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Class Info, Class Enrolment and Exam Registration (Secondary Schools Only)

At the start of each new school year (end of September), the SDS system requires an update to the information on the grade 10 to 12 classes offered at your school along with the students registered in those classes.  This file option provides this information along with information on departmental exams. 

Note:  Schools will need to manually register students in supplemental and adult challenge department exams (e.g. exams registration with no class) directly on the SDS website.  SDS will only accept these students if the student qualifies to write the indicated type of exam according to department policy (see the policy on the department’s website).  The writing centre has to be approved to offer supplemental and adult challenge exams before the student can be registered.  Supplemental (rewrite) marks are also manually entered into SDS.

It is prudent that class information is accurate prior to the submission of Class Marks, well in advance of the mark deadline (minimum 3-4 weeks ahead), not in the 2 weeks prior.  Class registration is very resource heavy for the SDS site, particularly if schools purge and resubmit during the time when Marks are due.  Maplewood does provides an option called Purge Class Information that will clear out all the class information in SDS.  The Purge Class Information option will delete any class registration between the start and end date requested, for which no marks have been entered and for which exam type is NOT a department exam. This process also deletes Classes (class information) for any classes that are empty as a result of deleting class registrations (student class registrations). This option is generally not required but may be useful under these circumstances:

• one or more elements of class identification has changed (start date, end date, description)

• many students have added or dropped classes

• classes have been collapsed and added

• duplicate classes have been created (e.g. some through electronic transfer, some added on the web application) (should not ever apply to Maplewood customers)

• classes were manually created on the web application but schools want to register students and add marks using the electronic file transfer (should not ever apply to Maplewood customers).

The class and exam information is based on the information in the classes file (File, School Setup, Classes).  The class enrolment information is based on the classes in the students' timetables (Timetable tab of the student's record). A class will NOT be included in the file for any of the following reasons:

• the grade in the courses file is not 10 to 12.
• the course number in the courses file is X.
• the reportable check box is unchecked in the classes file.

Before creating this file for SDS, refer to the Class Info, Class Enrolment and Exam Registration file description. All this information must be accurate before commencing with this process.

To create the file containing the class information, 

1. Choose Reports, SDS Data Transfers, Send Information to SDS.
    
2. Choose the Class Info, Class Enrolment and Exam Registration option.
    
3. Select Create button. 
   
4. Select the Save button to save it using the defaulted name and location. We suggest that you view the contents of the resulting file to ensure that it appears to contain the desired information.

This creates the file CLS1234567_yymmddhhmm.XML in the Maplewood\Export\Realtime or Batch folder (where 1234567 is the school number, yy is the year, mm is the month, dd is the day, hh is the hour, and mm is the minute).  

Optionally, select the View button to examine the information in the file. To transfer the file to Saskatchewan Learning’s SDS through the internet: 

1. Select the Send button. The correct file should be defaulted, so select Open.
   
2. If this message appears, 
   
   "Due to the smaller size of this file, it may be submitted to SDS right now (Real-Time). Select OK to send the file and then wait while your file is being processed by SDS. Another message will appear once it has been processed."
   
   select OK then wait for the file to be processed. If a message should be returned indicating that the file was successful.  If errors are returned, correct the data and resend it.
   
3. If this message appears: 

"Due to the larger size of this file, it cannot be submitted automatically to SDS. Proceed to the SDS website to submit the file through the SDS Electronic File Transfer option. When the file is processed and SDS generates a Response File, it may be saved for use in Maplewood's Import Response File from SDS option."

go the SDS website and use the Electronic File Transfer option to send the file. Periodically check the SDS website until your file is processed. If errors result were included in the response file, make any necessary corrections, recreate the file, and then resend. 

Class Info, Class Enrolment and Exam Registration

Maplewood Default Filename:  CLS#######_yymmddhhmm

There are 2 objects in this file SchoolClass(XML Object 1.2) and StudentClassEnrollment (XML Object 1.6).  The resulting file will first list the classes being offered at the school, followed by the information to register the students into their classes and departmental exams.

SchoolClass (XML Object 1.2)

This object allows the school to set up grade 10 to 12 classes being offered at the school.  A class has to be created before students can be registered in it.

Note:  A class is loosely defined as a group of students who meet together to learn the same subject matter from the same educator(s) at the same time.  For grades 10 to 12, each class can cover only one course.

The class information is based on the information in the classes table (File, School Setup, Classes). A class will NOT be included in the file for any of the following reasons:

• the grade in the courses table is not 10 to 12.

• the course number in the courses table is X.

• the reportable check box is unchecked in the classes table.
   

StudentClassEnrollment (XML Object 1.6)

This object allows a school to register a student in a class and the departmental exam for the class (if applicable).  Note that the class must already exist.  A class enrolment must exist before a mark will be accepted for it.

Students are registered into the classes based on the information in their timetables.

Purge Class Information

Maplewood Default Filename:  PURGECLS#######_yymmddhhmm

All Student Class Enrollments (XML Object 1.16)

This object allows the school to delete all class registrations for classes at their school whose class end date is on/after a specified date or within a specified date range, so that the school can resubmit class registrations from scratch. 

Notes: 

1.   Class registrations are deleted for classes offered by the specified school, whether the student is a base or non-base student at the school, and regardless of whether or not the registration was originally created by XML (e.g. files submitted to SDS and manual entries on the SDS site will all be removed).  Classes taken by the same students at other schools are not touched.
 

2.   Only registrations for 100% school marks will be deleted, and only if there is no school mark yet.  Blended registrations cannot be deleted in this manner.

3.  This option is generally not required but may be useful under these circumstances:

• one or more elements of class identification has changed (start date, end date, description)

• many students have added or dropped classes

• classes have been collapsed and added

• duplicate classes have been created (e.g. some through electronic transfer, some added on the web application) (should not ever apply to Maplewood customers)

• classes were manually created on the web application but schools want to register students and add marks using the electronic file transfer (should not ever apply to Maplewood customers)

The action code will always be “Delete? with the reason “ToAllowReplacement?.