Table of Contents
| September Release | Mid-March Release | |
|---|---|---|
| Change requests that will affect distribution to be submitted to the OUAC | May 1 | n/a |
| Change requests (text, simple functional changes) to be submitted to the OUAC | May 1 | November 1 |
| Fee change requests | May 1 | n/a |
| Distribution changes released in Production | Mid-September | n/a |
| Web applications ready for testing by the universities | Mid-August | Late February/Early March |
| Sign-off on application changes required – ready for release | Mid-September | Early March |
Undergraduate Contract Application Updates
Adding and Changing Undergraduate Program Information
Updating Program Information for the New Cycle
Updates to programs for the new cycle are made by university staff through the Program Updates tool from July to early September.
- The tool is available in our test environment through the OUAC Portal.
- Specific access to the tool is required. See your University Security Gatekeeper to receive access.
- A user guide for the Program Updates tool is available within the tool.
Updating Program Information During the Cycle
Program information can be updated throughout the cycle.
- As of the 2027 cycle, you can open and close programs and entry points using the Open/Close tool. A user manual is available within the tool.
- Email the OUAC Program Updates team at [email protected] for assistance.
Reports
Academic Programs and Subjects of Major Interest: Undergraduate
This Tableau report is now available in the OUAC Portal under Undergraduate: Applicant-level Information.
The report includes:
- active 101, 105D and 105F programs and their associated subjects of major interest (SOMI) and
- the statistical academic group for each program.
OUAC Contacts: Undergraduate Contract Applications
The Undergraduate Processing Department is responsible for the day-to-day processing of undergraduate applications.
Note: Include the applicant’s OUAC Reference Number and name on any correspondence.
Day-to-day Inquiries and System Issues
Applicant inquiries (after they have submitted their application), day-to-day processing inquiries and system issues:
Lois Ferguson
Phone: 519-823-1940, ext. 6216
Email: [email protected]
Graduate Contract Application Updates
Adding and Changing Graduate Program Information
Programs or program attributes can be changed throughout the cycle, normally with a 1-week turnaround time.
Tools
University Program Listing Spreadsheet
- An Excel spreadsheet of standard and university-specific program attribute data.
- The spreadsheet provides a view of all active programs.
- The program listing contains an OUAC program code and a university-specific program code.
- The OUAC code is for our internal use, as our database is restricted to a code length of 5 digits.
- The university-specific program codes are used in your distribution files.
- The current version is available upon request at any time.
- This is the template to use for reporting all new programs. For new programs, complete and highlight all fields and send it to the OUAC.
- Note: Some standard fields that appear on this spreadsheet may not currently be in use by your institution.
Supporting Table Listing
These documents are available from the OUAC Portal.
Other Change Requests
- All other changes that affect the functionality of the application will be implemented at the mid-cycle release date (mid-March).
- Requested changes will be scoped out, estimated (time and costs) and signed off by the university and the OUAC, prior to completing the programming work.
- Requested work will be completed by the release date if the requirements are signed off 6 weeks before the next release date. Work requested after the initial change request deadline for the next release will be reviewed to determine if there is OUAC staff availability. If no staff member is available, the work will be postponed until the next release date.
- The September release date will be the start of the new cycle. Outstanding or incomplete applications from the prior timeframe will be made inactive, and the applicant will need to begin the application process again.
- Fee changes will be incorporated only into the September release. Audit and fiscal reporting prevent mid-cycle fee changes.
- Changes that affect distribution can be made in September only.
- Each existing contract is allocated 2 days of programming resources within the cycle, which can be spread over the 2 release dates. Additional charges for any work requested beyond the 2-day allotment will be chargeable and estimated prior to work being done.
OUAC Contacts: Graduate Contract Applications
The Professional Department is responsible for the day-to-day processing of graduate applications.
Note: Include the applicant’s OUAC Reference Number and name on any correspondence.
Day-to-day Inquiries
Applicant inquiries (after they have submitted their application) or day-to-day processing inquiries:
[email protected]
Program changes and requests for university program listings:
Chi Lee
Phone: 519-823-1940, ext. 6277
Email: [email protected]
Shannon Ho
Phone: 519-823-1940, ext. 6238
Email: [email protected]
System Issues
Shannon Ho
Manager, Graduate and Professional Programs
Phone: 519-823-1940, ext. 6238
Email: [email protected]
or
Jen Paradise-McCurdy
Director, Business Services
Phone: 519-823-1940, ext. 6250
Email: [email protected]