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Student Class Enrolment/Other Credits (for Continuing Education/Night Schools) OnSIS is collecting enrolment information about the students enrolled in continuing education/night schools, 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 Failed courses in the students' transcript are collected by OnSIS, along with withdrawn courses that are entered in the transcript. 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. This information is necessary to correctly determine the class start and end dates. 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 courses to be included in the file. 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. This file also includes information on diplomas issued by the Continuing Education/Night School during the submission period. This school must be the student's main school. |
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| Char. column values are M-Mandatory, O-Optional, R-Repeatable | ||
|
Element |
Char |
Description |
|
DATA |
M |
N/A - No data required, as it is just a tag. |
|
SCHOOL_SUBMISSION |
M |
N/A - No data required, as it is just a tag. |
|
SCHOOL_SUBMISSION/ |
M |
yyyy-yyyy - Based on the school calendar (File, School Setup, School Calendar). For example, 2008-2009 for a summer 2009 calendar. |
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SCHOOL_SUBMISSION/ |
M |
Submission period type is JUNNS. |
|
SCHOOL_SUBMISSION/ |
MR |
N/A - No data required, as it is just a tag. |
|
SCHOOL_SUBMISSION/ |
M |
School Number (File, School Setup, School Information). Only Maplewood may change the school number. |
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SCHOOL_SUBMISSION/ |
M |
N will always appear. |
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SCHOOL_SUBMISSION/ |
O |
If the purge item check box is checked, Y will appear for this purge tag, which will return all the data to the original format: |
|
SCHOOL_SUBMISSION/ |
OR |
N/A - No data required, as it is just a tag. |
|
SCHOOL_SUBMISSION/ |
M |
Student's Ontario Education Number (OEN) (student's record, Enrolment tab) |
|
SCHOOL_SUBMISSION/ |
M |
Student's Given Name (student's record, Biographics tab, Name button). |
|
SCHOOL_SUBMISSION/ |
O |
Student's Middle Name(s) (student's record, Biographics tab, Name button) |
|
SCHOOL_SUBMISSION/ |
M |
Student's Legal Surname, if it exists, otherwise student's Surname (student's record, Biographics tab, Name button). |
|
SCHOOL_SUBMISSION/ |
O |
Birthdate yyyy/mm/dd (student's record, Biographics tab) |
|
SCHOOL_SUBMISSION/ |
M |
Student Gender (M/F) (student's record, Biographics tab). |
|
SCHOOL_SUBMISSION/ |
C |
Student's first language (student's record, Enrolment tab). This is the first language spoken by the student. |
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SCHOOL_SUBMISSION/ |
O |
Ministry Identification Number, if entered (student's record, Enrolment tab). |
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SCHOOL_SUBMISSION/ |
M |
N/A - No data required, as it is just a tag. |
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SCHOOL_SUBMISSION/ |
M |
The ADD action will always be associated with this submission. |
|
SCHOOL_SUBMISSION/
|
O |
Student's Ontario Secondary School Literacy Test status (student’s record, View, Report Card Details & EQAO Tests, Literacy Component tab, Completion Status field). 1 - English or OSSLC-English* 2 - French or OSSLC-French* 3 - Not applicable 4 - Adjudication 6 - OLC4O (English course) or CCL4O (French course)* * code 6 starts 09/2009. Those completing the literacy course (OSSLC) will see code 1 or 2 in submissions prior to 09/2009. This tag is omitted for students with an entry to secondary school dated this school year or later (e.g. grade 9 or lower), and for students who entered secondary school last year or earlier (i.e. grade 10 or higher) with a literacy status of Not Reported or Incomplete. A warning is generated if the student has not completed the literacy test and is in grade 11 or higher. |
|
SCHOOL_SUBMISSION/ |
C |
Student's citizenship (student's record, Enrolment tab). |
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SCHOOL_SUBMISSION/ |
O |
Student's Aboriginal Self Identification (student's record, Enrolment tab, Edit, Aboriginal tab). Only the main school can report this field starting in 2009/2010 academic year. This tag is omitted if the student's MAIN_SCHOOL_FLAG is F (False). |
|
SCHOOL_SUBMISSION/ |
O |
Student's postal code (student's record, Family tab) |
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SCHOOL_SUBMISSION/ |
O |
Student's country of birth if student was born in Canada (student's record, Enrolment tab). |
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SCHOOL_SUBMISSION/ |
O |
Student's province of birth if student was born in Canada (student's record, Enrolment tab). |
|
SCHOOL_SUBMISSION/ |
O |
Student's entry date to Canada (student's record, Enrolment tab). This is only applicable if the student was born in another country (not born in Canada). |
|
SCHOOL_SUBMISSION/ |
C |
T (True) will appear if this school is the student's main school (student's record, Enrolment tab, Main School (Holder of OSR) = This School). F (False) will appear if the student's main school = Another School in This Board, or School in Another Board. If a student is Inactive (e.g. they have a date in the RETIREMENT_END_DATE that is not August 31), OnSIS ignores many business rules regarding the MAIN_SCHOOL_FLAG. |
|
SCHOOL_SUBMISSION/ |
O |
Student's student number (student's record, Biographics tab, Name button). |
|
SCHOOL_SUBMISSION/ |
O |
T (True) will appear if this student is recommended for an Ontario scholarship (student's record, History tab). Only the student's main school can report this. |
|
SCHOOL_SUBMISSION/ |
O |
If the ONTARIO_SCHOLARSHIP_FLAG = T, then the date of the scholarship will appear (student's record, History tab). |
|
SCHOOL_SUBMISSION/ |
O |
Community Involvement Accumulated Hours (student’s record, View, Ontario Report Details & EQAO Tests, Community Involvement tab. The field contains the total hours (to a max. of 100) or will contain 40 if the Community Involvement (40hrs) box is checked and the hours are less than 40. Note: 5 hrs and 30 minutes will be sent as 5.30. Only the student's main school can report this. |
|
SCHOOL_SUBMISSION/ |
M |
The first day of school in the school's calendar, unless the student's entry date to this school is after the start of school, in which case that entry date is used (student's record, Enrolment tab). |
|
SCHOOL_SUBMISSION/ |
M |
Student's retirement/transfer date (student's record, Enrolment tab), however if the date is entered, the count date (yyyy/08/31) appears. All students must have a date in this tag. |
|
SCHOOL_SUBMISSION/ |
O |
T (True) will appear if the student is a Mature Student (student's record, Enrolment tab, Edit, Other fields tab), otherwise this tag is omitted. |
|
SCHOOL_SUBMISSION/ |
OR |
N/A - No data required, as it is just a tag. |
|
SCHOOL_SUBMISSION/ |
M |
The ADD action will always be associated with this submission. |
|
SCHOOL_SUBMISSION/ |
C |
Ministry Defined Course Code of the course in the student's transcript (earned over the submission period). |
|
SCHOOL_SUBMISSION/ |
C |
Locally Developed Course Code of the course in the student's transcript (earned over the submission period). |
|
SCHOOL_SUBMISSION/ |
O |
Campus Number is optional but may be useful to identify where a student achieved his or her course credits. Although letters are allowed by OnSIS in this field (however not spaces), boards looking for this new field will typically want to use the Ministry Identification (MIdent#) of the school campus. If this new field is to be included in the batch file, the students must have their campus identified in one of the defined characters. Then, when creating the batch file, the Campus # button will be enabled. Use this button to select the defined character (1 to 4), the value entered for the students, and the corresponding field value to be submitted to OnSIS. For example, students have defined character 3 with the value M or J corresponding to the campus St. Mary's or John Paul II. Using the Campus# button, Add 2 campuses as follows: 1. Campus ID: 876418 (MIdent # for St. Mary's), Defined Character 3, Value M 2. Campus ID: 934623 (MIdent # for John Paul II), Defined Character 3, Value J When the batch file is created, students with the defined characters matching those in the Campus # button will have the corresponding Campus ID text in their batch file. Since this field is for the use of the board, if you prefer to send the name of the school rather than the Mident#, you could enter text such as St.Mary's (note that spaces are NOT allowed). Maplewood has limited this field to 20 characters, but can increase this if necessary. |
|
SCHOOL_SUBMISSION/ |
C |
Language in classes file. |
|
SCHOOL_SUBMISSION/ |
M
|
Type of Course in classes file. |
|
SCHOOL_SUBMISSION/ |
O |
This tag is not used since the ADD action is used, rather than UPDATE. |
|
SCHOOL_SUBMISSION/ |
M |
The semester/term assigned to the class (File, School Setup, Classes). |
|
SCHOOL_SUBMISSION/ |
O |
This tag is not used since the ADD action is used, rather than UPDATE. |
|
SCHOOL_SUBMISSION/ |
O |
This tag only appears if the student withdrew from the class according to full-disclosure rules (student's record, History, W entered for the credit value). W is the only value that may appear in this tag. |
|
SCHOOL_SUBMISSION/ |
O |
If the course is withdrawn, the date of the withdrawal appears (student's record, History). |
|
SCHOOL_SUBMISSION/ |
C |
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). |
|
SCHOOL_SUBMISSION/ |
O |
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 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. |
|
SCHOOL_SUBMISSION/ |
O |
Credit value earned in the student's transcript (student record, History tab). |
|
SCHOOL_SUBMISSION/ |
M |
Credit value of the class in the Classes file (File, School Setup, Classes). |
|
SCHOOL_SUBMISSION/ |
O |
This tag is not used since the ADD action is used, rather than UPDATE. |
|
SCHOOL_SUBMISSION/ |
O |
The mark in the student's transcript (student record, History tab). |
|
SCHOOL_SUBMISSION/ |
O |
If the course code, in the Codes file (File, School Setup, Codes), indicates that it is a substitution, T (True) will appear, otherwise F (False) appears. |
|
SCHOOL_SUBMISSION/ |
O |
T (True) will appear indicating that the course is completed if the course appears in the student's transcript, and it is not withdrawn. F (False) will appear if the WITHDRAWAL_TYPE is W. F also appears if the student was still enrolled in the course when it was completed, but the course is not in the transcript (a warning is generated for this situation). |
|
SCHOOL_SUBMISSION/ |
O |
The course repeat flag is set if the exact same course code exists in the student's transcript from a previous submission, considering all characters (up to 7) in the code.
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/ |
O |
On the student's official transcript, if this course appears as compulsory, then T (True) will appear, otherwise F (False) appears. |
|
SCHOOL_SUBMISSION/ |
O |
T (True) will appear if the WITHDRAWAL_TYPE is W. T also appears if the student was still enrolled in the course when it was completed, but the course is not in the transcript (a warning is generated for this situation). If the student completed the course and the course appears in the transcript (even if they failed), F (False) will appear. |
|
SCHOOL_SUBMISSION/ |
OR |
No data required, as it is just a tag. |
|
SCHOOL_SUBMISSION/ |
M |
ADD will appear if a diploma has been granted since the last submission (e.g. Sept 1 of previous year to Aug 31 count date). |
|
SCHOOL_SUBMISSION/ |
M |
Code representing the diploma granted to the student during the submission period (History, Edit box, First or Second Diploma). Diploma type is based on the Min# in Marks, Define Diplomas. * This diploma should not be added to the diploma table. If a student has completed all the SHSM requirements, and the OSSD diploma has been granted, the batch file will automatically use code 4 rather than code 1. Note: if a student wants the SHSM seal on their diploma, the OSSD cannot be granted until all the SHSM requirements are completed, even if the OSSD requirements are met. Note: leading zeros are automatically removed from the diploma's Min# if they exist. Only diplomas dated since the last submission are considered. |
|
SCHOOL_SUBMISSION/ |
C |
Diploma Certificate issuance date (student's record, History tab, Edit box, Diploma date). |
|
SCHOOL_SUBMISSION/ |
OR |
No data required, as it is just a tag. |
|
SCHOOL_SUBMISSION/ |
M |
ADD will appear 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. If it is a PLAR credit, after completing the batch file submissions, edit the student directly in OnSIS and remove the course from Other Credits and enter it into the PLAR area. |
|
SCHOOL_SUBMISSION/ |
C |
Ministry Defined Course Code of the course in the student's transcript (earned over the submission period). |
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SCHOOL_SUBMISSION/ |
C |
Locally Developed Course Code of the course in the student's transcript (earned over the submission period). |
|
SCHOOL_SUBMISSION/ |
M |
The date when the other credit course was completed (student's record, History tab). |
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SCHOOL_SUBMISSION/ |
O |
This tag is not used since the ADD action is used, rather than UPDATE. |
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SCHOOL_SUBMISSION/ |
C |
Course type of the course code in transcript (File, School Setup, Codes). |
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SCHOOL_SUBMISSION/ |
C |
Credit value earned in the student's transcript (student record, History tab). |
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SCHOOL_SUBMISSION/ |
C |
The mark in the student's transcript (student record, History tab). |