STEPS Information Session for: Liaison College Prepared by: April Chato

1. STEPS Information Session for: Liaison College Prepared by: April Chato Ontario Association of Career Colleges aprilchato@oacc.on.ca 519-752-2124 Ext. 113 Presented by: Lorna Mills https://steps.oacc.on.ca/

2. The purpose of STEPS and what happens when a student needs a transcript. What STEPS has to offer… • Easy and secure access by private career colleges for the purpose of storing and retrieving student transcript data • Provide former career college students with an easy and secure method of requesting copies of transcripts • 25 years secure storage following the end of student programs of study • OACC has been pre-qualified by the Ministry of Training, Colleges, and Universities to provide transcript maintenance and issuance services on behalf of Ontario’s private career colleges and their students

3. In compliance with the Ministry Requirements… • Name of PCC as it appears on the ministry registration and the address. • Students Name and student number (if any) • Name and code(if any) of program, each course • Credits or Advanced standing given to the student • Student academic history: • Period of attendance • grade received for each course • Academic awards and honors • Credentials awarded and the date • Transcript Issue Date

4. Excerpt From Regulation 415 re Transcripts Student transcripts 34. (1) The following rules and practices are prescribed for the purposes of subsection 30 (2) of the Act as the rules and practices that every private career college must follow to ensure that its students and former students have access to their transcripts: 1. A copy of every student’s transcript shall be kept in accordance with subsection 30 (1) of the Act at the campus of the private career college which the student is attending or at a facility approved by the Superintendent that is located at a place that is physically separate from the private career college and that is owned and operated by a person that is not affiliated with the college. 2. A copy of every former student’s transcript shall be kept in accordance with subsection 30 (1) of the Act at a facility referred to in paragraph 1 and shall be sent to the facility within 90 days of the completion of the vocational program by the student or of the student’s withdrawal or expulsion, as the case may be.

5. 3. A private career college shall retain a person approved by the Superintendent to issue transcripts to students in the event that the college ceases to operate. 4. A private career college may retain a person approved by the Superintendent to issue transcripts to students while it is operating. 5. A private career college shall inform the Superintendent of any of the following changes at least five days prior to the change: i. A change in the owner, operator or location of a facility referred to in paragraph 1. ii. A change in the person retained under paragraph 3 or 4 and, if the person is a corporation or business, in the location of its head office. 6. A request for an official transcript by or on behalf of a student or former student may be made to the private career college or to a person retained under paragraph 3 or 4.

6. Transcript Request: Students can submit a transcript request through the STEPS website by clicking on the “Transcript Request” tab and inserting the required information. OACC will receive the request and determine the status of the college. If the college is in operation the student is contacted and informed they can make the request direct to the college. If the college is closed OACC would search the STEPS data base for the students name and generate a transcript.

7. Getting started: https://steps.oacc.on.ca/ Username Password

8. Transcript Storage Fees The per transcript fee for OACC members is: $3.50 for the first 500 transcripts stored in a given calendar year $3.00 for the next 1,500 transcripts stored $2.50 for any additional transcripts stored The per transcript fee for non OACC institutions is: $4.50 for the first 500 transcripts uploaded stored in a given calendar year $4.00 for the next 1,500 transcripts stored $3.50 for any additional transcripts stored All stored transcripts completed prior to Jan. 1, 2008 will cost $2.00 per transcript.

9. Access to many features can be done right from the dashboard of your STEPS account: Edit Locations (or click on the Institution Details tab) Edit Users (or click on the Institution Details tab) Add Funds to the Account (or click on the Financials tab)

10. Dashboard Continued… Search for stored transcripts (or click the Transcripts tab) View or add transcripts (or click the Transcripts tab)

11. STEPS Quick Start • a STEP by STEP guide to using the transcript storage system • if you do not know, you will find it here

12. STEPS is a three step system: • Upload – Add student transcript information by bulk (Excel, CSV or XML format) or single upload. • Add Funds – Funds can be added by credit card direct to your account by clicking Financials. • Store – Once information has been uploaded, checked and is error free the final step is to store.

13. Sample Transcript

14. STRONG SUPPORT… STRONG VOICE… STUDENT SUCCESS For more information please contact: (519) 752-2124 April Chato Ext. 113 aprilchato@oacc.on.ca Dena Stuart Ext. 100 denastuart@oacc.on.ca Lorna Mills Ext. 104 lornamills@oacc.on.ca Paul Kitchin Ext. 103 paulkitchin@oacc.on.ca