Base Students Intensive Supports

Base Students: Intensive Supports

The SDS system needs to be updated with information on students requiring intensive supports for disabilities. In Maplewood, these students would be flagged as Special Education and the support level would be based on the information in the Support Services field and the disability would be based on the information in the Exceptionality field. Up to 2 disabilities may be sent to SDS.

In order for a student to be included in this file, the student must meet these conditions:

- Enrolment tab of the student’s record must have the Special Education box checked.

- Special Education tab student must show the student as Active. Inactive students will be ignored.*

- If a date is entered in the IPRC Detail – Initial, the date must not be in the future. The student will be excluded if the date is in the future.

- Exceptionalities have start and end dates. Students must have a support service, but the exceptionality is optional. Therefore, the start and end dates for each exceptionality will be considered in determining whether or not to include the exceptionality, and whether the exceptionality is added or removed from the student's information in SDS.

* If a student has a demitted date during this year, the student may be included to remove the student’s intensive support information from SDS.

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

To create the file containing the student's enrolment information,

Choose Reports, SDS Data Transfers, Send Information to SDS.
Choose the Base Students: Intensive Supports option.
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 INT1234567_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:

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.