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 OCTELEM1, MARELEM2, JUNELEM1, or JUNELEM2 (June 2011 and on)  for public elementary schools. Submission period type is either OCTSEC1, MARSEC1, or JUNSEC1 for public secondary schools. Submission period type is either OCTPRVSEC1, MARPRVSEC, or JUNPRVSEC1 for inspected private secondary schools that do not include elementary students. Submission period type is either OCTPRVSEC1, MARPRIVSEC, or JUNPRVSEC1 for inspected private secondary schools that do include elementary students (the School Also Includes Elementary Students).  

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, 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 tags which will return all the data to the original format when the submission period first opened: CLEAR_STUDENT_SCHOOL_ENROLMENT

Note:  clearing the student school enrolment will automatically purge and pre-populate all the other student data such as student class enrolment, special education, second language, etc. See Purge Flags for further information.  

Student’s OEN number (Enrolment tab of student's record).  

Student’s Given Name (Name button on the Biographics tab of student's record)

Student’s Middle Name (Name button on the Biographics tab of student's record).

Student’s Legal Surname or if empty then Student’s Surname (Name button on the Biographics tab of student's record).  

Student's Date of Birth yyyy/mm/dd (Biographics tab of student's record).

Gender (M for male and F for female) (Biographics tab of student's record).

If an Extract file is used (recommended), ADD will appear if the student is not in the Extract file, UPDATE will appear if the student’s information is different from the Extract file.  DELETE will appear if the student is in the Extract file but is no longer in the school’s data, however DELETE actions should never appear in this file.  If a student leaves the school, they are not deleted from OnSIS, but rather, their data is updated to reflect the transfer/retirement date and reason.   

Student's This Year's Grade (Biographics tab of student's record). 

Grades will appear as JK, K, 1 to 12, or P9 in the OnSIS file. Secondary students with a grade other than 9 to 12 will be considered P9 in the file.

If school is French, grade M (maternelle) or P will appear as JK in OnSIS, and grade J (jardin) will appear as K. Internal transfers showing the dates of grade changes will be considered to reflect the student’s grade on the count date (see Int. Transfer button on the Enrolment tab).   

(Secondary Only)  The grade designation indicates how the school determines a student’s grade after grade 9 (e.g. for grade 10 to 12 students).  OnSIS expects the following values:

1 = Years of attendance 2 = Accumulated credits 3 = Principal designation

In Maplewood, all students in a specific grade will receive the same value based on the selections made on the Maplewood OnSIS file creation screen.  On this screen, select which grade designation should be used for the following:

Grade 10 students Grade 11 students Grade 12 students (no U or M credits) Grade 12 students (with <6 U or M credits) Grade 12 students (with 6 or more U or M credits)

Note:  credit counts are based on the accumulation of credits at the end of the school year.  Timetable and transcript credits are totaled for the grade 12 M, U and OAC courses.  

Language is either E or F based on the student’s language, not the first language field (Enrolment tab of student's record).  

The student's Student Board Resident Status (Enrolment tab of student's record).  The student's Main School (Holder of OSR) field controls the possible statuses that may apply to the student.

01 - Pupil of the Board 02 - Native Education Authority 03 - Government of Canada 05 - Study permit/Temp Resident 06 - Independent Study 07 - Other student (Source outside Ontario - Other Student) 08 - Shared Student 09 - E-learning Student

10 - Independent Study Fully High-Credit This table is accessed using Students, Custom Fields/Tables, Enrolment Tables, Student Board Resident Status.  The OnSIS code must agree with the OnSIS reference table for STUDENT_BRD_RES_STATUS_TYPE.  Internal transfers showing the dates of residency changes will be considered to reflect the student’s residency on the count date (see Int. Transfer button on the Enrolment tab). Note:  Students with board resident status Exchange Student (not on Register), OnSIS code 00, are excluded from the OnSIS reporting and will generate  the following warning when creating the batch file:  "Student excluded because student board resident status is Foreign Exchange Student (not on the school's official register)". This new residency status is for the following situation: "Where the duration of an educational exchange program is a period of five months or less and each side of the exchange occurs within the same school year, the school principal, at his or her discretion, may record the pupils as follows: The pupil leaving the school to go on the exchange remains in the register for the duration of the exchange. The pupil admitted to the school is not entered into the register for the duration of the exchange. This pupil must not be charged a tuition fee." The pupil admitted to the school may be entered into Maplewood, but will be excluded from Ministry counts providing their student board resident status is OnSIS code 00.  

(Elementary Only) If the student is in grade J or K, then the JK timetable types are: 1 - Half day every day 2 - Full day every day 3 - Full days alternate days 4 - Two half days every day

5 - ELP/FDK Instruction O - Other For the Full Day Kindergarten Program, these students should be entered with an attendance type of 'Half Time - Alternate Days' with a J/K Timetable Type of ELP (Early Learning Program). The reason for entering students this way is because these students MUST remain on the HALF TIME enrolment registers.

AF - After School

BA - Before and After School

BE - Before School

NO - None

In Maplewood the Ext. Program field becomes active as soon as the student has a J/K Timetable Type pf ELP (Early Learning Program). The default in Maplewood has been set to None - as this is a required field for students in the ELP/FDK program.

(Secondary Only) Student's Ontario Secondary School Literacy Test status (At the top of the student’s record: View, Report Card Details & EQAO Tests, Literacy Component tab, Completion Status field). 1 - Successful in English 2 - Successful in French 3 - Not applicable 4 - Adjudication 6 - OLC4O (English course) or CCL4O (French course)

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.  

Student's Aboriginal Self Identification (student's record, Enrolment tab, Edit, Aboriginal tab).   001 - First Nation Tuition 002 - First Nation 003 - Métis 004 - Inuit

Only the main school can report this field, therefore, this tag is omitted if the student's MAIN_SCHOOL_FLAG is F (False). This table is accessed using Student, Custom Fields/Tables, Aboriginal, Aboriginal Self ID.  The OnSIS code must agree with the OnSIS reference table for ABORIGINAL_TYPE.  

If the student is new this submission, the student's origin type (Enrolment tab of student's record) will determine the type in the batch file. Combined elementary and secondary schools should see the note below *. Depending on the type of school, only certain types are available: Public and separate elementary schools may use: 05 Same Board - Public Elem School 21 Inspected Private School 22 Non-Inspected Private School 27 Same Board - Sep Elem School 31 Other Board - Pub Elem School 32 Other Board - Sep Elem School 34 Re-entrant 35 Other Province/Territory 36 Other Country 37 Beginner 38 Other admission 41 From Home Schooling 50 Private School RS Returning Student **

Public and separate secondary schools may use: 05 Same Board - Public Elem School 09 Same Board - Public Sec School 19 Same Board - Sep Sec School 21 Inspected Private School 22 Non-Inspected Private School 27 Same Board - Sep Elem School 29 Other Board - Pub Sec School 30 Other Board - Sep Sec School 31 Other Board - Pub Elem School 32 Other Board - Sep Elem School 34 Re-entrant 35 Other Province/Territory 36 Other Country 38 Other admission 41 From Home Schooling 50 Private School RS Returning Student ** Private Inspected Secondary Schools may use: 21 Inspected Private School 22 Non-Inspected Private School 34 Re-entrant 35 Other Province/Territory 36 Other Country 38 Other admission 41 From Home Schooling 50 Private School RS Returning Student **

Origin Type table is accessed using Students,Custom Fields/Tables, Enrolment Tables, Origin Types.  The OnSIS code must agree with the OnSIS reference table for STUDENT_MOBILITY_TYPE (Admissions). * If the school is a combined elementary and secondary school, students that are continuing in the same school from elementary to secondary will be added to the secondary submission with a code that corresponds to the school type (e.g. when a student attends the same private school for grade 8 and 9, when the student is added to the secondary submission, the student's origin type is ignored and the non-inspected private school code 22 will be appear for the student).  Separate schools will see code 27, while public schools will see code 05. ** RS Returning Student code will appear in the October student school enrolment batch file for those students who indicated that they were leaving the school at the end of the school year, but then returned to school in September. The RS mobility type is used with the ADD action in student school enrolment, and is the only time a student may be added with an enrolment start date prior to this submission period. The RS code is not part of the origin type table. It will automatically appear in the batch file for students in this situation: i. the submission period is October, and the student is not pre-populated from the previous submission period (e.g. the student is not in the extract) AND ii. the student's entry/retirement dates imply that the student was attending school at the end of last year. The student's entry date to this school is prior to July 1 OR the student's entry date is the first day of school and their previous enrolment information shows the student retired on July 1 of this year.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/PROVINCE_ STATE_TYPE

C

Student's province of origin (if the Enrolment tab of student's record contains an Origin Type with code 35 -Other Province/Territory, the Origin School field contains the student's province of origin). Only populated when 35 exists in the STUDENT_MOBILITY_TYPE tag (see above).  This table is not user-definable and contains the following types: AB - Alberta BC - British Columbia MB - Manitoba NB - New Brunswick NL - Newfoundland and Labrador NS - Nova Scotia NT - Northwest Territories NU - Nunavut ON - Ontario PE - Prince Edward Island QC - Québec SK - Saskatchewan YT - Yukon  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/LANGUAGE_ TYPE_PREVIOUS_SCH

C

Only populated when 35 exists in the STUDENT_MOBILITY_TYPE tag (see above). Since the language of the previous school is not currently tracked in Maplewood, it will default to your school's language.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/STUDENT_ MOBILITY_TYPE_EXIT

O

If the student leaves the school during the submission period, the STUDENT_MOBILITY_TYPE_EXIT will contain the student's destination type (Enrolment tab of the student's record). 

Depending on the type of school, only certain types are available. As of July 1, 2013 the following retirement/transfer codes are:

Public elementary schools may use:  

64	From publicly funded school to another publicly funded school in Ontario (Transferred)
65	From publicly funded school to private school in Ontario (Retired)
66	To home schooling in Ontario (Retired)
67	To federally funded school in Ontario (Retired)
68	Moved outside of Ontario (Retired)
70	Not attending any school or other
69	education/training/institution (Retired)
71	Destination of student unknown (Retired)
18	Deceased

  

Public secondary schools may use:

Private Inspected Secondary Schools may use:  

Destination Type table is accessed using Students, Custom Fields/Tables, Enrolment Tables, Destination Types.  The OnSIS code must agree with the OnSIS reference table for STUDENT_MOBILITY_TYPE (Transfers and Retirements).  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/COUNTRY_ TYPE_EXIT

C

Student's country of destination (if the Enrolment tab of student's record contains a Destination Type with code 68, the Destination School field contains the student's country of destination). This tag exists only when type 68 [Moved outside of Ontario (Retired), and a country has been selected] appears in the STUDENT_MOBILITY_TYPE_EXIT tag (see above). The country table is accessed using Students, Custom Fields/Tables, Enrolment Tables, Country of Origin.  The OnSIS code must agree with the OnSIS reference table for COUNTRY_TYPE.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/PROVINCE _STATE_TYPE_EXIT

C

Student's province of destination (if the Enrolment tab of student's record contains a Destination Type with code 68, the Destination School field contains the student's province of destination). This tag exists only when type 68 [Moved outside of Ontario (Retired), and a Province has been selected] appears in the STUDENT_MOBILITY_TYPE_EXIT tag (see above). This table is not user-definable (see PROVINCE_STATE_TYPE above).  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/POSTAL_AREA_TYPE

C  

Student's postal code (Family tab of student's record). A warning is generated if the postal code is missing or invalid.  Public schools require a valid postal code, however, private schools will generate a warning indicating that the school's postal code has been used.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/COUNTRY_TYPE_ BIRTH

O

Student's country of birth if student was not born in Canada (Enrolment tab of student's record).  The country of birth table is accessed using Students, Custom Fields/Tables, Enrolment Tables, Country of Origin.  The OnSIS code must agree with the OnSIS reference table for COUNTRY_TYPE.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/PROVINCE_STATE _TYPE_BIRTH

O

Student's province of birth if student was born in Canada (student's record, Enrolment tab). This table is not user-definable (see PROVINCE_STATE_TYPE above).  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/COUNTRY_TYPE_ PERM

O

Not required for public schools. (Private Secondary Only)  In the student's record, on the family tab, select Permanent Address. If the student's permanent address is in another country, enter the student's country in the Country field. The text in the country field is matched against the table of countries defined in Students, Custom Fields/Tables, Enrolment Tables, Country of Origin. If the country field is empty, or has Canada, the tag is excluded and the PROVINCE_STATE_TYPE_PERM is populated.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/PROVINCE_STATE_ TYPE_PERM

O

Not required for public schools.

(Private Secondary Only)  In the student's record, on the family tab, select Permanent Address.  If the country field is empty, or has Canada, the Province will be automatically determined based on the entry in the Province field. If no permanent address exists, the province on the student's address will be used.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/YEAR_OF_ENTRY _TO_CANADA

O

Student's entry date to Canada (Enrolment tab of student's record).  This is only applicable if the student was born in another country (not born in Canada). Format - yyyy/mm  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/MAIN_SCHOOL _FLAG

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 July 1), OnSIS ignores many business rules regarding the MAIN_SCHOOL_FLAG.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/SCHOOL _STUDENT_NUMBER

O

Student's student number (Name button on the Biographics tab of the student's record).

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/FRENCH_ ADMISSION_APPROVAL_DATE

O

This field is not currently tracked.  This field is to be used by French schools only for students whose first language is not French. A committee grants approval for this non-francophone student to attend a French school.

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/ONTARIO _SCHOLARSHIP_FLAG

O

(Secondary Only) T (True) will appear if this is the student's main school and the student is recommended for an Ontario scholarship (Edit History tab of student's record to check the Ontario Scholarship flag).  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/ONTARIO_ SCHOLARSHIP_DATE

O

If the ONTARIO_SCHOLARSHIP_FLAG = T, then the date of the scholarship will appear in the format yyyy/mm/dd (Edit History tab of student's record).   

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/COMMUNITY_ INVOLMENT_ACCU_HOURS

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/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/LOCAL_SCHOOL _PROGRAM_FLAG

O

This field is not currently tracked.

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/FTE

C  

This field is calculated based on the student's attendance type on the count date.  If the student is Full Time, 1.00 will appear for the FTE.  If the student is Half-Time (half day, full day alternate day, or full day every day), then 0.50 will appear for the FTE.  If the student is Part-Time, the FTE is calculated based on the student's timetable on the count day*.

* timetable adds/drops are considered.  The average number of minutes for each class is based on the information in the Classes file.

In Maplewood, a student with SAL attendance type will be set to 1.00, while a student with Independent Study attendance type will be set to 0.00.

Student's who have a High Credit FTE (see below) will have an FTE of 1.00 - High Credit FTE.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/FTE

C

This field is calculated only for students who have been in secondary school for more than 4 consecutive years (grade 9 to grade 12) and based on the number of credits the student has achieved and is enrolled in on the count date.

Students on an IEP, are exempt from this calculation.

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/PROMOTION_FLAG

O

(Elementary June Submission Only)  If the student's next year's grade is higher than the current year's grade, the promotion flag will indicate T for True.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/SPECIAL_ EDUCATION_FLAG

O

If a student meets all the criteria to be included in the special education file, then this flag is set to T for True.  The criteria is:

• student is marked as Yes to special education on the enrolment tab

• student’s special education status is Active (on the edit form within the special ed. tab)

• student has a placement setting to specify the appropriate placement type such as fully self-contained, indirect service, partially integrated, resource assistance, withdrawal assistance (use the Placement button within edit special ed. tab)

• the file date (if entered) on the special ed. tab cannot be after the submission period.

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/ENROLMENT _START_DATE

M

If a student is pre-populated from a previous submission, the ENTRY_START_DATE must be the same date as the previous submission, and therefore the date in the extract is used.  It the student is not in the extract, the entry date to this school is used (Enrolment tab of student's record). The format is yyyy/mm/dd.

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/ENROLMENT _END_DATE

O

If a student leaves this school during this submission period, the retirement/transfer date will appear (Enrolment tab of student's record). The format is yyyy/mm/dd.

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/MATURE_STUDENT_FLAG

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. Not applicable to elementary schools.

The following DIPLOMA section is only applicable to secondary students who have received a diploma during the current submission period.  

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/DIPLOMA

OR

No data required, as it is just a tag.

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/DIPLOMA/ ACTION

M

ADD will appear if a diploma has been granted since the last submission.   The diploma is not reported if the student's MAIN_SCHOOL_FLAG is F (False).

SCHOOL_SUBMISSION/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/DIPLOMA/TYPE

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.   1 - OSSD 2 - OSSD2 (pre 1999 requirements) 3 - SSGD 4 - OSSD/SHSM * 7 - OSSC 8 - Certificate of Accomplishment

* Proprietary Users: 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.  

Enterprise Users: This diploma can be added to the diploma table. Please ensure the Legal Name only appears as Ontario Secondary School Diploma.

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/SCHOOL/ STUDENT/STUDENT_SCHOOL_ ENROLMENT/DIPLOMA/ CERTIFICATE_ISSUED

C

Diploma Certificate issuance date (Edit History tab of student's record to find the diploma date).  Since the format is reported as yyyy/mm/dd, the first day of the month will be used unless the month is June or January, in which case the last day of the month is used.