Institutional Transfer Process Mapping Project (MapIT)

ONCAT is piloting a Learning Collaborative focussed on understanding current transfer practices within postsecondary institutions in Ontario and the steps transfer students go through while transferring into and out of an institution. ONCAT has worked very closely with transfer advisors and other transfer experts and their recommendations into the insights we can garner from an in-depth  mapping of  the student journey can support institutional planning, capacity building and communication within and across institutions. More specifically, documenting these ‘current state’ processes will help to inform the development of tools, strategies and frameworks to support process improvements and collaborative learning across the sector.

Over the next year, ONCAT will work with 8-12 postsecondary institutions in Ontario to map current transfer student processes in order to identify common and distinct practices each institution uses (for more information, see backgrounder). Depending on the level of interest expressed,the number of institutions selected for the pilot may change.

ONCAT insitutional process mapping (MapIT)

Join MapIT Learning Collaborative

Colleges, Universities and Indigenous Institutes that join MapIT Learning Collaborative will receive:

  • Training on process mapping
  • External facilitator/Consultant to support the development of a transfer process map of their institution
  • Funding to support participation in the project and project activities
  • Travel reimbursements for 1-2 in person meetings with other participating institutions to discuss current practices and strategies


  • Colleges, Universities and Indigenous Institutes in Ontario are eligible to join
  • ONCAT is especially interested in engaging a diverse cross section of postsecondary institutions in this learning collaborative. In selecting participants, ensuring there is diverse representation based on institution type; size; region; populations served; level of institutional involvement in transfer, volume of transfer etc, will be a priority


If you are interested in participating in MapIT,

  • Submit an expression of interest through ONCATs online application portal:
  • The deadline to apply is November 13th, 2019, by 11:59pm.
  • If you would like to discuss your project before applying, please reach out: Carolyn Poplak, Project Lead: Collaborations and Community Programs,; 416 690-6951 x304



At some point in a student’s academic career, they may decide to transfer out of their current post-secondary institution (PSI) to another. Students transfer for a variety of reasons including geographic relocation, personal or financial challenges, change in career trajectory and/or desired change in program or field of study. According to a recent study led by e-Campus Ontario’s Student Mobility Design Lab (see Student Mobility Final Report) and supported by ONCAT, the student experience in transfer includes a number of stages categorized in three main areas: information seeking (realizing and researching), preparing (applying, transferring credits, accepting offer) and transferring (adapting).

ONCAT is interested in documenting the current state of transfer processes at publicly assisted colleges, universities and Indigenous Institutes in Ontario from the student perspective.

ONCAT’s goal is to define the current state of the student journey in transferring in and out of a specific institution.  This could include how prior courses and/or credentials are assessed by the institution a student is transferring to (receiving institution), whether they receive advanced standing or course exemptions, and when students find  out the outcomes of their transfer request.

Key questions that process mapping may help to identify include:

  • How/when does a student apply for transfer credit?
  • Who/what are the student’s first point of contact and what are their roles in the process?
  • How long is the process time for acceptance/non-acceptance?
  • What staff/departments are involved?
  • What information systems are involved?
  • What are the non-value added activities in this process that could be eliminated?
  • Where are the bottlenecks?
  • What fees, if any, do students pay?
  • What documents are students required to submit to institutions (course outline, etc.)
  • What are the baselines and metrics to measure improvement and success?

Project Outcomes

MapIT will support the development of  a comprehensive resource with documented transfer processes for the selected PSIs that can be used 1) share/disseminate best practices so that learnings that can be replicated and implemented by other institutions across the sector; and 2) help inform future updates on