Appendix A: Valid Codes for Reporting Academic Data
Notes for Secondary Schools 2009 33
• Electronic grades data must contain code “R” in COURSE STATUS and “0000” in CREDIT VALUE.
• For manual (paper) grades reporting and online academic updates, CREDIT VALUE must contain code “R” (which will convert CREDIT VALUE to “0000”).
For Withdrawn Courses (those which must remain on the student’s record)
• COMPLETION DATE must be changed to the year/month in which the student withdrew from the course (this requires that the current course record be dropped and the new course record be added).
• Electronic grades data must contain code “W” in COURSE STATUS and “0000” in CREDIT VALUE.
• For manual (paper) grades reporting and online academic updates, CREDIT VALUE must contain code “W” (which will convert CREDIT VALUE to “0000”).
• A final GRADE must be reported for the withdrawn course.
(Courses reported with a midterm mark will be automatically dropped. See Appendix B: Rules for Automatic Drops of Course Records for more details.)
For Deleted Courses (those which do not need to remain on the student’s record) • Grade Type must be either “P” = Projected or “C” = Current with a credit value of “0” MARK %
Numeric grade for the course. Use whole numbers only, with no decimal places. See also GRADE TYPE. GRADE TYPE
A code identifying the point in time that the grade was reported for a particular course code. No default value is permitted. See also MARK %.
Valid entries
P Projected (to be taken next semester) C Currently Enrolled
M Midterm
F Final
Notes:
(1) If GRADE TYPE is “P” or “C”, just blanks may be recorded in the MARK % field. (2) If GRADE TYPE is “F”, a numeric grade must be submitted.
(3) If GRADE TYPE is “M”, a numeric grade must be submitted.
(4) A GRADE TYPE of “F” (Final) cannot be reported before the COMPLETION DATE of the course. Conversely, after the completion date of the course has passed, only a GRADE TYPE of “F” (Final) can be reported.
FR (Language of Instruction)
The language in which the course was taught. On application forms submitted manually, a blank in this field will default to “E” (English). On electronic submissions, no default is allowed.
Valid entries
F The course is/was taught in the French language (e.g., histoire, géographie, mathématiques). Do not enter “F” for core French courses.
E The course is/was taught in the English language.
B The course is/was taught in both English and French languages. COURSE DELIVERY
A method to define whether a student is enrolled in day school, night school, summer school, correspondence or other. A blank in this field will default to “D” (day school).
Valid entries D Day School N Night School S Summer School C Correspondence O Other
Appendix A: Valid Codes for Reporting Academic Data
Notes for Secondary Schools 2009 34
COURSE TYPE
A method to define the type of course in which a student is enrolled. A blank in this field will default to “R”. Valid entries
R Regular (including virtual learning, independent/private study courses)
O Co-op out-of-school component. Where Course Type is “O”, NOTE must contain “C”
Please also ensure that the credit value for non-co-op courses at the 4U/M level is 1.0 only (other than for the few Ministry-approved exceptions).
NOTE
A special circumstance indicator for a course. Valid entries
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 Notes:
(1) H, X, B values received will default to “blank”.
(2) Where course note is “A” or “M”, credit value must be “0”. COURSE MIDENT
The MIDENT number will be collected at the course code level. If no value is chosen, the field will automatically be changed to the home school MIDENT by the OUAC. If the MIDENT number for the course is unknown, either provide the default value or enter the home school MIDENT.
Notes:
(1) The MIDENT number must be six characters in length. (2) The MIDENT number must be numeric.
(3) The default value is all zeroes.
(4) Only MIDENTS for schools that exist on the OUAC secondary school file can be collected. GRAD STATUS CODE
Identifies the OSSD status of the applicant. No default allowed. Valid entries
1 The applicant has earned the OSSD (OS:IS) 4 The applicant has earned the OSSD (OSS)
2 Upon completion of the current program, the applicant will qualify for the OSSD (OS:IS) 5 Upon completion of the current program, the applicant will qualify for the OSSD (OSS) 3 The applicant will not qualify for the OSSD in either curriculum.
COMMUNITY INVOLVEMENT
For applicants studying under the new (OSS) curriculum. Valid entries
Yes Completed (automated data use code “1”) No Not completed (automated data use code “2”)
Appendix A: Valid Codes for Reporting Academic Data SECONDARY SCHOOL LITERACY TEST
For applicants studying under the new (OSS) curriculum. Valid entries
Passed the literacy test in English (automated data use code “E”) Passed the literacy test in French (automated data use code “F”)
Passed the literacy test in English and French (automated data use code “B”) Not completed (automated data use blank)
For applicants studying under the old (OS:IS) curriculum, manual reporting leaves this field blank. Automated reporting uses code “X”.