File Name: xxxxbca.asc (where xxxx is the school number)
The BEF K-8 Classroom file contains teacher information along with the number of students and their courses for each of the Français and French Immersion language programs, as well as French courses within the English Program. Classes will be included if the course grade level is K, M, or 1 to 8, AND if the class Program Track is either French or Immersion, or, if the course numbers are set to either 0402 (Early Start French course (K-3)), 0403 (French 9 year course (4-12)), or 0408 (Intensive French (5-8)). Note: in the EIS file layout document, there are two BEF file layouts; Maplewood only generates the BEF K-8 Classroom (Updated) layout. 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 the file can be created, please be sure to review the Identifier Record portion of the chart at the end of this document to ensure accuracy for those staff teaching French or Immersion classes. The following information should be accurate for these staff members in your school: staff PSP number (Professional School Personnel Number), surname, given name. To edit this information choose Staff, Staff Records, select the teacher, Biographics tab, Name button.
Also review the BEF Classroom Detail Record portion of the chart. Check that each course code has a course number (e.g. 3953), course grade (e.g. 7), and course title (e.g. Music: Band - Grade 7) entered. Choose File, School Setup, Courses to see this information. Course numbers can be found in the Subject Table Handbook (http://www.edu.gov.mb.ca/k12/docs/policy/sth/index.html).
Check that each French and Immersion program track class has the Program Track set to either French or Immersion. Choose File, School Setup, Classes to see this information.
Check that each French course within the English Program has their course number set to either 0402 (Early Start French course (K-3)), 0403 (French 9 year course (4-12)), or 0408 (Intensive French (5-8)).
Note: For Period X or Floater classes, please ensure that the 'Mins/Day' field has been filled in with the appropriate minutes of instruction in the classes file (File, School Setup, Classes). If 'calculate based on period times' is selected, then these classes will not appear on the report since they would be considered as having zero minutes.
2. Create the BEF (K-8) Classroom File (after September 30th)
Reports > Department Data Transfers > Create EIS Data Collection Files.
Select the BEF (K-8) file option, and Enter Manitoba Education’s equivalent of the grade codes used in Maplewood. For example, if a school uses grade E for Special Ungraded Elementary students, in the Equivalent EIS values of grade E, 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)).
Select the School Track Code to be set for all the classes in the file. It will default code 10 (Early Immersion - total).
Select Export to create the file.
Save the file by selecting the path (the filename is ####BCA.ASC), and selecting Save.
To view the information in the file, Select Print or View, choose the file from the Open File window and select Open.
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 ####BCA.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 teacher |
|
D |
Detail Record – 1 record per course |
|
BEF K-8 Classroom Header Record |
|||
|
Field |
Length |
Position |
Maplewood Description |
|
Record Type Value ‘H’ (Header) |
1 |
1 |
H automatically appears |
|
File type value ‘K’ (Activities) |
1 |
2 |
K 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 populated by Maplewood |
|
Field |
Length |
Position |
Maplewood Description |
|
Record Type Value ‘I’ (Identifier Detail) |
1 |
1 |
I automatically appears |
|
School Employed |
4 |
2-5 |
File, School Set-up, School Information, School Number.
If the School Number appears incorrect, please contact Maplewood Customer Support for further assistance. |
|
PSP Number |
6 |
6-11 |
The PSP number of the teacher teaching the class. In Maplewood this number is stored in the staff member's record accessed using Staff, Staff Records, (select staff), Biographics tab, Name button, PSP Number. |
|
Surname |
35 |
12-36 |
Staff, (select staff member), Personal, Name, Surname |
|
Given Name(s) |
35 |
37-61 |
Staff, (select staff member), Personal, Name, Given Name. |
|
Filler |
139 |
62-200 |
Blank - automatically populated by Maplewoo |
|
Field |
Length |
Position |
Maplewood Description |
|
Record Type Value ‘D’ (Course Detail) |
1 |
1 |
D automatically appears |
| Subject Code | 4 | 2-5 | File, School Set-up, Courses, Course Code or Course Number.
For K to 8 Français and Immersion courses*, in the Courses File, if you are using a course code such as BAND7, the subject code (e.g. 3953) should be entered in the course number field of the Courses File. If a 4 or more character value exists in the course number field, the first 4 characters will be considered the subject code. If there are less than 4 characters in the course number, the first 4 characters of the course code will be used (in which case the course code must be a number in order to be accepted by EIS). |
| Subject Description | 40 | 6-45 | File, School Set-up, Courses, Title. |
| Subject Level | 3 | 46-48 | File School Set-up, Courses, Grade. Only French and immersion courses in grade K to 8 are included in the file. |
|
Home Room
|
12 | 49-60 | The homeroom designation and room number of the homeroom assigned to the first student in the class (the assumption is that every student in the class has the same homeroom). Homerooms are setup in File, School Set-up, Rooms/Homerooms. |
| School Track |
2 |
61-62 |
When the EIS option for BEF Classroom (K-8) is selected, the interface will allows the user to select the School Track Code to be set for all the classes in the BEF Classroom file. It will always default code 10 (Early Immersion - total). |
| Number of Classes | 2 | 63-64 | File, School Set-up, Classes.
Number of Class sections of a course taught by the individual teacher |
| Male Enrolment | 3 | 65-67 | Number of males enrolled in all class sections of a course taught by the teacher.
To view this information go to File, School Setup Classes, Print, select the option for Occupancy (M/F) |
| Female Enrolment |
3 | 68-70 | Number of females enrolled in all class sections of a course taught by the teacher.
To view this information go to File, School Set-up Classes, Print, select the option for Occupancy (M/F). |
| Language of Instruction | 2 | 71-72 | File, School Set-up, Classes, Edit, Language of Instruction.
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 | 73 | File, School Set-up, Classes, Edit, Semester. Based on when the class is scheduled to be taught, Maplewood will populate the semester as follows: 0 = Full year 1 = Semester 1 2 = Semester 2 5 = Summer School 6 = Quarter 1 7 = Quarter 2 8 = Quarter 3 9 = Quarter 4 |
| Minutes per Cycle | 4 | 74-77 | Maplewood uses period times, timetable and days per cycle to calculate the instruction time in minutes received by the students per cycle. File, School Setup, Classes contains information on the class schedule as well as an indicator as to whether to calculate the minutes based on the schedule or a value entered specifically for the class. If it is based on the schedule, the period times must be accurate in File, School Setup, School Information, This Year, Period Times. |
|
Filler |
121 |
78-200 |
Blank - automatically created by Maplewood |