PCC KPI Guidelines

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Five Key Performance Indicators (KPIs) will be calculated and published for private career colleges (PCCs): Graduation Rate, Graduate Employment Rate, Graduate Employment Rate in the Field of Study, Graduate Satisfaction and Employer Satisfaction.

This website is intended to provide you, as an OSAP-approved PCC, with next steps required to allow Forum Research Inc. (Forum), working on behalf of the Superintendent of Private Career Colleges, to calculate graduation rates for your vocational programs and contact your graduates six months after graduation to administer a graduate outcomes survey, from which the remaining two KPIs (Graduate Employment Rate and Graduate Employment Rate in the Field of Study) are calculated.

To get started uploading your files, please follow the steps below:

  1. Download the Private Career College KPI Operating Procedure (Operating Procedure) by clicking here.

  2. Compile your enrolment and graduate data files following the format in the Operating Procedure and/or use the enrolment and graduate data file Excel templates available in the Important Documents section below. If you use the templates, be sure to remove the example row before submitting.

  3. Prior to March 31, 2022, upload your enrolment and graduate data files for 2021 to Forum by logging in at https://reporting.forumresearch.com/PCC/.

    When uploading your files please remember the following:
    • Your enrolment files must include all students who were eligible to graduate during the 2021 Winter, Summer and Fall Term, as defined in the Operating Procedure. This means that you must include all students that would fall within the Graduation Allowed Period (200% duration) associated with your vocational programs. For example, if your longest vocational program is two years in duration, you must include all students that were enrolled beginning four years ago, (e.g., beginning with the 2017 "Summer Term" enrolments). Please refer to the Operating Procedure for more detail.
    • You will have to upload two files per Graduation Term – one enrolment data file and one graduate data file. Be sure to upload your enrolment file first as the graduate data files will be checked against existing enrolments.
      Note: While you do need to upload enrolment files previous to the 2020 Winter Term, you do not have to upload graduate files for those terms.

    Notes:

    • The deadline for uploading your enrolment and graduate files for 2021 is March 31, 2022. However, we encourage you to upload your files as soon as possible to ensure that we can provide you with additional support, should you require it.
    • When you submit the files, you will need to provide Forum with the e-mail address of your key executive – president, Chief Executive Officer, owner, director or officer – as well as the email address of your auditor (Licensed Public Accountant). Forum will send these individuals a confirmation e-mail once you upload both your enrolment and graduate data files.
Name Description Download
Policy Directive #11 Policy Directive #11 – Private Career College KPI and Performance Objectives English (.pdf)
Operating Procedure 2021 KPI Operating Procedure
(Revised on October 6th, 2021)
English (.pdf)
Audit Guidelines 2021 Audit Guidelines
TBD
KPI Questions and Answers Frequently asked questions regarding the KPI process. English (.pdf)
Enrolment Template File You can use this template as a basis for generating the enrolment data file(s) you need to submit. Be sure to review the "Instructions for Completing the Enrolment Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)
Graduate Template File You can use this template as a basis for generating the graduate data file(s) you need to submit. Be sure to review the "Instructions for Completing the Graduate Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)

Note: You will need to install a free PDF Viewer to view the PDF files.

Name Description Download
Policy Directive #11 Policy Directive #11 – Private Career College KPI and Performance Objectives English (.pdf)
Operating Procedure 2020 KPI Operating Procedure
(Revised on January 11th, 2020)
English (.pdf)
Audit Guidelines 2020 Audit Guidelines
English (.pdf)
KPI Questions and Answers Frequently asked questions regarding the KPI process. English (.pdf)
Enrolment Template File You can use this template as a basis for generating the enrolment data file(s) you need to submit. Be sure to review the "Instructions for Completing the Enrolment Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)
Graduate Template File You can use this template as a basis for generating the graduate data file(s) you need to submit. Be sure to review the "Instructions for Completing the Graduate Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)

Note: You will need to install a free PDF Viewer to view the PDF files.

Name Description Download
Policy Directive #11 Policy Directive #11 – Private Career College KPI and Performance Objectives English (.pdf)
Operating Procedure 2019 KPI Operating Procedure
(Revised on November 1st, 2019)
English (.pdf)
Audit Guidelines 2019 Audit Guidelines
English (.pdf)
KPI Questions and Answers Frequently asked questions regarding the KPI process. English (.pdf)
Enrolment Template File You can use this template as a basis for generating the enrolment data file(s) you need to submit. Be sure to review the "Instructions for Completing the Enrolment Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)
Graduate Template File You can use this template as a basis for generating the graduate data file(s) you need to submit. Be sure to review the "Instructions for Completing the Graduate Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)

Note: You will need to install a free PDF Viewer to view the PDF files.

Name Description Download
Policy Directive #11 Policy Directive #11 – Private Career College KPI and Performance Objectives English (.pdf)
Operating Procedure 2018 KPI Operating Procedure
(Revised on January 4th, 2019)
English (.pdf)
Audit Guidelines 2018 Audit Guidelines
English (.pdf)
KPI Questions and Answers Frequently asked questions regarding the KPI process. English (.pdf)
Enrolment Template File You can use this template as a basis for generating the enrolment data file(s) you need to submit. Be sure to review the "Instructions for Completing the Enrolment Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)
Graduate Template File You can use this template as a basis for generating the graduate data file(s) you need to submit. Be sure to review the "Instructions for Completing the Graduate Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)

Note: You will need to install a free PDF Viewer to view the PDF files.

Name Description Download
Policy Directive #11 Policy Directive #11 – Private Career College KPI and Performance Objectives English (.pdf)
Operating Procedure 2017 KPI Operating Procedure
(Revised November 6, 2017)
English (.pdf)
Audit Guidelines 2017 Audit Guidelines
English (.pdf)
KPI Questions and Answers Frequently asked questions regarding the KPI process. English (.pdf)
Enrolment Template File You can use this template as a basis for generating the enrolment data file(s) you need to submit. Be sure to review the "Instructions for Completing the Enrolment Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)
Graduate Template File You can use this template as a basis for generating the graduate data file(s) you need to submit. Be sure to review the "Instructions for Completing the Graduate Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)

Note: You will need to install a free PDF Viewer to view the PDF files.

Name Description Download
Policy Directive #11 Policy Directive #11 – Private Career College KPI and Performance Objectives English (.pdf)
Operating Procedure 2016 KPI Operating Procedure
(Revised July 1, 2016)
English (.pdf)
Audit Guidelines 2016 Audit Guidelines
English (.pdf)
KPI Questions and Answers Frequently asked questions regarding the KPI process. English (.pdf)
Enrolment Template File You can use this template as a basis for generating the enrolment data file(s) you need to submit. Be sure to review the "Instructions for Completing the Enrolment Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)
Graduate Template File You can use this template as a basis for generating the graduate data file(s) you need to submit. Be sure to review the "Instructions for Completing the Graduate Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)

Note: You will need to install a free PDF Viewer to view the PDF files.

Name Description Download
Policy Directive #11 Policy Directive #11 – Private Career College KPI and Performance Objectives English (.pdf)
Operating Procedure 2015 KPI Operating Procedure
(Revised August 14, 2015 – One-time Audit)
English (.pdf)
Audit Guidelines 2015 Audit Guidelines
(Revised August 14, 2015 – One-time Audit)
English (.pdf)
KPI Questions and Answers Frequently asked questions regarding the KPI process. English (.pdf)
Enrolment Template File You can use this template as a basis for generating the enrolment data file(s) you need to submit. Be sure to review the "Instructions for Completing the Enrolment Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)
Graduate Template File You can use this template as a basis for generating the graduate data file(s) you need to submit. Be sure to review the "Instructions for Completing the Graduate Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)

Note: You will need to install a free PDF Viewer to view the PDF files.

Name Description Download
Policy Directive #11 Policy Directive #11 – Private Career College KPI and Performance Objectives English (.pdf)
Operating Procedure 2014 KPI Operating Procedure
(Revised November 20, 2014)
English (.pdf)
Audit Guidelines 2014 Audit Guidelines
(Revised November 13, 2014)
English (.pdf)
KPI Questions and Answers Frequently asked questions regarding the 2014 KPI process. English (.pdf)
Enrolment Template File You can use this template as a basis for generating the enrolment data file(s) you need to submit. Be sure to review the "Instructions for Completing the Enrolment Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)
Graduate Template File You can use this template as a basis for generating the graduate data file(s) you need to submit. Be sure to review the "Instructions for Completing the Graduate Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)

Note: You will need to install a free PDF Viewer to view the PDF files.

Name Description Download
Policy Directive #11 Policy Directive #11 – Private Career College KPI and Performance Objectives English (.pdf)
Operating Procedure 2013-14 Private Career College KPI Operating Procedure
(Revised December 12, 2013)
English (.pdf)
Audit Guidelines 2013-14 Audit Guidelines
(Revised January 30, 2014)
English (.pdf)
Audit Guidelines
Appendix A
Auditor's Report Template (recommended) English (.pdf)
Auditor Questions and Answers Frequently asked questions for Auditors. English (.pdf)
Enrolment Template File You can use this template as a basis for generating the enrolment data file(s) you need to submit. Be sure to review the "Instructions for Completing the Enrolment Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)
Graduate Template File You can use this template as a basis for generating the graduate data file(s) you need to submit. Be sure to review the "Instructions for Completing the Graduate Data Record" section in the Operating Procedure document to make sure your data formatting is correct. Excel (.xlsx)

Note: You will need to install a free PDF Viewer to view the PDF files.

FAQs

Audit Portal Questions


Where do I find the audit guidelines?

Audit guidelines are available for download at the www.PCCKPI.ca website. Click on the appropriate collection cycle on the left hand side. The webpage will indicate several files available for download including the audit guidelines. If you cannot find the guidelines for the most recent collection cycle, it is because they are not yet available.


I am auditor for a PCC. Where do I download the files uploaded by the PCC I am auditing and where do I upload an audit report?

You should have received an automated email with a personalized link from Forum Research that takes you to a page with PCC files to audit and upload audit reports. Please ensure the PCC associated the correct auditor email with their files. If they submitted the incorrect (ie. misspelled) email, you would not have received an automated link.


My auditor does not have access to all KPI files I have uploaded. What do I do?

The auditor email must be provided for each year and term. To do this, please go to the file submission page, and click on "edit" found after the auditor email under column "Auditor's Email". This will ensure your auditor has access to all files needed. Please make sure an auditor email is associated with each term and that it is spelled correctly.


My auditor has asked me to make some corrections, how can I re-upload the files?

The auditor's upload page has a built-in option that triggers the system to re-open upload windows. Please have your auditor select the collection cycle and indicate that the PCC requires re-uploading. An email will be sent to the PCC indicating that the auditor has specified errors with the KPI files. The upload windows should then allow you to upload the corrected files.


My auditor said that they opened the upload windows for me but when I logged in, they are not open. What do I do?

Please note that the system will only re-open upload windows for 1 week. If it is passed this 1 week mark, have your auditor re-open the upload windows from the auditor's upload page.


I am the auditor for a PCC. I have not received the email to the auditor's link. Where do I access this link?

Please to go the PCC File submission page. Under the column, Auditor's email, please confirm that the email for the auditor is correct. If it is, please click on "Resend email". This will ensure your auditor receives the email with the link. To edit the email, simply click on "Edit" to change the email. You will need to click on "Resend email" after you have made any changes. NOTE: If there are multiple files to be audited, the email must be edited for all upload windows. For example, if you wish to add a new auditor to the portal for 2018, please change the email for all 6 2018 upload windows.


Does my auditor still need to submit a report based on 0 entrants/graduates?

Yes, your auditor will need to submit an auditor report stating that the PCC is within compliance. Please refer to the Audit Guidelines found on the pcckpi.ca webpage if needed.

Fieldwork


Will wrong numbers or refusals to complete the survey negatively impact my Key Performance Indicators?

No, for calculation of the survey-based Key Performance Indicators (all excluding Graduation Rate), the denominator includes all graduates in the labour force, where labour force is defined as those employed, those not employed but looking for a job, or those not employed but who had accepted a job to start shortly. Only graduates that are successfully contacted by phone and consent to complete the graduate outcomes survey are included in the final Key Performance Indicator calculations.


What are the cost implications for private career colleges?

Private career colleges should assume that they will pay approximately $20.00 - $30.00 for each completed graduate outcomes and employer satisfaction survey. This will include a unit cost ($13.55 for graduate survey; $9.85 for employer survey) as well as a fixed cost allocation which is shared across all private career colleges in the sector, associated with the costs of calculating the final KPIs and producing the preliminary/final reports.

General


The primary contact email has changed

If the latest RICC has not been updated with this information we cannot change the primary contact. The primary contact must be found in RICC. Please contact the Ministry to have your contact information updated.


What is a grace period?

The Grace Period is the calendar period of time during which an entrant can withdraw from a vocational program and not be considered to have started that program. The Grace Period will be defined as the lesser of 25% of program duration (i.e., one week for every month), to a maximum of eight weeks. Students that withdrew from a vocational program within its Grace Period should not be included in the enrolment data file for the associated term.


I had no graduates or enrolments for a term. What do I do?

Please note that you will need to report that there are 0 entrants and 0 graduates. To do this, please log into the portal, go to the file submission page, click on Upload located listed with the window you are reporting. This will bring you to the file upload page. Select the campus, input the primary contact's email and the auditors email. Ensure that the option "I have no students to submit for this period" is selected and then click on "Please click here to upload an empty file". The system will automatically upload an empty file for you and generate a confirmation code.


What is an ORGID?

An ORGID, or the Organization ID is a 6-digit number starting with a 2 defined by the Ministry of Colleges and Universities in the Registration Information for Career College (RICC) system.


What is a reference code?

The uploader on the file submission page generates a file name or reference code when any data is uploaded to our system. If the file is unsuccessfully uploaded, the error message generates a reference code indicating the ORGID, PCCID, year, term and time of upload. If you are unable to fix the file error, you must email this reference code to we know which file requires troubleshooting.


There is a program that is not listed on the approved program list so I cannot upload a file. What should I do about this?

The approved program list is provided to Forum by the Ministry. In order to have this changed, contact your inspector.

KPI Results


What Key Performance Indicators will be published for private career colleges on a go-forward basis?

The following six Key Performance Indicators are calculated and will be published for private career colleges in the sector:
1. Graduation Rate;
2. Graduate Employment Rate;
3. Graduate Employment Rate in the Field of Study;
4. Graduate Satisfaction Rate;
5. Employer Satisfaction Rate; and
6. OSAP Default Rate


When will KPI results be relased?

Please contact the Ministry for information on timing surrounding the release of KPI results.


Who should I contact at the Ministry regarding KPI results?

Please contact your Inspector.

OSAP Approval


I am seeking OSAP approval and I would like to know the process and what KPIs are necessary for this.

Please contact the Ministry regarding OSAP designation.

Portal Questions


Where do I find the audit guidelines?

Audit guidelines are available for download at the www.PCCKPI.ca website. Click on the appropriate collection cycle on the left hand side. The webpage will indicate several files available for download including the audit guidelines. If you cannot find the guidelines for the most recent collection cycle, it is because they are not yet available.


I am auditor for a PCC. Where do I download the files uploaded by the PCC I am auditing and where do I upload an audit report?

You should have received an automated email with a personalized link from Forum Research that takes you to a page with PCC files to audit and upload audit reports. Please ensure the PCC associated the correct auditor email with their files. If they submitted the incorrect (ie. misspelled) email, you would not have received an automated link.


My auditor does not have access to all KPI files I have uploaded. What do I do?

The auditor email must be provided for each year and term. To do this, please go to the file submission page, and click on "edit" found after the auditor email under column "Auditor's Email". This will ensure your auditor has access to all files needed. Please make sure an auditor email is associated with each term and that it is spelled correctly.


My auditor has asked me to make some corrections, how can I re-upload the files?

The auditor's upload page has a built-in option that triggers the system to re-open upload windows. Please have your auditor select the collection cycle and indicate that the PCC requires re-uploading. An email will be sent to the PCC indicating that the auditor has specified errors with the KPI files. The upload windows should then allow you to upload the corrected files.


My auditor said that they opened the upload windows for me but when I logged in, they are not open. What do I do?

Please note that the system will only re-open upload windows for 1 week. If it is passed this 1 week mark, have your auditor re-open the upload windows from the auditor's upload page.


I am the auditor for a PCC. I have not received the email to the auditor's link. Where do I access this link?

Please to go the PCC File submission page. Under the column, Auditor's email, please confirm that the email for the auditor is correct. If it is, please click on "Resend email". This will ensure your auditor receives the email with the link. To edit the email, simply click on "Edit" to change the email. You will need to click on "Resend email" after you have made any changes. NOTE: If there are multiple files to be audited, the email must be edited for all upload windows. For example, if you wish to add a new auditor to the portal for 2018, please change the email for all 6 2018 upload windows.


Does my auditor still need to submit a report based on 0 entrants/graduates?

Yes, your auditor will need to submit an auditor report stating that the PCC is within compliance. Please refer to the Audit Guidelines found on the pcckpi.ca webpage if needed.


I am a new school. How do I get my login information?

You should have received an automated email that included this information. Please check your junk folder just in case you can't find it in your inbox. Please note that in order to receive this email, you need to be included in RICC. Please confirm with your Inspector and/or the Ministry you are registered in RICC. If you are not in RICC, please register with MTCU.


Why can't I upload my graduate file before, or without, an enrolment file?

The graduate upload window for any term will not open until an enrolment file is uploaded. Please upload and enrolment first in order to upload any graduate files.


Why can't I access all PCCs on my user account?

Secondary user accounts are only given access to one PCCID. In order to access all PCCs under one ORGID, you must log in at the Org level (using the ORGID as your username) and associate the email address you are using to login with multiple PCCIDs. If you would like access to other PCC file submission pages, you must contact the primary account holder to give you access to more than one PCC.


What fields are mandatory/optional in the enrolment and graduate file templates?

Information surrounding mandatory and/or optional employer fields is outlined in the Operating Procedures. Please go to www.PCCKPI.ca and please download the Operating Procedures for the year you are uploading and refer to the Appendices specific to populating and/or formatting data files.


How do I reset my password?

Please use the following URL to reset your password: https://reporting.forumresearch.com/PCC/ResetPassword.aspx


How do I create a sub-user?

Hello, please log into the reporting portal. Once you have logged in please ensure you are at this URL: https://reporting.forumresearch.com/PCC/Admin. If you do not have access the Admin page, please contact the primary account holder as this individual has access to the Admin page. Scroll down to step 2, enter in first name, last name, email and campus. NOTE: Ensure you keep note of the password listed under these fields as this password cannot be retrieve after account is created. Then click on "Create User".


Where can I find the Enrolment/Graduate File Templates and/or Operating Procedures?

Please go to www.PCCKPI.ca and click on the appropriate collection cycle on the left hand side and You will see the options to download files such as operating procedures, audit guidelines and current templates for data files.


What are the upload window deadlines?

Please refer to the Operating Procedures specific to the collection cycle that you are uploading for. If you do not have a copy of the operating procedures, you can download a copy at www.PCCKPI.ca.


I need to re-upload a file but the window is closed. What do I do?

We will need proof from the Ministry that you have been approved to re-upload files for the terms in question. Once this information is provided, we will manually open the upload window for you to re-upload for a predetermined period of time.


What is the URL for where I upload my files?

The URL for KPI reporting is https://pcckpi.ca/login This website is also listed on the pcckpi.ca website.

Purpose of KPIs


What will Key Performance Indicators achieve?

The purpose of Key Performance Indicators is to measure private career college student experience in a way that helps prospective students and their families make an informed choice on which program and private career college to select. For additional information, please refer to the current operating procedures.


Some of my vocational programs operate on a continuous enrolment basis. How will this impact my Key Performance Indicators?

The enrolment and graduate data files you upload to Forum will allow for Forum to determine whether or not each student, reported as an entrant for a specific Enrolment Term, graduated within the 200% Graduation Allowed Period and therefore should be counted as a graduate in calculating the Graduation Rate for their vocational program. The 200% Graduation Allowed Period will be applied to individual students based on their reported enrolment date and the approved duration of their program (in weeks).


For some of my programs, a student is provided the option to "double shift", meaning he/she will attend two classes per day. Is this going to create a problem when students are reported as graduates prior to the approved program duration (in weeks) for th

Vocational programs must be delivered as approved in the Registration Information for Career Colleges (RICC) system. This means that students who enroll in a vocational program should not graduate before the program’s approved duration (in both hours and weeks). The only exception to this rule is students who received advance standing in a vocational program (e.g., "early graduates"). If you are currently delivering a vocational program other than as approved in RICC, you must contact your Inspector and submit an application for program approval with revised duration.


Should I include third party funded students in my enrolment and graduate data files (e.g., Workplace Safety and Insurance Board, Aboriginal funding)?

You must include all students who were/are enrolled in your approved vocational programs in your enrolment and graduate data files. You must include "T" in the "Funding Status" column of your data files where students are third-party funded unless these students receive Workplace Safety and Insurance Board (code "W") or Aboriginal (code "N") funding.


Why did the Superintendent implement Key Performance Indicators for private career colleges?

Both the Ontario Auditor General (2011) and the Drummond Commission (2012) recommended that the ministry collect, validate and publish performance indicators in the private career college sector in order to help prospective students make more informed decisions around their postsecondary education and to allow the ministry to better oversee private career colleges in the sector. For additional information, please refer to the up-to-date operating procedures.


Who pays for Key Performance Indicators?

Private career colleges should expect to receive an invoice related to KPI services in the winter of the year following the start of the collection cycle. For additional information, please refer to the current operating procedures.


Who is responsible for collecting KPI data from private career colleges and calculating the final Key Performance Indicators?

In fall 2012, the ministry underwent a competitive procurement process and signed a contract with Forum Research Inc. for data collection, analysis and reporting processes required to calculate and publish Key Performance Indicators for private career colleges. PCCs are required to submit enrolment and graduate information which Forum Research uses to calculate and validate graduation rates for vocational programs.

Uploading


I keep on getting errors when I am trying to upload my files. What do I do?

Please follow the steps below to fix errors when trying to upload your files.
1. Utilize only the new templates available at the very bottom of the file submission page on the portal. Alternatively, these files can be downloaded from pcckpi.ca by clicking on the collections cycle on the left hand side. You will see the option to download the Enrolment and Graduate Templates.
2. Before uploading the file, ensure that it is a .xlsx file.
3. Do not change any of the formatting. The template is designed specifically so that the system can read the data.
4. Errors mentioning "DBNull" or "Object reference not set to an instance object" usually refers to formatting errors within the program duration columns (weeks and hours). Ensure those cells are formatted to numbers.
5. Make sure there are no extra characters or spaces in any of the cells otherwise the system is unable to read the data. To check if there are any extra characters, save the file as a .csv and open the file in notepad. This will show any extra spaces characters with the file that must be removed.
6. Follow all the guidelines on the operating procedures as to what is allowed under each column for both data files. If you continue to experience errors, please fill out the form below.


Upload Windows

Please check posted KPI Operating Procedures under referenced year in the “Uploading Student Data Files” section found under “Important Documents” – 20YY Collection Cycle”. If the new operating procedures are not released by the ministry for the current year, all PCCs will be contacted when the new operating procedures have been released.


How do I report a student that enrolled in one program, and then transferred into another? This student would have been enrolled twice in different programs.

Students who transfer from programs after the grace period must be included as transfer students in the appropriate enrolment file with information listed under columns AU (Transfer Status) and AV (Program Transferred From). Please note that the system will not accept the subsequent enrolment file with the transfer student if the initial enrolment date was not included in a previous enrolment file. For more information about transfer students, please download the Operating Procedures at www.PCCKPI.ca website and refer to respective pages regarding transfers.


I received an email stating that some files have been uploaded. However, I have all confirmation codes for those uploads.

The system automatically removes any subsequent graduate files when an enrolment file is re-uploaded. The system is designed in such a way to ensure there are no graduate files without enrolment files. If you re-upload an enrolment file, you will need to re-upload subsequent graduate files.


I will not be able to upload my files in time and I need an extension. What do I do?

Please note Forum Research does not have to authority to grant extensions for KPI files and audit file submission. Please contact the Ministry regarding extensions.


Do I have any outstanding KPI files that still need to be uploaded?

Please login to the file submission page. All files uploaded are listed. If the status says "Missed" or "Upload", it is outstanding and will need to be uploaded. "0 records" indicates that you have uploaded a file that does not contain students. In other words, you uploaded a file with "0 students".


If a student is 100% OSAP funded and I enter "Y" in the "OSAP Funding" column, do I leave the "Funding Status" column blank? What code do I use in the "Funding Status" column if the student is receiving funds from more than one funding source?

If a student is 100% OSAP funded, enter "Y" in the "OSAP Funding" column of your data file and enter "O" in the "Funding Status" column to indicate that the student is not receiving funds from any other funding source. If a student is only partially funded by OSAP (e.g., not 100% tuition), please include "Y" in the "OSAP Funding" column and enter the primary non-OSAP funding source in the "Funding Status" column. Only reference "L" for "Self-Funded" if the individual does not receive funding from any of the other non-OSAP funding


I have an enrolment or graduate in a program that is not on the Approved Program List. What do I do?

Our Approved Program List stems from the RICC. If it is not in RICC, it is not approved. Please contact the Ministry for further troubleshooting.


What does it mean if I put "P" for "Other" in the "Funding Status" column?

The code "P" for "Other" represents those students that receive out-of-province funding as well as any other funding sources that are not currently coded.


I need to reupload a file but the window is closed. What do I do?

We will need proof from the Ministry that you have been approved to reupload files for the terms in question. Once this information is provided, we will manually open the upload window for you to reupload for a predetermined period of time.


What is my OSAP Institution Code?

A four-digit code, assigned by the ministry, if not OSAP-approved you would enter in "XXXX"

Do you still need help?

Please provide the following information and a member of our help desk team will get back to you as soon as they can.


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