Preparing Data Sets Using the Excel Template

Data Set Changes in 2025

The Ministry of Colleges and Universities (MCU) is requesting program information be collected as part of the PAL request. This change is effective starting in January 2025.

For details, including an updated Excel template, see Updates to the PAL Process for 2025.

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)

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

• Level of Study

• APS Code - If the program does not have a code defined, you can include 99999 as undefined.

*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.

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

• Campus Name

• 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)

• MCU Code

Additional rules for optional fields:

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

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

• Campus Name, 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 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 Templates

Updated template for 2025:

Example of a Completed Excel File

Field Descriptions

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

Data Validation Rules

Here are some things to consider when preparing 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).

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

• 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.

• Check the Excel file before uploading:

  • The Excel file cannot be empty. It must contain at least one record and must not exceed 250 records.

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

  • All required columns must have defined values.

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

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

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

  • Ensure that data for the new fields matches the list of acceptable options for Level of Study, APS Code, and MCU Code (if MCU code is provided).

  • Ensure that there are no extra columns added to the Excel file.

  • The file must be saved as XLSX type.