Student Class Enrolment for Summer Schools

Student Class Enrolment (for Summer Schools)

OnSIS is collecting basic enrolment information about the students enrolled in summer school along with information regarding any credits attempted/earned during the summer school enrolment. Failed courses in the students' transcript are collected by OnSIS, but not withdrawn or dropped courses.

The school's setup (calendar, semester start and end dates) must reflect the summer months 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.


Char. column values are M-Mandatory, O-Optional, R-Repeatable
Element	Char.	Maplewood 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/ ACADEMIC_YEAR	M	yyyy-yyyy - Based on the school calendar (File, School Setup, School Calendar). For example, 2008-2009 for a summer 2009 calendar.
SCHOOL_SUBMISSION/ SUBMISSION_PERIOD_ TYPE	M	Submission period type is SUMPRIVSEC.
SCHOOL_SUBMISSION/ SCHOOL	MR	N/A - 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 will always appear.
SCHOOL_SUBMISSION/ Batch Files Purge and Pre-Population XML Tags	OR	If the purge item check box is checked, Y will appear for these 2 purge tags, which will return all the data to the original format: CLEAR_STUDENT_SCHOOL_ENROLMENT CLEAR_STUDENT_CLASS_ENROLMENT
SCHOOL_SUBMISSION/ SCHOOL/STUDENT	O	N/A - No data required, as it is just a tag.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/OEN	M	Student's Ontario Education Number (OEN) (student's record, Enrolment tab)
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/STUDENT _LEGAL_GIVEN_NAME	M	Student's Given Name (student's record, Biographics tab, Name button).
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/STUDENT _LEGAL_SECOND_NAME	O	Student's Middle Name(s) (student's record, Biographics tab, Name button)
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/STUDENT _LEGAL_LAST_NAME	M	Student's Legal Surname, if it exists, otherwise student's Surname (student's record, Biographics tab, Name button).
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_DOB	O	Birthdate yyyy/mm/dd (student's record, Biographics tab)
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ GENDER_TYPE	M	Student Gender (M/F) (student's record, Biographics tab).
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ LANGUAGE_TYPE	C O	Since a Summer School is treated as a student's non-main school, the contents of this element are ignored. OnSIS will populate this field as follows: Students that have 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	Ministry Identification Number, if entered (student's record, Enrolment tab).

SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/	M	N/A - No data required, as it is just a tag.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/ACTION	M	The ADD action will always be associated with this submission.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/ SCHOOL_STUDENT_NUMBER	O	Student's student number (student's record, Biographics tab, Name button).
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/ ENROLMENT_START_DATE	M	Student's Entry Date to this School (student's record, Enrolment tab). Format - yyyy/mm/dd
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/ ENROLMENT_END_DATE	M	Student's Retirement/Transfer date (student's record, Enrolment tab) Format = yyyy/mm/dd
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ /STUDENT_SCHOOL_ ENROLMENT/STUDENT_ CLASS_ENROLMENT	OR	N/A - No data required, as it is just a tag.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/STUDENT _SCHOOL_ENROLMENT/ STUDENT_CLASS_ ENROLMENT/ACTION	M	The ADD action will always be associated with this submission.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT//STUDENT _SCHOOL_ENROLMENT/ STUDENT_CLASS_ENROLMENT/ MINISTRY_DFND_CRS	C	Ministry Defined Course Code of the course in the student's transcript (earned over the summer months of July and August). First 5 character of course code. 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.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ /STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ LOCAL_DEV_CRS		Locally Developed Course Code of the course in the student's transcript (earned over the summer). 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 are used.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ /STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ CAMPUS_NUMBER	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/ SCHOOL/STUDENT/ /STUDENT_SCHOOL_ ENROLMENT/STUDENT_ CLASS_ENROLMENT/ LANGUAGE_TYPE	C	Language in classes file. E- English F - French If the language is not English or French (e.g. native language), then it will use the language of the school.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT//STUDENT _SCHOOL_ENROLMENT/ STUDENT_CLASS_ENROLMENT/ COURSE_DELIVERY_TYPE	M	Type of Course in classes file. 8 - summer school (regular in Maplewood) 10 to 15 - Dual Credit delivery types 16- correspondence/self study (independent study in Maplewood) 7 - credit recovery 4 - co-op 18 - e-learning not through provincial LMS 19 e-learning through provincial LMS ** 6 - e-learning prior to 09/2009
SCHOOL_SUBMISSION/ SCHOOL/STUDENT//STUDENT _SCHOOL_ENROLMENT/ STUDENT_CLASS_ENROLMENT/ NEW_COURSE_DELIVERY _TYPE	O	This tag is not used since the ADD action is used, rather than UPDATE.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ /STUDENT_SCHOOL_ENROLMENT /STUDENT_CLASS_ENROLMENT/ COURSE_SEM_TYPE	N/A	6 - Summer Course will always appear.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ /STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ NEW_COURSE_SEM_TYPE	N/A	This tag is not used since the ADD action is used, rather than UPDATE.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/STUDENT_ CLASS_ENROLMENT/ COURSE_START_DATE	C	Based on semester/term dates in the school's calendar and the schedule assigned to the class in the Classes file. Format = yyyy/mm/dd
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ COURSE_END_DATE	O	Based on semester/term dates in the school's calendar and the schedule assigned to the class in the Classes file. Format = yyyy/mm/dd
SCHOOL_SUBMISSION /SCHOOL/STUDENT /STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ EARNED_CREDIT_VALUE	O	Credit value earned in the student's transcript (student record, History tab).
SCHOOL_SUBMISSION/ SCHOOL/STUDENT /STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ ATTEMPED_CREDIT_VALUE	M	Credit value of the class in the Classes file (File, School Setup, Classes).
SCHOOL_SUBMISSION/ SCHOOL/STUDENT /STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ NEW_ATTEMPED_ CREDIT_VALUE	O	This tag is not used since the ADD action is used, rather than UPDATE.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ FINAL_MARK	O	The mark in the student's transcript (student record, History tab).
SCHOOL_SUBMISSION/ SCHOOL/STUDENT /STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ COURSE_SBST_FLAG		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/ SCHOOL/STUDENT /STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ COURSE_COMPLETE_FLAG		T (True) will appear indicating that the course is completed. Since dropped and withdrawn courses are not collected in the summer school batch file, all courses are considered completed.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/STUDENT_ CLASS_ENROLMENT/ COURSE_REPEAT_FLAG		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/ SCHOOL/STUDENT/ STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ COMPULSORY_COURSE _FLAG		On the student's official transcript, if this course appears as compulsory, then T (True) will appear, otherwise F (False) appears.
SCHOOL_SUBMISSION/ SCHOOL/STUDENT /STUDENT_SCHOOL_ ENROLMENT/STUDENT _CLASS_ENROLMENT/ COURSE_INCOMPLETE_FLAG		F (False) will appear indicating that the course is not incomplete. Since dropped and withdrawn courses are not collected in the summer school batch file, all courses are considered completed.