The Student Marks file contains the final subject marks achieved by every grade 9 to 12 student during the school year. It should include all marks for credits attempted during the period of September 1 (start of the school year) to August 31, including failed marks and repeated courses. It is submitted to the department from the school division office after June 30th and before September 30th. 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, so please follow any additional instructions provided by the school division.
Every public and funded private school with students registered in grades 9 to 12 is required to submit student marks. This information allows the Student Records office to generate "official" transcripts. While all public schools and funded independent schools must report high school marks, non-funded schools, federal schools, and schools operated by Aboriginal Bands may choose to submit marks if they follow the provincial curriculum.
The file includes credits earned through regular instruction, through independent study (correspondence) or teacher-mediated study, through the private music option, special language credits and the like. Credits earned through independent study or at vocational schools or summer schools/evening schools are to be reported by the home school. In instances where the student has been out of school for a period of time and is no longer registered with a home school, credits should be reported directly by, for example, the summer school attended.
Important Notes:
Maplewood uses the final mark in the students' transcripts. At the end of each semester, please ensure that you have run Automatic Transcript Update to populate the transcripts with the students' final marks.
The Student Marks file can be created in the summer, before the school transfers to the new school year, or it may be created in September after the school has advanced to the new school year. The Maplewood Administration Date (shown on the bottom left of the Maplewood interface) determines whether it reports the previous year's marks or the current year's marks. If the administration date is somewhere between the start of the school year and October 31st, it will submit marks from the previous year, including marks from Past Students. If the administration date is somewhere between November 1st and the end of the school year, it will submit marks from the current year.
Certain courses (e.g. grade 11 and 12 Physical and Health Education) use the grades:
CO (Complete) - the student has met the criteria for course completion and has earned course credit.
IN (Incomplete) - the student has not met the criteria for course completion and has not earned course credit.
Within Maplewood, users must enter a one character code. The interpretation of one character codes will be as follows:
mark of I = IN on transcript and in EIS file
mark of P (representing Pass) = CO on transcript and in EIS file
1. Check Student Information
Before the file can be created, please be sure to review the Student_Marks_File_Specifications chart at the end of this document to ensure accuracy for all the data included 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), subject grade level/course type (e.g., 10G), credit value, language of instruction, and course title (subject name) 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 Code File (File, School Setup, Codes). In the Codes table, 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 Codes table. These courses will not be sent to the Department.
Check that the final marks are in the students' transcripts (History tab of the student's record). They are automatically added to the transcripts when the school runs the Automatic Transcript Update process after report cards are issued.
2. Create the Student Marks File (between July 1st and September 30th)
a. Reports > Department Data Transfers > Create EIS Data Collection Files.
b. Select the Student Marks 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 SS 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 ####MRK.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.
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 ####MRK.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.
Student Marks File Specifications
| 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 Marks Header Record |
|||
|
Field |
Length |
Position |
Maplewood Description |
|
Record Type Value ‘H’ (Header) |
1 |
1 |
H automatically appears |
|
File type value ‘M’ (marks) |
1 |
2 |
M 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 EIS |
|
Filler |
177 |
24-200 |
Blank - automatically created by EIS |
|
Student Marks Identifier Record |
|||
|
Field |
Length |
Position |
Maplewood Description |
|
Record Type Value ‘I’ (Identifier) |
1 |
1 |
I automatically appears |
|
School Number |
4 |
2-5 |
File, School Set-up, School Information, School Number |
|
MET Student Number |
9 |
6-14 |
Students, (select student), Enrolment, Edit, MET# |
|
Surname |
35 |
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 |
Students, (select student), Biographics, Name, Given Name, and Students, (select student), Biographics, Name, Middle Name(s) |
|
|
Birthdate (DDMMYYYY) |
8 |
Students, (select student), Biographics, Edit, Birthdate |
|
|
Gender |
1 |
Students, (select student), Biographics, Edit, Gender |
|
|
Enrolment Date (DDMMYYYY) |
8 |
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 |
Student, (select student), Biographics, Name, Name Changes tab. Most recent surname, if different from current surname, will be sent |
|
|
Postal Code |
6 |
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 Maplewood accepts any single letter grade or any number from 1 to 13. When the file is created, each Maplewood grade can be translated to one of the Department’s recognized grades (e.g. grade S can be translated to SE (Special Elementary). |
2 |
Students, (select student), Biographics, Edit, Grade. To set up your Maplewood system to accept letter grades of N, K, E, and S choose 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 Ministry. It should never change, and it should be unique to each student. |
12 |
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 |
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 |
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". |
|
|
Leave Date (DDMMYYYY) |
8 |
Students, (select student), Enrolment, Edit, Retirement/Transfer Date |
|
|
Aboriginal Identity (1) |
3 |
Students, (select student), Enrolment, Native, 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. |
|
|
Aboriginal Identity (2) |
3 |
Students, (select student), Enrolment, Native, 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. |
|
|
Aboriginal Identity (3) |
3 |
Students, (select student), Enrolment, Native, 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. |
|
| Aboriginal Description | 25 | Student Enrolment, Aboriginal Tab, under Aboriginal Identity called " Description ". This field is only editable if the user selects 'Aboriginal-Other' for one of the 3 aboriginal identities. |
|
|
Filler |
74 |
Blank - automatically created by Maplewood |
|
Student Marks Detail Record |
|||
|
Field |
Length |
Position |
Maplewood Description |
|
Record Type Value ‘D’ (Course Detail |
1 |
1 |
D automatically appears |
|
Subject Code |
4 |
2-5 |
File, School Setup, Codes, 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 Setup, Codes, Course Title |
|
Subject Level |
3 |
46-48 |
File School Setup, Codes, Course NumberThe subject level is the last 3 characters of the course number. |
|
Credit |
3 |
49-51 |
File, School Setup, Codes, Edit, Credit Value. Credit value is multiplied by 10 to remove the decimal (i.e. 0.5 > 005). |
|
Language of Instruction |
1 |
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. |
|
Final Mark |
3 |
54-56 |
Students, (select student), History, Final Mark |
|
Semester |
1 |
57 |
Students, (select student), History, Completion Date, month of completion. If completion month = 09,10,11,12,01 or 02 then ‘1’ is sent. If completion month = 03,04,05, or 06 then ‘2’ is sent. If the school is set up with one semester only (File, School Setup, School Information, This Year (tab), Number of Semesters) then ‘0’ (full year) is sent. If completion month = 07 or 08 then ‘5’ (Summer school) is sent. Only courses that have been added to the transcript and have a completion date of the previous school year will be sent. Note: If your school is currently running on the Copernican system (4 quarters) then please contact Maplewood Customer Support for further assistance. |
|
Exam Mark Included |
1 |
58 |
Students, (select student), History, Exam Mark If Exam mark exists in the transcript, then Y is sent otherwise N is sent. |
|
Credit Flag (Y or N) |
1 |
59 |
Y automatically appears (the Credit value is multiplied by 10 to remove the decimal). See Credit definition above for details. |
| Delivery Mode | 4 | 60-63 | File, School Setup Codes, 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 |
|
Filler |
137 |
64-200 |
Blank - automatically created by Maplewood |