Aggregate Reports for Private Elementary Schools

These batch files are only applicable to private schools with elementary students. On the batch file selection interface in Maplewood, the “Elementary and Inspected Private Secondary School check box must be selected if the private school is a combined elementary and secondary school, and the secondary school is inspected.

Since elementary students in private schools do not have OENs (Ontario Education Numbers), these schools only report aggregate student data (e.g. totals of students rather than specific student names and information) and this data is collected only once a year, on October 31st. 

The enrolment/transfers/retirements/admissions statistics are generally based on the students enrolment information from November 1 of the previous year, until October 31st of the current academic year.  Therefore, past students are considered.

The following aggregate reports (batch files to submit to OnSIS) can be generated:
    - Grade and Age
    - Permanent Resident
    - French as a Second Language
    - Native Language
    - Special Education
    - Enrolment, Transfers, Retirements and Admissions
    - Admission Type

With this batch file option, it is necessary to click the Aggregate Options button to select the specific section or sections to be generated in the batch file.  You may only select multiple options within the frame (e.g. you may select the options above the line (that appears on the interface) or below the line, but not a combination).  Therefore, you will need to create a least two different batch files.  Grade and Age, Permanent Resident, French as a Second Language, Native Language, and Special Education may all be selected for inclusion in one batch file, while Admission Type and 'Enrolment, Transfers, Retirements and Admissions' may be selected for another batch file.

Note:  There may be times when it may be faster to edit the numbers directly on the Ministry's site, rather than re-creating batch files and resubmitting them.  For example, if 5 students were reported in the Special Education batch file and the file was submitted to OnSIS, if the number should have been 6, it may be faster to correct the number directly on the OnSIS website (as well as correct the student in Maplewood).

Grade and Age

This reports the number of males/females enrolled in the school on October 31st, who are English or French, in each grade and age.  The student's birthdate (on the Biographics tab of the student's record) is used to determine the students' age as of December 31 of the current school year.  The student's This Year's Grade (on the Biographics tab) is typically used for the grade, however grade Internal Transfers are considered (Int. Transfer button on the Enrolment tab of the student's record).

For each student counted toward the aggregate statistics, the following information is printed on a summary report:

SCHOOL_ENROLMENT_BY_GRADE  Head Count = # Language = E Gender = F Grade Type = 1
SCHOOL_ENROLMENT_BY_AGE      Head Count = # Language = E Gender = F Age = 6


In this example, the student (whose name appears on the report) is counting toward the English Grade 1 Females and the English 6 year old Females. If a student shows Head Count = 3, the student is the 3rd student counted in that total.   Summary reports are helpful if a school is questioning an aggregate total, then they can see the students that are being counted in that total. 

Permanent Resident

This reports the number of students enrolled in the school on October 31st, broken down by their province or country of permanent residence.  In order to determine a student's permanent residency, the address information is used as follows:

- first, the country* on the student's Permanent Address tab is considered (Family tab of student's record).
- if the above doesn't exist, the province on the Permanent Address is considered.
- if both of the above are empty, the student's address is considered, first considering a country* (other than Canada) then the province.

For each student counted toward the aggregate statistics, the following information is printed on a summary report:

SCHOOL_ENROLMENT_BY_PERM_RES  Head Count = # Prov/Cntry = ON

In this example, the student (whose name appears on the report) is counting toward the total students with Ontario as their province of permanent residence.  If three digits appear, it is a country*.  If a student shows Head Count = 3, the student is the 3rd student counted in that total.   Summary reports are helpful if a school is questioning an aggregate total, then they can see the students that are being counted in that total. 

* The country must be entered carefully and must match exactly the country in the Country of Origin table (Students, Custom Fields/Tables, Enrolment, Country of Origin).  The OnSIS code for each country in the table must have the correct code as listed in the OnSIS reference tables available from the Ministry's OnSIS application What’s New button.  The country codes are 3 digits (e.g. 007 Afghanistan, 013 Albania).

French as a Second Language

This reports the number of students enrolled in French programs on October 31st, broken down by grade and average number of minutes of instruction per day, per cycle.  In order to determine a student's participation in a French program, the French Program field on the Enrolment tab of the student's record must have a program selected (e.g. Core, Extended, Immersion*) and then the number of minutes per day of instruction is reported (to edit this field, select Edit Enrolment, Other Fields tab, select the program from the French field and enter the minutes in the Instructional Time field).

For each student counted toward the aggregate statistics, the following information is printed on a summary report:

SCHOOL_FSL_COUNT Head Count = # Grade = 1 Min./Day = 20

In this example, the student is counting in the grade 1 students taking a daily average of 20 minutes of French.

* The second language programs table (Students, Custom Fields/Tables, Enrolment Tables, Second Language Programs) contains OnSIS codes for each program, and the following OnSIS codes are considered French programs:

     001 - Core (up to 59 minutes per day)
     002 - Extended (60 to 149 minutes per day)
     003 - Immersion (150 to 300 minutes per day)

Note:  If the language of the school is French, do not report students enrolled in the French-language instructional unit in this Section (e.g. skip this file).

Native Language

This reports the number of students enrolled in Native programs on October 31st, broken down by grade and average number of minutes of instruction per day, per cycle.  In order to determine a student's participation in a Native program, the Native Program field on the Enrolment tab of the student's record must have a program selected (e.g. Cree/Cri, Ojibwe, Delaware, Mohawk, Cayuga, Oneida, Oji-Cree) and then the number of minutes per day of instruction is reported (to edit this field, select Edit Enrolment, Other Fields tab, select the program from the Aboriginal field and enter the minutes in the Instructional Time field).

For each student counted toward the aggregate statistics, the following information is printed on a summary report:

SCHOOL_NL_COUNT Head Count = # Grade = 1 Min./Day = 30

In this example, the student is counting in the grade 1 students taking a daily average of 30 minutes of Native Language.

Special Education

If your school provides special education, the number of students enrolled in this program must be report to OnSIS. A special education program is an educational program that is based on and modified by the results of continuous assessment and evaluation.  It includes a plan that outlines specific objectives and identifies the resources and facilities, such as support personnel and equipment that are necessary for developing and implementing the program.

An elementary student enrolled in the school on October 31, will be counted as special education if they meet the following criteria in Maplewood:

• student is marked as Yes to special education on the enrolment tab
• student’s special education status is Active (on the edit form within the special ed. tab)
• student has a placement setting to specify the appropriate placement type such as fully self-contained, indirect service, partially integrated, resource assistance, withdrawal assistance (use the Placement button within edit special ed. tab)
• the file date (if entered) on the special ed. tab cannot be after the submission period.

Enrolment, Transfers, Retirements and Admissions

Note:  Admissions are included only when the Admissions option is also checked off.  It is checked by default.

When the October submission period is opened, the 'Enrolment, Transfers, Retirements and Admissions' section on the OnSIS website will be pre-populated with the enrolment at the end of the previous year.  This number cannot be changed as it represents the enrolment at the previous submission's count date (e.g. elementary enrolment on October 31 of the previous year).  This batch file is sending the transfers, retirements and admissions since November 1 last year until October 31 of this year.  Last year's number, minus the transfers and retirements, plus the admissions, will mathematically determine the enrolment on October 31 of this year. E.g. Enrolment October 31 last year - transfers - retirements + admissions = enrolment October 31 this year.  

The resulting October 31 enrolment must match the total students reported in the Enrolment by Grade and Gender, Enrolment by Age and Gender, and Enrolment by Province or Country of Permanent Residence sections.

Notes:
- A student cannot be counted more than once in this section.  If a student entered a retired between these dates, the student is omitted.
- The table of destinations is setup using Students, Custom Fields/Tables, Enrolment Tables, Destination Types and the table of origins is found in Students, Custom Fields/Tables, Enrolment Tables, Origin Types.  Many of the values mentioned below are not ever used by elementary students.

Total Transfers:  The total number of students who have left school to attend another school (private or public) in
Ontario.  If a student's retirement/transfer date is between Nov 1 of the previous year, and October 31 of the current year, and the student's destination type (Enrolment tab of student's record) has any of the following codes, the student is considered Transferred:

01 Public Secondary School *
02 Separate secondary school *
03 Separate elementary school *
04 Public elementary school *
06 CTCF (care treatment facility) *
07 Private School
24 Other Transfer

If a school has both elementary and secondary students, a student moving from grade 8 to 9 will also be considered a transfer even though they do not have a retirement/transfer date.

* Starting in March 2010, the Ministry is suggesting that private schools no longer use these values.  Secondary inspected schools submitting elemental data (e.g. detailed data for each student) will receive errors if these codes are used, however they will not cause errors for elementary schools. 

Total Retirements:  The total number of students who have left school entirely or have gone to a school outside of Ontario.  Student who have left school and have an unknown status can also be reported as retired.  If a student's retirement/transfer date is between Nov 1 of the previous year, and October 31 of the current year, and the destination type has any of the following codes, the student is considered Retired:

07 Private School
08 Attend University
10 Attend College
11 Apprenticeship Program
12 Other Education/Training
13 Education Other Province/Territory
14 Education Other Country
15 Employment
16 Employment Other Province/Territory
17 Employment Other Country
18 Deceased
23 Graduated with Diploma
25 Other Retirement
26 Unknown
28 Student Not Registered
33 Retired with Certificate
42 To Home Schooling
60 Post Secondary

Admissions

Note:  This information appears when you select the Admission option, as they are not actually included when just selecting the 'Enrolment, Transfers, Retirements, and Admissions' option. 

This reports the total number of students entering the school's register for the first time (or whose names are re-entered on the register after having been removed because of transfer or retirement) broken down by admission type as shown here: 

A - Beginner: Student enrolled for the first time in a school
B - Students enrolled previously in another private school in Ontario
C - Student entering from a public elementary school
D - Students entering from a Roman Catholic elementary school
E - Student entering from a public secondary school (N/A for elementary schools)
F - Student entering from Roman Catholic secondary schools (N/A for elementary schools)
G - Student re-entering after a period of non-attendance
H - Student entering from outside Ontario
I - Student entering from a Native education authority school
J - Other

If a student's entry to this school date is between Nov 1 of the previous year, and October 31 of the current year,  the student's origin type (Enrolment tab of student's record) is used to determine which admission type (A to J) the student is counted toward.  The OnSIS code of the Origin Type (defined in Students, Custom Fields/Tables, Enrolment Tables, Origin Types) is mapped to the Aggregate Admission Types as follows:

Type  Onsis Code and Description

A - 37 Beginner
B - 21 Inspected private school *
B - 22 Non-inspected private school
C - 05 Same Board - Public Elementary School *
C - 31 Other Board - Public Elementary School
D - 27 Same Board - Separate Elementary School * 
D - 32 Other Board - Separate Elementary School
E - 09 Same Board - Public Secondary School *
E - 29 Other Board - Public Secondary School *
F - 19 Same Board - Separate Secondary School *
F - 30 Other Board - Separate Secondary School *
G - 34 Re-entrant
H - 35 Other province/territory
H - 36 Other country
I - 99 **
J - 38 Other admission
J - From Home schooling

* These would never be used by a private elementary school.  Note:  The ministry does not inspect any private elementary schools at this time. 

** The ministry's table for inspected private secondary schools and all public schools does not include any admission code for Native Education Authority School. Please create an entry in the origin table using the OnSIS code 99.  Combined elementary and secondary school should note that this code is not valid for students entering secondary school and therefore should be given a title such as "Native Education Authority School (Elementary Admission Only)". 


Enrolled in Another School:  This statistic cannot be generated by Maplewood and must be entered manually into the OnSIS website if you have students in this situation.  This is the number of students who are also attending another school (i.e., who are entered on another school’s Register of Daily Attendance).

Schools with Pre-School Students in Maplewood

Preschool students are not to be reported to OnSIS. If a school uses different grades for pre-school students (e.g. T for Toddler or C for Children's Program, etc), there is a box on the OnSIS form to exclude students in those grades. Using this example, entering TC into the "Grades to exclude" box, the software will automatically skip over those students (providing that is the student's grade on Oct 31, considering grade internal transfers). The excluded students will not appear on the sheet with the head counts.

If a private school has students enrolled in the junior kindergarten program and they are under 4 years as of December 31, OnSIS would like those students included, and we have always included them. If, however, a school uses grade J (or any other valid grade) but would still like to exclude the student, they may enter a future entry date to elementary school. If a student has an entry date to elementary school after the count date, the student will be excluded with the following message: "Student's name: Not Included - Grade (J) with Elementary Entry Date after report date".