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Terms of Use for OCAS Portals

OCAS reserves the right to modify these OCAS Portals Terms of Use from time to time. It is our practice to post any changes we make to the OCAS Portals Terms of Use and the changes will be effective upon the publication of the updated OCAS Portals Terms of Use. Your continued use of the websites and the services expressly indicates your acceptance of OCAS’ then-current OCAS Portals Terms of Use. The date the OCAS Portals Terms of Use was last revised is identified at the bottom of the page.

OCAS created the OCAS Portals to allow colleges, school boards, and international agencies to inquire on and update the OCAS database. These terms govern the use of OCAS Portals by colleges, school boards, international agencies, and authorized users.

Authorized Use

Using OCAS systems, authorized college users may:

  • View application data, which includes demographics, grades, education, experience, program choices, offers, and supporting documents only for applicants who have applied to their college.
  • View and update individual existing offers of admission only for applicants who have applied to their college.
  • Monitor, administer, and view applicants who have made a college transcript request for their college. The request view will include demographics, contact, and (former) education information.
  • Access summary reports about the status of applicant transcript requests from their college.
  • View and acknowledge the receipt of Ontario college and Ontario university applicant electronic transcripts for applicants to their college.
  • View the details of their college programs, make updates to existing programs as required and add new programs as necessary.
  • View and download supporting documents (as defined by a document matrix) in the OCAS system for applicants to their college through Document Access.
  • Access aggregated applicant, enrolment and graduation data within the reporting and analytics in the Data Warehouse.
  • Download datasets of Ontario high schools and boards.
  • View management reports on operational statistics (e.g. college reports) and focused analysis (e.g. program comparisons).
  • Facilitate the authorized activities of agencies and agents for their college.

Using OCAS systems, authorized school board users may:

  • Create accounts for their own high school's students who have been advised in writing that OCAS will collect, use, and disclose student data in accordance with its Privacy Policy, and who have been provided or directed to a copy of the Policy.
  • View application data, which includes demographics, grades, education, experience, program choices offers, and supporting documents for their own high school's students who have applied to college.
  • Add / edit / delete / view Ontario high school academic-related data and grades for their own high school's students who have become applicants and are in OCAS' system.
  • Upload data transmissions, including demographics and grades information from their school, into the OCAS system.

Using OCAS systems, authorized international agency users may:

  • Create accounts for students represented by their agency who have been advised in writing that OCAS will collect, use, and disclose student data in accordance with its Privacy Policy, and who have been provided or directed to a copy of the Policy.
  • Add / edit / delete / view application data, which includes demographics, grades, education, experience, and supporting documents for the students represented by their agency who have applied to college.

Authorized User Terms

All users must be sponsored by a college, school board or international agent and be authorized by OCAS.

Authorized users:

  • Understand and accept that the data accessed via the OCAS Portals is owned by OCAS and is confidential.
  • Shall access the OCAS portals only as authorized above and strictly as necessary for the purpose of administering college applications in the proper course of their employment / work.
  • Shall access, use, download, disclose, and retain the data accessed via the OCAS Portals strictly as necessary for the purpose of administering college applications in the proper course of their employment / work.
  • Shall not share access to the OCAS Portals (including by password-sharing and otherwise), shall keep their passwords safe from loss, theft, and unauthorized access, and shall keep all computers and devices used to connect to the OCAS Portals reasonably safe from compromise (e.g. by employing virus scans and timely software updates and being vigilant in addressing the risk of phishing).
  • Shall use reasonable care in using the OCAS Portals so data that is entered is accurate, so that data is not deleted or amended or deleted erroneously, and, more generally, so that records in the OCAS Portals are accurate and have integrity.

Authorization to access to OCAS Portals terminates immediately when an authorized user’s employment with a sponsoring college, school board, or international agency ends, or when an authorized user’s job duties change such that access to the OCAS Portals is no longer needed in the proper course of their employment / work. Access by such users is strictly prohibited.

Sponsor Terms

Sponsoring colleges, school boards and international agencies:

  • Shall only sponsor employees who have a need to access the OCAS Portals in the proper course of their employment / work;
  • Shall advise sponsored employees in writing of their duty to comply with these terms, shall supervise employees’ compliance with these terms and shall enforce these terms;
  • Shall immediately advise OCAS in writing (by e-mail to privacyofficer@ocas.ca) when an authorized user’s employment ends or when an authorized user’s job duties change such that access to the OCAS Portals is no longer needed in the proper course of the user’s employment / work;
  • Shall employ reasonable measures to protect the OCAS Portals from a compromise that arises out of access by employees and, in particular, the uploading of data, including by employing measures to protect against unauthorized interception and / or infection by malware including viruses, worms, Trojan horses, spyware and rootkits; and
  • Shall immediately advise OCAS in writing (by e-mail to privacyofficer@ocas.ca) of any unauthorized access or use of the OCAS Portals or OCAS Portals' data and any other security problem relating to the OCAS Portals.

OCAS Rights

OCAS may:

  • Terminate privileges to access the OCAS Portals or sponsor users at any time for any reason, including any failure to comply with these terms;
  • Monitor use of the OCAS Portals and conduct audits for compliance with these terms by colleges, school boards, international agencies, and users; and
  • Amend these terms at any time.

Contact Information

If you have any questions regarding these terms, please contact privacyofficer@ocas.ca.

Last updated: September 30, 2019