CONTACT Volume 19, No. 20 - Winter2010


ARUCC 2010 Conference
ARUCC Executive Update
AACRAO November 2009: Unlocking the potential of Strategic Enrolment Management
SPEEDE Committee: Call for Volunteer Representative on AACRAO SPEEDE Committee
ARUCC Advisory Update: British Columbia launches the Education Quality Assurance (EQA) trademark
ARUCC Listserv Usage: wondering why you are having trouble sending emails to the ARUCC listserv?
ARUCC Executive Nomination Update
Atlantic Report
Quebec Report
ARUCC Western Update
Leadership in the Canadian Context
ARUCC Executive Advisory: DocAlert-L Guidelines for Subscription and Use
Ontario Updates
Medical Registry for Canada
ARUCC Executive Advisory: Where can one find advanced SEM training in Canada or about Canada?
Professional Development Opportunities / Helpful Links
ARUCC Survey Archives Access

ARUCC 2010 Conference
Partnering for Student Success: We're in this together
ARUCC 2010 Vancouver, June 27-30, 2010

ARUCC 2010 will explore the partnerships that develop across the post-secondary landscape, and look at ways to foster and expand these partnerships in the future. The conference, hosted at the Sheraton Wall Centre in beautiful downtown Vancouver, will feature a rewarding and invigorating series of sessions, great dialogue, and excellent opportunities to network with colleagues from across the country.

Please visit our web site at for information on the conference program and rates, registration, hotel reservations and some of the great things you can do in Vancouver. You will also be able to register for the conference and book your hotel rooms directly from the web site. Please check back regularly for updates.

See you in Vancouver in June 2010!

Conference location: Sheraton Wall Centre

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ARUCC Executive Update

Submitted by Joanne Duklas, Vice President, ARUCC and Registrar
York University

Your ARUCC Executive has been busy in the past many months tabulating the various findings from a membership survey, focus groups and a strategic retreat. The goal was to set the vision for ARUCC for the next 4-6 years in a manner that captured extensive input from the collective membership. From February 2008 through to April 2009, the executive participated in a series of efforts both in-person and online to garner your opinions on where the organization should head in the years to come.

The online survey was completed by 68 institutional representatives which represents a solid 50% of the institutional membership. The majority of the responses were from Ontario with Quebec second and British Columbia and Alberta following soon after. 75% of the respondents hold the title of "Registrar" and more than 52% were from institutions with a student body larger than 10,000 (head count).

Click here to view the online survey results (English)

Click here to view the online survey results (French)

While full results are available online, a snapshot revealed strong interest in the following:

The importance of having a strong knowledge base in strategic enrolment management (SEM)

  • A desire for advance SEM training
  • A need for higher quality Canadian SEM training

The well known trends impacting the postsecondary sector emerged in the ARUCC survey: government compliance, changing demographics, unique community based expectations, and competiveness being the primary challenges. Not surprisingly, most respondents indicated they were feeling the resource crunch. Mobility issues were seen as an area impacting the sector.

The implications for the sector confirm findings from other studies and include a greater emphasis on the need for institutions to develop refined strategies in the areas of recruitment and retention, to focus on unique and innovative programming and curriculum, and to engage in more sophisticated attempts to align pricing and resource frameworks tightly with core institutional missions.

The membership indicated a desire for advanced professional development that is directly informed by a deeper understanding of strategic market planning, or, for many, strategic enrolment management. There was a call for a certification process for Canadian enrolment managers and for more opportunities to come together as professionals in roundtable settings to share expertise. There was an expressed desire to better understand how to gather and interpret the "right" data as a way to inform better decision making. There was also interest expressed for leadership training. The latter was interesting in that the membership responses indicated a need to learn higher level transferable skills to better manage in a fast paced, changing environment.

The membership sent a clear call to the ARUCC executive to help them access (not necessarily provide) training in the following areas:

  • Data standards and data definitions as each related to enrolment management
  • Advanced level SEM training
  • Advanced leadership training

To a somewhat lesser but still important extent, the membership requested ARUCC consider registrarial best practice research around topics of interest to the membership with specific foci on joint/collaborative curriculum frameworks, credential assessment, and document retention. Student mobility across institutions was a theme that emerged as an area of interest requiring further work and study. In general, the membership identified a number of gaps in the Canadian registrarial landscape that require consideration and possible closure. And there are considerably varying views among the membership on how to resolve these aspirations.

In light of the above findings, the ARUCC executive continues to move forward on the following items:

  1. Focusing on the creation of a committee structure that would help the executive respond to priorities identified by the ARUCC membership. If you have comments or ideas regarding this, contact David Hinton, Past President,
  2. Moving forward with a committee of ARUCC members, supported by the ARUCC Executive, which will focus on registrarial best practice topics. It is hoped that at least one best practice report/standards would be developed each year similar in nature to the ARUCC transcript guide. If you are interested in participating in this working group, contact Mike Sekulic, ARUCC President,
  3. Developing an online research knowledge institute that provides ARUCC members with current research pertinent to registrarial services. If you have articles that you would like posted, contact Joanne Duklas, ARUCC Vice President,
  4. Developing the online research knowledge institute constitutes phase one of a larger research agenda to support the dissemination of Canadian best practices. This may evolve into a publishing house to provide the membership with access to current and relevant research pertinent to the student service sector in Canada. Membership with a desire to be involved in developing the research agenda for ARUCC should contact Jody Gordon, ARUCC Western representative,
  5. Identifying and partnering with quality organizations involved in the delivery of advanced SEM training (e.g. through co-sponsorship or full sponsorship of SEM training opportunities, identifying high quality external training opportunities that are "endorsed" by ARUCC)

Since the retreat the ARUCC Executive has continued to make progress on defining these priorities further. We will continue reporting in more detail to the membership up to and including at ARUCC 2010 in Vancouver.

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AACRAO November 2009: Unlocking the potential of Strategic Enrolment Management

Submitted by Joanne Duklas, Vice President, ARUCC and Registrar, York University

Archived conference handouts for the November 2009 AACRAO SEM conference are available online. Close to 70 Canadians attended this conference and enjoyed the benefits of numerous sessions on strategic enrolment management. For those considering advanced SEM training, consider attending next year’s conference. If you are short on time, participate in the preconference one-day SEM Executive Symposium next November 2011.

Also available is the spring AACRAO conference, "Leading the Profession into the Next Century". The conference will be located in New Orleans, Louisiana running from April 21 to 24, 2010.

For those that can’t make the conference, consider ordering a selection of the many AACRAO publications touching on topics ranging from registrarial matters such as document fraud and grading practices through to strategic enrolment management.

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SPEEDE Committee: Call for Volunteer Representative on AACRAO SPEEDE Committee

Barry Billing, after a number of years of volunteer service, is stepping down as the ARUCC representative on the AACRAO SPEEDE Committee. The ARUCC Executive would like to extend thanks to Barry for his service in this capacity. The ARUCC Executive is seeking nominations for a new representative for this committee by February 2010. Interested members should contact Mike Sekulic, ARUCC President ( by January 31, 2010.

For those unfamiliar with the work of the AACRAO SPEEDE Committee or ARUCC’s past efforts in this regard, reference the following sites for information. EDI, XML and PDF standard data sharing protocols are approaches explored by AACRAO SPEEDE representatives. The challenges of data sharing remain along with growing pressures to joint partner, share data and generally smooth the mobility of students through the various education systems and institutions.

Past ARUCC EDI Work: Spring 2007 Contact Newsletter
Past ARUCC EDI Work: Spring 2008 Contact Newsletter

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ARUCC Advisory Update: British Columbia launches a new seal of quality to promote high quality, reputable BC postsecondary institutions – the Education Quality Assurance (EQA) trademark

A new Education Quality Assurance designation will give post-secondary students better tools to make informed decisions about where they study and promote British Columbia as an education destination of choice, announced Moira Stilwell, Minister for Advanced Education and Labour Market Development. Read more here.

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ARUCC Listserv Usage: wondering why you are having trouble sending emails to the ARUCC listserv?

If you are a member of ARUCC, send e-mails to If the e-mail is not successfully delivered, it may be because your e-mail has changed since the listserv was updated or you are not a registered member.

To become a member, speak with the Registrar at your home institution.

If you are a member and need to verify your e-mail on the listserv, go to the ARUCC web site to the following address:

You will see instructions on how to manage your list account, how to update your password and how to retrieve your listserv account password. You may also need to update your membership listing in the institutional listing. If so, contact your institution’s Registrar as they manage the membership listing for your institution.

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ARUCC Executive Nomination Update

Submitted by David Hinton, Past President, ARUCC and Registrar, University of New Brunswick

In readiness for ARUCC 2010, the ARUCC Executive is seeking nominations for the following positions:

  • ARUCC Vice President – In keeping with past traditions, the next Vice President should be from the Quebec region and must be confirmed by CREPUQ
  • ARUCC Secretary / Treasurer – Note the constitutional requirement of no more than three representatives from any given region having representation on the ARUCC Executive Committee; therefore, this position must be served from a person from one of the following regions: Western, Quebec, Eastern
  • Regional Representatives
    • Ontario University representative – must be confirmed by the Ontario Universities’ Registrars Association
    • Eastern representative - must be confirmed by the AARAO
    • Quebec representative – must be confirmed by CREPUQ
    • Individuals interested in becoming a Regional Representative are encouraged to contact your Regional Association.

All confirmed nominations should be sent to David Hinton, Past President, ARUCC Executive, Information on these positions can be found on the ARUCC web site at

Confirmed as continuing on the ARUCC Executive:

  • Ontario College representative – Clay MacDougall (Humber)
  • Western representative – Jody Gordon (Kwantlen)
  • President – Joanne Duklas (York)
  • Past President – Mike Sekulic (Calgary)
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Atlantic Report

Submitted by Rosemary Jotcham, Eastern representative and Registrar, Acadia University

Statistics for the 2009/10 academic year – There is an increase of 1.5% across the region at the undergraduate level, 3.6% at the graduate level. Complete information with the breakdown by institution and analysis is available at

Atlantic Provinces Educational Data Exchange Project (APEDEP) - The implementation of electronic data exchange will

  • enhance service to students;
  • minimize the negative environmental impact of excessive printing on security paper;
  • reduce data entry time; and,
  • ensure the consistency and accuracy of the shared information.

The purpose of the project is to establish a network to facilitate the electronic transmission of

  • high school transcripts to post-secondary institutions;
  • post-secondary transcripts to post-secondary institutions;
  • enrollment verification from post-secondary institutions to provincial departments of education (for financial aid purposes); and,
  • teacher certification from post-secondary to provincial Departments of Education.

The project includes the creation of standard XML datasets for the exchange of secondary and post-secondary academic transcripts, post-secondary enrollment confirmation and post-secondary teacher certification. The project also includes the establishment of a central server to route the electronic files and will require the implementation of software by each partner institution to permit the interface between their respective student information systems and the data exchange network. The network is designed to accommodate all post-secondary institutions and all Departments of Education in the Atlantic Provinces. The Project will create a repository to facilitate sharing of knowledge and best practices to assist partner institutions in meeting the project objectives.

Currently CONSUP and the VPAs in Atlantic Canada are supporting the initiative, as are all four provincial Departments of Education.

AARAO planning professional development day for Registrars in March 2010 – details will be announced at a later date.

Aggressive recruiting strategies are being undertaken by Atlantic universities to offset declining demographics in the 18 - 24 age group.

Creative approaches to identifying new markets – New England seen as a lucrative market but not an easy one to break into. In spite of geographic proximity, these students need to be handled differently from the local market.

Efforts by consortia to market collectively in international markets – This is meeting with variable success – better in some markets and for some institutions than others.

There is a need to convince governments to loosen the purse strings to help institutions meet the challenges of declining demographics and hits to endowments from the turmoil in the stock markets worldwide. Some relief is being given to students directly, but not to institutions in the form of increased funding that can be used for operating expenses. We are experiencing a perfect storm in the Atlantic region with financial resources challenged at the same time as the demographic shift occurs.

Atlantic Baptist University has been renamed Crandall University in honour of one of its founders and in an effort to appeal more widely to perspective students.

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Quebec Report

Submitted by Manon Vaillant, Quebec representative and Registrar
HEC Montreal

Increase in registrations - Registrations for the Fall 2009 term were up 3.8% for all Quebec universities combined. Specifically, undergraduate program numbers were up 3.1%, Master’s programs increased by 4.5%, and Ph.D. programs rose 3.8%. This increase is due primarily to the creation of successful new programs, bolstered efforts to recruit internationally, and the means put in place to retain students at certain universities, especially in Master’s programs. Some universities pointed out that the economic crisis has had a positive effect on universities’ ability to attract and retain students.

Working group on the repercussions of the Bologna Process on Quebec’s universities - The members of the CREPUQ International Relations Committee established a working group bringing together members of the Academic Affairs Committee, two members of the International Relations Committee, and one member of the Registrars Subcommittee to consider the relevance for Quebec’s universities of acquiring the main tools developed as a result of the Bologna Process, in particular the European Credit Transfer System (ECTS) and the Diploma Suppl/ement.  

Academic success - Following last June’s planning session, Quebec’s university registrars retained a number of projects, including that of pooling the concrete actions that registrars carry out as part of their functions and which contribute to students’ success rates. The goal was to assess the role registrars can play in this respect, whether directly or indirectly, in collaboration with other members of their respective establishments. In light of the initial discussions, it has become clear that registrars are already being called on to contribute actively at a number of universities. The work will continue over the coming months.

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ARUCC Western Update

By Jody Gordon, Associate Vice President, Student Affairs and Registrar
Kwantlen Polytechnic University

Two more institutions in our region had status changes from Colleges to Universities: Mount Royal University and Grant MacEwan University. Recall 3 university colleges, one institute and one college received status changes last year in BC. Meanwhile many universities and colleges in the west were reporting enrolment increases during the Fall term ranging from 5% to 11% at most; some have even seen increases to particular programs in trades and health as high as 20-30%.

Representatives from BC, Alberta and Saskatchewan continue to make progress on transfer system protocols. The Alberta / BC agreement can be viewed at

Work is well underway for the ARUCC 2010 Conference in Vancouver in June 27-30. Our chair, Maggie Hartley of UBC and her two program chairs, Mark Johnston and Rella Ng (also of UBC) already sent out the call for session proposals back in November. Registration will open by the end of January. This year the theme is "Partnering for Student Success: We’re in this together." This year’s program will include a variety of keynote speakers, presentations, panel discussions and roundtable discussions. We look forward to seeing you in Vancouver!

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Leadership in the Canadian Context

Submitted by Kathleen Massey, Registrar and Executive Director of Enrolment Services, McGill University

Management has a lot to do with answers. Leadership is a function of questions. And the first question for a leader always is: 'Who do we intend to be?' Not 'What are we going to do?' but 'Who do we intend to be?' (DePree, n.d.)

In today’s environment of economic uncertainty and global recession, effective leaders are both staying attuned to the immediate needs of their constituents and looking to the future to secure the health of their organizations. It is by integrating the two approaches that one effectively leverages the strengths of both management and leadership. Shedding the pre-existing practices that led to the current reality requires transformative leadership. Exploration, curiosity, risk and change are fundamentally the purview of transformational leaders and essential to the ongoing redefinition, health and longevity of any organization and this is particularly true during a global recession.

How do we motivate people to innovate, to engage in transformation, to help the organization evolve? Perhaps the reality is that leaders can only create the conditions for such behaviours to flourish, but cannot mandate them or manage them into existence. Some scholars argue that leaders inspire and serve, but do not motivate followers:

"No leader can motivate others. They can only influence people to motivate themselves. Therefore, the accomplished leader becomes adept at reading and addressing each follower’s needs in a way that optimizes the individual’s performance and the organization's successes." (Farr, n.d.)

What are those conditions? What must a transformational leader do to create them? Many scholars agree that establishing shared values is essential to inspiring people to become engaged in their organizations (Bolman & Deal; De Pree; Kouzes & Posner). One of the early corporate adopters of socially conscious and value-based business practice, in recent years Herman Miller Inc. adopted a values ‘manifesto’. An important transformative behaviour associated with one of the values, performance, is a healthy tolerance for risk. De Pree, former CEO, says a leader "sets the example for openness and imagination and acceptance" and "paves the way for change", both behaviours that convey the value of taking risks to give life to new and bold ideas and changes (De Pree, pp 79-80).

This is the essence of the value of transformational leadership; it leads to repeatedly asking ourselves and our organizations who we intend to be and not what we intend to do and ensures that this evolutionary process inspires and engages people within our organizations. This courage to create a new future must be enabled by new approaches that permit us to answer De Pree’s existential question rather than retreading the old tires that carried us to our current reality.

Adam Kahane says our approach to the future must meet three criteria. It must simultaneously be systematic (not piecemeal and divided into silos), participative (involving many people’s ideas, energy, talent, and expertise), and emergent (able to move and adapt nimbly in a minefield of uncertainty). The hope is that we will act with courage and creativity; the fear is that if we don’t, the world will face debilitating collapse on many fronts. (Boyce, 2008, p.42)


Bolman, L. G. and Deal, T. E. ( 2003) Reframing organizations: Artistry, choice, and leadership. San Francisco, CA: John Wiley and Sons, Inc.

Boyce, B. (2008, September) Complexity, chaos, collapse, community, creativity, compassion: Why we need new ways of thinking. Shambhala Sun. Retrieved on June 7, 2009 from, pp 40, 47, 104, 105.

De Pree, Max. (n.d.) Retrieved on May 28, 2009 from

De Pree, Max. (1992) Leadership jazz: The essential elements of a great leader. Toronto: Doubleday.

Farr, J. N. (n.d.) Why Knowing the Difference Matters. Adapted from an article by Dr. James N. Farr, Farr Associates. Retrieved on June 5, 2009 from

Kouzes, J. M. and Posner, B. Z. (2007) The leadership challenge. 4th Ed. San Francisco, CA: John Wiley and Sons, Inc.

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ARUCC Executive Advisory: DocAlert-L Guidelines for Subscription and Use

Members are advised that the purpose of "DocAlert-L" is to function as a closed, national electronic forum available only to regular member institutions of the Association. Its sole purpose is for the issuing of document alerts by regular member institutions in good standing when a member institution has received documents of questionable authenticity.

Use of this listserv is voluntary. If you issue document alert notices, or follow up on a document alert that another member has issued, you should be aware of your obligations to applicants under your provincial protection of privacy and freedom of information legislation. Many institutions, for example, now include a statement on their application for admission that warns applicants that any misrepresentation on the application form may result in information being shared with other post-secondary institutions. Members are encouraged to seek the advice of their institutional legal counsel about appropriate wording to be included on their applications for admission, to ensure that the applicant has provided written authorization to share information with third parties. Under no circumstances should member institutions reference ARUCC in such wording. The document alert has no official status; it is simply a service to alert you to those cases where you may wish to pay particular attention to the application and its supporting documents.

At no time is it appropriate to state that an individual’s documentation is fraudulent on the ARUCC listserv, nor is it advisable to provide further information in the body of the document alert. Information circulated on the Document Alert service is for the use of admissions personnel in member institutions only, and must not be shared with third parties.

Further information is available on the Web site.

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Ontario Updates

Common University Data Ontario (CUDO):

Newsletters from the Ontario University Registrars’ Association (OURA):

Updates from Colleges Ontario:

Updates from the Council of Ontario Universities:

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Medical Registry for Canada

By Mike Sekulic
President, ARUCC

The Medical Council of Canada (MCC) manages the Physician Credentials Registry of Canada (PCRC), which holds the verified credentials of qualified International Medical Graduates (IMGs) seeking to enter the Canadian physician workforce.

In concert with the Federation of Medical Regulatory Authorities (FMRAC) and the thirteen provincial and territorial medical regulatory authorities (MRA’s), the MCC wants to expand registry services to include the Canadian medical school population. When expanded to include graduates from Canadian medical schools, the Physician Credentials Registry of Canada (PCRC) would be a convenient single source of documents for physician registration and licensure anywhere in the country. The viability of this goal depends on electronic "...processes to capture and store Canadian medical graduate documents such as their transcript and diploma...".

Ian Bowmer, Executive Director, Medical Council of Canada (MCC) and Director, Repository and Registration Services, Pierre Lemay, met with the ARUCC Executive on November 17, 2009, to discuss this initiative. There was a lively discussion during the two-hour session which touched on a number of topics. There are various levels and types of post-secondary electronic document exchange in Canada. Physician registration and licensure processes vary markedly from one part of the country to the other. There was a better understanding of the unique contexts both ARUCC and the Medical Council of Canada work within and the importance of sharing this type of information as essential to a successful collaboration.

Pending federal funding approval, the Medical Council of Canada (MCC) will be starting its work in earnest in January 2010. The MCC has asked ARUCC to participate in standards and practices related to the electronic transfer of official records, and in coordinating and connecting with Registrar’s Offices in Canada’s medical schools. For more information on this initiative, please see the MCC Briefing Note to ARUCC in English or French.

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ARUCC Executive Advisory: Where can one find advanced SEM training in Canada or about Canada?

Interestingly, there are many organizations involved in providing professional development and best practice SEM training related to the registrarial industry. Having noted this, there are only a few education programs in Canada dedicated directly or somewhat indirectly to providing advanced SEM training. OISE at UofT and select masters in education programs at universities such as Memorial University offer SEM exposure. Leadership training tends to be more common through masters programs in business administration and in public administration at various institutions, although there is a relatively new masters in leadership at Royal Roads University.

In response to the focused concerns of select ARUCC members, the Executive co-sponsored and continues to co-sponsor opportunities for SEM training at regional and national conferences. The most recent example occurred at WARUCC in June 2009 where ARUCC provided funds to support hiring an expert SEM consultant. Both the national and regional associations are taking up the call to provide advanced SEM training and, as a result, are delivering higher quality sessions at conferences to help advance a deeper understanding and appreciation of the topic.

Sample listing of associations or organizations offering SEM or "near SEM" training: Note: By listing these organizations, the ARUCC Executive is not suggesting endorsement but rather is providing a sample of organizations that are actively delivering beginner to primarily advanced SEM training to the Canadian postsecondary sector. The number is illustrative of the interest in the area as well as demonstrates that the concept of SEM as an overarching principle for the sector doesn’t mean professional development related to it should necessarily be "owned" by one association over another. Rather, as a concept, it touches on so many aspects of strategic market planning in the postsecondary sector and to be successful at it, a professional in the registrarial industry needs to have a broad yet also deep understanding of SEM to be successful in supporting home institutions.

Members are welcome to email if you wish other SEM links or articles to be featured either on the ARUCC web site or in future newsletters.

Academica Group

American Association of Collegiate Registrars and Admission Officers (AACRAO)

Association of Registrars of Universities and Colleges of Canada (ARUCC)

Canadian Institutional Research and Planning Association (CIRPA) / L'association canadienne de planification et de recherche institutionnelles (ACPRI)

Centre for Higher Education Research and Development (CHERD)

Noel-Levitz Higher Education Consulting

Pan-Canadian Consortium on Admissions and Transfer (PCCAT)

SEM Works

Senior Women Academic Administrators of Canada (SWAAC)

The following is a compendium of articles and findings related to Canadian SEM practices:

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Professional Development Opportunities / Helpful Links

AACRAO conference, "Leading the Profession into the Next Century", New Orleans, Louisiana running from April 21 to 24, 2010

Atlantic Institute for Market Studies, Subscribe to the AIMS newsletter for public policy updates,

Canadian Association of College and University Student Services (CACUSS) Annual Conference, Edmonton, Alberta, June 20-23, 2010

Centre for Higher Education Research and Development

Pan-Canadian Consortium on Admissions and Transfer/Consortium pancanadien sur les admissions et les transferts and links to other organizations focused on mobility

Citzenship and Immigration Canada Operational Bulletins: For updates on changes or clarifications on immigration policies click here.

Canadian Bureau of International Education Media Release: Emerging Leaders in the Americas Scholarship Program: English | French

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ARUCC Survey Archives Access
username: survey
password: arucc2008

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