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Delete Students - Withdrawal Information

In September, the SDS system needs to be updated with the withdrawal information for all the students who left your school.  All deleted students must have an enrolment result (the reason they left your school), and the retirement/transfer date (the date they left your school).  Deleted students in both Student Records and Past Students will be considered for inclusion in the file.  Note for high schools:  withdrawing a student does not automatically remove a student from the class registration in SDS.  Be sure to include deleted students in the Class Registration file so that they are withdrawn from the classes.

Before creating this file for SDS, refer to the Delete Student: Withdrawal Information File Description. This information must be accurate before commencing with this process. 

To create the file containing the withdrawal information, 

1. Choose Reports, SDS Data Transfers, Send Information to SDS.
   
2. Choose the Deleted Students:  Withdrawal Information option.
   
3. Enter a Retirement Date.  Any current or past student with this date or later in their "Retirement/Transfer Date" will be included.  This date should correspond to the last time you send deleted students to SDS.
   
4. Select Create button. 
   
5. 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 DEL1234567_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).  

If students are found with missing data for key pieces of information, a listing of affected students will appear with a column labelled "Tag with missing value" (the "tag" is the name of the field in the SDS system). Before sending the file to SDS, enter the missing information into the students' records and then recreate the file again. If students are missing key pieces of data, errors will result when the file is processed by SDS.

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 it. 

Deleted Students:  Withdrawal Information

Maplewood Default Filename:  DEL#######_yymmddhhmm

Only the required fields from the StudentSchoolEnrolment Object (XML Object 1.3) are included to provide information about the date and reason of the student’s departure from the school.