FIXED-LENGTH FILE LAYOUTS

EIS Collection

Data Collection Tool

Software Provider

File Layout Information

April, 2014

Table of Contents

Table of Contents .............................................................................................................................. 2
INTRODUCTION ............................................................................................................................ 3

FILE DESCRIPTIONS ..................................................................................................................... 4

FIXED-LENGTH FILE LAYOUTS ................................................................................................ 5

DELIMITED FILE LAYOUTS ...................................................................................................... 17

FIELD DESCRIPTIONS ................................................................................................................ 21
XML FILE LAYOUTS................................................................................................................... 26

Subject Table Handbook (STH) Schema .......................................................................... 26

April 2014 2 of 26

INTRODUCTION

What is EIS

The Educational Information System (EIS) provides an integrated database designed to facilitate departmental, divisional and school-based planning and decision making, and enhance the accountability of the educational system to students, parents and the community. The mandate of EIS is:
- to improve the way education information is collected, stored, accessed and analyzed
- to facilitate the collection of additional information necessary for analyzing program effectiveness
What is EIS Collection

EIS Collection is a data collection tool developed by Manitiba Education and Advanced Learning (EAL) for use in Manitoba schools and divisions. A data collection tool is not school administration software, but can be used with other software packages to collect specific types of data for reporting to Manitoba Education and Advanced Learning. EIS Collection can be used in both school and division offices. Information collected using EIS Collection at the school is sent to the division office. These files are imported into EIS Collection at the division office and combined into a division file. EAL collects information from the division to ensure consistency of information from the school through the division office to the department.

How do Schools use EIS Collection?

Schools using administrative software applications can export the required information from these packages into EIS Collection, where it will be checked and validated for departmental requirements. Information can also be directly entered into EIS Collection to create a data file for export to divisions. Information provided by the school includes student enrolment, student marks (grade 9 to 12 only) and teacher activities.

How do Divisions use EIS Collection?

Division offices use EIS Collection to combine information from their schools and send division data to EAL. In small divisions, the division office may enter school information directly into EIS Collection for each of its schools. The division also provides staff employment information to EAL.

April 2014 3 of 26

FILE DESCRIPTIONS

Files submitted to or received from Manitoba Education and

Advanced Learning

NOTE: All files submitted to Manitoba Education and Advanced Learning should be encrypted (or secured) using EIS Collection exports.

BEF K-8 Classroom: contains the number of students and their courses for each of the Français , French Immersion and French language programs. This file is submitted to the department each October from the school division office. There are two import layouts. The original layout has not changed since 2002; the updated layout mirrors the TPP Activity layout.

Student Course Registration: contains the courses grade 9 to 12 students are registered in on September 30. This file is submitted to the department each October from the school division office.

Student Demographics: can be used to share general student information. It can also be used to return 'year end' status information or to request MET numbers from the department for schools that DO NOT submit September 30th enrolment.

Student Enrolment: contains the student enrolment information as of September 30 used for grants and funding. This file is submitted to the department each October from the school division office.

Student Marks: contains the final subject marks achieved by every grade 9 to 12 student (including failures) during the school year. It is submitted to the department from the school division office by September for the previous academic year.

Student MET: contains the MET numbers for new students and student with name / birth date changes. It is sent to Division Offices and Independent School each spring.

TPP Activities: contains information on the subjects and work activities assigned to teachers and professional personnel. This file is submitted to the department each October from the school division office.

Files used by other Departments or School Divisions

Student Missing MET: contains the students without MET numbers.

April 2014 4 of 26

FIXED-LENGTH FILE LAYOUTS

General file and record specifications:
- Fixed length 200 byte ASCII files.
  - Student Demographics and Student Enrolment are 250 bytes ASCII files.
- Files contain no delimiters other than a carriage return and line feed between the records in the file.
- Each file contains a distinct header record.
- Double quotes (") are not allowed.
- Fields marked 'No longer Used' should remain in the file layout, but be set to blanks.
- For more information on field content, see the menus section of the EIS Collection
  
  application or Fields Descrition section at the end of this document.
BEF Enrolment (Basic French Enrolment Summary) *

EIS Default Name: xxxxbef.asc Where xxxx is the school/division number.

* This file is not long collected by the Department.

FIXED-LENGTH LAYOUT

BEF K-8 Classroom (Original)

EIS Default Name: xxxxbcs.asc Where xxxx is the school/division number.

Record Type Description

H BEF K-8 Classroom Header Record

I Classroom Identifier Record

D Course Detail Record

1 record per file
1 record per combination
(Homeroom, Grade)
1 record per course

Field Type Length Position Required for

Record Type Value 'H' (Header) Char 1 1

File Type Value 'C' (Classroom Summary) Char 1 2

Reporting Date (DDMMYYYY) Char 8 3-10 #

Division Number Char 4 11-14 #

Academic Year (YYYY) Char 4 15-18 Import/Export

EIS Version Char 5 19-23 #

Filler Char 177 24-200 #

Record Type Value 'I' (Identifier)
School Employed
Homeroom
Grade
Number of Early Entry Students

Number of Middle Entry Students

Number of Late Entry Students
Total Number of Students
Filler

Char 1
Char 4
Char 12
Char 2
Char 3
Char 3
Char 3
Char 3

Char 169

1
2-5 Import/Export

6-17 Export
18-19 Export
20-22 *
23-25 *
26-28 *
29-31 *
33-200

Record Type Value 'D' (Detail)
Subject Code
Subject Description
PSP Number
Surname
Given Name(s)
Subject Level
Male Enrolment
Female Enrolment
Language of Instruction
Minutes per Cycle
School Track
Semester
Minutes per Cycle
Filler

Char 1
Char 4
Char 40
Char 6
Char 25
Char 25
Char 3
Char 3
Char 3
Char 2
Char 3
Char 2
Char 1
Char 4
Char 78

1
2-5 Import/Export

6-45 Export
46-51 Import/Export
52-76 Import/Export
77-101 Import/Export
102-104 Export
105-107 Export
108-110 Export
111-112 Export
113-115 Export **
116-117 Export
118 Export
119-122 Export
123-200

#
*
**

For EIS Collection use only
Calculated during export from the Student Enrolment Table
No longer Used

April 2014 6 of 26

FIXED-LENGTH LAYOUT

BEF K-8 Classroom (Updated)

EIS Default Name: xxxxbca.asc Where xxxx is the school/division number.

Record Type Description

H Activities Header Record

I Identifier Record
D Detail Record (follows identifier record)

1 record per file
1 record per teacher
1 record per course

Field
Record Type Value 'H' (Header)
File Type Value 'K' (Activities)
Reporting Date (DDMMYYYY)
Division Number
Academic Year (YYYY)
EIS Version
Filler

Type Length Position Required for
Char 1 1

Char 1 2
Char 8 3-10 #
Char 4 11-14 #
Char 4 15-18 Import/Export
Char 5 19-23 #
Char 177 24-200

Record Type Value 'I' (Identifier)
School Employed
PSP Number
Surname
Given Name(s)
Filler

Char 1
Char 4
Char 6
Char 25
Char 25

Char 139

1
2-5 Export

6-11 Import/Export
12-36 Import/Export *
37-61 Import/Export *
62-200

Record Type Value 'D' (Detail)
Subject Code
Subject Description
Subject Level
Homeroom
School Track
Number of Classes
Male Enrolment
Female Enrolment
Language of Instruction
Semester
Minutes per Cycle
Filler

Char 1
Char 4
Char 40
Char 3
Char 12
Char 2
Char 2
Char 3
Char 3
Char 2
Char 1
Char 4

Char 121

1
2-5 Import/Export

6-45 Import/Export
46-48 Export
49-60 Export
61-62 Export
63-64 Export
65-67 Export
68-70 Export
71-72 Export
73 Export

74-77 Export
78-200

# Department use only

April 2014 7 of 26

FIXED-LENGTH LAYOUT

Student Course Registration

EIS Default Name: xxxxreg.asc Where xxxx is the school/division number.

Record Type Description H Course Registration Header Record I Identifier Record D Course Detail Record (follows identifier record)			1 record per file 1 record per student 1 record per course
Field Record Type Value 'H' (Header) File Type Value 'R' (Course Registration) Reporting Date (DDMMYYYY) Division Number Academic Year (YYYY) EIS Version Filler		Type Length Position Required for Char 1 1 Char 1 2 Char 8 3-10 # Char 4 11-14 # Char 4 15-18 Import/Export Char 5 19-23 # Char 177 24-200
Record Type Value 'I' (Identifier) School Attended MET Student Number Surname Given Name(s) Birth Date (DDMMYYYY) Gender Enrolment Date (DDMMYYYY) Postal Code Grade School Student Number Resident Division Previous Surname Filler		Char 1 Char 4 Char 9 Char 35 Char 35 Char 8 Char 1 Char 8 Char 6 Char 2 Char 12 Char 4 Char 35 Char 40	1 2-5 Export 6-14 Export * 15-49 Import/Export 50-84 Import/Export 85-92 Import/Export 93 Export 94-101 Export 102-107 Export 108-109 Export 110-121 122-125 Export 126-160 161-200
Record Type Value 'D' (Course Detail) Subject Code Subject Description Subject Level Credit Language of Instruction Semester Section Delivery Mode Course PSP Number Credit Flag Filler		Char 1 Char 4 Char 40 Char 3 Char 3 Char 2 Char 1 Char 4 Char 4 Char 6 Char 1 Char 131	1 2-5 Import/Export 6-45 Export 46-48 Export 49-51 Export 52-53 Export 54 Export 55-58 59-62 Export 63-68 Export 69 Export 70-200
# *	Department use only Validated only if a value is present

April 2014 8 of 26

FIXED-LENGTH LAYOUT

Student Demographics

EIS Default Name: xxxxdem.asc Where xxxx is the school/division number.

Record Type Description H Demographic Header Record I Identifier Record		1 record per file 1 record per student
Field Record Type Value 'H' (Header) File Type Value 'D' (Demographic) Reporting Date (DDMMYYYY) Division Number Academic Year (YYYY) EIS Version Filler		Type Length Position Required for Char 1 1 Char 1 2 Char 8 3-10 # Char 4 11-14 # Char 4 15-18 Import/Export Char 5 19-23 # Char 177 24-200
Record Type Value 'I' (Identifier) School Attended MET Student Number Surname Given Name(s) Birth Date (DDMMYYYY) Gender Enrolment Date (DDMMYYYY) Previous Surname Postal Code Grade School Student Number Resident Division Year End Status Leave Date (DDMMYYYY) Enrolment Aboriginal Identity (1) Aboriginal Identity (2) Aboriginal Identity (3) Aboriginal Other Description Filler		Char 1 Char 4 Char 9 Char 35 Char 35 Char 8 Char 1 Char 8 Char 35 Char 6 Char 2 Char 12 Char 4 Char 3 Char 8 Char 3 Char 3 Char 3 Char 3 Char 25 Char 42	1 2-5 Export 6-14 Export * 15-49 Import/Export 50-84 Import/Export 85-92 Import/Export 93 Export 94-101 Export 102-136 137-142 Export 143-144 Export 145-156 157-160 Export 161-163 Export 164-171 Export** 172-174 Export 175-177 178-180 181-183 184-208 209-250
# * **	Department use only Validated only if a value is present Validated only under certain pre-described criteria

April 2014 9 of 26

FIXED-LENGTH LAYOUT

Student Enrolment

EIS Default Name: xxxxenr.asc

Where xxxx is the school/division number.

Record Type Description

H Enrolment Header Record 1 record per file

S School Session Detail Record 1 record per school session ****

D Student Detail Record 1 record per student

Field	Type Length Position Required for
Record Type Value 'H' (Header) File Type Value 'E' (Enrolment) Reporting Date (DDMMYYYY) Division Number Academic Year (YYYY) EIS Version Filler	Char 1 Char 1 Char 8 Char 4 Char 4 Char 5 Char 177	1 2 3-10 # 11-14 # 15-18 Import/Export 19-23 # 24-200
Record Type Value ' S' (Session Detail) School Number Session Low Grade High Grade Course Load Grade 9 Course Load Grade 10 Course Load Grade 11 Course Load Grade 12 Days/Cycle Filler	Char 1 Char 4 Char 2 Char 2 Char 2 Char 2 Char 2 Char 2 Char 2 Char 2 Char 179	1 **** 2-5 Import/Export 6-7 Import/Export 8-9 10-11 12-13 Export 14-15 Export 16-17 Export 18-19 Export 20-21 Export 22-200
Record Type Value ' D' (Student Detail) School Attended MET Student Number Surname Given Name(s) Birth Date (DDMMYYYY) Gender Enrolment Date (DDMMYYYY) Previous Surname Postal Code Grade School Student Number Resident Division Student Program (1) Student Program (2) Student Program (3) Student Program (4) April 2014	Char 1 Char 4 Char 9 Char 35 Char 35 Char 8 Char 1 Char 8 Char 35 Char 6 Char 2 Char 12 Char 4 Char 3 Char 3 Char 3 Char 3	1 2-5 Export 6-14 Export * 15-49 Import/Export 50-84 Import/Export 85-92 Import/Export 93 Export 94-101 Export 102-136 137-142 Export 143-144 Export ** 145-156 157-160 Export 161-163 Export * 164-166 Export * 167-169 Export * 170-172 Export * 10 of 26

FIXED-LENGTH LAYOUT

Enrolment Char 3

Transportation Char 3

Eligible % Char 3

Special Needs Char 3

Has Diploma Char 1

FE Sponsor Char 3

Home Room Char 12

Aboriginal Identity (1) Char 3

Aboriginal Identity (2) Char 3

Aboriginal Identity (3) Char 3

Number of Courses (1) Char 2

Care of CFS Char 1

Aboriginal Other Description Char 25

Number of Courses (2) Char 2

Newcomer Char 2

Needs Additional French Language Support Char 1

Filler Char 8

173-175 Export
176-178 Export *
179-181 Export **
182-184 ***
185 Export
186-188 ****
189-200 Export **
201-203
204-206
207-209
210-211 Export **
212
213-237
238-239 Export **

240-241 Export *
242-242 Export *
243-250

# Department use only

* Validated only if a value is present

** Validated only under certain pre-described criteria

*** No longer used by the department, but is imported and exported for schools use.
**** No longer used by the department and is ignored during import.

April 2014 11 of 26

FIXED-LENGTH LAYOUT

Student Marks

EIS Default Name: xxxxmrk.asc Where xxxx is the school/division number.

Record Type Description

H Marks Header Record

I Identifier Record
D Detail Record (follows identifier record)

1 record per file
1 record per student
1 record per course

Field
Record Type Value 'H' (Header)
File Type Value 'M' (Marks)
Reporting Date (DDMMYYYY)
Division Number
Academic Year (YYYY)
EIS Version
Filler

Type Length Position Required for
Char 1 1

Char 1 2
Char 8 3-10 #
Char 4 11-14 #
Char 4 15-18 Import/Export
Char 5 19-23 #
Char 177 24-200 #

Record Type Value 'I' (Identifier)
School Number
MET Student Number
Surname
Given Name(s)
Birth Date (DDMMYYYY)
Gender
Enrolment Date (DDMMYYYY)
Previous Surname
Postal Code
Grade
School Student Number
Resident Division
Year End Status
Leave Date (DDMMYYYY)
Aboriginal Identity (1)
Aboriginal Identity (2)
Aboriginal Identity (3)
Aboriginal Other Description
Filler

Char 1
Char 4
Char 9
Char 35
Char 35
Char 8
Char 1
Char 8
Char 35
Char 6
Char 2
Char 12
Char 4
Char 3
Char 8
Char 3
Char 3
Char 3
Char 25
Char 45

1
2-5 Export

6-14 Export *
15-49 Import/Export
50-84 Import/Export
85-92 Import/Export
93 Export

94-101 Export
102-136
137-142 Export
143-144 Export
145-156
157-160 Export
161-163 Export
164-171 Export
172-174
175-177
178-180
181-205
206-250

April 2014 12 of 26

FIXED-LENGTH LAYOUT

Record Type Value 'D' (Course Detail)
Subject Code
Subject Description
Subject Level
Credit
Language of Instruction
Final Mark
Semester
Exam Mark Included
Credit Flag
Delivery Mode
Filler

Char 1
Char 4
Char 40
Char 3
Char 3
Char 2
Char 3
Char 1
Char 1
Char 1
Char 4

Char 137

1
2-5 Import/Export

6-45
46-48 Export
49-51 Export
52-53 Export
54-56 Export
57 Export

58 Export
59 Export
60-63 Export
64-200

#
*

Department use only
Validated only if a value is present

April 2014 13 of 26

FIXED-LENGTH LAYOUT

Student MET

EIS Default Name: xxxxmet.asc	Where xxxx is the school/division number.
Record Type Description H MET Header Record I Identifier Record	1 record per file 1 record per student
Field	Type Length Position Required for
Record Type Value 'H' (Header) File Type Value 'T' (MET) Reporting Date (DDMMYYYY) Division Number Academic Year (YYYY) EIS Version Filler	Char 1 Char 1 Char 8 Char 4 Char 4 Char 5 Char 177	1 2 3-10 # 11-14 # 15-18 Import/Export 19-23 # 24-200
Record Type Value 'I' (Identifier) School Attended MET Student Number Surname Given Name(s) Birth Date (DDMMYYYY) Gender School Student Number Filler	Char 1 Char 4 Char 9 Char 35 Char 35 Char 8 Char 1 Char 12 Char 95	1 2-5 Export 6-14 Export 15-49 Import/Export 50-84 Import/Export 85-92 Import/Export 93 Export 94-105 106-200

# Department use only

April 2014 14 of 26

FIXED-LENGTH LAYOUT

Student Missing MET#

EIS Default Name: xxxxmmn.asc Where xxxx is the school/division number.

Record Type Description H Missing MET Header Record I Identifier Record	1 record per file 1 record per student
Field	Type Length Position Required for
Record Type Value 'H' (Header) File Type Value 'N' Reporting Date (DDMMYYYY) Division Number Academic Year (YYYY) EIS Version Filler	Char 1 Char 1 Char 8 Char 4 Char 4 Char 5 Char 177	1 2 3-10 # 11-14 # 15-18 Import/Export 19-23 # 24-200
Record Type Value 'I' (Identifier) School Attended Filler Surname Given Name(s) Birth Date (DDMMYYYY) Gender School Student Number Filler	Char 1 Char 4 Char 9 Char 35 Char 35 Char 8 Char 1 Char 12 Char 95	1 2-5 Export 6-14 Export 15-49 Import/Export 50-84 Import/Export 85-92 Import/Export 93 Export 94-105 106-200

# Department use only

April 2014 15 of 26

FIXED-LENGTH LAYOUT

TPP Activities

EIS Default Name: xxxxact.asc		Where xxxx is the school/division number.
Record Type Description H Activities Header Record I Identifier Record D Detail Record (follows identifier record)				1 record per file 1 record per teacher 1 record per course
Field			Type Length Position Required for
Record Type Value 'H' (Header) File Type Value 'A' (Activities) Reporting Date (DDMMYYYY) Division Number Academic Year (YYYY) Semester EIS Version Filler			Char 1 Char 1 Char 8 Char 4 Char 4 Char 1 Char 5 Char 176		1 2 3-10 # 11-14 # 15-18 Import/Export 19 * 20-24 # 25-200
Record Type Value 'I' (Identifier) School Employed PSP Number Surname Given Name(s) Filler			Char 1 Char 4 Char 6 Char 25 Char 25 Char 139		1 2-5 Export 6-11 Import/Export 12-36 Import/Export 37-61 Import/Export 62-200
Record Type Value 'D' (Detail) Subject Code Subject Description Subject Level Program Track Number of Classes Male Enrolment Female Enrolment Language of Instruction Semester Filler			Char 1 Char 4 Char 40 Char 3 Char 3 Char 2 Char 3 Char 3 Char 2 Char 1 Char 138		1 2-5 Import/Export 6-45 Import/Export 46-48 Export 49-51 Export 52-53 Export 54-56 Export 57-59 Export 60-61 Export 62 Export 63-200
# *	Department use only No Longer Used

April 2014 16 of 26

DELIMITED FILE LAYOUTS

Comma delimited files are created by the generic export options.
Demlited files are not valided during import
Fields identified as 'no longer used' must still be represented in the export, but do not

need to include data
EIS Collection exports date fields as DD/MMM/YYYY.
- Dates do not have quotes
- When creating an import file dates should use a three-letters or the full name for
  
  months (Jan. or January instead of 01) and a four-digit year (1999 instead of 99) to avoid date confusion during the import.

MET Number file

Met.asc

Field Names

"MET Student Number"
"Surname"
"Given Name(s)"
Birth date
"School Student Number"
"School Attended"

Student Enrolment file

"Student Program (2)"
"Student Program (3)"
"Student Program (4)"
"Transportation"
"Special Needs" ***
"Eligible %"
"FE Sponsor" ***
"Has Diploma"
"Number of Courses (1)"
"Number of Courses (2)"
"Care of Child and Family Services"
“Newcomer”
“Needs Additional French Language

Support”

Enroll.asc

Field Names
"MET Student Number"
"Surname"
"Given Name(s)"
Birth Date
"Gender"
"Previous Surname"
"School Student Number"
"Aboriginal Identity (1)"
"Aboriginal Identity (2)"
"Aboriginal Identity (3)"
"Aboriginal Other Description"
"Resident Division”
"School Attended"
"Grade"
"Enrolment"
Enrolment Date
"Postal Code"
"Home Room"
"Student Program (1)"

***

No Longer Used

April 2014 17 of 26

DELIMITED LAYOUT

Student Mark File

StuEnr.asc

Field Names

"MET Student Number"
"Surname"
"Given Name(s)"
Birth Date
"Gender"
"Previous Surname"
"School Student Number"
"Aboriginal Identity (1)"
"Aboriginal Identity (2)"
"Aboriginal Identity (3)"
"Aboriginal Other Description"
"Resident Division"
"School Attended"
"Grade"
"Enrolment"
Enrolment Date
"Postal Code"
"Year End Status"
"Leave Date"

Student Course
Registration File

StuEnr.asc

See Student Mark File
StuReg.asc

Field Names

"MET Student Number"
"Surname"
"Given Name(s)"
Birth Date
"Subject Code"
"Subject Description"
"Subject Level"
"Credit"
"Language of Instruction"
"Semester"
"Delivery Mode"
"Course PSP Number"
"Section"

StuMark.asc

Field Names

"MET Student Number"

"Surname"

"Given Name(s)"

Birth Date

"Subject Code"

"Subject Description"

"Subject Level"

"Credit"

"Language of Instruction"

"Final Mark"

"Semester"

"Exam Mark Included"

"Delivery Mode”

April 2014 18 of 26

DELIMITED LAYOUT

Student Personal File

StuEnr.asc	Teacher Activity File
See Student Mark File	Activity.asc
StuPer.asc Field Names "MET Student Number" "Surname" "Given Name(s)" Birth Date "Address" "City" "Home Phone Number" "Father Name" "Father Phone Number" "Mother Name" "Mother Phone Number" "Doctor Name" "Doctor Phone Number" "Medical Conditions" "Special Needs" “PHIN” Null field "Custom Field Text 1" . . "Custom Field Text x" x - number of defined fields	"PSP Number" "Surname" "Given Name(s)" "School Employed" "Program Track" "Semester" "Language of Instruction" "Subject Code" "Subject Description" "Subject Level" "Number of Classes" "Male Enrolment" "Female Enrolment" Teacher Classroom File Classroom.asc "PSP Number" "Surname" "Given Name(s)" "School Employed" "School Track" "Semester" "Language of Instruction" "Home Room" "Subject Code" "Subject Description" "Subject Level" "Minutes per Cycle" "Male Enrolment" "Female Enrolment"
April 2014	19 of 26

DELIMITED LAYOUT

Teacher Employment File

x - number of defined fields

Contract.asc

"PSP Number"

"Surname"

"Given Name(s)"

Division Start Date

Division Leave Date

"School Employed"

"Is School"

"School Percent"
InCont.asc

"PSP Number"

"School Employed"

"Position"

"Position Percent"

Position Start Date

Position End Date

"Position Leave Reason"

Teacher Personal File

TPPper.asc

"PSP Number"
"Surname"
"Given Name(s)"
Birth date
"Gender"
"Previous Surname"
"Previous Given Name"
Name Change Date
"Address"
"City"
"Postal Code"
"Home Phone Number"
Address Change Date
"Fax Number"
"Email Address"
"Custom Field Text 1"
.
.
"Custom Field Text x"

April 2014

20 of 26

FIELD DESCRIPTIONS

Reference Codes can be found in the EIS Code Tables document, only codes listed in this document are valid for the associated field descriptor.

Field Descriptor	Comment	Validation Rules / Reference Codes /Lists
Aboriginal Identity (1,2,3)	Aboriginal Identity as declared by the student's parent or guardian NOT the school or division. A maximum of three identities can be entered.	Aboriginal Identity list
Aboriginal Other Description	The description of Aboriginal Identity if Aboriginal Identity field =” 400Aboriginal Other” Description should not be one of the items in the list of Aboriginal Identity codes.	Required if any Aboriginal Identity code = “400 Aboriginal Other”
Academic Year	The school year from September to the following August. The year is as of September.
Address	Home, Parent or Guardian Address
Address Change Date	Effective Date of new Address
Age on Dec 31	Age of Student on Dec 31 of the default Academic Year	Can be calculated by EIS
Birth Date	Legal Birth Date
Care of CFS	Indicates whether a student is under the care of Child and Family Services.	blank or Y
City	Home, Parent or Guardian City
Division Leave Date	When a contract with the division is terminated, enter the leave date in this field.
Division Leave Reason	The reason the person has left the division	Teacher Leave Reason list
Contract Percent	Total amount of time teacher is working for the division	Can be calculated by EIS
Division Start Date	The date this individual began working for the division
Course PSP Number	PSP# of Teacher teaching the course. If there is more then one teacher, enter the lead teacher.
Credit	Number is read as 99.9. Multiply the credit value by ten to remove the decimal (Example 1.0 > 010, 0.5 > 005, 10.0 > 100). The credit must be in the allowable range for the subject as shown in the STH for the academic year being reported
Credit Flag	If Y then Credit was multiplied by 10 (instead of 100) on export	blank or Y
Custom Field Text (1..x)	Contents of Custom Field (x - number of defined fields)

April 2014 21 of 26

FIELD DESCRIPTIONS

Field Descriptor	Comment	Validation Rules / Reference Codes /Lists
Days/Cycle	The number of days in the school's weekly timetable	1 - 15
Delivery Mode	Method of delivery for the course	Delivery Mode list
Doctor Name	Name of the student's Doctor
Doctor Phone Number	Phone number of the student's Doctor
Eligible %	The percentage of time a student is eligible for funding. Note that there are different rules for public and independent schools.	1 - 100 or blank rounded to the nearest 10 %
Email Address	Teacher's Email Address
Enrolment	Note that there are different codes for public, independent and band operated schools	Enrolment list
Enrolment Date	This is first day of the current academic year. If the student enrols after September 30th, then it is the date the student started school.
Exam Mark Included	Does Final Mark include Exam?	Y or N
Father Name	Name of Student's male guardian
Father Phone Number	Phone number of the student's male guardian
Fax Number	Fax number of teacher
Female Enrolment	The total number of females enrolled for this Subject and Subject Level combination. For Activity entry all classes should be added together, for K-8 Classroom entry each Home Room should be entered separately.	0 - 999
Final Mark	Student's Final Mark for Course
Gender	Legal Gender	M or F
Given Name(s)	Legal Given Name(s)
Grade	Current grade of student.	Grade list
Has Diploma	Provincial Diploma already attained indicator.	blank or Y
High Grade	Highest grade of this session	Grade list
Home Phone Number	Home phone number
Home Room	Room number of classroom where student reports the first day of school. This field corresponds to the homeroom field in 'BEF K-8 Classroom ' and to the homeroom field in 'Student Enrolment'
School Employed	School or Division where person works
School Percent	The percentage of time a teacher is at the institution	0 - 999
Is School	Is workplace a School (Y or N)	Can be calculated by EIS

April 2014 22 of 26

FIELD DESCRIPTIONS

Field Descriptor	Comment	Validation Rules / Reference Codes /Lists
Language of Instruction	This is the language used to provide instruction for the subject. It is generally the language that the teacher speaks most during class	Language of Instruction (LOI) list
Leave Date	The date the student leaves or the end of the school year. Not required if the Year End Status is 110-Continuing.
Low Grade	Lowest grade of this session	Grade list
Male Enrolment	The total number of males enrolled for this Subject and Subject Level combination. For Activity entry all classes should be added together, for K-8 Classroom entry each Home Room should be entered separately.	0 - 999
Medical Conditions	Any medical conditions for the student
MET Number	The MET# assigned to the student by the department. New students entering the educational system in Manitoba will not have a MET#. Students keep the same MET# throughout their educational years in Manitoba
Minutes per Cycle	Instruction time in minutes received by the students per cycle	0 - 999
Mother Name	Name of Student's female guardian
Mother Phone Number	Phone number of the student's female guardian
Name Change Date	Effective Date of new Name
Needs Additional French Language Support	Whether newcomer needs additional French language support indicator	blank or Y
Newcomer	Assessment of newcomer EAL (English as an Additional Language) students	Newcomer Assessment Level list
Number of Classes	The number of classes being taught for this Subject and Subject Level combination. . Example: If the same subject code is being taught at two different grade levels, it should be entered twice, one line for each grade	0 - 999
Number of Courses (1,2)	The number of Aboriginal and International Language courses a student is taking.	1-10
Number of Early Entry Students	Number of students with 'Student Program' code 110 (student started immersion between grades K- 3) in this homeroom grade/level combination	Can be calculated by EIS
Number of Late Entry Students	Number of students with 'Student Program' code 112 (student started immersion after grade 7) in this homeroom grade/level combination	Can be calculated by EIS
Number of Middle Entry Students	Number of students with 'Student Program' code 111 (student started immersion between grades 4- 6) in this homeroom grade/level combination	Can be calculated by EIS

April 2014 23 of 26

FIELD DESCRIPTIONS

Field Descriptor	Comment	Validation Rules / Reference Codes /Lists
Office Phone Number	Office Phone Number
Position	The position of the teacher	Teacher Position list
Position Leave Date	The date the teacher left the position
Position Leave Reason	Reason the teacher left the position	Teacher Leave Reason list
Position Percent	The percentage of time the teacher is employed at the position (over School)
Position Start Date	The date the teacher started the position
Postal Code	Home, Parent or Guardian's Postal Code
Previous Given Name	Previous Given Name (Must be a legal change)
Previous Surname	Previous Surname (Must be a legal change)
Program Track	Program Track of the course. This is particularly important for dual track schools where a teacher may be teaching the same course to students in different programs	Program Track list
PSP Number	The PSP number (Professional School Personnel number assigned to the teacher upon certification.) of the teacher teaching the course. For classes with more then one teacher use the senior or lead teacher
Resident Division	The number assigned by the Department of the public division for the area in which the student's parent or guardian resides	Division list
School Attended	The number assigned to the school by the department, where the enrolment is being reported	School List
School Employed	The number assigned to the school by the Department, where the teacher is teaching	School List
School Student Number	Used for local student numbers. As this field (if entered) is used to match student information, please ensure that the student number used is unique within the school. If your school does not use student numbers, leave this field blank.
School Track	This field is particularly important for dual track schools where a teacher may be teaching the same course for students in different tracks.	School Track list
Section	Used to differentiate between different classes of the same subject taught by the same teacher
Semester	Non semester courses should be entered as 0 (zero).	Semester list
Session	The session offered by the school.	School Session list
Special Needs	Special needs funding indicator (optional)	Special Needs list

April 2014 24 of 26

FIELD DESCRIPTIONS

Field Descriptor	Comment	Validation Rules / Reference Codes /Lists
Student Program (1, 2, 3, 4)	A student is allowed up to 4 programs based on the current year's funding rules.	Languages list
Subject Code	The four-digit code assigned by the department for the course. The code must correspond to the Subject Table Handbook for the academic year being reported	Subject list (can be downloaded from EIS Collection web site)
Subject Description	Description of the course, may be different then the Subject Table Handbook
Subject Level	The level of the subject. Must correspond to the valid Subject Levels for the subject as shown in the Subject Table Handbook for the academic year being reported
Surname	Legal Surname
Total Number of Students	Number of students in this homeroom grade/level combination	Can be calculated by EIS
Transportation	This field is blank unless the division provides transportation for the student. For Independent schools: only complete this field if the student is transported under a shared service agreement	Transportation list
Year End Status	The status of the student as of June 30 for the current academic year (or earlier if they have left the school before the end of the school year)	Year End Status list
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XML FILE LAYOUTS

Subject Table Handbook (STH) Schema

Default Name: STHyyyy.xml Where yyyy is the academic year.

Elements and attributes used in the STH Schema

	Contains the current subject table handbook information. The file can be downloaded from http://www.edu.gov.mb.ca/k12/eis An error may occur when opening the file with Internet Explorer due to its large size. This file is updated annually in August, but may be updated mid school year if required.
	Element/Attribute	Description
	SUBJECT_CODE	The number of the subject assigned by the Department
	SUBJECT_DESC	The name of the subject in English
	FR_SUBJECT_DESC	The name of the subject in French
	GRADE_CODE	The grade/level of the subject
	CREDIT	The credit value of this subject / grade combination
	START_YEAR	The first academic year this subject / grade combination is valid
	END_YEAR	The last academic year this subject / grade combination is valid
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