E

Base Students: Demographic and Address Information

At the start of the new school year, and as needed through the year, the SDS system needs to be updated with the students' addresses, phone numbers, and emails. High schools should make sure that SDS has accurate address information prior to their transcript mailings.

Before creating this file for SDS, refer to the Base Students: Demographic and Address Information File Description. This information must be accurate before commencing with this process.

To create the file containing the students' address, phone and email information,

Choose Reports, SDS Data Transfers, Send Information to SDS.
Choose the All Students: Demographic Information.
Select Create button.
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 DEM1234567_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:

Select the Send button. The correct file should be defaulted, so select Open.
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.
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.

Base Students: Demographic and Address Information

Maplewood Default Filename: DEM#######_yymmddhhmm

StudentPersonal (XML Object 1.5)

This object allows the school to update demographic information about a student who has already been enrolled as a base student. When sent from a school, the only action that is allowed for this object is “Change?.

Elements	Description/Notes
StudentPersonal RefId	Required. The reference ID for returning messages. This is automatically generated by Maplewood.
StudentIdentification	(XML Elements 2.4) Required. Only the following elements are included in this section to identify a student: DeptAssignedPersonID BirthDate
StudentInfo	(XML Elements 2.5) Required. Only the following elements are included in this section to update the student’s demographic and address information: Demographic Elements Address Elements

Student Info (XML Elements 2.5 - demographics and address only)

Elements	Description/Notes
Demographics	The elements below provide the student’s demographic data.
Gender	M or F will be sent. Gender is found within the Edit button on the student’s Biographics tab. Maplewood does not currently support Gender U for Unknown.
Country Of Birth Code	The student’s country of birth is found within the Edit button on the student’s Enrolment tab (field is called Place of Birth). The code will be the MIN# entered in the table found under Students, Custom Fields/Tables, Enrolment Tables, Place of Birth/Origin. Please refer to Appendix A: Country, Language and Province/State Codes in SDS’s XML Specifications document.
Country Of Citizenship Code	The student’s country of citizenship is found within the Edit button on the student’s Enrolment tab (field is called Citizenship). The code will be the MIN# entered in the table found under Students, Custom Fields/Tables, Enrolment Tables, Citizenship.
Country Of Origin Code	The student's country of origin is found within the Edit button on the student’s Enrolment tab (field is called Place of Origin). Note: This field is required for students who have a Tuition Status other than Interdivision Tuition or NA. The code will be the MIN# entered in the table found under Students, Custom Fields/Tables, Enrolment Tables, Place of Birth/Origin.
Language Code	The language(s) the student uses in the home as entered in the Language Spoken field (Enrolment tab, edit, Other Fields tab, Language Spoken (up to 2 may be selected). The code will be the MIN# entered in the table found under Students, Custom Fields/Tables, Enrolment Tables, Languages. lease refer to Appendix A: Country, Language and Province/State Codes in SDS’s XML Specifications document.
Deceased Code	Yes or No. Not applicable in the New Students file. In the Deleted Students file, if a student's Enrolment Result (on the Enrolment tab) is code 17 Deceased, then Yes will be sent, otherwise the element is excluded from the file.
Effective Date	Death date or date death was known. Not applicable in the New Students file. In the Deleted Students file, if a student's Enrolment Result (on the Enrolment tab) is code 17 Deceased, then the student's retirement date will be sent, otherwise the element is excluded from the file.
Aboriginal Status Code	The code of the student’s aboriginal status, if applicable: Treaty = Treaty/Registered/Status Indian NS = Non-Status Indian Metis = Metis Inuit = Inuit/Inuk From the student’s record, Enrolment tab, select Edit, Aboriginal tab, Aboriginal Status field in the Provincial frame (not in the Federal section). The code will be the MIN# entered in the table found under Students, Custom Fields/Tables, Enrolment Tables, Aboriginal Status.
Treaty Status Number	(Band schools only). The student’s treaty status number, if applicable, as entered in student’s record, Enrolment tab, select Edit, Aboriginal tab, Treaty Number field. Note: Funding Type must be Native and Native Operation must be Band Operated. In order for information to be sent in the file extract. This can be found under File, School Setup, School information, on the Configuration tab.
Treaty Status Start Date	Optional. Not currently available in Maplewood. Effective start date of the treaty status number. It will default to the date of the XML if not specified.
Treaty Status End Date	Optional. Not currently available in Maplewood. End date of the treaty status number.
Band Affiliation	(Band schools only). The student’s band affiliation, if applicable, as entered in student’s record, Enrolment tab, select Edit, Aboriginal tab, Band of Residence. The band number of the student’s band of residence will be sent in the file. The band numbers must be entered in the MIN# of the band in the table found under Students, Custom Fields/Tables, Aboriginal, Bands.
Band Affiliation Start Date	Optional. Not currently available in Maplewood. Effective start date of the band affiliation. It will default to the date of the XML if not specified.
Band Affiliation End Date	Optional. Not currently available in Maplewood. End date of the band affiliation.
Reserve Residency Code	(Band schools only). The student’s reserve residency, if applicable: On = Living on reserve Off = Living off reserve In the student’s record, Enrolment tab, select Edit, Aboriginal tab, Reserve of Residence. ON will be sent if the MIN # of the Reserve is 1 or 2. Any other MIN # will be sent as OFF. Typically, this table should be set up with MIN # 3 = Living Off Reserve. The table of reserves is found under Students, Custom Fields/Tables, Aboriginal, Reserves.
Reserve Residency Start Date	Optional. Not currently available in Maplewood. Effective start date of the reserve residency. It will default to the date of the XML if not specified.
Reserve Residency End Date	Optional. Not currently available in Maplewood. End date of the reserve residency.
Student Address	Optional however this is always included in the New Students file. The elements below provide the student’s address for each address type.
Address Type	Four possible address types are defined by SDS as follows: 1. Mailing = the permanent mailing address (the address accepted by Canada Post to deliver mail to the student's home student) 2. TempMailing = Temporary mailing address (the address accepted by Canada Post to deliver mail to a student at a mailing address that is not the student's permanent home address) 3. PhysicalMun = Permanent physical address – municipality 4. PhysicalLand = Permanent physical address – land location Every student should have at least one address in the SDS file generated by Maplewood, and it is the given the address type "Mailing". A valid mailing address must contain a city, province, postal code, and at least one of a street name, PO Box, or RR number (as entered into those fields in Maplewood). Any students without a valid mailing address will appear with the warning “Mailing – Missing mailing address”. The Mailing address type is determined as follows: • For most students, this address information will come from the student's address. • For those other students who are temporarily living away from home to attend your school, please enter their home address in the Permanent Address area in Maplewood. For these students, the "Mailing" address type will use the permanent address information, providing it contains a valid address. Then, the student's local address (while attending your school) should be entered into the student's address (this will be the “TempMailing” address as explained below). Most students should also have a second address type depending upon the student's situation: “TempMailing”: This address type will be used if the student has a valid permanent address, and the permanent address is not flagged as “same as student”. For these students, the student's local address (as entered in the student's address) will be sent in the TempMailing address type if it is a valid Saskatchewan address. or “PhysicalLand”: If the student's address contains Quarter, Section, Township, Range, and Meridian information, then this information will be sent in the PhysicalLand address type. or “PhysicalMun”: If a student's address does not contain Quarter, Section, Township, Range, and Meridian information, but the student's address does contain City, Province, and Street Name, then this information will be sent in the PhysicalMun address type. A student will have only one of the TempMailing, PhysicalLand, or PhysicalMun address types, in addition to their Mailing address type.
Address Start Date	Optional. Not currently available in Maplewood. Effective start date of the address. It will default to the date of the XML if not specified.
Address End Date	Optional. Not currently available in Maplewood. End date of the student’s address.
Street	Optional however this is always included in the New Students file. The elements below provide the student’s street information.
Street Line 1	Not used by Maplewood. Maplewood will be sending discrete elements rather than Line 1, 2 and 3.
Street Line 2	Not used by Maplewood. Maplewood will be sending discrete elements rather than Line 1, 2 and 3.
Street Line 3	Not used by Maplewood. Maplewood will be sending discrete elements rather than Line 1, 2 and 3.
Street Complex	Name of the complex. Family, Edit, box (e.g. PO Box number).
Street Number	Family, Edit, House
Street Prefix	The street prefix (e.g. SW, NE). This information is provided in the Street Name field.
Street Name	Family, Edit, Street
Street Type	The type of street (e.g. Lane, Blvd., Ave., etc). This information is provided in the Street Name field.
Street Suffix	The street suffix (e.g. SE, NW). Not currently available in Maplewood.
Apt Type	Type of apartment (e.g. Suite). Not currently available in Maplewood.
Apt Num Prefix	Apartment number prefix. Not currently available in Maplewood.
Apt Number	Family, Edit, Apartment.
Apt Num Suffix	Apartment number suffix. Not currently available in Maplewood.
QSec	Family, Edit, Quarter. Quarter Section values are: NW = North West NE = North East SW = South West NE = North East Only accepted for Address Type of Permanent Physical Land. Either Quarter Section or River Lot must be included if address type is Permanent Physical Land.
Sec	Family, Edit, Section. Section is Required if Quarter Section is provided and may be any number from 1 to 36 and 36A.
RL	River Lot. Not currently available in Maplewood. River lot may be any number between 1 and 73. Only accepted for Address Type of Permanent Physical Land. Either Quarter Section or River Lot must be included if address type is Permanent Physical Land.
Twp	Family, Edit, Township. Township may be any of the following: Numbers 1 through 67 and 19A, 27A, 42A, 43A, 45A, 46A, 47A, S, L. Township is required if Address Type is Permanent Physical Land.
Rge	Family, Edit, Range. Range may be any of the following: Numbers 1 through 34, 13A, 21A, 24A, A, L. Range is required if Address Type is Permanent Physical Land.
Mer	Family, Edit, Meridian. Meridian may be numbers 1, 2, and 3 and S. Meridian is required if Address Type is Permanent Physical Land.
City	Family, Edit, City
StatePr Code	Family, Edit, Student, Province. Province is automatically converted to the 2 letter code as follows: AB = Alberta BC = British Columbia MB = Manitoba NB = New Brunswich NL = Newfoundland and Labrador NT = Northwest Territories NS = Nova Scotia NU = Nunavut ON = Ontario PE = Prince Edward Island QC = Quebec SK = Saskatchewan YT = Yukon Please refer to Appendix A: Country, Language and Province/State Codes in SDS’s XML Specifications document for state codes.
Country Code	Family, Edit, Country. If a country is entered, the spelling of the country must exactly match a valid country in Appendix A: Country, Language and Province/State Codes in SDS’s XML Specifications document. The country will be automatically sent using the appropriate code.
Postal Code	Family, Edit, Postal Code. Required for mailing addresses but not physical addresses.
Phone Number	Family, Edit, area code and phone number in the student’s contact information. It is typically formatted as (###)###-#### in the file.
Phone Number Format	The format type will be typically NA = North American. If the fomat is in a different format, it will be sent with the type FF = Free Form. After removing any brackets ‘()’ and ‘-‘ and spaces, if the phone number length is 10 then it is considered North American otherwise it is Free Form.
Phone Number Type	The only type available, and therefore always sent in the file, is: Home = home telephone number.
Phone Number Start Date	Optional. Not currently available in Maplewood. Effective start date of the phone number. It will default to the date of the XML if not specified.
Phone Number End Date	Optional. Not currently available in Maplewood. Effective end date of the phone number.
Saskatchewan Resident	Yes should be sent if the student is a Saskatchewan Resident. No should be sent for students Non-Saskatchewan Residents. Yes will be sent if the student has the Saskatchewan Resident check box checked (found in the student’s record under Enrolment, Edit). * Yes = Saskatchewan Resident – refers to a student who is a permanent resident of Saskatchewan, or whose legal guardian is a Saskatchewan resident. For example: - Student lives with their non-parent relatives who are Saskatchewan residents and the non-parent relatives have legal guardianship over the student. - Student is an immigrant/refugee to Canada, not yet a Canadian citizen, and is living in Saskatchewan with their family/legal guardian who are Saskatchewan residents. - A student who lives with their parents and the parents are Saskatchewan residents. No = Non-Saskatchewan Resident – refers to a student who is not a permanent resident of Saskatchewan and whose legal guardian is not a Saskatchewan resident. For example: - Student lives with a friend/family member and their parents live outside of the Province of Saskatchewan. The out-of-province parents continue to have guardianship over the student, not the family the student is living with. - Student lives in Manitoba or Alberta and crosses the border to attend a Saskatchewan school * Non-Enterprise Schools do not have the SK Resident field and therefore, the student will be No under any one of the following conditions: 1. student's address has a province other than SK (Saskatchewan or SK). 2. student's permanent address has a province other than SK (Saskatchewan or SK).
Is Resident	Yes will appear if the Resident Type field contains Not Applicable (code NA). Resident Type field is found in the student's record under Enrolment, Edit). No will appear if the Resident Type field is a value other than Not Applicable.
Is Resident Code	The code of the Resident Type field (found in the student's record under Enrolment, Edit): REF = Refugee PM = Permanent Resident TR = Temporary Resident SVV = Student/Visitor Visa NA = Not Applicable Note: This field is enabled at the student's home school only (e.g. disabled if the student is concurrent). As per the SDS rules, the following checks are made during the data entry: i) If student is a Canadian Citizen, Resident Type must be N/A. (Maplewood validation message: Please change the student's Resident Type. Student's Citizenship is set to Canadian Citizen, the Resident Type must be 'Not Applicable'.) ii) If student has a relationship of type 'base' and is a Saskatchewan Resident, the Resident Type must be Refugee, Permanent Resident, Temporary Resident, or N/A. (example Maplewood validation message: Please change the student's Resident Type. This is the student's Base School and the student is SK Resident, the student cannot have resident Type set to 'Student/Visitor Visa') iii) If student is not a Saskatchewan Resident the Resident Type must be Student/Visitor Visa or N/A. (example Maplewood validation message: Please change the student's Resident Type. Student is not SK Resident, Resident Type can only be 'Not applicable' or "Student/Visitor Visa'.)
Start Date	Maplewood does not populate this field but SDS will default to the date of the XML.
End Date	Maplewood does not populate this field.