Changelog

Fall 2025​

There are no required transcript exchange changes by the colleges for fall 2025.

Expanded Transcript Response Options​

Though not required for colleges to adopt, OCAS will introduce support for the following responses, in addition to currently supported response types

• Reissuing a transcript request

<TransmissionType>Reissue</TransmissionType>
   ...
<ResponseStatus>TranscriptRequestReceived</ResponseStatus>
<ResponseHold>
    <HoldReason>Other</HoldReason>
    <PlannedReleaseDate>2024-12-27</PlannedReleaseDate>
    <NoteMessage>Suspended</NoteMessage>
</ResponseHold>

• Rejecting a cancellation request

<ResponseStatus>TranscriptSent</ResponseStatus>

• Student Not Found due to multiple student records matching request

<ResponseStatus>MultipleMatch</ResponseStatus>
<ResponseHold>
    <HoldReason>Other</HoldReason>
    <PlannedReleaseDate>2024-12-27</PlannedReleaseDate>
    <NoteMessage>Suspended</NoteMessage>
</ResponseHold>

• No Academic Data

<ResponseStatus>Hold</ResponseStatus>
<ResponseHold>
    <HoldReason>Other</HoldReason>
    <NoteMessage></NoteMessage>
</ResponseHold>

Future Proposed (Optional) Recommendations​

All Document Types​

For all XML documents sent by OCAS to Colleges, the namespaces declarations will be updated to include an updated prefix, all require imports, and a schema location hint.

Transcript Requests​

For transcript requests sent by OCAS to colleges, the following changes will be made and need to be accomodated.

Transmission Data Changes​

• OCAS Will include its email address in an <Email> element

• The Student number for the college reported by the applicant will appear in the <RecipientAssignID> element, not the <SchoolAssignedPersonID>

• The OEN, when available, will be present in the following format

  <AgencyIdentifier>
      <AgencyAssignedID>123456789</AgencyAssignedID>
      <AgencyCode>State</AgencyCode>
      <StateProvinceCode>ON</StateProvinceCode>
  </AgencyIdentifier>
  

• The OCAS Application Number only will be included (not the OCAS Account Number) in the following format (note "OCAS" as the AgencyName)

  <AgencyIdentifier>
      <AgencyAssignedID>231922188</AgencyAssignedID>
      <AgencyCode>MutuallyDefined</AgencyCode>
      <AgencyName>OCAS</AgencyName>
  </AgencyIdentifier>
  

Receivers and Destinations​

Instead of listing destination institutions in the collection of <Receiver> elements, OCAS will be identified as the receiver, and destination colleges will be identified in a <NoteMessage> with the INSTITUTION prefix. Destinations will be identified with their CSIS/USIS code in a list separated by colons :.

<Recipient>
    <Receiver>
        <RequestorReceiverOrganization>
            <OrganizationName>OCAS</OrganizationName>
            <MutuallyDefined>OCAS</MutuallyDefined>
        </RequestorReceiverOrganization>
    </Receiver>
</Recipient>
<NoteMessage>INSTITUTION     353800:321000</NoteMessage>

Removed Elements​

• The following elements will be removed/excluded from transcript requests
  • <GenderCode>
  • <LangaugeCode>
  • <AcademicAwardsReported>
  • <TranscriptType>
  • <UserDefinedExtensions>

Transcript Responses​

Simplified Identifiers​

• The Student number for the college reported by the applicant will appear in the <RecipientAssignID> element, not the <SchoolAssignedPersonID>

• The OEN, when available, will be present in the following format

  <AgencyIdentifier>
      <AgencyAssignedID>123456789</AgencyAssignedID>
      <AgencyCode>State</AgencyCode>
      <StateProvinceCode>ON</StateProvinceCode>
  </AgencyIdentifier>
  

• The OCAS Application Number only will be included (not the OCAS Account Number) in the following format (note "OCAS" as the AgencyName)

  <AgencyIdentifier>
      <AgencyAssignedID>231922188</AgencyAssignedID>
      <AgencyCode>MutuallyDefined</AgencyCode>
      <AgencyName>OCAS</AgencyName>
  </AgencyIdentifier>
  

Removed Elements​

• The following elements can be removed/excluded from transcript responses
  • <GenderCode>
  • <LangaugeCode>
  • <DocumentCompleteCode>

College Transcripts​

College Transcript Legend​

Include a legend in the <TransmissionData> as a link to a page on the college website that is durable (e.g. not likely to change with future website updates)

<NoteMessage>LEGEND    https://{college hostname}/transcript-legend</NoteMessage>

Simplified Identifiers​

• The OEN, when available, should be present in the following format

  <AgencyIdentifier>
      <AgencyAssignedID>123456789</AgencyAssignedID>
      <AgencyCode>State</AgencyCode>
      <StateProvinceCode>ON</StateProvinceCode>
  </AgencyIdentifier>
  

• The OCAS Application Number should be included in the following format (note "OCAS" as the AgencyName)

  <AgencyIdentifier>
      <AgencyAssignedID>231922188</AgencyAssignedID>
      <AgencyCode>MutuallyDefined</AgencyCode>
      <AgencyName>OCAS</AgencyName>
  </AgencyIdentifier>
  

• Note: the <AgencyAssignedID> should not be used on its own outside of an <AgencyIdentifier> element

Removed Elements​

• The following elements can be removed/excluded from transcript responses
  • <GenderCode>
  • <BirthDay>
  • <DocumentCompleteCode>
  • <AcademicCompletionIndicator>

Course Data​

• Include the <CourseCreditLevel> The CourseCreditLevel string indicates the credit level of the course at the source institution.
  • Undergraduate – Previously 'U’ in EDI
  • Graduate – Previously 'G’ in EDI
  • Professional – Previously 'P’ in EDI
• Include the <CourseAcademicGradeScaleCode>
  • Commonly used:
    • 73 = Percentage (“Other numeric grading system - Percent type”)
    • 89 = Numeric (“Other numeric grading system – Canadian”)
  • Avoid use of “Unknown” scale codes ‘99’ or ‘500’ (codes > 99 are not supported by PESC)
  • For more information see Grade Scale Academic Codes

Transcript Acknowledgements​

Simplified Identifiers​

• The OEN, when available, should be present in the following format

  <AgencyIdentifier>
      <AgencyAssignedID>123456789</AgencyAssignedID>
      <AgencyCode>State</AgencyCode>
      <StateProvinceCode>ON</StateProvinceCode>
  </AgencyIdentifier>
  

• The OCAS Application Number should be included in the following format (note "OCAS" as the AgencyName)

  <AgencyIdentifier>
      <AgencyAssignedID>231922188</AgencyAssignedID>
      <AgencyCode>MutuallyDefined</AgencyCode>
      <AgencyName>OCAS</AgencyName>
  </AgencyIdentifier>
  

• Note: the <Person> element in the Transcript Acknowledgment should be an echo back of the contents of the related College Transcript