Office Set-Up
There have been significant changes to the current office setup for topic based marks. The below describes each area in detail, with a table of identifiers that the Ontario Report Card Program will be looking at when performing the printing process. Although the changes occur for both Elementary and Secondary systems, the most significant changes within the setup will appear in the Elementary system. This is primarily due to the introduction of the Ontario Progress Report.
There are currently 3 methods in which terms and topics can be assigned to a class (homeroom term and topic association must be done via the wizard). The first 2 options would be used more often in an elementary school.
1) At the Course Level (File, School Setup, Courses)
Users can choose to set up the define terms and topics at the course level via the 'Report Card' button. The benefit of assigning the terms and topics here, is that each CLASS created after this point will have the same terms and topics associated with it (user would not have to add/edit the terms and topics at the class level - or run the wizard).
Once this has button has been selected, the following screen will appear
Selecting the Edit button for terms allows the user to select the terms associated to that course.
Once the terms have been associated with the course, the user can then go ahead and select the Topics associated with that course.
Once the assignment has been completed the report card option will include all options selected on the view (within the report card button). When assignment has been completed, select Done (this will bring you back to the Edit Course Information area.
2) At the Class Level (File, School Setup, Classes)
The same can be done via the Classes file. Users would use this option when a few classes deviate from the normal setup.
3) Wizard (Marks, Topic Based Marks, Wizard)
Follow the easy-to-use Report Card Wizard to set up Terms and Topics as required by the Grade 1-6, Grade 7-8 and Grade 9-12 Ontario Provincial Report Cards. Choose Marks/Grades, Topic-based Marks, Wizard.
Note: When an Ontario Private School runs the Wizard, it will generate the following message: "Is your school printing the Ontario Provincial Report Cards?
If you choose 'Yes' the program will verify the current setup to ensure the required terms and topics are defined"
If you select 'Yes', but have already set up your own Terms and Topics, the program will add the terms and topics required for Maplewood's Ontario Report Card.
If you select No, but have your own Terms and Topics that are checked reportable, the program will not create new terms and topics, but will allow you to use your own to be assigned to homerooms or classes.
Define Terms/Topics
Users will notice significant change to the Terms and Topics display. Each option now has the ability to filter each search performed. Users will utilize this feature most within the Define Topics area (Elementary) where the number of topics defined has doubled (one set for Grade 1-6 and one set for Grade 7-8). Note: Previous year’s ministry defined terms and topics will be removed from the list once the wizard has been run. Maplewood will not be removing any user added entries to either of these tables. The removal of these entries will be based on the identifier assigned to the term/topic.
Define Terms (Marks, Topic Based Marks, Define Terms)
Users have the ability to filter the display of terms based on title, description, identifier, start date or end date.
When users select the edit option, the ability to see which homerooms and/or classes have been assigned to this specific term. The display also includes other pertinent information such as Room#, Designation, Title as well as whether the room has been designated as a homeroom. Users currently have the ability to print this. Future enhancements to this program will allow users to add, edit and delete information with backwards compliance to other programs involved.
Define Topics (Marks, Topic Based Marks, Define Topics)
Edit Topics: Similar to the Define Terms, the Define Topics area also has a filter area and a tab that offers a list of all homerooms/classes that have been associated to the specific topic.
There is also an additional tab called 'Topic Program Codes'. This area allows the user to associate specific Topic Program Codes (IEP, ESL/ELD, and NA) to a specific Term and Topic. The addition of the Topic Program Code is discussed next in this document.
Topic Program Codes(Marks, Topic Based Marks, Define Topic Program Codes)
The Topic Program Code (pre- 2010 this was referred to as Identifiers) refers to those special areas that are required for reporting (checkboxes that appear on the Ontario Provincial Report Card), specifically IEP, ESL/ELD, and NA (with the latter only being added for Elementary reporting purposes).
IMPORTANT NOTE: the wizard will NOT add French, Immersion, Extended, or Core for Elementary, and it will NOT add SHSM to the Secondary system. THESE AREAS ARE AUTOMATICALLY POPULATED BY THE REPORT CARD PROGRAM AT THE TIME OF PRINTING, and is dependent upon what is entered in the Classes File (for the French checkbox) and Enrolment Record - Other Field Tab (For Immersion, Extended and Core - in the subject of French) for Elementary**, and the Codes file and History area (under SHSM Program) for Secondary.
** Elementary Users: For those schools who have topics associated with a homeroom (rather than a class) and are offering the Extended and/or Immersion program(s) within these homerooms, a Topic Program Code for French will be required. To add this code, go to Marks, Topic Based Marks, Define Topic Program Codes and define a new Topic Program Code called ‘French’ – ensure the identifier entered = ONFR
During the printing of the report card the Ontario Report Card Printing program will check to see if a program code is associated to the current topic/term with and identifier of “ONFR”. If found we check-off the French check box on the report card ONLY for THOSE THAT HAVE ACTUALLY BEEN CHECKED (i.e. if the topic program has been assigned to topic, but has not been checked then do NOT populate the French box) for the current student.The French Topic Program Code should only be associated with a homeroom DO NOT associate this entry to a Class (Maplewood looks at the LANGUAGE OF INSTRUCTION to populate the French checkbox, if classes have been established).
The following Topics/Subtopics (Subjects\Strands) on the report card, if associated with a homeroom, should have an association with this new code.
Mathematics (Topic Level)
Science and Technology (Topic Level)
Social Studies (Topic Level)
History (Topic Level)
Geography (Topic Level)
Health and Physical Education > Health Education: Healthy Living, Living Skills (Sub-topic Level)
Health and Physical Education > Physical Education: Active Living, Living Movement Competence, Living Skills (Sub-topic Level)
The Arts: Dance (Sub-topic Level)*
The Arts: Drama (Sub-topic Level)*
The Arts: Music (Sub-topic Level)*
The Arts: Visual Arts (Sub-topic Level)*
* Note: For The Arts, The Progress Report tracks the French at the strand level, and Report 1 and Report 2 are at the Subject Level. Therefore the Maplewood Ontario Report Card Program will automatically populate the French flag (at the Subject/Topic Level), for Report 1 and Report 2, if one or more strand has the French flag set to true.
The view and edit of the Topic Program Codes is similar in format to that of Define Terms and/or Define Topics. Within the edit of the Topic Program Code, user will be able to identify which terms, topics and sub-topics have been associated with each entry. As well as having the ability to Add, Delete and Print any/all associations.
To add an association, select the Add button, the standard view will appear, and users will be able to filter the by topic, sub-topic or identifier. With the association of the term, and the 'Add' button appearing in the bottom left hand corner.
Once Topic Program Codes have been added, they will appear in connectEd for that particular Term and Topic/Sub-topic.
Define Letter Grade Groups and Define Mark Entry
Define Letter Grade Groups (Marks, Define Letter Grade Groups)
Users can create a group of marks for each different marking area.
For the purposes of the Ontario Provincial Report Card, Elementary Schools will see 5 group definitions (after the wizard has been run).
Conventional: This definition will be present prior to creating the wizard and contains all previously defined letter grades.
Progress Report: This definition takes into account the Progress Report marking for both Grades 1-6 and 7-8. It contains 3 letter grades, D – Progressing with Difficulty, W – Progressing Well, and V – Progressing Very Well.
Grade 1-6: This definition includes all marks that are allowed to be entered on a student’s report card (Report 1 and Report 2), and includes A+/-, B+/-, C+/-, D+/-, I and R.
Grade 7-8: This definition includes the letter grades of I and R as well as the option to allow numeric marks to be entered (checkbox).
Learning Skills: This is a new definition, however the allowable entries have remained the same E,G,S,N, and T (T = Très bien is used on the French Report Card).
For Secondary Schools, a total of 4 entries in this table.
Conventional: This definition will be present prior to creating the wizard and contains all previously defined letter grades.
Secondary Grade: This definition includes the letter grades of I and W as well as the option to allow numeric marks to be entered (checkbox).
Secondary Interview: This definition includes the letter grades of Y (Yes) and N (No).
Learning Skills: This is a new definition, however the allowable entries have remained the same E,G,S,N, and T (T = Très bien is used on the French Report Card).
Below is a screen shot of what the Define Letter Grade Groups now looks like.
Define Mark Entry (Marks, Topic Based Marks, Define Mark Entry)
Users now have the ability to select which Letter Grade Group they would like associated to each topic and term. In the case with the Ontario Report Card, for example, teachers will only be able to enter a numeric mark or a grade of I or R for all Grade 7 and 8 classes and/or homerooms. Therefore users would select Elementary 7-8 to these topics. This will ensure that there will be no confusion on what entries are allowed or not (only valid entries will appear in the mark entry letter box. Running the Wizard will automatically set all of the correct entries in the Define Mark Entry area – so users will not have to go in and individually select each one.
Below is a view of what the Define Mark Entry screen looks like in the Elementary system.
Here is what the Secondary Define Mark Entry will look like:
The letter box in the teacher entry (connectEd) will be based on what has been defined in the above tables.