Course Calendar And Student Option Sheets

Course Calendar And Student Option Sheet For Secondary Schools

Every March, OnSIS collects information regarding the courses offered at the school for the forthcoming school year (course calendar), along with the course options selected by the students. The course calendar uses the courses entered into the next year's courses file (Scheduling, Modify Files, Courses). Each student's course options are taken from the student's choices in Maplewood (Choices tab of the student's record). Mandatory and Elective course choices are reported to OnSIS while Alternate choices are ignored.

Notes:

1. Excluding Fictitious Course Codes Created for Timetabling Purposes

Courses that are not acceptable Ministry course codes may be excluded from the batch files by creating a Department that has the Ministry code 0 (zero). To do this, use File, School Setup, Departments (e.g. make a department called UNOFFICIAL COURSE with the Ministry code 0). Next, assign that department to those course codes that should be excluded from this batch file. Since these courses are also unavailable for students when they enter their options through the web portal, do not assign this Department type to the course until the students are finished their entry of choices. The Department field for each course is edited using Scheduling, Modify Files, Courses.

Note: For Enterprise Platform users: There is now an checkbox within the COURSES file called 'Exclude from OnSIS Submissions'. If this option is selected, then these course codes will be excluded from the batch file. The assigning of a Department with a ministry code of zero is no longer required.

Note: A warning message will appear on the printout after the batch file is created informing the user of all of the courses excluded from the batch file.

2. Allowable Placeholder Courses

The Ministry recognizes that students may register for programs in the spring, but the actual course codes the student will ultimately receive in their fall timetables are not always known this early in the planning process. For this reason, the Ministry has a list of placeholder courses that they will accept in the OnSIS batch files for course options only. The list of placeholder courses are part of the Ministry's reference tables, available from the What's New link on the OnSIS website. Here are some examples:

ALP1X or ALP2X or ALP3X or ALP4X = Alternative Program, Grade 9 or 10 or 11 or 12
APR1X or APR2X or APR3X or APR4X = OYAP, Grade 9 or 10 or 11 or 12 COP1X or COP2X or COP3X or COP4X = CO-OP, Grade 9 or 10 or 11 or 12
IBP1X or IBP2X or IBP3X or IBP4X = International Baccalaureate Program, Grade 9 or 10 or 11 or 12
OOO4X = Dual Credit: College-delivered, Apprenticeship OTH1X or OTH2X or OTH3X or OTH4X = Other, Grade 9 or 10 or 11 or 12
RCR1X or RCR2X or RCR3X or RCR4X = Credit Recovery, Grade 9 or 10 or 11 or 12
REG1X or REG2X or REG3X or REG4X = Regional Program, Grade 9 or 10 or 11 or 12
SCE1X or SCE2X or SCE3X or SCE4X = School to Career, Grade 9 or 10 or 11 or 12
SLP1X or SLP2X or SLP3X or SLP4X = SAL, Grade 9 or 10 or 11 or 12
SSR1X or SSR2X or SSR3X or SSR4X = Student Success, Grade 9 or 10 or 11 or 12 YYY4X = Dual Credit: College Delivered, College Course 3. There is no extract option for this batch file. The file sets the flag to automatically purge all previously submitted course calendar and student option information prior to processing the contents of the batch file.


Char. column values are M-Mandatory, O-Optional, R-Repeatable
Element	Char	Maplewood Description

DATA	M	No data required, as it is just a tag.
SCHOOL_SUBMISSION	M	No data required, as it is just a tag.
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.
SCHOOL_SUBMISSION/SUBMISSION_PERIOD_TYPE	M	Submission period type is either OCTSEC1, MARSEC1, or JUNSEC1 for public secondary schools.
SCHOOL_SUBMISSION/SCHOOL	MR	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL/SCHOOL_NUMBER	M	School Number (File, School Setup, School Information). Only Maplewood may change the school number.
SCHOOL_SUBMISSION/CLEAR_PENDING_AREA	M	N, for No, will always appear.
SCHOOL_SUBMISSION/ Batch Files Purge and Pre-Population XML Tags	O	Y will always appear for the purge tag, which will return all the course calendar and student option sheet data to the original format when the submission period first opened: CLEAR_OPTION_SHEET See Purge Flags for further information.
The COURSE_CALENDAR information is repeated for each valid course code offered to the students attending the school next year. All courses in the courses file (Scheduling, Modify Files, Courses) are included unless the department assigned to the course has a Ministry number of 0 (e.g. Unofficial Department).
Element	Char.	Maplewood Description

SCHOOL_SUBMISSION/SCHOOL/COURSE_CALENDAR	O	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL/COURSE_CALENDAR/ACTION	M	DELETE will always appear. This will clear any previous course calendar information submitted in previous uploads of this batch file.
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_ACADEMIC_YEAR	M	Academic year for which the course calendar represents. It is in the format yyyy-yyyy corresponding to next year's school calendar (it is 1 year ahead of the current school's calendar). E.g. in March 2010 submission, it would indicate 2010-2011.
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_COURSE	CR	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_COURSE/ACTION	M	ADD will always appear.
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_COURSE/MINISTRY _DFND_CRS	C	First 5 characters of course code in next year's courses file (Scheduling, Modify Files, Courses). 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 tag for locally developed courses. If the 5th character of the course code is X, this tag will be empty and the course will appear in the tag for placeholder courses. Refer to Ministry's documentation for a listing of valid Ministry defined course codes.
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_COURSE/INSTITUTION_TYPE	C	This is a 1 to 4 character code that denotes which college or university institution the student is attending for an enrolled dual credit course.
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_COURSE/LOCAL_ DEV_CRS	C	First 5 characters of course code in next year's courses file (Scheduling, Modify Files, Courses). Empty if the course is not locally developed. Course codes with the 5^th 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.
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_COURSE /PLACE_HLDR_CRS	C	First 5 characters of course code in next year's courses file (Scheduling, Modify Files, Courses). Empty if the course is not considered a placeholder course. Course codes with the 5^th character containing X are considered placeholder courses. See description of placeholder courses at the top of this document.
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_COURSE/CRS_ IDENTIFIER	O	If the course code has more than 5 characters, the 6th character of the course code will appear in this tag. This additional character allows duplicate course codes to be added to the course calendar to represent different courses a student may select. E.g. CGC1D and CGC1DF may be 2 different courses (with the later being taught in French). The course calendar will 2 courses: CGC1D with the course name Geography of Canada, and CTC1D with the identifier F and the course name "Geographie Canadienne".
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_COURSE/SCHOOL _CRS_NAME	C	The title of the course (Scheduling, Modify Files, Courses).
SCHOOL_SUBMISSION/SCHOOL /COURSE_CALENDAR/COURSE _CALENDAR_COURSE /compulsory_IND_FLAG	C	F for False will always appear. Although the intent was to identify whether the course is offered as a compulsory course, the compulsory indicator will depend upon the student and therefore cannot be accurately determined for each course.
A student is included in this file if they are registered for any courses next school year. A student's enrolment dates determine whether the student is registered next year, however, if there are no choices entered for the student, the student will appear in the warning messages indicating that he/she has been excluded from the file. The student will appear with the E_OPTION_SHEET tags if the student is part of the March student school enrolment batch file, otherwise the student is considered non-enrolled and he/she will appear with the NE_OPTION_SHEET tags.
Element	Char.	Maplewood Description

SCHOOL_SUBMISSION/SCHOOL/ STUDENT	OR	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/OEN	M	Student’s OEN number (Enrolment tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_LEGAL_ GIVEN_NAME	M	Student’s Given Name (Name button on the Biographics tab of student's record)
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_LEGAL_ SECOND_NAME	O	Student’s Middle Name (Name button on the Biographics tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_LEGAL_ LAST_NAME	M	Student’s Legal Surname or if empty then Student’s Surname (Name button on the Biographics tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_DOB	O	Student's Date of Birth yyyy/mm/dd (Biographics tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/GENDER_TYPE	M	Gender (M for male and F for female) (Biographics tab of student's record).
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/LANGUAGE_TYPE	C	Student's first language (Enrolment tab of student's record). This is the first language spoken by the student. First Languages table is accessed using Students, Custom Fields/Tables, Enrolment Tables, First Languages. The OnSIS code must agree with the OnSIS reference table for LANGUAGE_TYPE. This tag is omitted if the student's MAIN_SCHOOL_FLAG is false (see description below), however OnSIS will populate this field if the student exists in OnSIS or if the student has not been entered in OnSIS (by any school in the province), the value for Language First Spoken will be set to the language of the school. If the language of the school is both “English and French, Language First Spoken of the student will be set to English.
SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_MIN_NUMBER	O	Student's Ministry Number (Enrolment tab of student's record). The Ministry Number was assigned to students before the OEN, and is no longer assigned to students.
Additional Mandatory Fields		There will be some additional mandatory fields that must appear when attempting to UPDATE any student data. For example, the ENROLMENT_START_DATE of the student is mandatory and will appear in the batch file. If an error is returned in any of these additional fields, they may be ignored as OnSIS has identified the student and will proceed to process the subsequent data.
The E_OPTION_SHEET information is repeated for each course option selected by a student that is currently part of the March Submission student school enrolment. The "E" represents enrolled students. Mandatory and Elective course options are included, but Alternate courses are not.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL _ENROLMENT/E_OPTION_SHEET	O	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL _ENROLMENT/E_OPTION _SHEET/ACTION	M	ADD will always appear.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL _ENROLMENT/E_OPTION_SHEET /OPTION_SHEET_ACADEMIC_YEAR	M	yyyy-yyyy corresponding to next year's school calendar (it is 1 year ahead of the current school's calendar). E.g. in March 2010 submission, it would indicate 2010-2011.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL _ENROLMENT/E_OPTION_SHEET /OPTION_SHEET_GRADE	C	The grade the student will be in next school year. It will add 1 to the current year's grade (e.g. This Year's Grade) up to a maximum of grade 12. If the student's grade is S or U, the option sheet grade is set to P9.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL _ENROLMENT/E_OPTION_SHEET /E_OPTION_SHEET_COURSE	CR	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL _ENROLMENT/E_OPTION_SHEET /E_OPTION_SHEET_COURSE /ACTION	M	ADD will always appear.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL _ENROLMENT/E_OPTION_SHEET /E_OPTION_SHEET_COURSE/ MINISTRY_DFND_CRS	C	First 5 characters of course code in the student's choices (Choices tab of student's record). 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.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/E_OPTION_SHEET/ E_OPTION_SHEET_COURSE/INSTITUTION_TYPE	c	This is a 1 to 4 character code that denotes which college or university institution the student is attending for an enrolled dual credit course.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/E_OPTION_SHEET/ E_OPTION_SHEET_COURSE/ LOCAL_DEV_CRS	C	Empty if the course is not locally developed. Course codes with the 5^th 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.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/E_OPTION_SHEET/ E_OPTION_SHEET_COURSE/ PLACE_HLDR_CRS	C	First 5 characters of course code in the student's choices (Choices tab of student's record). Empty if the course is not considered a placeholder course. Course codes with the 5^th character containing X are considered placeholder courses. See description of placeholder courses at the top of this document.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL_ ENROLMENT/E_OPTION_SHEET/ E_OPTION_SHEET_COURSE/ COURSE_TYPE	O	This tag is optional and is therefore omitted. The original intent was to populate it based on 1 = compulsory, 2 = elective, 3 = other, however choices are not tracked as to whether or not they are compulsory since it depends on whether the student has received credits for their current classes. The other option would have been to populate this based on the mandatory, elective, alternate choice type, however the business rules would cause problems for many schools who enter just mandatory and alternate courses.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/STUDENT_SCHOOL _ENROLMENT/E_OPTION_SHEET/ E_OPTION_SHEET_COURSE/CRS _IDENTIFIER	O	If the course code has more than 5 characters, the 6th character of the course code will appear in this tag.
The NE_OPTION_SHEET information is repeated for each course option selected by a student that is not currently part of the March Submission student school enrolment (e.g. typically students that are pre-registered for the next school year). The "NE" represents non-enrolled students. Mandatory and Elective course options are included, but Alternate courses are not.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET	O	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET /ACTION	M	N/A
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET /OPTION_SHEET_ACADEMIC_ YEAR	M	yyyy-yyyy corresponding to next year's school calendar (it is 1 year ahead of the current school's calendar). E.g. in March 2010 submission, it would indicate 2010-2011.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ CURRENT_GRADE	C	The student's current grade (e.g. This Year's Grade). If the student's grade is S or U, then P9 will appear in the file.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ OPTION_SHEET_GRADE	C	The grade the student will be in next school year. It will add 1 to the current year's grade (e.g. This Year's Grade) up to a maximum of grade 12. If the student's grade is S or U, the option sheet grade is set to P9.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ SPECIAL_ED_IND_FLAG	C	T for True will appear if the student will be considered a special education student when they enroll in the school. See the special education batch file specifications for instructions on how to identify a special education student.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ NE_OPTION_SHEET_COURSE	CR	No data required, as it is just a tag.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ NE_OPTION_SHEET_COURSE/ ACTION	M	ADD will always appear.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ NE_OPTION_SHEET_COURSE/ MINISTRY_DFND_CRS	C	First 5 characters of course code in the student's choices (Choices tab of student's record). 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.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ NE_OPTION_SHEET_COURSE/INSTITUTION_TYPE	c	This is a 1 to 4 character code that denotes which college or university institution the student is attending for an enrolled dual credit course.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ NE_OPTION_SHEET_COURSE/ LOCAL_DEV_CRS	C	Empty if the course is not locally developed. Course codes with the 5^th 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.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ NE_OPTION_SHEET_COURSE/ PLACE_HLDR_CRS	C	First 5 characters of course code in the student's choices (Choices tab of student's record). Empty if the course is not considered a placeholder course. Course codes with the 5^th character containing X are considered placeholder courses. See description of placeholder courses at the top of this document.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ NE_OPTION_SHEET_COURSE/ COURSE_TYPE_ID	O	This tag is optional and is therefore omitted. The original intent was to populate it based on 1 = compulsory, 2 = elective, 3 = other, however choices are not tracked as to whether or not they are compulsory since it depends on whether the student has received credits for their current classes. The other option would have been to populate this based on the mandatory, elective, alternate choice type, however the business rules would cause problems for many schools who enter just mandatory and alternate courses.
SCHOOL_SUBMISSION/SCHOOL /STUDENT/NE_OPTION_SHEET/ NE_OPTION_SHEET_COURSE/ CRS_IDENTIFIER	O	If the course code has more than 5 characters, the 6th character of the course code will appear in this tag.