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Ontariocolleges.ca International Agent PortalAGENT USER GUIDE V5.0

NOV 2017Go to table of contents

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International Agent PortalTABLE OF CONTENTS

1. How do I get set up? Go To >>a) Register my account

b) Log in to the agent portal

c) Change my password

d) Reset forgotten password

e) Add or remove an agent account

2. How do I apply to college? Go To >>a) Create a new applicant

b) Handle a duplicate applicant

c) Select a college

d) Enter the applicant’s personal information

e) Provide agent details

f) Choose program(s)

g) Describe the applicant’s education

h) Upload supporting documents

i) Pay the application fee

j) Review and submit the application

3. How do I manage applicants? Go To>>a) Search, filter and sort the list of applicants

b) View and edit applicant information

4. How do I manage applications? Go To >>a) Search, filter and sort the list of applications

b) View and edit application information

c) View application status

d) Withdraw or cancel an application

5. How do I manage offers? Go To >>a) Search, filter and sort the list of offers

b) View offer status

c) View letter of acceptance

d) Accept an offer

e) Upload documents for conditional offers

f) View deposit receipt

g) Withdraw an accepted offer

h) Upload visa documents

6. How do I stay informed? Go To >>a) Track offers, acceptance, payments and pre-registrations

b) Change dashboard view

<< Go to previous page Go to next page >>

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1. How do I get set up?

<< Go to previous page Go to next page >>Go to table of contents

a) Register my account Go To >>b) Log in to the agent portal Go To >>c) Change my password Go To >>d) Reset forgotten password Go To >>e) Add or remove an agent account Go To >>

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Register my accountYOUR WELCOME EMAIL

1. When you have been granted access to the agent portal for the first time, you will receive the email below. Click the ‘Please create an account’ link to begin registering your account.


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Register my accountREGISTER YOUR EMAIL ADDRESS

2. Click the ‘Sign up now’ link under the ‘Sign In’ button.3. Type the email address of which you received the invitation into the ‘Email Address’ field.


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Register my accountVERIFY YOUR EMAIL ADDRESS

4. Click the ‘Send Verification Code’ button. When the email is sent, a new ‘Verification code’ field will appear.


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Register my accountENTER THE VERIFICATION CODE

5. Check your email for the verification email. If your code does not come through, please check your junk folder.

6. Enter the code into the ‘Verification code’ field, and click the ‘Verify Code’ button.


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Register my accountCREATE PASSWORD AND DISPLAY NAME

7. Create a new password that has: • Between 8 and 16 characters in total.• At least three of the following:

• a lowercase letter (a-z),• an uppercase letter (A-Z),• a number (0-9),• at least one of these special characters:

@ # $ % ^ & * - _ + = [ ] { } | \ : ' , ? / ` ~ " ( ) ; .

8. Enter a display name for your account.

9. Click the ‘Create’ button.


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Log in in to the agent portalLOG IN

Follow the steps below to sign into an existing account.

If you have forgotten your password, please use the Reset Forgotten Password guide.

If you need to register a new account, please use the Register My Account guide.

1. Go to https://international.ontariocolleges.ca/agent.

2. Enter the email address you supplied to the college to login and password you chose while registering your account.

3. Click on the ‘Sign In’ button.

*************


https://international.ontariocolleges.ca/agent

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Change my passwordACCESS MY ACCOUNT DETAILS

This guide shows you how to change your password after you have signed into the system. If you have forgotten your password, please use the Reset Forgotten Password guide.

1. Sign into the agent portal. If you are not sure how to do this, please use the Login guide.

2. Click on the initial icon on the top right corner of your screen to access your account details.

3. Click on the ‘My Account’ button.


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Change my passwordCHANGE PASSWORD WHEN SIGNED IN

4. You will be redirected to a new page to manage your account. Click on the ‘Change Password’ link.


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Change my passwordVERIFY YOUR EMAIL ADDRESS

5. Type in your email address in the ‘Email Address’ field.6. Click the ‘Send Verification Code’ button. When the email

is sent, a new ‘Verification code’ field will appear.


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Change passwordENTER THE VERIFICATION CODE



9. Click the ‘Continue’ button.


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Change my passwordCREATE A NEW PASSWORD AND DISPLAY NAME



@ # $ % ^ & * - _ + = [ ] { } | \ : ' , ? / ` ~ " ( ) ; .



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Reset forgotten passwordCHANGE PASSWORD WHEN NOT SIGNED IN

1. Go to https://international.ontariocolleges.ca/agent.2. Enter the email address you supplied to the college to login.

3. Click on the ‘Forgot your password?’ link.


https://international.ontariocolleges.ca/agent

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Reset forgotten passwordVERIFY YOUR EMAIL ADDRESS

4. You will be redirected to a new page to change your password. First, type in your email address in the ‘Email Address’ field.

5. Click the ‘Send Verification Code’ button. When the email is sent, a new ‘Verification code’ field will appear.


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Reset forgotten passwordENTER THE VERIFICATION CODE





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Reset forgotten passwordCREATE A NEW PASSWORD AND DISPLAY NAME



@ # $ % ^ & * - _ + = [ ] { } | \ : ' , ? / ` ~ " ( ) ; .



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Add or remove agent accountCONTACT COLLEGE

1. Contact the relevant college to add or remove an agent account.


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2. How do I apply to college?a) Create a new applicant Go To >>b) Handle a duplicate applicant Go To >>c) Select a college Go To >>d) Enter the applicant’s personal information Go To >>e) Provide agent details Go To >>f) Choose program(s) Go To >>g) Describe the applicant’s education Go To >>h) Upload supporting documents Go To >>i) Pay the application fee Go To >>j) Review and submit the application Go To >>


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Create a new applicantSELECT NEW APPLICANT

1. Log in to your account. If you are not sure how to do this, please follow the Login guide. 2. From the Dashboard view, click the ‘New Application’ link on the left.

3. Next, click the ‘New Applicant’ button on the main screen.


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Create a new applicantENTER APPLICANT’S BASIC INFORMATION

4. Fill out the Applicant’s personal information, including: • First Name,• Last Name,• Date of Birth,• Email,• Status in Canada,• Primary Country of Citizenship, if available.



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Handling a duplicate applicantDUPLICATE APPLICANT WARNING MESSAGE

1. It is possible that you will get a warning that this is a duplicate applicant, i.e. they already exist in the system.

2. If this happens, ask the applicant whether they have applied to college with another agency or on their own. • If they confirm they have already started an application or if they don’t know, please follow the guide

Search for an Applicant to find and continue an existing application. • If the duplicate is an error, please click the ‘Continue’ button.


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Select a collegeSELECT THE COLLEGE TO APPLY TO

1. You will see a list of Available Colleges for this applicant. Click on the college you would like to apply to.

You will only be able to view the colleges using our system that you have a current agreement with. If you would like to apply to a college you don’t currently have an agreement with, please contact that college’s International department to learn more.


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Select a collegeREVIEW PRE-APPLICATION CHECKLIST

2. Review the Pre-Application Checklist with the Applicant.3. Review the Personal Information Privacy statement with the Applicant.

4. With the Applicant’s acknowledgement, check the ‘I have read and understand the Personal Information Privacy statement’ statement and click the ‘Start my Application!’ button.


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Enter the applicant’s personal informationENTER THE APPLICANT’S BASIC INFORMATION

7. Enter the Applicant’s legal name as it appears on their official documentation.

• Enter the Applicant’s Title (for example: Mr, Dr, or Miss) if it appears on their official documentation.

• Enter the Applicant’s First Name, also known as Given Name.• If needed, enter the Applicant’s Middle Name; use the ‘Add Another

Middle Name’ button to add any additional Middle names if they appear on their official documentation.

• Enter the Applicant’s Last Name, also known as Family Name or Surname.

• If needed, enter the Applicant’s Suffix.

8. Confirm that the name is the same as what appears on legal documentation. We recommend physically checking the Applicant’s official documentation. Once this information is correct, click ‘Yes’.


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9. You may, if needed, add a Casual Name for the Applicant. To do so, click the ‘Add Casual Name’ button.

In the pop-up window, fill out the Applicant’s preferred Casual Name. When you are finished, click the ‘Done’ button.

You may change a Casual name at any time by clicking the ‘Edit’ button next to it.

Enter the applicant’s personal informationENTER THE APPLICANT’S CASUAL NAME (IF APPLICABLE)


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10. Confirm the Applicant’s Date of Birth that was previously entered.

11. Select the Applicant’s Gender identity.

12. Confirm the Applicant’s Citizenship information that was previously entered.

Enter the applicant’s personal informationENTER THE APPLICANT’S FURTHER INFORMATION


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11. Enter the Applicant’s mailing address.You may be required to add additional information such as State. Enter information for all fields that appear red in color. Verify with the Applicant that they can obtain mail that is sent to this address.

12. If the Applicant currently lives at this address, select the ‘Yes’ button to the question ‘Is your current address the same as your mailing address?’.

13. If the Applicant lives at a different address, select the ‘No’ button and enter their current address.

Enter the applicant’s personal informationENTER THE APPLICANT’S ADDRESS


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14. Enter the Applicant’s Contact Information:• Enter at least one phone number.• You may enter any additional phone numbers or email

addresses where the Applicant would prefer to be contacted.

15. Enter all needed details for an Emergency Contact for your Applicant.

16. Click the ‘Save + Continue’ button.

If any information is missing or incomplete, you will be returned to the Personal Information page and missing fields will appear red in color. Fill out all fields that are red.

Once all fields are filled out correctly, you will proceed to the next step.

Enter the applicant’s personal informationENTER THE APPLICANT’S CONTACT INFORMATION


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Provide agent’s detailsSELECT AGENT

1. Click the ‘Yes’ button under the question ‘Are you working with an Agent?’.

2. Select the agency that you are working for from the drop down menu.

3. Review the Authorization statement with the Applicant. With their acknowledgement, check off the “I hereby authorize my agent to act on my behalf in all matters concerning my application” statement.

4. Click the Save and Continue button.


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Choose program(s)ENGLISH PROFICIENCY SELECTION

1. Select the option that best describes the Applicant’s English proficiency.

2. Once selected, the ‘First Program Choice’ box will appear below.


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Choose program(s)CHOOSE FIRST PROGRAM

3. Select the Term when the Applicant would like to begin study. Be certain to account for time to acquire visas and relocate to the program destination, if applicable.

4. Select the Credential Type the Applicant prefers. • Any Credential Type Select this to view all programs. • Advanced Diploma Six semesters (three years) of study. • Certificate Two semesters (one year) of study. • Degree Either semesters (four years) or study. • Diploma Four semesters (two years) of study.

This is the most common College program. • Graduate Certificate Require previous post secondary certificate or

diploma for admission. Length varies.• Other Length varies.


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Choose program(s)CHOOSE FIRST PROGRAM CONTINUED

5. Select the Program Name of the program the applicant would like to apply to.6. Once a program is selected, its availability at various campuses will be shown below. If the Applicant has a preferred campus location, select it in the Preferred Campus drop down menu. We cannot guarantee campus placements. If the Applicant does not have a preference, you can keep the selection ‘No Preference’.

7. If the Applicant would like to add another program right away, you may click the ‘Add Another Program’ button and follow the same steps to add additional programs. You can always return to the application to modify program selection later.

8. Once you have added at least one program, click the ‘Save + Continue’ button.


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Describe the applicant’s educationENTER SCHOOLING INFORMATION

If previous Schooling information is available, enter it using the following steps. 1. In the Schooling section, click the ‘Add School’ button.


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Describe the applicant’s educationENTER SCHOOLING INFORMATION CONTINUED

2. In the pop-up window, fill out the details of the Applicant’s previous schooling.

3. Click the ‘Done’ button.

4. Use the ‘Add School’ button to include any additional schooling information. We recommend including all relevant education background.

5. You may use the ‘Edit’ or ‘Delete’ buttons to the right of each school to modify details or remove schooling information from the Applicant’s account.


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Describe the applicant’s educationENTER ENGLISH PROFICIENCY SCORES

If English Proficiency Test Scores are available, enter them using the following steps. 6. In the English Proficiency Test Scores section, click the ‘Add Test Score’ button.


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Describe the applicant’s educationENTER ENGLISH PROFICIENCY SCORE CONTINUED

7. In the pop-up window, fill out the details of the Applicant’s test scores.

8. If available, add a detailed breakdown of test scores for Listening, Reading, Writing and Speaking.

9. Click the ‘Done’ button.

10. Use the ‘Add School’ button to include any additional schooling information.

11. You may use the ‘Edit’ or ‘Delete’ buttons to the right of each school to modify details or remove schooling information from the Applicant’s account.


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Describe the applicant’s educationENTER ENGLISH PROFICIENCY SCORE CONTINUED

12. Click the ‘Save + Continue’ button to move on to the next step.


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Upload supporting documentsPROOF OF CITIZENSHIP

You must provide supporting documentation as evidence of the Applicant’s citizenship. Please make sure scans or photographs are of good quality and are easily readable.

1. In the ‘Proof of Citizenship’ section, click the type of document you will submit.


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Upload supporting documentsPROOF OF CITIZENSHIP CONTINUED

2. An upload window will appear. You may drag and drop a document from your computer onto the upload window, or you may click the ‘Select files(s)’ area to select a document for upload.


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Upload supporting documentsPROOF OF CITIZENSHIP CONTINUED

3. Use the ‘Add Another Document’ button to upload all relevant documents. Documents in accepted formats will appear in green. Documents in unaccepted formats will show an error. Make sure that all the documents you upload are accepted by the system.


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Upload supporting documentsACADEMIC DOCUMENTS

You must provide supporting documentation as evidence of the Applicant’s previous schooling. Please make sure scans or photographs are of good quality and are easily readable.

1. In the ‘Academic Documents’ section under the relevant establishment, click the type of document you will submit.


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Upload supporting documentsACADEMIC DOCUMENTS




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Upload supporting documentsENGLISH PROFICIENCY TEST SCORES

You may provide supporting documentation as evidence of the Applicant’s English Proficiency test score results. Please make sure scans or photographs are of good quality and are easily readable.

1. In the ‘Test Scores’ section with the relevant test score name, click the type of document you will submit.

2. An upload window will appear. You may drag and drop a document from your computer onto the upload window, or you may click the ‘Select file(s)’ area to select a document for upload.



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Upload supporting documentsVISA DOCUMENTS

You may provide supporting documentation as evidence of the Applicant’s visa status. Please make sure scans or photographs are of good quality and are easily readable.

1. In the ‘Visa Documents’ section with the relevant test score name, click the type of document you will submit.

2. An upload window will appear. You may drag and drop a document from your computer onto the upload window, or you may click the ‘Select file(s)’ area to select a document for upload.



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Upload supporting documentsOTHER DOCUMENTS

You may provide any other supporting documentation relevant to the Applicant’s application. Please make sure scans or photographs are of good quality and are easily readable.

1. In the ‘Other Documents’ section, click the type of document you will submit.




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Upload supporting documentsSAVE AND CONTINUE

12. Click the ‘Save + Continue’ button to move on to the next step.


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Pay the application feeREVIEW ORDER SUMMARY AND APPLY COUPON CODE

1. Review the Order Summary with the applicant. 2. If you have a coupon, enter the code in the Coupon Code box and

click the ‘Apply Coupon’ button to receive a discount.


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Pay the application feeINITIATE PAYMENT

3. When you are ready to pay for the application, click the ‘Pay Now’ button. 4. On the pop-up window, click the ‘Continue’ button. You will be redirected to an external payment

provider, flywire, to complete the payment.


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Pay the application feeMAKE PAYMENT THROUGH FLYWIRE

5. If the applicant has a flywire account sign in to complete the payment. If not, register a new account.6. Complete and confirm the relevant payment information and click the ‘Continue Payment’ button.

7. If applicable, follow the instructions to complete the payment and click the ‘Return to OCAS’ button.


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Pay the application feeSAVE AND CONTINUE

8. Check the order summary and click ‘Save and Continue’9. Click on the payment reference to view details of the payment


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Review and submitREVIEW AND SUBMIT

1. Review the information provided in the application.2. Check the box to agree to the terms and click the ‘Submit Application’ button.


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Review and submitDONE

3. You will see a confirmation message on the next page. Click the ‘Done’ button to return to the Applicant dashboard


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3. How do I manage applicants?

a) Search, filter and sort the list of applicants Go To >>b) View and edit applicant information Go To >>


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Search, filter and sort the list of applicantsVIEW LIST OF APPLICANTS

1. Log in to your account. If you are not sure how to do this, please follow the Login guide. 2. From the Dashboard view, click the ‘Applicants’ link under ‘List Views’ on the left.

3. The list of Applicants will be displayed to the right.


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Search, filter and sort the list of applicantsSEARCH FOR AN APPLICANT

4. At the top of the list, enter the Applicant’s name, email address or applicant number.5. The search results will appear below as the search term is being entered.


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Search, filter and sort the list of applicantsFILTER THE LIST OF APPLICANTS

6. Select the filter you would like to apply from the dropdowns to the left of the list. Applicants can be filtered by term, college or country.


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Search, filter and sort the list of applicantsSORT THE LIST OF APPLICANTS

7. Select how you would like the list to be sorted from the options to the left of the list. Applicants can be sorted by name (last name), country, last activity date or creation date and the list can be sorted in ascending or descending order.


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1. Log in to your account. If you are not sure how to do this, please follow the Login guide. 2. From the Dashboard view, click the ‘Applicants’ link under ‘List Views’ on the left.

3. Click on the Applicant that you would like to view.

View and edit applicant informationVIEW APPLICANT INFORMATION


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4. From the applicant dashboard click on the ‘View Profile’ button.

5. The applicant’s profile information will be displayed on the next page.

View and edit applicant informationVIEW APPLICANT INFORMATION


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View and edit applicant informationEDIT APPLICANT INFORMATION

6. Click the ‘change’ button at the top right to edit the Applicant’s information.


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4. How do I manage applications?

a) Search, filter and sort the list of applications Go To >>b) View and edit application information Go To >>c) View application status Go To >>d) Withdraw or cancel an application Go To >>


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Search, filter and sort the list of applicationsVIEW LIST OF APPLICATIONS

1. Log in to your account. If you are not sure how to do this, please follow the Login guide. 2. From the Dashboard view, click the ‘Applications’ link under ‘List Views’ on the left.

3. The list of applications will be displayed to the right.


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Search, filter and sort the list of applicationsSEARCH FOR AN APPLICATION

4. At the top of the list, enter the Applicant’s name, email address, program or application number.5. The search results will appear below as the search term is being entered.


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Search, filter and sort the list of applicationsFILTER THE LIST OF APPLICATIONS

6. Select the filter you would like to apply from the dropdowns to the left of the list. Applications can be filtered by term, college, country or status.

7. If the ‘Review’ status is selected, applications can also be filtered by program status.


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Search, filter and sort the list of applicationsSORT THE LIST OF APPLICATIONS

8. Select how you would like the list to be sorted from the options to the left of the list. Applications can be sorted by last activity date, submitted date or applicant name and the list can be sorted in ascending or descending order.


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View and edit application informationVIEW APPLICATION INFORMATION


3. Click on the application that you would like to view


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View and edit application informationEDIT APPLICATION IN DRAFT STATUS

4. When the application is in ‘Draft’ status, sections of the application can be updated by clicking the ‘Change’ button at the top right of each section.


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5. When the application is in ‘Review’ status, the selected programs can be updated by clicking the ‘Change’ button at the top right.

View and edit application informationEDIT APPLICATION IN REVIEW STATUS


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View application statusVIEW APPLICATION STATUS


3. The application status is displayed next to each application in the list. Applications can either be in ‘Draft’, ‘Review’ or ‘Closed’ status.


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Withdraw or cancel an applicationWITHDRAW OR CANCEL AN APPLICATION


3. Search for the application you wish to withdraw or cancel and click on the application.

4. At the top right of the screen click the ‘Contact College’ link and contact the relevant college through the contact details provided in the pop-up window.


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5. How do I manage offers?

a) Search, filter and sort the list of offers Go To >>b) View offer status Go To >>c) View letter of acceptance Go To >>d) Accept an offer Go To >>e) Upload documents for conditional offers Go To >>f) View deposit receipt Go To >>g) Withdraw an accepted offer Go To >>h) Upload visa documents Go To >>


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1. Log in to your account. If you are not sure how to do this, please follow the Login guide. 2. From the Dashboard view, click the ‘Offers’ link under ‘List Views’ on the left.

3. The list of offers will be displayed to the right.

Search, filter and sort the list of offersVIEW LIST OF OFFERS


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Search, filter and sort the list of offersSEARCH FOR AN OFFER

4. At the top of the list, enter the applicant’s name, email address, program or application number.5. The search results will appear below as the search term is being entered.


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Search, filter and sort the list of offersFILTER THE LIST OF OFFERS

6. Select the filter you would like to apply from the dropdowns to the left of the list. Offers can be filtered by term, college, country, status or type.


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Search, filter and sort the list of offersSORT THE LIST OF OFFERS

7. Select how you would like the list to be sorted from the options to the left of the list. Offers can be sorted by offer expiration date, offered date, program start date or applicant name and the list can be sorted in ascending or descending order.


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View offer statusVIEW OFFER STATUS


3. The offer status is displayed next to each offer in the list. Offers can either be in ‘Accepted’, ‘Declined’, ‘Offered’, ‘Paid’, ‘Pre-Registered’, ‘Revoked’ or ‘Withdrawn’ status.


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View letter of acceptanceFIND OFFER


3. Select the offer you wish to view


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4. On the offer details page, click the ‘View Letter of Acceptance’ link.5. If a previous letter of acceptance was received, a ‘View Previous Letters’ link will appear.

View letter of acceptanceVIEW LETTER OF ACCEPTANCE


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Accept an offerCONFIRM OFFER ACCEPTANCE

6. On the offer details page, click the ‘Accept Offer’ button.7. A confirmation message will appear. Read the information provided and click the ‘Continue’ button to confirm acceptance of the offer.


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Upload documents for conditional offersFIND CONDITIONAL OFFER


3. In the ‘Filter by Type’ dropdown select ‘With Conditions’ to view all conditional offers and select the offer you wish you view.


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Upload documents for conditional offersCHECK CONDITIONS

4. On the offer details page note the offer conditions at the bottom.5. Click on the Applicant’s name at the top to go to the Applicant dashboard page.

6. On the Applicant dashboard page click the ‘View Profile’ button.


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Upload documents for conditional offersUPLOAD DOCUMENTS

7. On the Applicant profile page, scroll down to the bottom and click the ‘Change’ button at the top right of the ‘Support Documents’ section.

8. In the relevant section, click the ‘Add Another Document’ button then select the relevant file from your computer to upload.


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View deposit receiptFIND OFFER


3. Select the Offer you wish to view. Note: the offer status must be ‘Paid’ or ‘Pre-Registered’ to view deposit receipt.


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View deposit receiptVIEW DEPOSIT RECEIPT

4. On the offer details page, click the ‘View Deposit Receipt’ link.


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Withdraw an accepted offerFIND OFFER


3. Select the offer you wish to view.


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4. On the offer details page, click the ‘Withdraw Acceptance’ link.5. A confirmation message will appear. Read the information provided, select the withdraw reason from the dropdown and click the ‘Continue’ button to confirm withdrawing acceptance of the offer.

Withdraw an accepted offerWITHDRAW ACCEPTANCE


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3. In the search box enter the name of the Applicant you wish to find and select the offer you wish to view.

Upload visa documentsFIND OFFER


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Upload visa documentsCHANGE STATUS TO VISA RECEIVED

4. On the offer details page click the ‘Visa Received’ button. 5. A confirmation message will appear. Read the information provided and click the ‘Continue’ button to confirm that you have received the necessary visa documents for the offer.


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Upload visa documentsGO TO APPLICANT PROFILE

6. A message will appear at the top of the screen prompting you to upload a copy of the Applicant’s visa documents.

7. Click the ‘Upload Visa Documents’ button to go to the Applicant’s profile page.


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Upload visa documentsUPLOAD DOCUMENTS

7. On the Applicant profile page, scroll down to the ‘Visa Documents’ section and select the visa document that you wish to upload.

8. Select the relevant file from your computer to upload.


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6. How do I stay informed?

a) Track offers, acceptance, payments and pre-registrations Go To >>b) Change dashboard view Go To >>


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Track offers, acceptance, payments and pre-registrationsDASHBOARD

1. Log in to your account. If you are not sure how to do this, please follow the Login guide. 2. From the Dashboard view you can see the funnel of applications from offer through to acceptance, payment and pre-registration.

3. At the top, you can see the number of visas in progress, accepted offers, new offers and applications with no decision. Each box can be clicked on to see further detail.


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Change dashboard viewCHANGE VIEW

4. The dashboard view can be changed to see the information by term or college.5. To change the view select the relevant option from the dropdowns at the top of the page.


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Thank You

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