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The Class List and the Course Segment files can be 2 separate files or 1 file with both the class list and course segment information. The Class List file contains a class code which is a unique name representing the group of students meeting in the same room for instruction. The class code does not have to match any Ministry defined course code. OnSIS’ CLASS_CODE tag will be populated with the class code used in the Classes file, except if the class is grouped, in which case the word “–Grouped is added after the first class in the group. Grouped classes (sometimes also referred to as combined classes) occur when the same teacher teaches multiple subjects at the same time. Classes will be automatically grouped even if they are not specified as grouped in the classes file (e.g. if you have 10 different classes taught at the same time by the same teacher, they will automatically be considered grouped classes). (Secondary Only) Changes have been made to help populate the OnSIS Class Code field in the secondary class list, course segment and student class enrolment batch files. OnSIS requires the same class code to be used in subsequent submissions, and sometimes, changes in the schools makes it hard for the application to keep the same class and groupings as was first reported to OnSIS in the previous submission. A new field called OnSIS Class Code was added to the classes file for every class. This field will be initially blank (meaning Maplewood will automatically figure out the class groupings), however it can get populated based on the information in OnSIS using a new file option called "Populate OnSIS Class Code (after current submission has been signed off)". This new option is the last option on Maplewood's OnSIS interface for the October and March submissions only. Although this is an optional step, we strongly advise schools to use this feature to minimize class, course segment and student class enrolment errors in the subsequent submission. Here's how this option is used: After October has been signed off and before submitting any changes for the March submission, in OnSIS, request the Course Segment Extract for October. Once the extract is saved, go into Maplewood, choose the October submission period, and then browse for the extract using the new Populate OnSIS Class Code option. Once this file has been processed, the OnSIS Class code field in the classes file will be populate with the name of the class submitted to OnSIS in October (for sem 1 and full year courses). Repeat this step after March has been signed off and before submitting any changes for the June submission. In OnSIS, request the Course Segment Extract for March. Once the extract is saved, go into Maplewood, choose the March submission period, and then browse for the extract using the new Populate OnSIS Class Code option. Once this file has been processed, the OnSIS Class Code field in the classes file will be populate with the name of the class submitted to OnSIS in March (for sem 2 and newly added full year courses). Now, when Maplewood creates the class list, course segment, and student class enrolment batch files, classes will be grouped based on the classes with the same OnSIS Class Code in the classes file. Since schools should not normally need to change the OnSIS Class code in the classes file, the field will be disabled so that it doesn't get inadvertently changed. Those responsible for OnSIS submissions may edit this field in the classes file by editing the class and pressing ALT and M to unlock the field. It will return to locked by selecting ALT and M again. With these new features, if the user adds a new class after the count date, and enters an OnSIS Class Code of an existing group (that was submitted on the count date), the new classes will be sent as a new segment (sent as an ADD) to the existing group. For Example, the Semester 1 classes KGLDNa and KGLFNa are grouped together during the submission process for the October 31st count date. When the user imports the OnSIS Class Code into Maplewood (AFTER the October 31st Sign off) then both classes will have an OnSIS Class Code of KGLDNA-GROUPED assigned. If a new class (KGLGNa) is added after the count date, and the user groups this class with KGLDNa and KGLFNa, the user will be prompted with a message asking the user if they would like to add the existing OnSIS Class Code KGLDNA-GROUPED to the new class (KGLGNa). If the user answers YES, when the March 31st submission files are created (e.g. Course Segment File), the following will appear: - <CLASS> <ACTION>UPDATE</ACTION> <CLASS_CODE>KGLDNA-GROUPED</CLASS_CODE> <CLASS_START_DATE>2011/09/06</CLASS_START_DATE> <CLASS_END_DATE>2012/02/02</CLASS_END_DATE> <CLASS_TYPE>S</CLASS_TYPE> <LANGUAGE_TYPE>E</LANGUAGE_TYPE> <CLASSROOM_TYPE>1</CLASSROOM_TYPE> - <SEGMENT> <ACTION>ADD</ACTION> <MINISTRY_DFND_CRS>KGLGN</MINISTRY_DFND_CRS> <CREDIT_VALUE>0.00</CREDIT_VALUE> <LANGUAGE_TYPE>E</LANGUAGE_TYPE> </SEGMENT> </CLASS> Note: Users are not required to import the OnSIS Class Code. If OnSIS Class Code does not exist for a class in the classes file, then program will perform the automatic grouping process as it always has (and will exclude those with the OnSIS Class Code assigned from the grouping). A warning will appear on a printout at the end of the file creation process for both the Class List and Course Segment files, informing the user of all classes from the previous submission that do not have an OnSIS Class Code. Schools choosing not to implement the OnSIS Class Code, can ignore these warnings. Each class code will have at least one segment in the Course Segment file, corresponding to the 5 character Ministry defined course code taught in that class. Where grouped classes exist, the class code will have 2 or more course segments in the Course Segment file. Course codes with the 5th character containing 1,2,3,4,5,6,7,8, or L are considered locally developed. If it is locally developed, the first 5 characters of course code are used in the LOCAL_DEV_CRS tag. If it is not locally developed, the first 5 characters of the course code will appear in the MINISTRY_DFND_CRS tag. Classes Automatically Excluded The Class List and Course Segment files include only classes that are "reportable" in the classes file, grade 9 or higher in the courses file, and taught during the current submission. For example, if a school has half credit classes starting in November, they are excluded from the October submission. Note: grade 0 (i.e. grade not specified) courses are included. As well, any courses that are assigned to an unofficial department are excluded. An unofficial department is a department defined by the school that has a Ministry number of 00. Unofficial departments are often used to define placeholder courses that are used when scheduling. Placeholder courses are accepted by OnSIS in the March submission for student option sheets, but they are not accepted as student class enrolments (which use the class list and course segment information). For Enterprise users, there is a checkboxwithin the COURSES FILE, called 'Exclude from OnSIS Submission', if this option is selected, it will behave similar to the unofficial department option defined above. Maplewood's staff records "Role" field can now be set to U (un-reportable) for any staff members that are in the school teaching, but are to be ignored when reporting to OnSIS. If the educator's role is set to U, all classes taught by the educator will not be established in the OnSIS batch files (class list, course segment, student class enrolment, and educator class assignment). The exception to this rule is courses defined as DUAL CREDIT classes. Dual Credit Classes are required to appear on the Report Card and are to be submitted via OnSIS. If submitted via OnSIS, they are allowed to be sent without an educator (Teacher) assigned. This is because the contact teacher (similar to the coop classes) for the dual credit classes may not be a contact within that school or within that board, it could be an affiliated board that has the contact person. As of March 2011 - a new class type of NE (No Educator) was added to OnSIS, to allow schools who have dual credit courses without educators assigned to be sent via Class Enrolment (instead of via Other Credits). Maplewood incorporated this change (for Semester 2 classes only) for the March 2011 submission. Whereby "If a class has been flagged as Dual Credit, but does not have an Educator assigned, then send the class type as NE". Maplewood has also added a rule to include those classes flagged as dual credit that have an Educator assigned to the class with a role of U. Whereby if this situation is met, Maplewood will send a class type of NE in this situation as well. For classes not flagged as Dual Credit: When the credits are granted to the students, they will be reported through the Other Credits area. A warning will appear on the generation of the class list, course segment, and student class enrolment batch files to identify any classes that will be ignored if the role is U. The warning is: Class code has been excluded from file because the educator's role is U. Role U is reserved for educators that are needed in the school, but are not reported in the school's educator assignment in OnSIS. Credits earned by the students will be reported as Other Credits. Credit Recovery and E-learning Classes Credit Recovery classes should be set up in the classes file using the common course code of the course being recovered (e.g. ENG2Da or ENG2DRa), with the Course Type set to Credit Recovery. In rare situations, a student may be recovering mulitple credits in the same period in the timetable. In this situation, the classes may not have a period assigned to them but this affects the FTE of a part-time student. Placeholder classes, starting with RCR, that are not-reportable, will need to be added to the timetable to augment the FTE accordingly. As long as the RCR placeholder class is not reportable, it will not be sent to OnSIS, however the course being recovered will be reported. E-learning classes are reported by the school offering the e-learning course even though the student's main school collects the funding for the e-learning course (and in turn pays the school offering the course). E-learning classes offered at your school should be set up in the classes file using the common course code, with the course type set to E-learning through Provincial LMS or E-learning not through Provincial LMS (LMS = Learning Management System). Note: if you are the main school not offering the e-learning course to one of your students, if the student is PT, you will need to augment the student's timetable with a placeholder class, starting with FTE, that is not-reportable. E-learning classes may not be grouped with non-e-learning classes, and if it occurs, they will be sent as distinct classes in the batch file and a warning will appear (upon creating the file) indicating that this has been done |
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Char. column values are M-Mandatory, O-Optional, R-Repeatable |
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Element |
Char |
Maplewood Description |
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DATA |
M |
No data required, as it is just a tag. |
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SCHOOL_SUBMISSION |
M |
No data required, as it is just a tag. |
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SCHOOL_SUBMISSION/ACADEMIC_YEAR |
M |
yyyy-yyyy - Based on the school calendar (File, School Setup, School Calendar). For example, 2009-2010 for a calendar that starts in September 2009 and ends in June 2010. |
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SCHOOL_SUBMISSION/SUBMISSION_PERIOD_TYPE |
M |
Submission period type is either OCTSEC1, MARSEC1, or JUNSEC1 for public secondary schools. |
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SCHOOL_SUBMISSION/SCHOOL |
MR |
No data required, as it is just a tag. |
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SCHOOL_SUBMISSION/SCHOOL/SCHOOL_NUMBER |
M |
School Number (File, School Setup, School Information). Only Maplewood may change the school number. |
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SCHOOL_SUBMISSION/CLEAR_PENDING_AREA |
M |
N, for No, will always appear, unless the class list batch file is created with the "Purge and Pre-populate ALL OnSIS data" check box selected. |
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SCHOOL_SUBMISSION/ Batch Files Purge andPre-Population XML Tags |
O |
If the purge item check box is checked (for class list and/or course segment), Y will appear for the purge tags, which will return all the data to the original format when the submission period first opened: CLEAR_CLASS CLEAR_SEGMENT Note: clearing the class and/or segment information will automatically purge and pre-populate the student class enrolment information in OnSIS. See Purge Flags for further information. |
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Element |
Char. |
Maplewood Description |
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SCHOOL_SUBMISSION/SCHOOL/ CLASS |
OR |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ACTION |
M |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ CLASS_CODE |
M |
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SCHOOL_SUBMISSION/SCHOOL/CLASS /CLASS_START_DATE |
M |
The first day of class is based on semester/term dates in the school’s calendar and the schedule assigned to the class in the Classes file. The start date is the first day the students may attend the class (e.g. it skips over holidays, Special Days, and Exam Days that may appear at the start of the semester or term). The calendar is found under File, School Setup, Calendar, Edit. Within the calendar, use the menu option Edit, Semesters to see actual semester/term start dates. If a class started later than the dates defined in the calendar, then a class start date may be entered in the classes file, and this date will be used when reporting the class to OnSIS. This is usually only applicable to credit recovery classes that may be offered at irregular times. Exception: Dual Credit Classes - If the start date is populated in the classes file for these classes, then this date will be sent. The reason for this exception is that these classes do not follow the typical school year set up. |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ CLASS_END_DATE |
M |
The last day of class is based on semester/term dates in the school’s calendar and the schedule assigned to the class in the classes file. The end date is the last day the students may attend the class (e.g. it uses the last normal day before holidays, Special Days, and Exam Days that may appear at the end of the semester or term). The calendar is found under File, School Setup, Calendar, Edit. Within the calendar, use the menu option Edit, Semesters to see actual semester/term start dates (which therefore determine end dates). Exception: Dual Credit Classes - If the end date is populated in the classes file for these classes, then this date will be sent. The reason for this exception is that these classes do not follow the typical school year set up. |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ CLASS_TYPE |
C |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ LANGUAGE_TYPE |
C |
The language of the class (File, School Setup, Classes, Edit). OnSIS only accepts the values: E - English F – French B - Both both will appear for a grouped (combined) class that has both English and French classes taught together. If the language is not English or French (e.g. native language), then it will use the language of the school. |
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SCHOOL_SUBMISSION/SCHOOL/CLASS /CLASSROOM_TYPE |
O |
Each class is assigned a room number. Each room number has a room type. The room type is based on the room type field in the rooms/homerooms table (File, School Setup, Room/Homerooms). The following types are available: 1 - Regular 2 - Portable 3 - Library 4 - Computer Lab 5 - Gymnasium 6 - Other 7 - Science Lab 8 - Design/Technology Shop 9 - Family Studies 10 - Auto Shop |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/SEGMENT |
OR |
No data required, as it is just a tag. |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ SEGMENT/ACTION |
M |
ADD will typically appear. ADD will appear for all class segments if no Extract file is used. If an Extract file is used, ADD will appear if the class segment is not in the Extract file, UPDATE will appear if the segment information is different from the Extract file, and DELETE will appear if the class segment is in the Extract file but is no longer in the school’s data. Note: Data pre-populated from a previous submission may not be deleted, and in this case, the DELETE action will return an error. |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ SEGMENT/MINISTRY_DFND_CRS |
C |
First 5 characters of course code. If the 5th character of the course code is 1 to 8 or L, this tag will be empty and the course code will appear in the next tag for locally developed courses. Refer to Ministry's documentation for a listing of valid Ministry defined course codes. |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ SEGMENT/INSTITUTION_TYPE |
C |
This is a 1 to 4 character code that identifies the college or university institution in which a dual credit course is being taken. |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ SEGMENT/LOCAL_DEV_CRS |
C |
Empty if the course is not locally developed. Course codes with the 5th character containing 1,2,3,4,5,6,7,8, or L are considered locally developed. If it is locally developed, the first 5 characters of course code are used. Refer to Ministry's documentation for a listing of valid locally defined course codes applicable for your school. |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ SEGMENT/CREDIT_VALUE |
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Credit value in classes file in the format #.## (e.g. 1.00, 0.50) |
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SCHOOL_SUBMISSION/SCHOOL/CLASS/ SEGMENT/LANGUAGE_TYPE |
C |
The language of the class (File, School Setup, Classes, Edit). OnSIS only accepts the values: E - English F – French B - Both Both will appear for a grouped (combined) class that has both English and French classes taught together. If the language is not English or French (e.g. native language), then it will use the language of the school. |