OPI KPI

Three new Key Performance Indicators (KPIs) will be calculated and published for other private institutions (OPIs) for the 2014 calendar year. As a reminder, the KPIs that are applicable to OSAP-approved OPIs this year are Graduation Rate, Graduate Employment Rate, and Graduate Employment Rate in the Field of Study. For the 2014 KPI collection cycle, we will begin calculating and publishing the remaining two KPIs – Graduate Satisfaction and Employer Satisfaction – for OSAP-approved OPIs. For the 2015 collection cycle, all five KPIs will be calculated and published for all OPIs in the sector.

This website is intended to provide you, as an OSAP-approved OPI, with next steps required to allow Forum Research Inc. (Forum), working on your behalf 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 with your application process, please follow the steps below:

1 Review Documents & Request Access

Schools wanting to begin the process should start by reviewing the Important Documents section of this website.

They will then fill out the registration form which will include the school's information, the primary KPI contact's information and a confirmation of agreement to the Pro Forma contract.

Once the registration has been verified, the school will be sent their login information. The registration verification process may take up to a week or longer at the beginning of the program.

2 Acquire File Templates

Download the data file templates and sample Auditor's Letter of Engagement. This can be acquired both through this site and after logging in.

3 Prepare and Submit Files

The school should then prepare the data files and the Auditor's Letter of Engagement according to the Audit Guidelines and Operating Procedure, and submit them through the website.

The format of the files will automatically be checked and detailed error messages will be displayed if any problems are found. File issues should be fixed and then the files should be resubmitted.

4 Have the Files Audited

Have the submitted files audited by the auditor and have the auditor submit any file modifications along with their final Audit Report through the Auditor's Portal.

Once the files have been submitted, the auditor will automatically receive a link to this portal so it is very important that the auditor's email address is correct when uploading the files.

5 Pay Deposit

Once the auditor has submitted their final report (and any changed files if necessary), the school should submit the deposit payment through the online system.

The amount of this will depend on the estimated number of completions and will be automatically calculated through the online portal.

6 Contact the Students

Send a notice to the students to tell them that Forum will be contacting them in the near future. This will help us achieve a greater response rate.

7 Review Hard to Find Students

During the survey period, Forum Research will provide a listing of any students that are hard to find.

In order to ensure we reach as many students as possible, schools should do their best to submit any extra contact information they can find for these students.

8 Pay Final Invoice & Receive Results

Once the project has concluded, schools will be contacted to pay the final invoice based on the number of completes achieved.

Once this has been done, Forum Research will release the results to the school and the Ministry.

Name	Description	Download
Operating Procedure	KPI Operating Procedure (Issued: January 23, 2015)	PDF
Pro Forma Contract	2017 Pro Forma Contract. Note: It is not necessary to sign and fill this out. You must agree to it at the time of registration.	PDF
Sample Auditor Letter of Engagement	Sample template for the Auditor Letter of Engagement extracted from the Audit Guidelines. Reminder: This must be submitted both to Forum and the Ministry.	PDF
Enrolment Template File	You can use this template as a basis for generating the enrolment data file(s) you need to submit.	Excel
Graduate Template File	You can use this template as a basis for generating the graduate data file(s) you need to submit.	Excel

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

Q01. What is an enrolment/graduation term?

A. The enrolment/graduation terms represent set calendar periods of time during which students enrol in or graduate from approved vocational programs.

Q02. How many terms are there per year?

A. Each year is broken up into three terms:

Term	Timeframe
Winter	January 1 - April 30
Summer	May 1 - August 31
Fall	September 1 - December 31

Q03. When do I have to submit my files for each term?

A. For the KPI collection cycle, file submission for the first term (Winter) will be in August. For the subsequent collection cycles, file submission will be collected in the following months:

Term	Timeframe
Winter	August
Summer	November
Fall	March (Following year)

Q04. What is the price for the deposit / final invoice?

A. The pricing for the deposit is as follows:
A minimum of $600 + HST, or, number of graduates x 60% (the estimated completion rate) x 50% x $35 + (number of Terms + 1) x $150 x 50% plus HST, whichever is higher.

The final invoice amount is calculated as follows:
$35 * the number of grads actually surveyed + $150 tabulation cost per term + $150 annual tabulation + $150 annual auditor report collection + $300 annual grad rate calculation + $150 raw data extraction (if requested) + $150 per late submission + late payment charges (if applicable) + accessory charges (formatting, professional time @ $150/h) - deposit + HST.

Please pay invoices by sending an Interac e-Transfer to lbozinoff@forumresearch.com.

Q05. What is the completion rate?

A. We try to achieve a 60% completion rate (i.e. contact 60% of the students submitted to us). The actual completion rate depends on a variety of factors and we've outlined steps you can take to help us reach as many students as possible in the process above.

Q06. How long do you spend trying to contact students?

A. We will keep trying to contact students until we reach that 60% threshold or until it becomes unproductive (this will be determined on a case-by-case basis).

Q07. What are the criteria for selecting an auditor?

A. Auditors must be provincially licensed and independent (i.e. not on your payroll).

Q08. Can I use the same auditor I use for finances?

A.Yes, as long as they meet the previous conditions.

Q09. Do you contact students via email?

A. We may contact them via email to get updated contact information but we do not conduct the surveys via email.

Q10. How long will the process take?

A. The timeframe can vary greatly because it depends on the number of students to be surveyed and the time it takes to:

Acquire an auditor
Submit the files
Audit the files
Pay the deposit
Reach the 60% threshold

Once we receive the deposit, it typically takes about six weeks to complete the survey portion of the process.

Q11. Where do I go to submit my files?

A. To submit your files, you must use the username and password created for you using your school's Primary Login (See Q05). You can login here: https://reporting.forumresearch.com/OPI/Login.aspx.

Q12. What are my login credentials?

A. In order to log in to submit files, you must have had an ID created for you using your school's Primary Login.

If you are the main contact for your college: you will receive an email from Forum Research containing instructions on how to log in and set up users using the Primary Login during the week of July 15.
Note: The Primary Login is numeric and matches the Organization ID in the RICC system.
If you are not the main contact: your username will be the email address that was set up by your main contact. You should have received an email at this address with login instructions if you have been set up by the Primary Login.

Q13. Why can't I submit files with the Primary Login?

A. The Primary Login is created on an organizational level and is solely used to manage users and profiles.

Q14. The file uploader is requesting an Enrolment/Graduate data file, but our OPI doesn't have any enrolments/graduations in the given term. Should we submit that file?

A. Yes, you must still submit that file with just the header row.

Q15. I am confused by the 200% program length data submission requirement / I am not sure what terms I should submit Enrolment and Graduate data files for. Can you please advise?

A. Our system already has information about the programs offered at your school, including their lengths. First you should log in using your Primary Login (Organization ID [2xxxxx] from the RICC system) and create a sub-user. Once you log in with the sub-user account you created, you will see the full list of Enrolment and Graduate data files that you need to submit.

Q16. I am having login issues/I can't set or reset my password. Can you help?

A. Please visit https://reporting.forumresearch.com/OPI/ResetPassword.aspx. If you are having trouble logging into your Primary Login for the first time you should be using the Organization ID (2xxxxx) from the RICC system as your username. If you already created a sub-user and you wish to reset the password for that user please input the email you indicated. Alternatively, you can always delete and re-create the sub-user using the management tool located on your Primary Login's home page.

Q17. Can I use the same name and/or email address for the Primary Login and a sub-account?

A. Yes, you can.

Q18. How is the Enrolment Date defined?

A. Enrolment date defined as the date the student commenced training in the vocational program.

Q19. What is the definition of a "graduate"?

A. A former student of a OPI who has completed all necessary requirements for a full-time or part-time vocational program that has been approved by the Superintendent, including all academic and practical requirements as approved by the Superintendent. Every graduate must be reported by the OPI to the service provider for his or her final Graduation Term of study in a graduate data file within three months of the end of the graduate's Graduation Term. A former student of a OPI's non-vocational program is not considered a graduate for the purposes of KPIs.

Q20. How do I resend my auditor's email?

A. You can re-send the auditor notification email by signing into your Primary Login using your organization ID. Scroll down to the section labelled "Auditor Reminder Emails" and select the auditor from the list. Click the "Send" button and an email will be sent to the auditor with a link to the files they have access to.

Q21. I'm having an issue that isn't documented here / I've searched the site and I'm still not sure what to do. Where can I get help?

A. If there is something missing from the documentation on this website or if you are having an issue with uploading your files, please contact Forum's support email at opikpi@forumresearch.com.

School Name Mandatory Field	Number of Terms You Have Graduates For Mandatory field
Address Mandatory field	City Mandatory field
Postal Code Mandatory field Format should be A1A1A1 or A1A 1A1	Province
First Name Mandatory field	Last Name Mandatory field
Phone Number Mandatory field	Email Mandatory field Invalid Email
I hereby accept the terms of the pro forma contract with Forum Research Inc. I understand that no interviewing will commence until all outstanding accounts have been paid. I further understand that our survey results may not be released until all outstanding accounts have been paid.

OPI KPI Guidelines

Program Information

Getting Started