PASIprep

PASIprep (Marks/Student & Enrolment File creation (information only)

Overview

Throughout the school year, Alberta secondary schools are required to send information to the Ministry of Education.  Effective Fall 2013, all schools must submit their enrolment information using a PASI-enabled student information system.  All schools using Maplewood are PASI-enabled.  When a school is PASI-enabled, the former enrolment files (SIS files) are no longer required for the Student Record and Enrolment portions to be automatically updated as changes are made directly in the student's record.  If a school is not yet PASI-enabled, the SIS files are still created in Maplewood and submitted to PASIprep.  In September 2015 PASI Course Marks Integration will be in use to automatically collect the course marks information, but for now, they are still submitted using the SCM files that are uploaded to PASIprep.  Edulink is no longer used to used to submit SIS and SCM file to Alberta Education for K to 12 purposes. Starting in the 2015 school year, real-time integration will be available for Course Marks. This section of the manual will be updated when the changes are released. Please note, as part of the process, divisions must centralize their codes file. Please refer to the Central Office Manual, Maintenance section and contact our support team (link to Centralizing Codes).

Acceptable file submission to Alberta Education include:  Diploma Examination Registrations (DER files), Transportation Data, and Alberta Health Services initiatives.

This document describes the process for creating the following PASIprep files.

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

To find the programs required to create and process the Alberta Education files, choose Reports, SIS, Create SIS Data Collection File. The following form will appear:

Please use the following links to find detailed information on each of these options:

Enrolment Registration File (Fall Enrolment Registration File, Spring Enrolment Registration File, and Enrolment Registration (Specify Date) options)

Diploma Exam Registration (Diploma Exam Registration option)

Course Mark Information (Diploma Exam Course marks File and Non-Diploma Exam Course Marks File options)

Class Size Information
Credit Enrolment Units (CEU) Reconciliation (only applicable to those schools selected for a CEU audit)

Import Official Marks (RCM Replacement June 2015)

When files are returned from PASIprep, and information contained within those files need to be imported into Maplewood, choose Reports, SIS, Import SIS Data Collection File. The following form will appear:

Please use the following link to find detailed information on this option:

Return Course Marks File (Import Course Marks Return File into Student Transcripts)

Enrolment 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 following options create enrolment registration files:

Fall Enrolment Registration File (September 30th Count Date)
Spring Enrolment Registration File (March 1st Count Date)
Enrolment Registration (Specify Date)

The SIS - Enrolment Registration Collections take 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.  Schools may submit files on a regular basis (not just Sept 30 and March 1 count dates), using the Enrolment Registration (Specify Date) option.

Each enrolment registration file uses the count date and includes the following students:

• all students actively enrolled in the school on the count date
• All students who were enrolled in the school this year, but have left the school on or before the count date.

Using your Maplewood system, you can create a file containing all the data required for the Enrolment 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.

Notes:

1.  If you are a French school, you must use M for Maternelle (Kindergarten).
2.  Within PASIprep, use the Replace option because the enrolment file contains all student enrolments for the entire school year.

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

1. Once each student's information is accurate, create the file by choosing Reports, SIS, Create SIS Data Collection File. Then choose the most applicable Enrolement Registration File option (Fall, Spring or Specify Date).

 

2.  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 Enrolment 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. 

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. Enter the Report Date.

 

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.

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. Mark information is collected from the students' transcripts and therefore, the transcripts must be updated prior to creating this file. Since the school that provides the instruction or assessment is the only school that can submit the mark, courses completed at other schools will be excluded from the file.

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.

Creating the SIS - Course Marks Data Collection Files

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. Select the semester (1 or 2).

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.

 

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.

 

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. 

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:

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

Credit Enrolment Units (CEU) Reconciliation

Each school year, Alberta Education randomly selects approximately 250 schools for annual provincial CEU monitoring.  As part of the audit, they will request a Credit Enrolment Units (CEU) Reconciliation file which contains a subset of the data reported in the SCM files (Diploma Exam and Non-Diploma Exam Course Marks files. This report pulls the information from the students' transcripts.

Creating the Credit Enrolment Units (CEU) Reconciliation:

1. Select Reports, SIS, Create SIS Data Collection File.  Select the Credit Enrolment Units (CEU) Reconciliation option.

2. Select the semester (1 or 2)

3.  Select the Export button to create the file. Specify the drive, directory and filename.

4. When the report is finished, select View to see the contents of the report. The view option within Maplewood will format the headings slightly different than in the actual file (e.g. Actual file contains SchoolCode but the printout will label the heading School Code).  The auditor's will view the file using Microsoft Excel.

Electronic file Format

The file contains the following fields:

Student ID, School Code, Course Code, Term, Course Completion Date, Course Completion Code, Site Credits, Last Name, First Name

These fields correspond to the same fields in the Course Mark Information (SCM files).  Note:  The Term will be empty as it is not required if the course completion date is in the file.  Course completion codes will be REG (regular), FUL (full year), or SUM (summer course).