Ontario Student Information System (S.I.S.)

Overview

Throughout the school year, Ontario Secondary schools are required to send information to the Ministry of Education's Student Information System (SIS).

	Date	File Name
1. Send October 31st Enrolment	(November)	S######.113
2. Send Retirement/Transfer Data	(November)	S######.123
3. Send Continuing Education/Night School Marks	(February)	S######.243
4. Process Information on Ministry Extract Disk	(June)	S######.253
5. Send Day School Marks	(July)	S######.203
6. Send Continuing Education/ Night School Marks (Semester 1 & 2)	(July)	S######.243
7. Send Continuing Education/Night School Marks (Semester 3 - If Applicable)	(August)	S######.243
8. Send Summer School Marks	(August)	S######.253

To find the programs required to create and process the SIS files choose Reports, SIS. The following form will appear:

Retired Students

This allows you to create a file with all the students who either transferred or retired since the date of the previous year's enrolment file to October 31st of the current year. Enter the current school year (e.g. for 2003-2004 school year, enter 2003), and the report date. This will send those student's whose retirement date from this school is since the date selected. e.g. Enter May.16/2003 to get a list of all students who have retired since this date.

Enrolled Students

The ministry requires Ontario schools to send information on those students currently enrolled in their schools on October 31st. Enter the current school year (e.g. for 2003-2004 school year, enter 2003), and the report date. This will send those student's whose enrolment date to this school is on or before the date selected.

Day school marks

Final marks are sent to the ministry using this option. A file is created with the current year's final marks and diploma information. This must be done before transferring to the next school year.

Note: Automatic Transcript Update must be completed before creating this file. Marks for first semester may be sent in March and final marks for the year are normally sent the 1st week of July.

Enter the current school year (e.g. for 2003/2004 school year, enter 2003), and the report date. This option will print a list of students with their credit information (including marks) for all those credits which have been achieved on or later than the date chosen.

Night School / Summer School

These options work the same as "Day School Marks" however, they create only one file to send to the ministry.

Registration Update

Though no longer a required file to be sent (usually in March) to the Ministry of Education, the Registration Update option has remained in Maplewood for those schools who still wish to send an update file. This is a file that is created for only those students whose basic enrolment and retirement information has changed since the last time you sent a file to the ministry. Enter the current school year (e.g. for 2003-2004 school year, enter 2003), and the last submission date. This option will print a list of students whose retirement or entry dates have changed as of the date you specify (which should be the last time you sent registration information to the ministry).

Import Ministry Extract File

The ministry will read the information you have sent to them and in June (usually) will send a Ministry Extract File to each school. This allows schools to update their student's records with the Ministry Identification Number (MIN) that have not been previously assigned to students.

Exporting SIS

Once you have the dates selected, select on Export to create the file. The default file name for the Ontario Ministry of Education is shown.
Once the file has been created, you can view it and print it. To make changes to the file, do so in Students Records and remember that after each change you make you will have to choose Export again (and will have to replace the new file with the old one).
To send the file to the ministry, select on the FTP button.

Registration/Registration Update File

Information Sent	Where it is found in Maplewood
School Number	File, School Setup, School Information, School Number
Ministry Identification Number	Enrolment, Edit, Ministry Number. Note: OEN is not to be included in this export (Page 50 of SIS Manual)
School Student Number	Biographics, Name, Student Number Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
Legal Surname	Biographics, Name, Legal Surname (if different from usual surname)
Legal Given Name(s)	Biographics, Name, Given Name and Biographics, Name, Middle Name(s)
Gender (M or F)	Biographics, Edit, Gender
Birthdate	Biographics, Edit, Birthdate
Language of Instructional Unit	File, School Setup, School Information, Configuration Tab, School Language
Student's Residential Postal Code	Family, Student, Edit, Postal Code
Status in Canada	Enrolment, Edit, Citizenship To modify/setup table, choose Students, Custom Fields/Tables, Enrolment Tables, Citizenship
Entry Year to Canada	Enrolment, Edit, Entry Date to Canada
Language First Spoken and Still Understood	Enrolment, Edit, First Language To modify/setup table, choose Students, Custom Fields/Tables, Enrolment Tables, First Languages
Source Code	Enrolment, Edit, Origin Type To modify/setup table, choose Students, Custom Fields/Tables, Enrolment Tables, Origin Types
Student's Entry Date to this School	Enrolment, Edit, Entry Date to This School
Retirement/Transfer Destination Code	Enrolment, Edit, Destination Type To modify/setup table, choose Students, Custom Fields/Tables, Enrolment Tables, Destination Types
Retirement/Transfer Date	Enrolment, Edit, Retirement Date

Day School Final Mark Gathering File

Information Sent	Where it is found in Maplewood
School Number	File, School Setup, School Information, School Number
Ministry Identification Number	Enrolment, Edit, Ministry Number. Note: OEN is not to be included in this export (Page 50 of SIS Manual)
School Student Number	Biographics, Name, Student Number Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
Legal Surname	Biographics, Name, Legal Surname (if different from usual surname)
Legal Given Name(s)	Biographics, Name, Given Name and Biographics, Name, Middle Name(s)
Gender (M or F)	Biographics, Edit, Gender
Birthdate	Biographics, Edit, Birthdate
Diploma/Certificate Code	History, Edit, Diplomas, First To modify/setup table, choose Marks, Define Diplomas
Month of Issue of Diploma/Certificate	History, Edit, Diplomas, First, Date
Ontario Scholarship Recommendation	Automatically calculated when the export file is generated. How it works: An Ontario Scholar is a student who obtains an aggregate mark (total of all marks) of 480 in his top 6 Scholar Credits. This means that there is no rounding up to get 80% from 79.9%. The credits also means that the marks are weighted by credit value (eg: 6 credits could be 7 courses - 5 full credit courses and 2 half credit courses). Note: a scholar course is defined by the Ministry of Education as; Any Grade 12 university preparation, university/college preparation, and/or college preparation courses authorized under OSS Any Ontario Academic Courses (OACs) authorized under OS;IS
Status in Canada	Enrolment, Edit, Citizenship To modify/setup table, choose Students, Custom Fields/Tables, Enrolment Tables, Citizenship
Ontario Secondary School Literacy Requirement	Student, View, Ontario Report Card Details, Literacy and/or Student, History, OLC4O appears (within the transcript/history record) with a passing mark
Community Involvement Indicator	Student, View, Ontario Report Card Details, Community Involvement

Course-Mark Data

Common Course Code	History, Edit, Course
Course Repeat Indicator	Repeat Indicator for SIS - Indicates if the course the student has completed THIS YEAR is a REPEAT of course for which a mark has previously been reported to the ministry. If a course being reported this year already appears in the student’s transcript (on an earlier date) the current course is sent as a repeat. (REGARDLESS OF MARK)
Course Language of Instruction	File, School Setup, Codes, Edit, Language
Course Delivery	File, School Setup, Codes, Edit, Type, Delivery
Course Scheduling Indicator	Automatically calculated when the export file is generated. Calculation is as follows: If Number of semester < 2 , then Course Scheduling Indicator =0 If Month of Completion (from History, Edit, Date) < 3 then Course Scheduling Indicator =1 If Month of Completion (from History, Edit, Date) >7 then Course Scheduling Indicator =2
Credit Value	History, Edit, Credit
Final Mark	History Edit, Mark
Compulsory	History, Edit, Compulsory (Comp.)
Substitution	File, School Setup, Codes, Edit, Substitution (checkbox under Categories)

Continuing Education/Night School Registration & Final Marks Gathering File

Information Sent	Where it is found in Maplewood
School Number	File, School Setup, School Information, School Number
Ministry Identification Number	Enrolment, Edit, Ministry Number. Note: OEN is not to be included in this export (Page 50 of SIS Manual)
School Student Number	Biographics, Name, Student Number Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
Previous Legal Surname	Maplewood does not currently export this information
Legal Surname	Biographics, Name, Legal Surname (if different from usual surname)
Legal Given Name(s)	Biographics, Name, Given Name and Biographics, Name, Middle Name(s)
Gender (M or F)	Biographics, Edit, Gender
Birthdate	Biographics, Edit, Birthdate
Student's Residential Postal Code	Family, Student, Edit, Postal Code
Status in Canada	Enrolment, Edit, Citizenship To modify/setup table, choose Students, Custom Fields/Tables, Enrolment Tables, Citizenship
Entry Year to Canada	Enrolment, Edit, Entry Date to Canada
Language of Instructional Unit	File, School Setup, School Information, Configuration Tab, School Language
Language First Spoken and Still Understood	Enrolment, Edit, First Language To modify/setup table, choose Students, Custom Fields/Tables, Enrolment Tables, First Languages
Date of First Registration in this School	Enrolment, Edit, Entry Date to This School
Diploma/Certificate Code	History, Edit, Diplomas, First To modify/setup table, choose Marks, Define Diplomas
Month of Issue of Diploma/Certificate	History, Edit, Diplomas, First, Date
Ontario Scholarship Recommendation	Automatically calculated when the export file is generated. How it works: An Ontario Scholar is a student who obtains an aggregate mark (total of all marks) of 480 in his top 6 Scholar Credits. This means that there is no rounding up to get 80% from 79.9%. The credits also means that the marks are weighted by credit value (eg: 6 credits could be 7 courses - 5 full credit courses and 2 half credit courses). Note: a scholar course is defined by the Ministry of Education as; · Any Grade 12 university preparation, university/college preparation, and/or college preparation courses authorized under OSS · Any Ontario Academic Courses (OACs) authorized under OS;IS

Course-Mark Data

Common Course Code	History, Edit, Course
Course Repeat Indicator	Repeat Indicator for SIS - Indicates if the course the student has completed THIS YEAR is a REPEAT of course for which a mark has previously been reported to the ministry. If a course being reported this year already appears in the student’s transcript (on an earlier date) the current course is sent as a repeat. (REGARDLESS OF MARK)
Course Language of Instruction	File, School Setup, Codes, Edit, Language
Course Scheduling Indicator	Automatically calculated when the export file is generated. Calculation is as follows: If Number of semester < 2 , then Course Scheduling Indicator =0 If Month of Completion (from History, Edit, Date) < 3 then Course Scheduling Indicator =1 If Month of Completion (from History, Edit, Date) >7 then Course Scheduling Indicator =2
Credit Value	History, Edit, Credit
Final Mark	History Edit, Mark
Compulsory	History, Edit, Compulsory (Comp.)
Substitution	File, School Setup, Codes, Edit, Substitution (checkbox under Categories)

Summer School Registration and Final Mark Gathering File

Information Sent	Where it is found in Maplewood
School Number	File, School Setup, School Information, School Number
Ministry Identification Number	Enrolment, Edit, Ministry Number. Note: OEN is not to be included in this export (Page 50 of SIS Manual)
School Student Number	Biographics, Name, Student Number Note: If you assign a student to a number that is already used, a warning is produced. Therefore duplicates should not normally occur.
Previous Legal Surname	Maplewood does not currently export this information
Legal Surname	Biographics, Name, Legal Surname (if different from usual surname)
Legal Given Name(s)	Biographics, Name, Given Name and Biographics, Name, Middle Name(s)
Gender (M or F)	Biographics, Edit, Gender
Birthdate	Biographics, Edit, Birthdate

Course-Mark Data

Common Course Code	History, Edit, Course
Course Repeat Indicator	Repeat Indicator for SIS - Indicates if the course the student has completed THIS YEAR is a REPEAT of course for which a mark has previously been reported to the ministry. If a course being reported this year already appears in the student’s transcript (on an earlier date) the current course is sent as a repeat. (REGARDLESS OF MARK)
Course Language of Instruction	File, School Setup, Codes, Edit, Language
Course Delivery	File, School Setup, Codes, Edit, Type, Delivery
Credit Value	History, Edit, Credit
Final Mark	History Edit, Mark