back to index Student Class Enrolment/Other Credits

Only those classes which were included in the Class List/Course Segment files are considered.  Classes are excluded if they have not started by the count date (e.g. the October submission will not include classes that commence in second semester).

OnSIS is collecting class enrolment information for the students enrolled in secondary school classes, along with information regarding any credits attempted/earned during the academic school year.  Failed courses in the students' transcript are collected by OnSIS, along with withdrawn courses that are entered in the transcript as per full disclosure requirements.  Courses that are pre-populated from a previous submission, that have since been dropped from the students timetables, are also reported to OnSIS. 

The school's setup (calendar, semester start and end dates) must reflect when the school operates.  Classes must exist with the semester information setup correctly, and the students' timetables must reflect the classes in which the students were enrolled.  If a student starts a class after it has begun, be sure to record the correct add date.  Similarly, if the student drops the course before the end of the course, be sure to record the correct drop date.  This information is necessary to correctly determine the class start and end dates. The timetable changes are dated and may be viewed/edited by going into Edit in the student's timetable tab, then use the menu option Edit, Register.

At the end of the semester, the students' transcripts must be updated with the final marks and credits earned.  This transcript information is used to determine the final marks and earned credit information. This batch file also includes Other Credits, an area within OnSIS that allow schools to report credits earned, when the course is not possible to be reported through the student class enrolment.   Other Credits are those courses entered directly into the transcript without adding the corresponding class into the student's timetable.  Conservatory music credits are one example where this will become relevant.  Although credit recovery classes can now also be reported through this area, the Ministry prefers to see them reported through the student class enrolment area.   

Maplewood will include Other Credit information automatically if a course is found in the transcript, but it is not found in the student's timetable.  If the course is found only in the transcript, the following message will appear:  "Course in transcripts (SPH3UO) cannot be found in student's timetable.  Course has been added to Other Credits.  If this credit was earned through the PLAR challenge process, correct it directly in OnSIS."  Since there is no way to distinguish if the credit in the transcript was earned through the PLAR challenge process, it is assumed to be an Other Credit.

Notes: 

1.  In order to keep the naming convention of the class codes, the March and June submissions may prompt the user for the class list extract prior to creating this class enrolment batch file.  The class list extract contains the naming convention assigned to the classes during the previous submission, and allows the Maplewood system to identify the student's classes in the event that the class grouping changed since the last submission.  

2.  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). 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.  The role of U is ideal for situations where team-taught dual credit classes are assigned a teacher in Maplewood for the school's uses, but the educator is from the board and is shared across schools and boards. Therefore, this educator is not to be reported in the school's educator assignment in OnSIS.  

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

If the purge item check box is checked, Y will appear for the purge tag: CLEAR_STUDENT_CLASS_ENROLMENT See Purge Flags for further information.  

The class code corresponds to the name assigned to the class in the Class List batch file.    

First 5 characters of course code.  If the 5^th 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.

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.  

Credit value in classes file.

Type Of Course in classes file. 1 - Regular day 2 - Independent study 3 - Private study 4 - Co-operative education 7 - Credit recovery 10 - Dual Credit: advanced standing college credit          course 11 - Dual Credit: advanced standing apprenticeship        course 12 - Dual Credit: team-taught college course 13 - Dual Credit: team-taught college apprenticeship        course 14 - Dual Credit: college-delivered college course 15 - Dual Credit: college-delivered apprenticship        program 16 - Correspondence/self study * If the class is a dual credit type of course, the Dual Credits field in the classes file is used to further classify the type of dual credit. *  The delivery type field in the classes file set to Correspondence. Note:  If the type of course in Maplewood is Special Education, this OnSIS field will show 1 for Regular.  (The class list file indicates that it is special education class).  

The semester/term assigned to the class is used to as follows: 1 = First Semester Course 2 = Second Semester Course 3 = Full-year Course 4 = Quad Course (single term)  

If a class is dropped from the student's timetable (between submissions), the withdrawal type will be D for Dropped, unless the course also exists as a withdrawn course in the transcript in which case W for Withdrawn will appear. Timetable drops can be seen using Timetable tab, Edit, then use menu options Edit,Register.

If a student retired/transferred during the submission period, and the course is not completed in the transcript, the WITHDRAWAL_TYPE will be set to D (dropped).

The date the student started the class.  Unless the student registered for the class after it started, the course start date is calculated based semester/term assigned to the class and the semester/term dates specified in the school's calendar.  If the student enrolled in the school after the start of the class or if the class has an "add" date after the start of the class, then the course start date would correspond to the student's entry to this school date (Enrolment tab of student's record) or add date of class (Edit, Register menu options within edit of student's Timetable).  

This tag is populated when the COURSE_COMPLETE_FLAG is true.  The course end date is based on the date the course was added to the transcript. If the WITHDRAWAL_TYPE is W, then the date the withdrawn course is added to the transcript is used for this tag.  The COURSE_END_DATE and COURSE WITHDRAWAL_DATE must be the same. If the class is in the student's transcript (but not as a withdrawn course), it is considered completed.

If a student is deleted (retired/transferred), and the course is not completed in the transcript, the retirement/transfer date (in Enrolment tab of student's record) is used for the course end date.

Note:  since the transcript entries are just yyyy/mm, the day will default the 30th of the month, except if the month is February, in which case it default the 1st of the month.  

Credit value from the transcript is used (History tab of student's record). If the WITHDRAWAL_TYPE is W (withdrawal) or D (dropped), then the earned credit value is 0.00.  

Mark from the transcript is used (History tab of student's record). Notes:  If Course Complete Flag is T (true), and course is not an Equivalent course (QEE, QSE, QMA, QAP, PLE) nor a course beginning with "K", then the Final Mark must be provided. The final mark must be provided for all non- Equivalent courses identified with a Withdrawal/Dropped Type Code = Withdrawal.

If Withdrawal/Dropped Type Code = Dropped, then Final Mark will be 0.  

This repeat flag is not the same as the repeat on a student's official transcript.  OnSIS business rules state: If Course Repeat Flag is set to Yes, and final mark is greater than 0, a matching previously reported course code must exist for the student within current school and any school that has reported data for the student. If it doesn't find a match, it will generate a warning.  

SCHOOL_SUBMISSION/

SCHOOL/STUDENT/ STUDENT_ SCHOOL_ENROLMENT/OTHER_ CREDIT

OR

No data required, as it is just a tag.

SCHOOL_SUBMISSION/

SCHOOL/STUDENT/ STUDENT_ SCHOOL_ENROLMENT/OTHER_ CREDIT/ACTION

M

ADD will always appear.

SCHOOL_SUBMISSION/

SCHOOL/STUDENT/ STUDENT_ SCHOOL_ENROLMENT/OTHER_ CREDIT/MINISTRY_DFND_CRS

C

 

First 5 characters of course code.  If the 5^th 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

SCHOOL_SUBMISSION/

SCHOOL/STUDENT/ STUDENT_ SCHOOL_ENROLMENT/OTHER_ CREDIT/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.

SCHOOL_SUBMISSION/

SCHOOL/STUDENT/ STUDENT_ SCHOOL_ENROLMENT/OTHER_ CREDIT/COURSE_COMPLETE_DATE

M

 

The date of the course in the transcript.  Note:  since the transcript entries are just yyyy/mm, the day will default the 30th of the month, except if the month is February, in which case it default the 1st of the month.

SCHOOL_SUBMISSION/

SCHOOL/STUDENT/ STUDENT_ SCHOOL_ENROLMENT/OTHER_ CREDIT/NEW_COURSE_COMPLETE_DATE

O

This tag is not used since the ADD action is used, rather than UPDATE.

SCHOOL_SUBMISSION/

SCHOOL/STUDENT/ STUDENT_SCHOOL_

ENROLMENT/OTHER_CREDIT/TYPE

C

The course type field in the Code file (File, School Setup, Codes) determines the type as follows: 1 - Other (Regular in Maplewood) * 2 - RCR (Credit Recovery 3 - DC: coll-deliver coll 4 - DC: coll-deliver apprent 5 - Music - External(Conservatory) 6 - DC: adv stand coll cred crs 7 - DC: adv stand apprent crs 8 - DC: team-taught coll crs 9 - DC: team-taught coll apprent crs 10 - Continuous Intake Coop 11 - E-learning – not through provincial LMS 12 - E-learning through provincial LMS IB - IB-Final Mark Update ** * Inspected Private Secondary Schools will always be type 1 - Other. If the class is a dual credit (DC) type of course, the Dual Credits field in the classes file is used to further classify the type of dual credit. ** IB-Final Mark Update is not available in Maplewood at this time.

SCHOOL_SUBMISSION/

SCHOOL/STUDENT/ STUDENT_SCHOOL_

ENROLMENT/OTHER_CREDIT/EARNED_CREDIT

C

The credit value of the course in the student's transcript.

SCHOOL_SUBMISSION/

SCHOOL/STUDENT/ STUDENT_SCHOOL_

ENROLMENT/OTHER_CREDIT/FINAL_MARK

C

The mark of the course in the student's transcript.