Preparing Data Sets Using the Excel Template
  • 15 May 2024
  • 2 Minutes to read
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Preparing Data Sets Using the Excel Template

  • Dark
    Light
  • PDF

Article summary

In the Excel file, complete the following fields for each student.

Note: Each Microsoft Excel file is limited to 250 students (rows).

  • DLI Name (optional)

  • DLI Number (optional)

  • Student Number

  • Student Full Name, as it appears on a valid passport or identity document

  • Student Date of Birth (YYYY-MM-DD)

  • Street Address, including Unit or Apartment Number

  • City / Town

  • Province / State / Prefecture (optional)*

  • Country*

  • Postal / Zip (optional)

*Note: For Province / State / Prefecture and Country fields, we use ISO standard 3166. Although not required, it’s recommended that you follow this standard. See the following list of province and country codes.

ISO_Standard_3166_Province_&_Country_codes
246.12 KB

The following fields are optional (see additional notes below):

  • Program Title

  • Campus Name

  • Level of Study

  • Term

  • Program Start Date (YYYY-MM-DD)

  • Program End Date (YYYY-MM-DD)

  • Program Length

  • Student Citizenship (if possible, use the ISO 3166 country conventions)

Additional rules for optional fields:

  • Program Title must be a minimum of five (5) characters.

  • Program Start Date must be a minimum of 2023-12-23.

  • Program End Date must be later than the Program Start Date.

  • Campus Name, Level of Study, Term, and Program Length don't have any particular restrictions other than they have between one (1) and 256 characters. If you provide these fields, then Program Title, Program Start Date, and Program End Date are required.

  • Student Citizenship is not tied to any other field and can be included outside of the Program-related fields – or not.

Excel File Template

OCAS-PAL-ExcelTemplate
18.28 KB

Example of a Completed Excel File

OCAS-PAL-Example-Excel-Completed
19.21 KB

Field Descriptions

The following table describes the format for each field in the Excel file.

Columns

Type

Size

Optional

Format

DLI #

String

128

Y

DLI Name

String

128

Y

Campus

String

256

Y

Student Number

String

512

N

Student Full Name

String

512

N

Date of Birth

Date

N

YYYY-MM-DD

Street Address

String

512

N

City / Town

String

256

N

Province / State / Prefecture

String

512

N

Country

String

256

N

Postal / Zip Code

String

256

Y

Program Title

String

2048

Y

Level of Study

String

256

Y

Term

String

256

Y

Program Start Date

Date

Y

YYYY-MM-DD

Program End Date

Date

Y

YYYY-MM-DD

Program Length

String

256

Y

Student Citizenship

String

256

Y

Data Validation Rules

Here are some sample test cases to consider when populating data in the Excel file:

  • Confirm that the student requires the PAL. For a list of exemptions where a PAL is not required, see the Provincial attestation letter section of the Government of Canada website.

Our system will not filter out students who don’t require a PAL, and the MCU will issue a PAL for every requested student, whether the student requires a PAL or not.

  • The student is ready to receive the PAL. This is up to your business process.

Depending on the criteria, you may want to ensure the student has made a partial or full tuition deposit.

Ensure the student will have sufficient time for their study permit to be processed, based on the start date of the program.

  • The student hasn’t already received a PAL (for the issued year, 2024).

Compare to your records or a list that OCAS can provide in the future.

  • The Excel file isn’t empty. It must contain at least one record.

  • Ensure the Excel file doesn’t exceed 250 records.

  • Ensure your DLI has attestation letter cap space.

Compare to your maximum limit for the year and ensure the number of records in the Excel file is equal to or less than that number.

  • Ensure there are no duplicate student records in the Excel file.

  • Ensure field formats match the requirements as listed in Field Descriptions.

  • The student's Full name exactly matches the name on their passport or citizenship document. Ideally, it also matches the Letter of Acceptance.

  • The student's Date of Birth exactly matches the date on their passport or citizenship document. Ideally, it also matches the Letter of Acceptance.

  • The file is saved as XLSX type.

  • All required columns have defined values.

  • There are no extra columns added to the Excel file.


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