This submission period is applicable to Secondary and Elementary schools submitting Suspensions and Expulsions. The Ministry’s OnSIS application will refer to this submission period as “Elementary Public School Suspensions/Expulsions" or "Secondary Public School Suspensions/Expulsions". This submission period will open once the June submission is signed off by the board.
At the start of each academic year, please familiarize yourself with the data elements which will be collected in the OnSIS batch file. Please ensure that all data is correctly entered for the students.
Here are the basic steps for completing this submission:
- Review the chart of data elements contained in the batch files to ensure that you have entered all the data required for this submission. The following batch files are required:
Incidents
- Extracts from the Ministry’s OnSIS application may be required for this submission. When an incident is still in the appeal process at the end of the previous school year, the incident is pre-populated into this year's suspension/expulsion submission period. Maplewood will use extracts to determine if there is pre-populated data, and if so, the batch file will update the information inOnSIS based on the data in Maplewood. When creating the incident batch file in Maplewood, it will indicate that extract 13, 14, 15 are required. If you don't think that any suspension/expulsion data from the previous year was pre-populated, you can create the batch file without the extracts.
For further information on extracts, read Pre-populated Data and Extracts.
- Create the batch files using Reports, OEN/OnSIS, Create OnSIS Batch Files (Secondary). At the resulting screen, in the Submission Period box, select Suspensions/Expulsions. For this submission, it may be necessary to scroll to the bottom of the list to find the Incident batch file option. For further information on creating batch files, and the purpose of the purge check boxes, read Creating Batch files in Maplewood.
- Upload the batch file to the Ministry’s OnSIS application. Once the file is processed, look at the results to determine if any errors were generated. Errors may require corrections to the data in Maplewood and the subsequent recreation of the batch file (using the purge item check box). Sometimes, it may be faster to make the correction directly in OnSIS (and Maplewood) and then the batch file will not be resubmitted. Further information on these steps may be found in Submitting Batch Files to OnSIS.
- Use the Manual Entry button to check to see if Maplewood suggests items that may need to be manually entered into OnSIS if there is not another software program used to submit this data. For example, it may suggest that Educator Employment Information is manually entered. If this information exists in a Human Resources program, it would likely be updating this information in Maplewood. Maplewood provides the batch files for updating the educator’s homeroom/class/subject information.
- Once the data is complete and accurate in the Ministry’s OnSIS application, follow the steps in the Ministry’s OnSIS documentation for generating validation reports and verification reports. Then, once satisfied with the reports, and no critical errors exist, then you may proceed with the School Sign Off followed by the Board Sign Off.