Record Type

Description

H

Header Record – 1 record per file

I

Identifier Record – 1 record per student

Student Demographics Header Record  

Field

Length

Position

Maplewood Description

Record Type Value ‘H’ (Header)

1

1

H automatically appears

File type value ‘D’ (Demographics)

1

2

D 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 Maplewood Date.

EIS Version

5

19-23

Automatically populated by Edulink

Filler

177

24-200

Blank - automatically created by Edulink

Student Demographics 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 attendance to the school in the field "entry to this school".
 

Previous Surname

35

102-136

Student, (select student), Biographics, Name, Name Changes tab.  Most recent surname, if different from current surname, will be sent.
 

Postal Code

6

137-142

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

143-144

Students, (select student), Biographics, Edit, Grade.Maplewood can be setup to accept any grades (Students, Custom Fields/Tables, Table of Grades).

On Maplewood's EIS form, there is a chart of the Equivalent EIS values for each grade used by the school.  For example, the grade E might be equivalent to SE in the EIS file.

EIS accepts grades 1 to 12, SE (Special Ungraded - age 4 to 13), N (Nursery), K (Kindergarten), SS (Special Ungraded - age 14 or older).

 

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.

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

157-160

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). Division codes can be found in the EIS Code Tables.
 

Year End Status

3

161-163

If Student has a Retirement/Transfer (Leave) Date, then information is sent from Students, (select student), Enrolment, Edit, Year End Status.

Otherwise Maplewood automatically sends "110 - Continuous".

The Year End Status table is user-defined using Students, Custom Fields/Tables, Enrolment Tables, Year End Status.  The Ministry code must match the codes in the EIS Code Table.
 

Leave Date (DDMMYYYY)

8

164-171

Students, (select student), Enrolment, Edit, Retirement/Transfer Date.
 

This identifies students whose regular Manitoba Education funding may be affected.

The enrolment type is specified differently only if the student (Public or Independent) is not considered Regular Enrolment (i.e. "regular-resident of division" or "eligible pupil per regulation, and nursery pupils").

If the student is not Regular Enrolment, then Select the Non-resident option button and then select the Enrolment Type from the user-defined drop-down list in the Residency frame.

Aboriginal Identity (1)

3

175-177

Students, (select student), Enrolment, Native, Aboriginal Identity (1)

Aboriginal Identity (2)

3

178-180

Students, (select student), Enrolment, Native, Aboriginal Identity (2)

Aboriginal Identity (3)

3

181-183

Students, (select student), Enrolment, Native, Aboriginal Identity (3)

Filler

71

209-250

Blank - automatically created by Maplewood