Class List and Course Segment

Populate OnSIS Class Code (after current submission has been signed off)

In order for OnSIS to link classes offered in the school with the students taking those classes, OnSIS uses a class code as the common link. The class code is used in the class list, course segment and student class enrolment batch files. OnSIS requires the same class code to be used in subsequent submissions. For example, the class code used in the October submission must match the class code used in the March submission. Maplewood automatically determines the class code when classes are first reported to OnSIS (e.g. in October, Maplewood determines the class code for the first semester classes, and in March, Maplewood determines the class code for the second semester classes). Sometimes, changes in the schools makes it hard for Maplewood to keep the same class code as first reported to OnSIS in the previous submission, particularly when classes are grouped with other classes and the groupings change between submission periods.

To assist with the consistent class code challenges, every class in the classes table has a field called OnSIS Class Code (File, School Setup, Classes). 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 the "Populate OnSIS Class Code (after current submission has been signed off)".

The Populate OnSIS Class Code 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.

How to Use this Option:

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 the Populate OnSIS Class Code option, and then browse for the October extract. Once this file has been processed, the OnSIS Class code field in the classes table will be populated with the name of the class submitted to OnSIS in October (for semester 1 and full year courses).

Warnings will be generated for classes in the extract that cannot be found in Maplewood, and classes found in Maplewood but not in the extract.  Please check these warnings carefully as they do indicate changes to classes after the submission date.  If new classes have been added, and the class is to be reported as if it is a new segment for an existing class, edit the OnSIS Class Code field manually (e.g. make it match the existing class).  If it is to be reported as a brand new class, make sure the class start date is after the previous submission count date (e.g. Nov 1 or later for a semester 1 class added after October was signed off).

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 the Populate OnSIS Class Code option, and then browse for the March extract. Once this file has been processed, the OnSIS Class Code field in the classes table will be populated with the name of the class submitted to OnSIS in March (for semester 2 and newly added full year courses).

Note:  Since schools should not normally need to change the OnSIS Class code in the classes table, 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 table by editing the class and pressing ALT and M to unlock the field. It will return to locked by selecting ALT and M again.

How the OnSIS Class Code (in Classes Table) Impacts OnSIS Batch Files:

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 table.

If the school adds a new class after the count date, and enters an OnSIS Class Code of an existing class group (that was submitted on the count date), the new classes will be sent as a new segment (e.g. a new course) to the existing class group.  The OnSIS class code field is enabled by pressing ALT and M when editing the class (remember to press ALT and M to lock it again after making the change).

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 the OnSIS Class Code does not exist for a class in the classes file, the 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.

Additional Information on the OnSIS Class Code Field in the Classes Table:

1. Schools should not normally need to change the OnSIS Class code in the classes table, therefore, 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 table by editing the class and pressing ALT and M to unlock the field. It will return to locked by selecting ALT and M again.

2.  As changes are made to the classes table that may impact the potential grouping of classes with OnSIS Class codes assigned, Maplewood will generate messages such as this:

a) If user adds a new class and they use the Grouped Classes option to grouped it with another course that has an ONSIS Class Code, the following message will appear, " Class XXX has an OnSIS Class Code of YYY do you want to add the same OnSIS Class Code to this new class? " .

b) If user adds a new class and they use the Grouped Classes option to grouped the class with more than one course that has 2 different OnSIS Class Codes, the program will not allow the grouping to occur and the following message will appear "Class XXX and YYY have 2 different OnSIS Class Codes, and cannot be grouped together. Please remove one of the classes from the group."

3.  In the unlikely event that a school needs to remove all the entries in the OnSIS Class Code field in the classes table, there is a option to Remove All OnSIS Class Codes in the Edit menu within File, School Setup, Classes. When selected, a message will appear "This action will remove ALL OnSIS Class Code values within the classes file - Do you wish to continue? ", and if Yes is selected, a second message will appear "Are you REALLY sure you want to remove all OnSIS Class Codes?" .