This submission period is only applicable to schools offering Continuing Education or Night School courses. The Ministry’s OnSIS application will refer to this submission period as “Cont/Ed Night School yyyy – yyyy where yyyy-yyyy refers to the academic school year (e.g. 2008-2009). Although the submission period currently refers to June, the submission count date is August 31, after the end of the academic year.
At the start of each academic year, please familiarize yourself with the data elements which will be collected in the OnSIS batch file. Please ensure that all data is correctly entered for the students.
Throughout the academic year, make sure the students have their classes in their timetables, and, at the end of each semester (or term if applicable), update the transcripts with the final marks. Although this submission only uses the course codes, rather than classes, the timetable information is used to determine start and end dates.
Here are the basic steps for completing this submission:
- Review the chart of data elements contained in the batch files to ensure that you have entered all the data required for this submission. The following batch files are required:
Student Class Enrolment/Other Credits
Equivalent Credits via PLAR
Specialist High Skills Major
Specialist High Skills Major Courses
- Extracts from the Ministry’s OnSIS application are not required for this submission. When this submission period is opened, there is no data pre-populated from the previous year. For further information on extracts, read Pre-populated Data and Extracts.
- Create the batch files using Reports, OEN/OnSIS, Create OnSIS Batch Files (Secondary). At the resulting screen, in the Submission Period box, select Cont. Ed/Night School (Aug). For further information on creating batch files, and the purpose of the purge check boxes, read Creating Batch files in Maplewood.
- Upload the batch file(s) to the Ministry’s OnSIS application. Once the file is processed, look at the results to determine if any errors were generated. Errors may require corrections to the data in Maplewood and the subsequent recreation of the batch file (using the purge item check box). Sometimes, it may be faster to make the correction directly in OnSIS (and Maplewood) and then the batch file will not be resubmitted. Further information on these steps may be found in Submitting Batch Files to OnSIS.
- Use the Manual Entry button to check to see if Maplewood suggests items that may need to be manually entered into OnSIS if there is not another software program used to submit this data. For example, it may suggest that Educator Employment Information is manually entered. If this information exists in a Human Resources program, it would likely be updating this information in Maplewood. Maplewood provides the batch files for updating the educator’s homeroom/class/subject information.
- Once the data is complete and accurate in the Ministry’s OnSIS application, follow the steps in the Ministry’s OnSIS documentation for generating validation reports and verification reports. Then, once satisfied with the reports, and no critical errors exist, then you may proceed with the School Sign Off followed by the Board Sign Off.