Alberta Student Information System (S.I.S.)

Alberta - Student Information System (S.I.S.)

Overview

Throughout the school year, Alberta Secondary schools are required to send information to the Ministry of Education's Student Information System (SIS).

File Name	Date	File Name
1. Enrollment Registration File - September 30th Count Date	October 5, 2009	SISXXXXJ
2. Enrollment Registration File - March 1st Count Date	March 4, 2010	SISXXXXJ
3. Diploma Examination Registration File (January & June Examinations)	November & April	DERYYYYs
4. Diploma Exam School Awarded Mark File	January & June	SCMYYYYs
5. Non-Diploma Examination Final Mark File	February & July	SCMYYYYs

Where XXXX represents your School Authority Code, and YYYY represents your School Code

To find the programs required to create and process the SIS files choose Reports, SIS. The following form will appear:

Links on this page

Enrollment Registration File

Course Mark Information

Return Course Marks File

Diploma Exam Registration

Class Size Information

Enrollment Registration File

The Alberta Ministry of Education collects data for each student in your school. This data is used to calculate the funding for your school and for research purposes.

The SIS - Enrollment Registration Collection takes place twice each year, and are to reflect the student demographic and registration data as of the respective count dates (September 30th and March 1st). The first transmission takes place in October and is based on the number of students enrolled in your school on September 30th. The second transmission required, Spring School Registration, takes place in early March and is based on the number of students enrolled in your school on March 1st.

For the September registration submission, include:

all students enrolled on or before the last school day in September who are still attending
all students enrolled between October 1 and the date you create your registration file (or submit your registration forms) who are still attending
all students withdrawn after the last school day in September - please provide an exit date and exit code (refer to SIS User’s Guide) for withdrawn students

For the March 1st submission, include:

all students enrolled on or before the last school day in September who are still attending
all students enrolled after the last school day in September who are still attending
all students withdrawn after the last school day in September. Please provide an exit date and exit code (refer to SIS User Guide) for withdrawn students

Note: The Maplewood system date (i.e. Calendar date) must be greater than or equal to the SIS Report Date. This will ensure that all information will be sent correctly. For Example: If a student's Exit Date is greater than Maplewood Calendar date (system date), then the Exit Date and/or Exit Description will not be included in the SIS file extract.

Using your Maplewood system, you can create a file containing all the data required for the Enrollment Registration File transmissions. Before creating this file, please ensure that the information is accurate for each student. The file layout table has been included. It describes the information required for the file submission, and where it can be found in Maplewood. If you require further assistance, please call our support staff at 1-800-265-3482.

Note: If you are a French school, you must use M for Maternelle (Kindergarten).

Creating the SIS - Enrollment Data Collection File (Student Registration Data)

1. Once each student's information is accurate, create the Biographical Data collection file by choosing Reports, SIS, Create SIS Data Collection File. Then choose either Enrollment Registration File option.

2. Select the Transmission Option (Fall or Spring Report). Ensure that the Report Date is the count date required for the report (i.e. Fall Report should be September 30th, or the last school day prior to September 30th).

3. Select the Export button to create the file. Specify the drive, directory and filename (SIS###J where ### is the district #) . Then select Save to save the file.

4. When the file has been completed, you can verify information by selecting the View button. Specify the drive, directory and filename, and select Open. Any corrections should be made through the student's record. Re-create another SIS Data Collection file if you have changed any information.

Schools must send their Enrollment Registration collection file to their school authority central office where it will be verified prior to submission to Information Services. SIS data submissions must then be transmitted to Information Services using Edulink.

School Authority Header
Position	Length	Content	Maplewood Description
1-4	4	Transaction Type	SSR1 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-20	8	File creation date	Automatically created by maplewood. Based on the user's computer system date
21-26	6	School Count	Total number of SSR2 Records included in the file - automatically created by Maplewood.
27-40	14	Edulink Date/Time Stamp	Automatically created by Edulink
41-46	6	Edulink Error Count	Automatically created by Edulink
47-52	6	Edulink Alert Count	Automatically created by Edulink
53-58	6	Edulink Warning Count	Automatically created by Edulink
59-64	6	Edulink # of missing ID's	Automatically created by Edulink
65-67	3	Edulink Version Number	Automatically created by Edulink
68-464	397	Filler	Blank - automatically created by Edulink
School Header
Position	Length	Content	Maplewood Description
1-4	4	Transaction Type	SSR2 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-20	8	File creation date	Automatically created by Maplewood. Based on the user's computer system date
21-26	6	Student Count	Total number of SSR3 Records included in the file - automatically created by Maplewood.
27-40	14	Edulink Date/Time Stamp	Automatically created by Edulink
41-46	6	Edulink Error Count	Automatically created by Edulink
47-52	6	Edulink Alert Count	Automatically created by Edulink
53-58	6	Edulink Warning Count	Automatically created by Edulink
59-64	6	Edulink # of missing ID's	Automatically created by Edulink
65-67	3	Edulink Version Number	Automatically created by Edulink
68-464	397	Filler	Blank - automatically created by Edulink
Student Registration Detail
Position	Length	Content	Maplewood Description
1-4	4	Transaction Type	SSR3 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13	1	Form Action Code	MW does not export info at this time
14-21	8	Modification Effective Date	Left Blank as per ministry instruction
22-30	9	Alberta Student Number	Student Records, Enrollment, Alberta Student Number
31-55	25	Legal Surname	Biographics, Name, Legal Surname If Legal Surname is not populated, then Surname field is automatically used in the SIS File.
56-80	25	Legal Given Name(s)	Biographics, Name, Given Name and Biographics, Name, Middle Name(s)
81-88	8	Birthdate	Biographics, Birthdate
89	1	Gender (M or F)	Biographics, Gender
90-97	8	Registration Start Date	Enrollment, Entry Date to this school Registration Start date in the SIS Enrollment file must be the start date of this year. Students who have an 'Entry to This School' date that is prior to the start date of the current school year, the program will default the date to the first day of attendance for these students.
98-122	25	"Also Known As" Surname	Biographics, Name, Surname This field is only populated if the student's Legal Surname is populated
123-147	25	"Also Known As" Given Name(s)	Biographics, Name, Usual Name(s)
148-177	30	Current Mailing Address 1	Family, Student Address, Apartment or Suite Number
178-207	30	Current Mailing Address 2	Family, Student Address, complete Street Address or P.O. Box Number If Street address is populated, then P.O. Box number is not included
208-227	20	Current City	Family, Student Address, City
228-229	2	Current Province Code	Family, Student Address, Province Province/Territories Abbreviations AB – Alberta BC – British Columbia MB – Manitoba NB – New Brunswick NF – Newfoundland NT – Northwest Territories NS – Nova Scotia NU – Nunavut ON – Ontario PE – Prince Edward Island QC – Quebec SK – Saskatchewan YT - Yukon
230-235	6	Postal Code	Family, Student Address, Postal Code
236-238	3	Current Phone Area Code	Family, Student Address, first three digits of Phone Number
239-245	7	Current Phone Number	Family, Student Address, last seven digits of Phone Number
246-275	30	Permanent Mailing Address 1	Family, Permanent Address, Apartment or suite number
276-305	30	Permanent Mailing Address 2	Family, Permanent Address, complete street address or PO box number
306-325	20	Permanent City	Family, Permanent Address, City
326-345	20	Permanent Province	Family, Permanent Address, Province
346-360	15	Permanent Postal Code	Family, Permanent Address, Postal Code
361-390	30	Permanent Country	Family, Permanent Address, Country
391	1	Registration Type	Enrollment, Registration Type To modify/setup table, choose Students, Custom Fields/Tables, Enrollment Tables, Registration Type
392-393	2	Students Grade	Biographics, This Year Grade J, K, P, M, E and C will all be sent as EC (Early Childhood) Note: UG (Ungraded) is not longer an Active grade, and will not be sent. These letter grades are defined within Maplewood in Students, Custom Fields\ Tables, Table of Grades, and are assigned to students through Student Records, Biographics, Edit
394	1	Citizenship	Enrollment, Citizenship To modify/setup table, choose Students, Custom Fields/Tables, Enrollment Tables, Citizenship Citizenship Code 9 (other/unknown) should only be used if you have not yet determined the student's citizenship. This code MUST be replaced once the citizenship has been determined. Continuous use of code 9 will have funding implications.
395-402	8	Student Authorization Expiry Date	Enrollment, Student Authorization Expiry Date. Note: This field will only be sent to SIS if the Citizenship field code is Student Authorization - Visa
403	1	Section 23 Eligibility	Enrollment, Section 23 Eligibility
404-418	15	School/Jurisdiction Student ID	Biographics, Name, Student Number Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur
419-421	3	Registration Entry Status	Enrollment, Registration Entry Status To modify/setup table, choose Students, Custom Fields/Tables, Enrollment Tables, Registration Entry Status
422-425	4	Resident Board	Enrollment, Resident Board To modify/setup table, File, School Setup, Divisions
426-429	4	French Instruction hrs./yrs.	Enrollment, Other Fields, Hours of French This area is only enabled if one of the following 'Grant Programs' has been selected for the student: 230 - French as a Second Language 211 - Alternative French Language Programs 221 - Francophone Education Program
430-432 433-435 436-438	3 3 3	Grants Program (up to 3 per student)	Enrollment, Other Fields, Grants Program To modify/setup table, choose Students, Custom Fields/Tables, Enrollment Tables, Grants Program
439-440 441-442	2 2	Special Needs Student (up to 2 per student) The Special Ed. tab appears when the Special Education Field is checked off on the Enrollment screen.	Special Ed., Edit, Categories Only the first 2 (of the 3 available) Categories are used in the SIS export To modify/setup table choose Students, Custom Fields/Tables, Special Education, Categories
443-445 446-448 449-451	3 3 3	Enrollment Type (up to 3 per student)	Enrollment, Other Fields, Enrollment Type To modify/setup table, choose Students, Custom Fields/Tables, Enrollment Tables, Enrollment Type
452-459	8	Exit Date	Enrollment, Exit Date
460-464	5	Exit Description	Enrollment, Exit Description To modify/setup table, choose Students, Custom Fields/Tables, Enrollment Tables, Exit Description

Course Mark Information

The Course and Mark Transaction File has been created by the Alberta Ministry of Education for schools and school authorities to submit a student's courses and marks.

Throughout the course of the school year, various data files are sent to and from Alberta Education. Using your Maplewood system, you can create a file containing all the data required for these transmissions. Before creating theses files, please ensure that the information is accurate for each student. The file layout table has been included. It describes the information required for the file submissions, and where it can be found in Maplewood. If you require further assistance, please call our support staff at 1-800-265-3482.

Note: If you are a French school, you must use M for Maternelle (Kindergarten).

Creating the SIS - Course Marks Data Collection File

1. Once each student's information is accurate, create the Course Mark Data collection file by choosing Reports, SIS, Create SIS Data Collection File. Then choose either Diploma Exam Course Marks File or Non-Diploma Exam Course Marks File option.

2. Enter the Report Date. The date that should be entered is the last day of the semester for which you are reporting the marks. For example, Entering a Report Date that coincides with the last day of Semester 1, will ensure that all students who have transcript entries (falling within Semester 1 dates) will be included the SIS Marks extract file. If schools use the default date (September 30), some students may not be included in the file, as only students who were registered (have an entry date to this school that is prior or equal to the report date) will be included in the extract file. If schools enter the first day of Semester 2 as the report date (for reporting Semester 1 marks) then no students will appear in the extract file - as the SIS Marks extract file will only include marks that were earned within the semester that the report date falls in.

Note: Schools should also ensure that the option to include Deleted Students is selected. This will ensure that any students who have left the school after the previous semester was finished will be included in the file as well.

3. Select the Export button to create the file. Specify the drive, directory and filename (SCM####S where #### is the School Code) . Then select Save to save the file.

Jurisdiction/School Header - SCM1 Transaction
Position	Length	Content	Maplewood Description
1	4	Transaction Type (always SCM1)	SCM1 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-36	24	Filler	Blank - automatically created by Maplewood
37-44	8	File creation date	Automatically created by Maplewood. Based on the user's computer system date
45-50	6	Student Count	Total number of SCM2 Records included in the file - automatically created by Maplewood.
51-64	14	Edulink Date/Time Stamp	Automatically created by Edulink
65-70	6	Edulink Error Count	Automatically created by Edulink
71-76	6	Edulink Alert Count	Automatically created by Edulink
77-82	6	Edulink Warning Count	Automatically created by Edulink
83-85	3	Edulink Version Number	Automatically created by Edulink
86-107	22	Filler	Blank - automatically created by Edulink
Student ID Detail - SCM2 Transaction
Position	Length	Content	Maplewood Description
1	4	Transaction Type (always SCM2)	SCM2 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-27	15	School/Jurisdiction Student ID	Biographics, Name, Student Number. Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
28-36	9	Alberta Student Number	Student Records, Enrollment, Edit, Alberta Student Number.
37-61	25	Legal Surname	Biographics, Name, Legal Surname (if different from usual surname).
62-86	25	Legal Given Name(s)	Biographics, Name, Given Name and Biographics, Name, Middle Name(s)
87-94	8	Birthdate	Biographics, Edit, Birthdate.
95	1	Gender (M or F)	Biographics, Edit, Gender.
96-98	3	Course Count	Student Records, History The sum of all courses included in the file for this student (i.e. recently completed -based on Report Date).
99-103	5	Credit Hash	Student Records, History Sum of all the credits of the courses included in the file for this student (i.e. recently completed -based on Report Date). This is based on attempted credit values
104-107	4	Mark Hash	Student Records, History Sum of all the numeric marks for the individual student included in the file (i.e. recently completed -based on Report Date). Note: Does not include any pass/fail indicators or letter grades
Course Mark Detail - SCM3 Transaction
Position	Length	Content	Maplewood Description
1	4	Transaction Type (always SCM3)	SCM3 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-27	15	School/Jurisdiction Student ID	Biographics, Name, Student Number. Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
28-36	9	Alberta Student Number	Student Records, Enrollment, Edit, Alberta Student Number.
37-43	7	Course ID	History, Edit, Course Note: If Course Number is populated (in the Code file) then the Course Number will be sent. If the Course information in the History of the student is incorrect, it can be updated by selecting File, School Setup, Codes, then find the course code in question and select Edit - the Course Number can be entered here. If you need to edit the course code, please contact Maplewood before doing so, as this can cause significant alterations to all student data. The Course and Mark transaction file only includes Grade 10, 11 and 12 courses that were completed within that term, and includes all courses that meet this criteria even if they are non-examinable courses. To ensure that the Course has the correct grade defined, choose File, School Set-Up, Codes. Select one of the codes in question, and select Edit. In the top Right corner is the field for Grade.
44	1	Form Action Code	New option has been added for Course Marks export (Diploma and non-diploma) - to compare file to extract file and only send the differences between the files. If user would like to utilize this function, then user must first request a DCM Marks file from Alberta Education. MW will compare what is in the DCM file with what is in Maplewood. Using the criteria of matching the following for each student's course between the 2 files: Course Code Course Completion Date Course Completion Credit Course Completion Fund Flag Course Completion External Credential Flag Course Completion Funding Schedule Code Course Completion Method Code Course Evaluation Province Code Course Completion Status Code School Awarded Mark Diploma Exam Mark Final (Blended) Mark If any of the items above differ, then MW will send a 'Replace' Form Action Code for the data that is currently in Alberta Learning...and then a subsequent 'Add' Form Action Code for the data that currently resides in Maplewood Note: ANY COURSES THAT APPEAR IN THE ORIGINAL EXTRACT FILE, WILL NOT BE SENT A SECOND TIME - ONLY DIFFERENCES ( CHANGES AND COURSES NOT PREVIOUSLY SENT) WILL BE INCLUDED IN THE SCM FILE CREATED BY MAPLEWOOD. Maplewood is not (and will not) be sending the Form Action Code of "Delete". As this option could compromise the student mark history, if the data in Maplewood were incorrect and would delete the existing record in Edulink. If your School District would like to have the ability to access this option, please contact Maplewood.
45-52	8	Modification Effective Date	Left Blank as per ministry instruction
53-60	8	Course Completion Date Actual date the student completes, is exempted from, withdraws from or does not complete a course (generally coincides with the term/semester end date).	The process in which the Course Mark file is populated is based on the information pulled from the student's transcript (History) of courses that have been added during the current school year . In Maplewood the transcript only stores the Month and the Year of the completion date, previously Maplewood was sending the first day of the month that the course was added to the transcript. In order to avoid errors from Edulink, Maplewood has made the following changes to the program: The determination of the completion date will now be made based on the school calendar, more specifically Semester and/or Term start and end dates. For Example: If completion date in the transcript is in January/ February then the last NORMAL day of Semester 1 is sent. If the completion date in the transcript is June then the last NORMAL day of Semester 2 (or last day of the school year) is sent. In the event that a course completion date (Month) in the transcript does not coincide with a Start/End date of a Semester/Term, then Maplewood will send whichever Semester/Term end date in the calendar that most closely coincides with this month/year.
61-64	4	Course Completion Credit Enter the credits the student was attempting to achieve in the course. (Not what the student earned).	History, Edit, Attempted Credit. The Attempted Credit field is populated based on what is entered in the Code file for that course. If the entry is incorrect, it can be modified by going to File, School Setup, Codes, then find the code in question and select Edit. The credit value appears in the top right corner.
65	1	Course Completion Fund Flag Y - The course completion meets funding requirements and the course should be funded. N - The course completion does not meet funding requirements and the course should not be funded Blank - The course completion does not require verification of funding	History, Edit, Course Completion Status
66	1	Course Completion External Credential Y - course qualifies for an external credential N - course does not qualify for an external credential	History, Edit, External Credential
67-69	3	Course Completion Funding Schedule REG - Semester course for credit FUL - Full year course for credit SUM - Summer course for credit SAT - Course taken on weekend EVG - Evening course for credit	File, School Set-up, Classes, Delivery
70-72	3	Course Completion Method Code CHA - Course Challenge JRH - Junior High –high school courses completed in grade 7,8 or 9 MUS - Music Evaluation – credits earned through private study OUT - Out of province evaluation PVT - Private School Evaluation REG - Regular WPC - Waived Pre-requisite credit	History, Edit, Course Completion Method
73-74	2	Course Evaluation Province Code Indicates where the student was instructed in the course being evaluated (If the course completion method is not equal to OUT or PVT, the course evaluation province must be blank).	History, Edit, Course Evaluation Province
75-77	3	Course Completion Status Code COM - A complete course results in marks EXP - Student is exempted from taking a mandatory part of curriculum INC - An INC status has no associated marks (may only be used for CTS courses) – registered throughout the course yet does not complete all of learner expectations WDR - Sudent is unable to complete the course. A WDR status has no associated marks	History, Edit, Course Completion Status A course completion status of INC (incomplete) may only be used for CTS courses
78-80	3	Primary Delivery Method Code DSL - Distance Learning HED - Home Education OFC - Off Campus ORP - Outreach Program VTL - Online Delivery REG - Regular	File, School Set-up, Classes, Type of Course
81-82	2	Language Code (Instruction)	File, School Set-up, Classes, Language of Instruction. Below is a list of valid entries. EN - English FR - French OT - Other
83-84	2	Filler	Blank - automatically created by Maplewood
85-87	3	School Awarded Mark Mark achieved by student for this course completion	History, Mark
88-90	3	Filler	Blank - automatically created by Maplewood
1-93	3	Filler	Blank - automatically created by Maplewood
94-101	8	Class ID	Maplewood will cross reference course codes/numbers that are being sent (from the Transcript/Code File) to those that are in the students timetable. If a match is found, then the class section letter will be sent in the Class ID field. Note: For withdrawn courses the program will look at the add/drops for the section letter - at the last dropped occurrence of the class. If match is not found then the program will not populate the Class ID for that course. An option to view the list of courses that were sent without an assigned Class ID will appear at end of export. Note that if a board is using the Course Number field, the course number for a course in the Codes file must match the assigned Course Number for the same course in the Courses File. For Example the course FRE20-5 must have the same course number associated with it in BOTH the courses file and the codes file.
102-107	6	Filler	Blank - automatically created by Maplewood

Return Course Marks File

This file is created by Alberta Education, and mirrors the Course Marks file (above). The purpose of this file is to import the Student's Exam and Final (Blended) Mark into the student's mark history (Transcript) within Maplewood. The only information that is imported is the 2 new marks. All other data is used as reference to ensure that a student match is successful. The file layout table has been included below. Please note the only 2 pieces of information that are imported are highlighted

Importing the SIS - Return Course Marks Data File

1. To import the file you have received from Alberta Education choose the following options within Maplewood Reports, SIS, Import SIS Data Collection File.

2. Select the Import Course Mark Return file option, then specify the location of where the file received from Alberta Education has been saved (this can be done by using the Browse button on the screen). Then select the Import option to import the file.

3. When the file has been completed, you can verify information imported by selecting the View (or Print) File button.

Jurisdiction/School Header - RCM1 Transaction
Position	Length	Content	Maplewood Description
1	4	Transaction Type (always RCM1)	RCM1 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-36	24	Filler	Blank - automatically created by Alberta Education
37-44	8	File creation date	Automatically created by Maplewood. Based on the user's computer system date
45-50	6	Student Count	Total number of RCM2 Records included in the file - automatically created by Alberta Education
51-107	22	Filler	Blank - Automatically created by Alberta Education
Student ID Detail - RCM2 Transaction
Position	Length	Content	Maplewood Description
1	4	Transaction Type (always RCM2)	RCM2 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-27	15	School/Jurisdiction Student ID	Biographics, Name, Student Number. Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
28-36	9	Alberta Student Number	Student Records, Enrollment, Edit, Alberta Student Number.
37-61	25	Legal Surname	Biographics, Name, Legal Surname (if different from usual surname).
62-86	25	Legal Given Name(s)	Biographics, Name, Given Name and Biographics, Name, Middle Name(s)
87-94	8	Birthdate	Biographics, Edit, Birthdate.
95	1	Gender (M or F)	Biographics, Edit, Gender.
96-98	3	Course Count	Student Records, History The sum of all courses included in the file for this student (i.e. recently completed -based on Report Date).
99-103	5	Credit Hash	Student Records, History Sum of all the credits of the courses included in the file for this student (i.e. recently completed -based on Report Date). This is based on attempted credit values
104-107	4	Mark Hash	Student Records, History Sum of all the numeric marks for the individual student included in the file (i.e. recently completed -based on Report Date). Note: Does not include any pass/fail indicators or letter grades
Course Mark Detail - RCM3 Transaction
Position	Length	Content	Maplewood Description
1	4	Transaction Type (always RCM3)	RCM3 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-27	15	School/Jurisdiction Student ID	Biographics, Name, Student Number. Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
28-36	9	Alberta Student Number	Student Records, Enrollment, Edit, Alberta Student Number.
37-43	7	Course ID	History, Edit, Course Note: If Course Number is populated (in the Code file) then the Course Number will be sent. If the Course information in the History of the student is incorrect, it can be updated by selecting File, School Setup, Codes, then find the course code in question and select Edit - the Course Number can be entered here. If you need to edit the course code, please contact Maplewood before doing so, as this can cause significant alterations to all student data. The Course and Mark transaction file only includes Grade 10, 11 and 12 courses that were completed within that term, and includes all courses that meet this criteria even if they are non-examinable courses. To ensure that the Course has the correct grade defined, choose File, School Set-Up, Codes. Select one of the codes in question, and select Edit. In the top Right corner is the field for Grade.
44	1	Filler	Blank - Automatically created by Alberta Education
45-52	8	Modification Effective Date	Left Blank as per ministry instruction
53-60	8	Course Completion Date Actual date the student completes, is exempted from, withdraws from or does not complete a course (generally coincides with the term/semester end date).	The process in which the Course Mark file is populated is based on the information pulled from the student's transcript (History) of courses that have been added during the current school year . In Maplewood the transcript only stores the Month and the Year of the completion date, previously Maplewood was sending the first day of the month that the course was added to the transcript. In order to avoid errors from Edulink, Maplewood has made the following changes to the program: The determination of the completion date will now be made based on the school calendar, more specifically Semester and/or Term start and end dates. For Example: If completion date in the transcript is in January/ February then the last NORMAL day of Semester 1 is sent. If the completion date in the transcript is June then the last NORMAL day of Semester 2 (or last day of the school year) is sent. In the event that a course completion date (Month) in the transcript does not coincide with a Start/End date of a Semester/Term, then Maplewood will send whichever Semester/Term end date in the calendar that most closely coincides with this month/year.
61-64	4	Course Completion Credit	History, Edit, Attempted Credit
65	1	Course Completion Fund Flag	History, Edit, Course Completion Status
66	1	Course Completion External Credential	History, Edit, External Credential
67-69	3	Course Completion Funding Schedule Code	File, School Set-up, Classes, Delivery Method
70-72	3	Course Completion Method Code	History, Edit, Course Completion Method
73-74	2	Course Evaluation Province Code	History, Edit, Course Evaluation Province
75-77	3	Course Completion Status Code	History, Edit, Course Completion Status
78-80	3	Primary Delivery Method Code	File, School Set-up, Classes, Type of Course
81-82	2	Language Code (Instruction)	File, School Set-up, Classes, Language of Instruction
83-84	2	Language Code (Exam)	File, School Set-up, Classes, Exam (Button), Language
85-87	3	School Awarded Mark	History, Mark
88-90	3	Diploma Exam Mark	Imported into Maplewood into the student's transcript - History, Exam
91-93	3	Final (Blended) Mark	Imported into Maplewood into the student's transcript -History, Final
94-101	8	Class ID	Maplewood will cross reference course codes/numbers that are being sent (from the Transcript/Code File) to those that are in the students timetable. If a match is found, then the class section letter will be sent in the Class ID field. Note: For withdrawn courses the program will look at the add/drops for the section letter - at the last dropped occurrence of the class. If match is not found then the program will not populate the Class ID for that course. An option to view the list of courses that were sent without an assigned Class ID will appear at end of export. Note that if a board is using the Course Number field, the course number for a course in the Codes file must match the assigned Course Number for the same course in the Courses File. For Example the course FRE20-5 must have the same course number associated with it in BOTH the courses file and the codes file.
102-107	6	Filler	Blank - automatically created by Maplewood

Diploma Exam Registration

This file is created and sent to Alberta Education prior to every Diploma Exam period. January Exam information is sent in November and June Exam information is sent in April. Please refer to the Alberta Education Schedule for specific dates and Summer Exam submission information.

Creating the SIS - Diploma Exam Registration File

1. Once each student's information is accurate, create the Diploma Exam Registration collection file by choosing Reports, SIS, Create SIS Data Collection File. Then choose Diploma Exam Registration File option.

2. The Report Date determines which examinable courses are included in the file. Typically, select the semester (e.g. 1 or 2) to have the Report Date automatically populated to a date at the end of the semester. This will result in a file that includes the courses that have diploma (provincial) exams at the end of the selected semester. If exams are to be written at other times (e.g. April for classes scheduled in semester 2, term 1), enter a Report Date that corresponds to a date in that term (e.g. the last day of semester 2, term 1).

3. Select the Export button to create the file. Specify the drive, directory and filename (DER####S where #### is the School Code) . Then select Save to save the file.

4. When the file has been completed, you can verify information by selecting the View button. Specify the drive, directory and filename, and select Open. Any corrections should be made through the student's record. Re-create another Diploma Exam Registration file if you have changed any information.

Jurisdiction/School Header (DER1)
Position	Length	Content	Maplewood Description
1-4	4	Transaction Type (always DER1)	DER1 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-36	24	Filler	Blank - automatically created by Maplewood
37-44	8	File creation date	Automatically created by Maplewood. Based on the user's computer system date
45-50	6	Student Count	Total number of SCM2 Records included in the file - automatically created by Maplewood.
51-64	14	Edulink Date/Time Stamp	Automatically created by Edulink
65-70	6	Edulink Error Count	Automatically created by Edulink
71-76	6	Edulink Alert Count	Automatically created by Edulink
77-82	6	Edulink Warning Count	Automatically created by Edulink
83-85	3	Edulink Version Number	Automatically created by Edulink
86-185	100	Filler	Blank - automatically created by Edulink
Student ID Detail (DER2)
Position	Length	Content	Maplewood Description
1-4	4	Transaction Type (always DER2)	DER2 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-27	15	School/Jurisdiction Student ID	Biographics, Name, Student Number. Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
28-36	9	Alberta Student Number	Student Records, Enrollment, Edit, Alberta Student Number.
37-61	25	Legal Surname	Biographics, Name, Legal Surname (if different from usual surname).
62-86	25	Legal Given Name(s)	Biographics, Name, Given Name and Biographics, Name, Middle Name(s)
87-94	8	Birthdate	Biographics, Edit, Birthdate.
95	1	Gender (M or F)	Biographics, Edit, Gender.
96-125	30	Current Mailing Address 1	Family, Student Address, Apartment or Suite Number
126-155	30	Current Mailing Address 2	Family, Student Address, complete Street Address or P.O. Box Number If Street address is populated, then P.O. Box number is not included
156-175	20	Current City	Family, Student Address, City
176-177	2	Current Province Code	Family, Student Address, Province Province/Territories Abbreviations AB – Alberta BC – British Columbia MB – Manitoba NB – New Brunswick NF – Newfoundland NT – Northwest Territories NS – Nova Scotia NU – Nunavut ON – Ontario PE – Prince Edward Island QC – Quebec SK – Saskatchewan YT - Yukon
178-183	6	Postal Code	Family, Student Address, Postal Code
184-185	2	Registration Exam Count	Number of Exam Classes that the student is registering for. Classes in the student's timetable within a semester are cross referenced with the Classes file. The classes that are defined as Provincial Examinable will be included in the export file. To define a class as Examinable select File, School Set-up, Classes, Edit, Exam, Examination
Diploma Exam Registration Detail (DER3)
Position	Length	Content	Maplewood Description
1-4	4	Transaction Type (always DER3)	DER3 appears automatically
5-8	4	School Authority Code	File, School Setup, School Information, Board Info. Tab, Board Number
9-12	4	School Code	File, School Setup, School Information, School Info. Tab, School Number
13-27	15	School/Jurisdiction Student ID	Biographics, Name, Student Number. Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
28-36	9	Alberta Student Number	Student Records, Enrollment, Edit, Alberta Student Number.
37-43	7	Course ID	File, School Setup, Classes, Course Code (does not include the section letter). The Course and Mark transaction file only includes Grade 10, 11 and 12 courses that were completed within that term, and includes all courses that meet this criteria even if they are non-examinable courses. To ensure that the Course has the correct grade defined, choose File, School Set-Up, Codes. Select one of the codes in question, and select Edit. In the top Right corner is the field for Grade.
44-51	8	Exam Registration Date	File, School Set-up, Classes, Exam (Button), Completion Date
52-53	2	Language Code (Exam)	File, School Set-up, Classes, Exam (Button), Language
54-57	4	Exam Writing Centre	File, School Set-up, Classes, Exam (Button), Writing Centre
58-185	128	Filler	Blank - automatically created by

Class Size Information

The information contained in this file can be imported into Alberta Education’s Class Size Information System to provide them with a survey of class sizes in your school. The intent of the survey is to measure the class size, regardless of what course, module, or grade level is being taught, or how many courses, modules or grade levels are being taught in a class. Note that the subject of the course collected by this survey does not contain actual course names, but rather uses broad subject categories. You may need to use your own judgment in deciding which category best applies to each class. Maplewood will use the “Department” table for these broad categories. Using File, School Setup, Departments, you should have the following list of departments, along with their corresponding Ministry numbers:

MIN#	Title
1000	English/French Language Arts
1100	Mathematics
1110	Pure Math *
1120	Applied Math *
1200	Science
1210	Biology
1220	Chemistry
1230	Physics
1300	Social Studies
1400	Health
1500	Physical Education
1600	Career and Life Management
1700	Art
1710	Music
1720	Drama
1800	Second Languages
1900	Religions Instruction/Studies
2000	Environmental and Outdoor Education
2100	Social Science
2200	Career and Technology Studies
2250	Career and Technology Foundations
2300	Integrated Occupation Program
2400	Special Education
2500	Early Childhood Services
8000	Locally Developed Course
9000	Other

Creating the Class Size Information file:

1. Select Reports, SIS, Create SIS Data Collection File.2. Select the Class Size Information option. The report date should be left as September 30th.
(Central Office users skip this step) Enter values for the Teaching Assistants and Special Needs Assistants, rounding the values to the nearest 0.1 (e.g. 10.5). These fields correspond to the 2 questions asked in the Class Size Information System:
i. How many FTE teaching assistants are assigned to K-12 students in your school?
ii. Of those, how many FTE teaching assistants are assigned to K-12 students with special needs?

Note:A teaching assistant is defined as a support staff member who is directly involved with the instruction of students in the classroom. This includes teaching assistants hired for K to 12 students with special needs or who are designated as “generalists”. Administration support, library and lab staff should not be included in this count. An FTE of 1.0 is applicable for an individual who is assigned to the total hours that the program is provided.

3. Select Export. (Central Office Users: Before clicking Export, click Select, then All Secondary, then OK to include the secondary schools).
The filename is defaulted as H####S (where #### is your school number). It will default in the Export\ABClsz folder. Click Save to accept these defaults.

4. When the report is finished, select View to see the contents of the report.
Submit the file as direct by your school division.

The resulting file contains the class information as of September 30th of the current school year, taking into consideration any timetable adds/drops to determine the student’s actual timetable on the report date. It includes any classes that are taught in Semester 1, or the full year. It does not include semester 2 classes.

If this file is generated from Maplewood Central Office, the number of FTE teaching assistants will be set to zero for each of the schools. The schools will need access to the survey to input these values directly in the Class Size Information System.

See the chart below to determine how each of the fields in the report is calculated.

Electronic file Format

School Authority Header
Position	Length	Content	Maplewood Description
1	1	Header start (always H)	H appears automatically
2-5	4	School Authority Code	File, School Setup, School Information, Board Info. tab will show School Authority Code. Contact Maplewood if incorrect.
6-9	4	School Year	Year as indicated in the start of the school calendar (e.g. 2009 for 2009/2010 school calendar). File, School Setup, Calendar.
10-17	8	File Creation Date	the last school day in September of the current school year will appear (e.g. 20090930)
18-20	3	File Specification Version	003 will automatically appear (may change if new specifications are issued by AB Education)
21-110	94	Filler	94 spaces are automatically included
School Header
Position	Length	Content	Maplewood Description
1	1	Header start (always H)	H appears automatically
2-5	4	School Code	File, School Setup, School Information, School Info. tab will show school code. Contact Maplewood if incorrect.
6-10	5	Total Teaching Assistants	This information is not collected at this time so 000.0 will appear.
11-15	5	Total Special needs Assistants	This information is not collected at this time so 000.0 will appear.
16-110	95	Filler	95 spaces are automatically included
School Detail Note: only classes that are taught in semester 1, or full year are included. Only classes with the “reportable” flag checked off are included. Classes are stored in File, School Setup, Classes. Notes: Grouped classes are all included in the same class record, using the class identifier of the class with the greatest students. Student timetable adds and drops are used to determine the student’s actual timetable on the report date so that the class size is accurate even when printing the report at a later time.
Position	Length	Content	Maplewood Description
1	1	Detail start (always D)	D appears automatically
2-5	4	Subject Code	File, School Setup, Departments will contain the list of general subject areas. The Ministry# of each subject is used here. In File, School Setup, Courses, select the appropriate subject area in the Department field. Here is the list of Departments that should be used.
6-45	40	Grade	Grade (or grades) of the students enrolled in the class. Multiple grade levels are separated with a slash (e.g. 10/11).
46-95	50	Class Identifier	Class code (including section letter) and course title. Class codes are found in File, School Setup, Classes while their titles are found in File, School Setup, Courses.
96-98	3	Total number of students in class	Number of students in the class on September 30th of the current year.
99-101	3	Number of code 40 students	Number of students in this class who have an active special education file with an exceptionality in the 40’s (Students, Custom Fields/Tables, Special Education, Exceptionalities --- Ministry # must be in the 40’s).
102-104	3	Number of code 30/50 students	Number of students in this class who have an active special education file with an exceptionality in the 30’s or 50’s (Students, Custom Fields/Tables, Special Education, Exceptionalities --- Ministry # must be in the 30’s or 50’s).
105-107	3	Number of code 80 students	Number of students in this class who have an active special education file with an exceptionality in the 80’s (Students, Custom Fields/Tables, Special Education, Exceptionalities --- Ministry # must be in the 80’s).
108-110	3	Number of ESL students	Number of students in this class who have the Grant Program ESL funded or non-funded (Student Records, Enrollment tab, Edit, Other Fields tab. Grant Program 1,2, or 3 contains English as a Second Language Funded or Non-Funded).
111 - 113	3	Number of students participating in video conferencing (offsite)	Optional Field - Not currently exported thru Maplewood
School Trailer
Position	Length	Content	Maplewood Description
1	1	Trailer start (always T)	T appears automatically
2-5	4	School Code	File, School Setup, School Information, School Info. tab will show school code. Contact Maplewood if incorrect.
6-8	3	Number of classes reported	This will correspond to the number of school detail records included in the file.
9-110	102	Filler	102 spaces are automatically included
School Authority Detail
Position	Length	Content	Maplewood Description
1	1	Trailer start (always T)	T appears automatically
2-5	4	School Authority Code	File, School Setup, School Information, Board Info. tab will show school authority code. Contact Maplewood if incorrect.
6-8	3	Number of schools reported	Number of Schools included in the file.
9-110	102	Filler	102 spaces are automatically included