| Manitoba EIS: Course Registration |
File Name: xxxxreg.asc (where xxxx is the school number)
The Course Registration file contains the courses grade 9 to 12 students are registered in on September 30. Maplewood creates the file for each school, and the file is imported into the EIS collection tool. The division is responsible for submitting this information to the department each October, so please follow any additional instructions provided by the school division.
1. Check Student Information.
Before creating this file, please check the accuracy of the student and grade 9 to 12 course information. Please see the Course Registration File Specifications chart below for specifics on all fields contained in this file. Most of the course and class information is setup in the Courses and Classes Tables and the classes are added to the student's timetable.
Check that the correct subject code (e.g., 0001), and subject grade level/course type (e.g., 10G), as listed in the Subject Table Handbook (http://www.edu.gov.mb.ca/k12/docs/policy/sth/index.html), are entered for all 9 to 12 subjects into the Courses File (File, School Setup, Courses). In the Courses File, if you are using a course code such as ENG10G, the subject code should be entered in the course number field of the Courses File. Enter the course number as 0001-10G or 000110G. The subject code is the first 4 characters and the subject level and course type are the last 3 characters. If your course codes are already entered as 000110G (example) rather than ENG10G, the course number can be left blank.
Students who are taking courses that are not Grade 9 to 12, enter a course number of "X" (do not type the quotations) in the Courses table. These courses will not be sent to the Department. Student’s who have only courses with a course number of "X" will not be included in the file.
For the Teacher, Section, Semester, Value, Language & Delivery Mode, choose File, School Setup, Classes. Each grade 9 to 12 class is found in the Classes File along with the information that indicates when the class is taught and by which teacher. The section letters are automatically translated to section numbers in the file (e.g. section a is 0001, b is 0002). Be sure to check the credit value against the Subject Table Handbook for the allowable credit values for each course at each level. The language in which the students receive classroom instruction (English, French, etc.) is recorded for each subject.
In the file, the teacher’s PSP Number is sent rather than the teacher’s name. Make sure the teachers have their Professional School Personnel Number entered in the PSP# field found under Staff, Staff Records, select the teacher, Biographics tab, Name button.
2. Create the Course Registration File (after September 30th)
a. Reports > Department Data Transfers > Create EIS Data Collection Files.
b. Select the Course Registration file option, and Enter Manitoba Education’s equivalent of the grade codes used in Maplewood. For example, if a school uses grade S for Special Ungraded Secondary students, in the Equivalent EIS values of grade S, select SE since EIS only accepts grades 1 to 12, N (nursery), K (kindergarten), SE (Special ungraded (age 4-13)), and SS (Special ungraded (age 14 or older)).
c. Select Export to create the file.
d. Save the file by selecting the path (the filename is ####REG.ASC), and selecting Save.
e. To view the information in the file, Select Print or View, choose the file from the Open File window and select Open.
Notes:
3. Correct Information
Make necessary changes to the student information and then recreate the file (Step 2).
4. Import the file into EIS Collection Program
Follow the instructions in the department's EIS Collection manual to import the file created in step 2. The name of the file is ####REG.ASC where #### is your school identification number.
5. Export the File to send to your Division Office (or directly to the department if an independent school)
From the EIS Collection Program, you will create a file that is sent to your division office or directly to Manitoba Education and Training (independent schools only). Please refer to the EIS Manual for instructions.
3. Correct Information
Make necessary changes to the student information and then recreate the file (Step 2).
4. Import the file into EIS Collection Program
Follow the instructions in the department's EIS Collection manual to import the file created in step 2. The name of the file is ####REG.ASC where #### is your school identification number.
5. Export the File to send to your Division Office (or directly to the department if an independent school)
From the EIS Collection Program, you will create a file that is sent to your division office or directly to Manitoba Education and Training (independent schools only). Please refer to the EIS Manual for instructions.
|
Record Type |
Description |
|
H |
Marks Header Record – 1 record per file |
|
I |
Identifier Record – 1 record per student |
|
D |
Detail Record (follows identifier record) – 1 record per course |
|
Student Course Registration Header Record |
|||
|
Field |
Length |
Position |
Maplewood Description |
|
Record Type Value ‘H’ (Header) |
1 |
1 |
H automatically appears |
|
File type value ‘R’ (Registration) |
1 |
2 |
R automatically appears |
|
Reporting Date (DDMMYYYY) |
8 |
3-10 |
The system date of the computer that generated the report (system date can be found in the bottom right hand corner of the monitor). |
|
Division Number |
4 |
11-14 |
File, School Set-up, School Information, Division Information (Tab), Division Number If the Division Number is incorrect, please contact Maplewood Customer Support for further assistance. |
|
Academic Year |
4 |
15-18 |
Four digit year of the start of Maplewood Calendar |
|
EIS Version |
5 |
19-23 |
Automatically populated by EIS |
|
Filler |
177 |
24-200 |
Blank - automatically created by EIS |
|
Student Course Registration Identifier Record |
|||
|
Field |
Length |
Position |
Maplewood Description |
|
Record Type Value ‘I’ (Identifier) |
1 |
1 |
I automatically appears |
|
School Attended |
4 |
2-5 |
File, School Set-up, School Information, School Number If the School Name appears incorrect, please contact Maplewood Customer Support for further assistance. |
|
MET Student Number |
9 |
6-14 |
Students, (select student), Enrolment, Edit, MET# |
|
Surname |
35 |
15-49 |
Students, (select student), Biographics, Name, Surname The program uses the legal Surname first. If this name is not there, then it will use the surname. |
|
Given Name(s) |
35 |
50-84 |
Students, (select student), Biographics, Name, Given Name, and Students, (select student), Biographics, Name, Middle Name(s) |
|
Birthdate (DDMMYYYY) |
8 |
85-92 |
Students, (select student), Biographics, Edit, Birthdate |
|
Gender |
1 |
93 |
Students, (select student), Biographics, Edit, Gender |
|
Enrolment Date (DDMMYYYY) |
8 |
94-101 |
Students, (select student), Enrolment, Entry to this School For students whose "entry to this school" is on or before the first day of school, it is automatically sent as the first normal school day in your Maplewood school calendar. If a student registers after the first day of school, enter the first day of school in the field "entry to this school". |
|
Postal Code |
6 |
102-107 |
Students, (select student), Family, Student, Edit, Postal Code. If the student’s permanent home address is outside of Canada, use the postal code of their Canadian residence. |
|
Grade |
2 |
108-109 |
Students, (select student), Biographics, Edit, Grade. Maplewood can be setup to accept any grades (Students, Custom Fields/Tables, Table of Grades). |
|
School Student Number The student number is extremely important for updating the school database with MET#'s from the Department. It should never change, and it should be unique to each student. |
12 |
110-121 |
Students, (select student), 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. The student's three letter code is used if a school number is not assigned. |
|
Resident Division This is the division where the student’s parent/guardian lives. It is the responsibility of the division where the student is enrolled to determine the resident division for every student. |
4 |
122-125 |
Students, (select student), Enrolment, Edit, Resident Division In Maplewood, your school division is sent as the resident division for a student unless you indicate the student as non-resident and select a Residence Division from the drop-down list in the Residency frame (If you enter Unknown, then your school’s division number will be sent). The list of divisions is a user-defined list. To modify this list, select File, School Set-up Resident Division. Enter the division’s 4 digit MET assigned division number, the name of the division, and its address (optional). |
|
Previous Surname |
35 |
126-160 |
Student, (select student), Biographics, Name, Name Changes tab. Most recent surname, if different from current surname, will be sent. |
|
Filler |
70 |
161-200 |
Blank - automatically created by Maplewood |
|
Student Course Registration Detail Record |
|||
|
Field |
Length |
Position |
Maplewood Description |
|
Record Type Value ‘D’ (Course Detail |
1 |
1 |
D automatically appears |
|
Subject Code |
4 |
2-5 |
Information sent is based on classes that appear within the students timetable (Students, select student, Timetable) If the information regarding a subject code is incorrect, it can be updated within the courses file by selecting File, School Set-up, Courses, Course Code or Course Number In the Courses File, if you are using a course code such as ENG10G, the subject code should be entered in the course number field of the Courses File. Enter the course number as 0001-10G or 000110G. The subject code is the first 4 characters and the subject level and course type are the last 3 characters. If your course codes are already entered as 000110G (example) rather than ENG10G, the course number may be blank. |
|
Subject Description |
40 |
6-45 |
File, School Set-up, Courses, Course Title |
|
Subject Level |
3 |
46-48 |
File School Set-up, Courses, Course Number The subject level is the last 3 characters of the course number. |
|
Credit |
3 |
49-51 |
File, School Set-up, Classes, Edit, Credit Value. Credit value is multiplied by 10 to remove the decimal (i.e. 0.5 > 005) |
|
Language of Instruction |
2 |
52-53 |
File, School Set-up, Classes, Edit, Language The language of Instruction is a user-defined list. To modify this list, select File, School Set-up, Language of Instruction. The Ministry code for each language must correspond to the codes in the EIS code tables. |
|
Semester |
1 |
54 |
File, School Set-up, Classes, Edit, Semester. Based on when the class is scheduled to be taught, Maplewood will populate the semester as follows: |
|
Section |
4 |
55-58 |
Students, (select student), Timetable, Class Section i.e. If 'FRE40S a' appears in the student's timetable the class section is 'a' - therefore 0001 is sent. |
| Delivery Mode | 4 | 59-62 | File, School Set-up, Classes, Edit, Delivery. 01 = Classroom 02 = Distance Learning: Independent Study (Attending) 04 = Co-operative Vocational Program 07 = Delivered by College/University 08 = No Teacher Supervision 10 = Interactive Television (ITV) 11 = Virtual School: Informnet 12 = School Based: Teacher Mediated (Audio) 13 = School Based: Teacher Mediated (Online) 14 = Distance Learning: Teacher Mediated 15 = Distance Learning: Web Based 16 = Distance Learning: Independent (Non-Attending) 17 = Virtual School: Wapaskwa |
| Course PSP Number | 6 | 63-68 | The PSP number of the teacher teaching the course.
The teacher that is teaching the course can be found under File, School Set-up, Classes, Edit, Class Teacher The PSP number of the teacher teaching is stored in the staff member's record accessed using Staff, Staff Records, (select staff), Biographics tab, Name button, PSP Number. |
|
Credit Flag (Y or N) |
1 |
69 |
Y automatically appears (the Credit value is multiplied by 10 to remove the decimal). See Credit definition above for details. |
|
Filler |
131 |
70-200 |
Blank - automatically created by Maplewood |