Description

H

Header Record – 1 record per file

S

Session Record – 1 record per school session (no longer used by the department and is ignored during the import)

D

Detail Record  – 1 record per student

Student Enrolment Header Record

Record Type Value ‘H’ (Header)

1

File type value ‘E’ (Enrolment)

1

Reporting Date (DDMMYYYY)

8

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.

File, School Set-up, School Information, School Number  

If the School Name appears incorrect, please contact Maplewood Customer Support for further assistance.
 

The MET# is uniquely and permanently assigned to a student. Regardless of whether a student moves from one place to another or legally changes vital statistics information, the MET student number remains valid and does not change. New students to the MB education system will be assigned a MET student number shortly after this file is received by the department.
 

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.
 

Students, (select student), Biographics, Name, Given Name, and Middle Name(s)
 

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".
 

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

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.

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 department assigned division number, the name of the division, and its address (optional). Division codes can be found in the EIS Code Tables.
 

Student Program (1)

Students, (select student), Enrolment, Edit, Other Fields, Student Program, 1 

The list of Language Programs is a user-defined list to modify this list, select Students, Custom Fields/Tables, Enrolment Tables, Language Programs.  The Ministry code of the language program must match the codes in the EIS code tables.  There are different tables for public and independent schools.
 

The list of Language Programs is a user-defined list to modify this list, select Students, Custom Fields/Tables, Enrolment Tables, Language Programs.  The Ministry code of the language program must match the codes in the EIS code tables.   There are different tables for public and independent schools.
 

The list of Language Programs is a user-defined list to modify this list, select Students, Custom Fields/Tables, Enrolment Tables, Language Programs.  The Ministry code of the language program must match the codes in the EIS code tables.   There are different tables for public and independent schools.
 

The list of Language Programs is a user-defined list to modify this list, select Students, Custom Fields/Tables, Enrolment Tables, Language Programs.  The Ministry code of the language program must match the codes in the EIS code tables.   There are different tables for public and independent schools.
 

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.

The list of Enrolment Types is a user-defined list.  To modify this list, select  Students, Custom Fields/Tables, Enrolment Tables, Enrolment Types. The Ministry code of the enrolment types must match the codes in the EIS code tables.
 

If the division provides transportation for this student, select Bus from the In Via drop-down list and then select a reason from the Reason box.

The Transportation Reason is a user-defined list.  To modify this list, select Students, Custom Fields/Tables, Transportation Lists, Transportation Reasons.  The Ministry code of the reason must match the code in the EIS code tables.

This indicates the percentage of time that a student is attending classes for the whole year.

This field is blank except for those students who are either:

• home schooled (Enrolment type has the Ministry # 410), or
• over 21 years of age as of December 31st, or
• over 16 years of age as of December 31st and have obtained a diploma.

If a student's Eligible % calculates to 75% or higher, 100% is sent in the file.
 

If a diploma has been granted, this field will indicate Y for yes.
 

Home Room

12

Students, (select student), Edit Enrolment tab, Aboriginal tab, Aboriginal Identity (1)

The list of Aboriginal Identities is a user-defined list. To modify this list, select Students, Custom Fields/Tables, Enrolment Tables, Aboriginal Identity.  The Ministry code of the Aboriginal Identity must match the code in the EIS code tables.
 

Students, (select student), Edit Enrolment tab, Aboriginal tab, Aboriginal Identity (2)

The list of Aboriginal Identities is a user-defined list. To modify this list, select Students, Custom Fields/Tables, Enrolment Tables, Aboriginal Identity.  The Ministry code of the Aboriginal Identity must match the code in the EIS code tables.
 

Students, (select student), Edit Enrolment tab, Aboriginal tab, Aboriginal Identity (3)

The list of Aboriginal Identities is a user-defined list. To modify this list, select Students, Custom Fields/Tables, Enrolment Tables, Aboriginal Identity.  The Ministry code of the Aboriginal Identity must match the code in the EIS code tables.
 

1. Student must have an Enhanced option selected under First or Second Student Program (under Other Fields tab within the student's Enrolment tab), and it must be one of the following: 

2. Course Grade must be Grade 7 or Higher

3. Class Language must be German, Hebrew, Ukrainian or Cree.  German, Hebrew and Ukrainian classes will count toward the International Enhanced Courses total, and the Cree classes will count toward the Aboriginal Enhanced Courses.
 

Notes: 

CFS (or similar title) must be listed in the table of Custody Types found under Students, Custom Fields/Tables, Custody Types. The Ministry Code number in the Custody table must be CFS.

This is a Yes/No field. If CFS has been chosen in the field, then the program will export a 'Y'. Otherwise it will export a blank.
 

1. Student must have an Enhanced option selected under First or Second Student Program (under Other Fields tab within the student's Enrolment tab), and it must be one of the following: 

2. Course Grade must be Grade 7 or Higher

3. Class Language must be Aboriginal or an International Language.

Aboriginal Enhanced Courses will count any classes taught in these languages of instruction:

16 Cree
17 Dakota Sioux
18 Ojibwe/Saulteaux
19 Island Lake Dialect
27 Dene
44 Ojibwe
49 Saulteaux
96 Sioux

International Enhanced Courses with count any classes taught in any language but 01 English, 02 French, or the aboriginal codes above.

Students, (select student), Edit Enrolment tab, Other Fields tab, Newcomer EAL.  This field collects English as an Additional Language (EAL) assessment of students new to Canada.  EAL students (English as an Additional Language) will need an assessment value selected from the following list:

10 = At or above age - appropriate grade level for MB Student
20 = 1 - 2 years below age - appropriate grade level for MB Student
30 = 3 or more years below age-appropriate grade level for MB Student
40 = No formal schooling (student over age 9)
50 = Not assessed.

This field only get submitted the first year a student is new to Canada.  The student's Entry Date to Canada will be used to ensure that only those students who are new (since the last EIS submission on Sept 30 of the previous year) are included.  The Enrolment tab of student's record has fields to track when a student enters Canada.  If a student is new to Canada, on the enrolment tab of the student's record, uncheck the Born in Canada box and then enter the student's Entry Date to Canada. 

Students, (select student), Edit Enrolment tab, Other Fields tab, Newcomer Additional French Language Support checkbox.  This field should be checked if a student is flagged as needing additional French Language Support.   This field is only enabled if the student is in one of the French language programs (e.g. Français (code 101) or any of the French Immersion programs (code 11*)) and the student has a value in the Newcomer EAL field. 

This field only get submitted the first year a student is new to Canada.  The student's Entry Date to Canada will be used to ensure that only those students who are new (since the last EIS submission on Sept 30 of the previous year) are included.  The Enrolment tab of student's record has fields to track when a student enters Canada.  If a student is new to Canada, on the enrolment tab of the student's record, uncheck the Born in Canada box and then enter the student's Entry Date to Canada. 

If a student is in a French Language program and has a value in the Newcomer EAL field, and is new to Canada, a Y will appear in EIS file if the Newcomer Additional French Language Support box is checked, otherwise a N will appear.  For all other students, this field will be blank.