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Educator Class Assignment and Educator Subject Assignment

OnSIS will pre-populate each submission period with educator data. New educators should be added manually into OnSIS and educators that have not returned will need to be edited directly in OnSIS so that all the required information may be specified. Schools with Human Resources software should be checking with their provider to see if they are able to assist with this. OnSIS does not necessarily pre-populated all educator fields, so it may be necessary to add additional information.

Once the educator information is accurate in OnSIS, an extract can be requested for use with Maplewood's Educator Class Assignment and Educator Subject Assignment batch files.

Educator Class Assignment (All Schools)

Prior to creating this file, remember to update your educators in OnSIS, then request a new educator assignment extract to be used when creating this file. Staff members must have their MEN#s entered into their staff record in Maplewood, and the educator must be entered as the teacher of the class. For elementary schools, the class is the homeroom.

This batch file will create the file that will assign the educator to the class in OnSIS.

Notes:  

(Combined elementary and secondary schools only):   The elementary class assignment will exclude any homerooms that are assigned to secondary students (based on grade level of the first student in the homeroom).

(Secondary schools only) 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).

Educator Subject Assignment (Elementary Schools and Private Elementary Schools)

Elementary Subject Assignment file option is used by elementary schools to submit non-core subjects for educators. This file will use the class subject information entered into the classes file. Prior to creating this file, in the courses file (file, school setup, courses), enter the elementary subject type most appropriate for the class into the COURSE NUMBER field. The subject types are in the Ministry's reference tables and here is a sample of the codes:

ELEMENTARY_SUBJECT_TYPE AA Théâtre
ELEMENTARY_SUBJECT_TYPE AD Dramatic Arts
ELEMENTARY_SUBJECT_TYPE AE Exploring the Arts
ELEMENTARY_SUBJECT_TYPE AL Comprehensive Arts
ELEMENTARY_SUBJECT_TYPE AM Music

Note that the reference table includes ELEMENTARY_SUBJECT_TYPE ZMS All Subjects (Core) This code is not valid for public elementary schools. It is only valid for elementary aggregate private schools as noted below.

When the elementary subject file is created, only those classes with 2 or 3 character course numbers will be included in the file. The class will be excluded if either of the following is true:

- the class has the reportable box unchecked (in the classes file)
- the class is taught by the homeroom teacher of the students (it will use the first student in the class to determine this). Only non-core subjects are to be reported. These classes will generate the following warning message: "Class excluded from subject assignment file. Only classes taught by a teacher other than the homeroom teacher are included."

Here's a description from the OnSIS team to Maplewood: Assigned Subject Information should be used only if the educator is teaching a subject outside of his/her Core class to another group of students. Non-core subjects are ANY subjects taught by an educator and not taught by the educator assigned to the class code (homeroom).

Private Schools Note: If a secondary inspected private school includes elementary students, and if the elementary teacher is a core teacher (core teacher flag selected in the educator assignment), then the elementary subject assignment file must also contain this subject: ELEMENTARY_SUBJECT_TYPE = ZMS (All Subjects (Core)) along with any non-core subjects. When creating the elementary subject assignment file, the ZMS subject will be automatically added to the file, if the teacher is a homeroom teacher (students in homeroom must be grade 8 or lower).

In the Maplewood batch file, a subject assignment is created for each unique subject/class/grade combination. For example, a teacher is teaching music to 2 classes of straight grade 5 students and 1 class of combined grade 4/5 students. The file will now send the information to OnSIS so that it represents a subject assignment of AM - grade 5 - 2 classes and another subject assignment of AM - grades 4/5 -1 class.

MEN Assignment button

On the Maplewood screen, there is a button called MEN assignment. Although this button is still available, it should not be used under normal circumstances. It was useful for the very first OnSIS submission that included educators, and may be useful for brand new schools.