over the access available to individuals, as outlined below:

      • In-Country Reps can now be provided with access to applications based on the applicant’s country(s) or province(s) of residency, which is particularly useful for colleges with multiple reps in large markets that need more granular controls and permissions.

      • Rep Managers now have a new role with similar permissions to In-Country Reps, with additional permissions to modify the agency assigned to an application, assign an application to another College Rep, grant an applicant access to their application, and generate the College Rep Performance Report.
    • Enhanced SIS integration events will provide more integration options for colleges by providing the ability to download supporting documents, offer letters, pre-admit letters and payment receipts for any application, including those in Draft state, directly to their SIS. Further, to help process applications more efficiently, additional fields have been introduced to include a direct link / URL to the application in OCAS IAS and indicate the applicant’s level of English Proficiency at the time they submitted their application.


    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.

    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

    • 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

    • 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

    • 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 ‘’
    • 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


    • 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