University Admissions

The Guidance department provides support for University and scholarship applications. In addition, many Universities from across North America hold information sessions here at the school throughout the Fall.

Additional University and Scholarship Information

• Ontario Universities Scholarships and Awards
• TD Canada Trust Merit Scholarship
• University Open Houses
• Scholarships and Awards

OUAC Information

• Schedule of University visits to Elmwood School
• Ontario Universities' Program Requirements charts

IB and Universities in Canada

• IB Recognition Policy Summary—Canadian Universities

Preparing for your University Application

University is an exciting time in a young person’s life. It provides students wonderful life experiences; allows students the freedom to explore their academic interests; it provides students opportunities to mature and to independently make adult decisions.

But making a decision about university isn’t always easy – and for some students (and parents) it can be very stressful.  What is important to keep in mind is that you are not alone in this process – and neither are your parents. 

One of the first things to know is that preparing for university should not begin the day you plan to apply.  Your application process should and can begin much earlier than October of your Grade 12 year so that you are not feeling overwhelmed by the process, but rather your are feeling prepared for the process.  If you scaffold your steps, you will see that your application process is smooth and stress-free. 

Read on for steps to consider, guidelines for your application process, and ideas about getting yourself prepared to embark on this wonderful journey.

 A.      Before you start the application process ask yourself some of the following questions:

• What are your interests – what do you like?
• What are your skills – what are you good at?
• What are your values – what is important to you (and to your family)?
• What are you looking for in a university?
• What are you hoping your university experience will provide you both intellectually and socially?
• What is your lifestyle – and what do you want it to be while in university?
• Do you want/need to live at home, near home, or as far away as possible from home?
• What do you already know about a university?
• What would you like to know about a university?

By answering some of these questions, you will find your preparation for the application process has already started.  Now it’s time to get acquainted with the application process and find a program and a university that is right for you.

 B.     Getting comfortable with the application process.

It is important that students take ownership of their application process and educate themselves about the process.  They need to research universities, visit campuses, ask questions, speak with currently enrolled students or recent graduates, and most importantly, note the required deadlines and requirements and be prepared to meet them.

Students also need to speak to their Guidance Counsellor to review their credit count at the time of application – and ensure they have the required courses for programs of interest.

Students also need to be prepared to write essays, personal statement, create portfolios, sit entrance assessments, and participate in an interview, depending on the requirements for their specific university and its location around the world.  It is important that students conduct their own research for what is required at their universities of interest.

 C.     The Ontario University Application Process

Ontario universities have simplified their process by creating a centralized application centre – Ontario Universities’ Application Centre (OUAC).  OUAC is an online application centre where by students will be given a PIN and Password by their Guidance Department to create, maintain and track their Ontario applications.  Once students have been informed of their PIN and Password, they will be able to create their personal application file on OUAC.  Tutorials for doing this are available online through OUAC – but group tutorials will be arranged through the Guidance Office. The Guidance Office will create a database for all Grade 12 students applying to Ontario universities – and Ontario marks are uploaded to this database electronically at four different reporting periods throughout the year. 

The application timeline for Ontario Universities will begin mid November 2011 with a deadline of January 11, 2012. 

Final marks for Grade 11 courses and any completed Grade 12 credits are sent electronically through the Guidance Department in early November.  Remember Ontario universities will look at your top 6 Grade 12 marks, including the prerequisites that are required for the program to which you are applying.   Grade 11 marks do not determine admission, but are part of the equation should a university decide to make an early offer of admission.  Remember all offers are conditional upon final marks – so it is important that students maintain a consistent effort to work hard throughout the year so that offers are not rescinded at the end of the year due to a decline in results.

Individual appointments with all Grade 12 students (and parents if necessary) will take place throughout the fall.

Group Tutorials will take place from November 15, 2011 – November 30, 2011. 

Students are encouraged to begin applying beginning December 1, 2011 and completion of the application process is encouraged to be no later than December 15, 2011.

D. Where to Learn More about Ontario Universities and the Application Process

Most students in Ontario will apply to Ontario universities for a number of different reasons; proximity to home and programs of choice being two of the top reasons. In Ontario, students can find out more about their universities of choice by doing the following:

Using the OUAC site www.ouac.on.ca - and then go to the page where it talks about OUAC 101.  On this page, it will provide you with further links to learn more about the application process, such as the Browse University Programs and the other is e-INFO website.

e-INFO website www.electronicinfo.ca is recognized by Guidance Counsellors as the official and most comprehensive university information website for Ontario universities (other than going to actual university websites).  This website also provides other additional information on scholarships and residences.

Ontario School Counsellors’ Association – www.osca.ca is another great website for students and parents to explore.   It provides direct links to other helpful websites for researching university programs such as Association of Universities and Colleges www.aucc.ca, but also connects students to other great resources that will show them how to strengthen their university application and job applications.

The Council of Ontario Universities – www.cou.on.ca is also another useful website with interesting links within.  Parents might be very interested in browsing the statistics found on this website by going to the statistics page and then to the Common University Data Ontario (CUDO) link.

Finally, perhaps the most important thing a student can do to learn more about a university and its programs is to call the university admissions offices and make an appointment to meet with them to learn more about the university and its offerings.  If comparing information on websites only, you might question why one university has a different grade cut-off than another university, or why one university has only a limited number of spots in a certain program compared to a different university.  The reasons for these differences can vary with each university, and making assumptions about one program over another isn’t fair until you have thoroughly researched your options.  So be sure to schedule your campus visit, research and speak to other students in the program or recent grads.

 E.      Applying to Other Canadian Universities

When applying to other Canadian Universities, it is important to read through the requirements page under the Admissions Section on the website for the program to which you are applying and to confirm with the Guidance Department that the courses you are taking are aligned with the provincial course requirements listed at that university.  This isn’t usually a problem, but something students must review since each province in Canada has different curriculum requirements for graduation.

Association of Universities and Colleges of Canada – www.aucc.ca is a comprehensive website to review program considerations and university considerations.

Students must apply directly to the university when applying outside of province.  Students must also inform the Guidance Office of any out of province applications being made so that the Guidance Office can ensure transcripts are sent by the required date.  It is the student’s responsibility to track their application, but the Guidance Office will review the application with the student to ensure all required steps have been taken for a successful application.  Students must keep track of their specific PIN or university identification numbers provided by universities to students.  Students are encouraged to create a folder for each application so they stay organized through this process.

The Guidance Office will ensure individual transcripts are sent to out-of-province universities at the request of the student, but there are some out-of province universities that will also access student marks using OUAC.  The OUAC assists the following out-of‑province institutions in collecting academic data for Ontario secondary school students who have applied through the OUAC:

• Bishop’s University
• The University of British Columbia
• Concordia University
• Dalhousie University
• McGill University
• Simon Fraser University
• The University of Victoria
• University of Calgary

Students must remember that each university and each program has its own process that must be followed and deadlines respected.  Students must know this information and keep track of it on a calendar or in their agendas. 

F.    Applying to Universities/Colleges outside of Canada

There are a number of things to consider when applying outside of Canada and to make sure you complete during your application process.  

1.    Why this specific university? – What has attracted you to this university: reputation, location, personal or familial connection?
2.    Requirements and Deadlines: Again as each university in Canada has its own requirements, so do international universities.  Make sure you have researched the requirements with your parents and with the Guidance Office.
3.    Degree or Designation Recognition – In some cases, universities outside of Canada offer direct entry admissions to professional degree programs (i.e. medical schools in Ireland).  Be sure you have researched how the designation or degree you will receive will be recognized should you decide to return home to practice or start your career.  
4.    Immigration Information – Make sure you have looked into all immigration information required should you decide to move out of country – including Student Visa’s, Health and Medical Insurance, Financial Considerations.
5.    Be sure to visit sections of the university websites titled Admissions, or Future Students, or Prospective Students, or Applying – these pages will help students through the process.  The Frequently Asked Questions is also another great page to review.

G.      Key Aspects of the American University/College Application Process

For some the prospect of attending an American University or College is a lifelong dream.  If this is the case for you, it is important that you have started planning your application process long before the fall of your Grade 12 year.  Students considering applying to the United States should begin preparing the initial components of their application as early as the fall of Grade 10 – equivalent to a sophomore in American schools.

Below are some key aspects that important to your American University/College application: 

PSAT - Students interested in applying to American Colleges should register for and write the PSAT (Preliminary SAT), also known as the National Merit Scholarship Qualifying Test (NMSQT) in the fall of their Grade 10 year.  The test is written mid-October (Saturday, October 15, 2011) at Elmwood.  The PSAT is a standardized test that provides students with an opportunity to practice for the SAT by familiarizing you with the types of questions and the type of instruction you would see on a SAT test.  The test measures three areas specifically: critical reading skills, math problem-solving skills, and writing skills. To learn more about the PSAT/NMSQT students should spend time exploring the College Board website (www.collegeboard.com).  There is a registration fee for the PSAT –please check with the Guidance Office for details.

Note: Students who are American Citizens or who have dual citizenship can also qualify for the National Merit Scholarship Program by writing the PSAT.

Admissions Tests

American universities require students write the SAT Reasoning Test and/or Subject tests, or the ACT College Test to rank students in their admissions process and assess their readiness for their specific university.  Students applying to the United States need to be prepared to write either of these exams as part of their application process.  Students must research the requirements for admission to each university.  Universities will state their preference (if any) on their university or college website or on the Common Application website (www.commonapp.org). Keep in mind however, your SAT or ACT scores do not guarantee your admission into the university/college of your choice – for some institutions, these scores may be used as minimum entrance requirements and for others, it may be part of a more comprehensive application process.

SAT – The SAT is perhaps the more popular of the two entrance tests.  Students must register for the SAT on the College Board website (www.collegeboard.com). There are specific testing dates and testing locations (including Canadian locations) listed on the site.  The SAT is offered seven times per year in the US and six times internationally.  It is recommended that you register well in advance of the deadline and you must pay the fee online when registering.

The SAT takes 3 hours and 45 minutes to write and consists of 10 separately timed sections.  The test assess subject matter learned in high school and problem solving skills in three areas; critical reading, mathematics, and writing.  Students will have multiple-choice questions, student-produced responses, and an essay question.

The highest possible score in each section is 800; therefore, the highest possible SAT score is 2400.

Preparation is key in preparing for the SAT.  Keep the following points in mind to help you;

• It is recommended that you write your SAT prior to your Grade 12 year (no later than December of your Grade 12 year).
• Hire a tutor, buy a book, or take a course to help you practice with SAT style questions.  Preparing is not something that can be done a couple of weeks before your exam, but rather you should begin preparing in advance. 
• Arrive prepared to write on the day of your test.

Subject Tests – Some universities will also ask students to write SAT Subject Tests.  These are standardized tests that focus on specific areas/subjects.  Some universities will allows students to choose the subject test of their preference, while others, depending on the program or university will stipulate what subject tests students are to write.

Writing a Subject Test takes planning and cannot be written on the same day as the SAT Reasoning Test.  Dates and locations are usually limited throughout the year, so it is important to plan ahead.  In some cases, universities require as many as three Subject Tests so be sure to note where and when you are able to meet these deadlines.  Up to three Subject Tests can be written on the same day. All subject tests are one hour in length and multiple-choice in nature, although may include some unique features depending on the subject. Your planning process should begin at the end of your Grade 10 year so that you can complete tests in a timely fashion and meet your admissions deadlines.

ACT – The ACT consists of four sections that are mandatory for a student to write: English, Math, Reading and Science Reasoning.  There is also an optional Writing Test known as the ACT Plus Writing Test, which is 30 minutes in length.  Similar to the SAT, students must register to write the ACT and the ACT Plus Writing well in advance of the testing dates.  To learn more about registering for the ACT students and how to prepare students should visit The ACT website at www.actstudent.org for specific testing dates and locations.  

The ACT uses a total composite score scaled score from all sections of the test for a highest possible score of 36.  It also sub-scores mini-sections within each section for a top score of 18 in any mini-section.

Similar to the SAT, planning and preparing for your ACT College Test is critical to success.  Be sure to research an appropriate test date that gives you time to adequately prepare your full university application to include your ACT scores.

Other important aspects of your application profile, other than your standardized test scores, that American universities/colleges may deem important include your academic record (grade 9 and up), course load, difficulty of course selection, class rank, application essay, your level of involvement in your school and your community, recommendations from your academic referees, and your interview (if required).

The Common Application is a centralized organization, which has standardized the application process for students to their universities/colleges of choice.  There are over 300 post-secondary institutions that use the Common Application.  Students applying to the United States should register on their website (www.commonapp.org)

The most important thing to keep in mind is meeting the deadlines set for your university application and to determine what type of applicant timeline for which you wish to be considered.  Students can apply to Early Decision, Early Action or Regular Decision, and it is important to understand the difference between each type of application.

Early Decision (ED)

By applying ED, you are making a statement to the university and you should be completely certain that this is your university of choice. An ED application can be made to only one school and serves as a binding contract between you and the university if offered a place—this is why it is important research your university and make sure to plan a visit.  If offered a place through ED, then students must withdraw all other applications.  Deadline for ED is usually quite early in the fall (usually between October 15 - November 1^st), but students should check with their university to make sure they have noted the deadline.  Universities will typically make their decisions in December.

Early Action (EA)

An Early Action application also takes place early in the year (again usually by November), and university decisions can also be made as early December.  However, unlike the ED application, EA applicants are not entered into a binding agreement, and can wait to make their decision when they have heard from other universities as well.  An EA application can be made to more than one university unless it stipulates that that it is a Single Choice Early Action institution. Again it is important to research the deadlines and requirements for the type of application at your universities.

Regular Decision

Students should check specific colleges to find out what the Regular Decision application deadlines are for their university.  Many will typically be sometime in December.  Similar to Canadian university deadlines, it is important that applications are completed before the December holidays.

H.    United Kingdom

If you are applying to the United Kingdom, you will need to be aware of some critical deadlines and begin planning your application early.  First, you must make an application through UCAS.  UCAS (www.ucas.com) is the organization responsible for managing applications to higher education courses in the UK. Similar to the Common Application in the United States, this centralized agency will assist students in researching courses and universities suitable for the student. 

There are three application deadlines that students need to make note to ensure the completion of their UCAS application.

October 15, 2011 – Students applying to medicine, dentistry, veterinary medicine, and veterinary science courses, and for all courses at the universities of Oxford and Cambridge need to ensure their application is completed on UCAS by this date.

January 15, 2012 – All other applications through UCAS except above programs and except art and design courses are required by this date.

March 24, 2012 – Applications for Art and Design courses are required by this date, unless listed with an earlier deadline.

As with all applications to any university, it is strongly encouraged that applications are completed well in advance of the deadline to ensure sufficient time for your references and relevant documents to also be sent in time.

Students may have up to five program choices on their application through UCAS.  Students will also need to be sure they have met and completed all aspects of the application required by their universities of interest. 

I.        Writing Personal Statements, Essays, Preparing your Portfolio

In addition to an application, many university programs ask for supplementary documents in order for a student to distinguish themselves from other applicants and to demonstrate their ability to think and write creatively and critically.  It is important for applicants to find if the university program to which they are applying requires any supplementary document such as an essay, a personal statement, or in some cases a portfolio.  If this is the case, applicants need to find out the exact deadline for these additional materials, and make sure they take the time to prepare for their completion well before the deadline.  It is also recommended that graduates are seeking out feedback from the Guidance Department, or perhaps the English Department, or the specialized teacher if creating a portfolio. 

Here are a few points to keep in mind when writing a personal statement or essay:

• think about and plan out your writing piece – this takes time to do, so don’t rush it
• like all essays include an introduction, a thoroughly developed body, and a conclusion in your writing piece
• be sure that you are focused and thorough in your writing and have included examples that will support your essay or statement
• if you are given the liberty to pick your own topic to submit, write about something that will distinguish you from others, and that will give the reader a sense of your overall capabilities and your potential for success
• share your writing with an “expert” after each draft for feedback on what you have written and be open to suggestions for improvement
• your writing pieces should not be submitted after one draft, in fact, you are probably looking at somewhere between 4-5 drafts before you should consider it ready to submit it as part of your application.

If you are preparing a portfolio as part of your application, find out when and how you are to present or submit your portfolio.  Portfolios like essays are not something that should be rushed.  You will need to work on putting together a portfolio for quite sometime, so be sure to seek out help from your specialty teacher for this type of requirement.  Remember, the portfolio, like the essay, should be a way to highlight your strengths and distinguish your qualities.

 J.        Preparing for an Admissions Interview

Similar to the supplementary writing piece, some programs may require an applicant to participate in an interview.   If this is a part of your application requirements, make sure you have taken the necessary steps to find out your interview date, and to ask if there is anything specific you need to prepare for the interview or bring to the interview.  Also, for many people, interviews can cause you to become very nervous.  If an interview is part of your requirement, then view this as an opportunity to have a conversation about you, your interests and your desire to attend this specific university.  Here are a few tips to help you prepare for your interview;

• Find out where you will be having your interview – will you need to travel or will you be meeting with a local alumnus
• Find out about the university’s vision for candidate selection – in other words “what are they looking for in a student” – read through their prospectus or website to learn more
• Practice a mock interview with a teacher, guidance counselor, or family member – keep in mind that you may have to do several mock interviews before you feel comfortable expressing yourself
• Don’t forget to have questions at the end for the interviewer about the university – this lets them know you are interested in the school and that you too have been doing your research to learn more about the university
• Get a good night’s sleep and be yourself during the interview

K.      Scholarships and Awards

Similar to a university application, scholarship applications take time to complete.  Students need to take the time to research scholarship possibilities that are a suitable match for them and to ensure they meet the minimum criteria. 

Entrance Scholarships – Typically entrance scholarships awarded by universities are based solely on a students average and without an additional application.  If a student works hard and achieves a strong academic average, they are most often awarded a one-year or a renewable entrance scholarship.  

Electronic-Info is a great source for finding out about university entrance scholarship.

Named Scholarships/Application Scholarships -Information can be found through university websites, government agencies, and private industry on scholarships that require an application.  It is important for students to read through the requirements and the criteria before completing the application.  The Guidance Department will also assist students with the completion of their applications, and when appropriate the school will recommend students for certain scholarship deemed suitable for a student. 

Although scholarship applications can take time to complete, it is important for students to note that in many circumstances, organization’s scholarship funds go untouched due to a lack of applications.  Knowing this, students should be encouraged to research and complete applications.  Looking at the scholarship or financial assistance section of a university website is a great place to start.