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Base Students: Program Enrolment

The SDS system needs to be updated with changes to the student's language Program Enrolment information (e.g. a student moves from French Immersion/Bilingual Program to the Regular Program (English)).  In Maplewood, the student's Program Enrolment is recorded in the Language Program field accessed by the student's Enrolment tab, Edit, Other Fields Tab.  If the student's language program was entered when the New Students: Enrolment, Demographic and Address Information file was submitted, then the Program Enrolment would have been submitted to SDS, otherwise this option may be used to send it for any student where it has changed or does not exist in SDS. 

In order for a student to be included in this file, the student must have a language program entered in Maplewood, AND a start date.  The user will select a start date and students with that start date or later will be included in the file.

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

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

1. Choose Reports, SDS Data Transfers, Send Information to SDS.
   
2. Choose the Base Students:  Program Enrolment option. Enter the start date (students with this language program start date or later will be included in the file).
   
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 PENR1234567_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. 

Base Students:  Program Enrolment

Maplewood Default Filename:  PENR#######_yymmddhhmm

Student Program Enrolment (XML Object 1.4)

This object allows the school to indicate or change the program the student is taking.  It is only accepted from a school where the student is enrolled or being enrolled as a base student.    

Notes: 

In order for a student to be included in this file, the student must have a language program entered in Maplewood, AND a start date.  This way, if a student changes his or her program enrolment, the new program enrolment may be entered in Maplewood, along with the start date for the new program, and a file may be sent to SDS to update the program enrolment information.