D

In September, the SDS system needs to be updated with the new grades and any other changes to the school enrolment information. New students should have their new Learning IDs (DEN#s) recorded in Maplewood prior to sending this file. Note: SDS considers grades as part of the enrolment information, not demographic information.

Before creating this file for SDS, refer to the Base Students: School Enrolment 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: School Enrolment 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 ENR1234567_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.

Base Students: School Enrolment

Maplewood Default Filename: ENR#######_yymmddhhmm

Only the required fields from the StudentSchoolEnrolment Object (XML Object 1.3) are included to provide information about the grade in which the student is currently enrolled. The action code will always be “Change?.

Elements	Description/Notes
StudentSchoolEnrollment 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
SchoolId	Required. The department-assigned number of the school the enrollment is for. This is the school number as shown in File, School Setup, School Information. If the school number is incorrect, contact Maplewood.
SchoolEnrollmentInfo	(XML Elements 2.6) Required. The elements in this section are used to enroll a student in a school or to update school enrollment information. Details on the 2.6 elements are provided below.

School Enrollment Info (XML Elements 2.6)

The elements below are used to enroll a student in a school or to update school enrollment information.

School Enrollment Info Elements	Description/Notes
Membership Type	Relationship of student to the school. There are two possible values: Base = Base School. This is the school where the student receives his/her program and counselling. The student is "counted" for enrolment purposes. In the student's record, go to the Enrolment tab. Select Edit. In the Residency section, put a check mark in the "This is the student's Base School" box. Other = Other School (aka non-base school). The student attends this school for part of a student's program and is not "counted" for enrolment purposes. In the enrolment tab of the student's record, if there is no check mark in the "This is the student's Base School" box, the school is considered the non-base school.
Entry Date	The date from when this enrolment is valid (student's record, Enrolment, Edit, Entry Date to This School).
Entry Type Code	The reason for the student's enrolment into this school. If the student's entry date to this school is on or after the school's start date, then it will send the student's enrolment reason code, as entered in the student's record (Enrolment tab, Edit, Enrolment Reason). The MIN# of the student's reason must match one of these codes: 01 = Transfer from another Saskatchewan school 03 = Transfer from out-of-province schooling within Canada 10 = Transfer from out-of-country schooling 13 = Transfer from home-based in Saskatchewan 16 = Readmission (student has already completed grade 12, or student voluntarily discontinue or was expelled from his/her previous school) 18 = New (no previous schooling anywhere) 50 = Exchange student 99 = Not base school If the student's entry date to this school is before the school's start date, then it will ignore the student's enrolment reason and send code 15. 15 = Continuation of enrolment at the same school (this student already has an active enrollment record at this school in the Ministry of Education's database) The code values must be entered in the MIN# of the Enrolment Reason table found under Students, Custom Fields/Tables, Enrolment, Enrolment Reason. Some schools include code 15 in their tables for reference purposes, however, typically student's don't ever need to use this code since it is automatically sent if the student is not new to the school.
Grade Code	The student's grade in the current school year, based on the grade field in Maplewood (student's record, Biographics tab, This Year's Grade). Valid Grades in SDS are PK, 0K, 01 to 12. Grade J or P or N (Junior Kindergarten/Pre-Kindergarten/Nursery) in Maplewood = PK in SDS (Pre-kindergarten - age group 2 ½ to 5 year olds) Grade K (Kindergarten) in Maplewood = 0K in SDS (age group 4 to 7 years old) Students > Custom Fields/Tables > Table of Grades is used to add any grades not already available in Maplewood. Leading zeros are automatically added in the SDS file (e.g. grade 1 in Maplewood would be sent as 01 in SDS).
Pre K Space Info - Ministry Designated	This Yes/No tag element is only provided for students in PreKindergarten (grade J or P or N in Maplewood), for Maplewood Enterprise only.* Yes = the student is enrolled in a designated Prekindergarten program which receives funding through the Ministry of Education Prekindergarten Program allocation. In the Enrolment tab of the student's record, a check mark appears in the Ministry Designated Space check box. No = the student is not enrolled in a designated Prekindergarten program which receives funding through the Ministry of Education Prekindergarten Program allocation. In the Enrolment tab of the student's record, a check mark does not appear in the Ministry Designated Space check box. * Note: Since Maplewood does not include these fields in the files for non-Enterprise schools, any file that is submitted to SDS that contains the student's grade (e.g. New Students and School Enrolment files) will cause SDS to set the Ministry Designated space to Yes, Shared Space will be set to No, if the student is prekindergarten. Please keep this in mind if you manually make changes directly on the SDS site (e.g. make the changes AFTER you submit the new students and School Enrolment files).
Previous Prov State	The province from which the student transferred, if applicable. The student's previous province/state is sent (Enrolment tab of student's record, Edit, Previous Province/State - note this field is only enabled when the student's Place of Origin is set to Canada or USA).
Previous Country	The country from which the student transferred, if applicable. The student's Place of Origin is sent (Enrolment tab of student's record, Edit, Place of Origin).
Exit Date	The ending date of this enrolment, based on the student's Retirement Date (Enrolment tab of student's record, Edit, Retirement Date).
Exit Type	The reason the student has left the school. If the student's status is Deleted, it will send the student's enrolment result code, as entered in the student's record (Enrolment tab, Edit, Enrolment Result). The MIN# of the student's reason must match one of these codes: 01 = Transferred to another Saskatchewan school 03 = Transferred to out-of-province schooling within Canada 10 = Transferred to out-of-country schooling 12 = Completed Functional Integrated Program 13 = Transferred to home-based in Saskatchewan 15 = Completed schooling 17 = Deceased 18 = Discontinued schooling, with a reason of "health reasons" 19 = Expelled 21 = Discontinued schooling, with no reason 24 = Discontinued schooling, with a reason of "other education" 50 = Discontinued schooling, with a reason of "employment" 52 = Discontinued schooling, with a reason of "dissatisfied with school" 53 = Discontinued schooling, with a reason of "other reason" 60 = Enrolment cancelled/no show 61 = Discontinued schooling, with a reason of "monitored" The code values must be entered in the MIN# of the Enrolment Reason table found under Students, Custom Fields/Tables, Enrolment, Enrolment Result.
Immersion Type Code	The type of immersion the student is enrolled in, based on the Immersion Type field in the student's Enrolment tab (Edit Enrolment, Other Fields tab, Immersion Type). The type defines students receiving instructional time of at least 50% in either Cree, Ukrainian or French. CR = Cree Immersion UK = Ukrainian Immersion FR = French Immersion NA = Not applicable (this is what will appear in SDS when the field is not found). Note: This is not the same as Program Enrolment. There are 2 fields that identify a student as an immersion student. The Program Enrolment determines the program the student is enrolled in according to the Core Curriculum Credit Requirements Policy. The second area is the Immersion Type. Both fields need to be specified for immersion students. The new students file sends the program enrolment information at the start of the file in the sksds_NewStudents.htm element.
Homebound Code	Indicates whether the student is Home Bound or not. Home Bound Student refers to a student who is receiving their education from a school/school division but is unable to physically attend a school. Yes = the student is home bound. In the Enrolment tab of the student's record, a check mark appears in the Home Bound check box. No = the student is not home bound. In the Enrolment tab of the student's record, a check mark does not appears in the Home Bound check box. SDS will default No if this element is not provided.
Cumulative Folder Code	Indicates whether the student's Cumulative Folder is located at this school. In the Enrolment tab of the student's record, on the Other Fields tab, there is a check box called Cumulative Folder. Yes = school has Cumulative Folder if the Cumulative Folder check box is checked. No = school does not have Cumulative Folder if the Cumulative Folder check box is not checked. Note: The Cumulative Folder check box is an Enterprise only field, and therefore the field is calculated as follows for non-Enterprise schools: Yes = school has Cumulative Folder. In the Enrolment tab of the student's record, on the Other Fields tab, a date exists in the "Student Record Request: Received by this school" field. Note: this field can be set annually (e.g. for new students) using Assign All of a Field. No = school does not have Cumulative Folder. SDS will default No if this element is not provided (e.g if a date is not entered in Maplewood).
Tuition Status - Code	Indicates if the student has an exception to the provincial tuition status, based on the entry in the Tuition Status field on the Enrolment tab of the student's record. SDS defaults NA if element is not provided. The following codes are valid: FE = Foreign Exchange FT = Foreign Tuition RE = Reciprocal Exchange LA = SK-AB Lloyd Agreement PA = Other provincial Agreement NA = Not Applicable
Organization Affiliation – School ID	The department assigned number of the student's affiliated organization (should only apply to a small number of students). The field called Affiliation is available in the Residency area of a student's Enrolment tab. In order to limit the entry of an Affiliated Organization to very special circumstances, this field will be disabled and only enable if the user presses ALT and M simultaneously. This field is available to Base students and allows the user to select another division, regional college or First Nations organization that is affiliated with this student for the delivery of services for the current school year. The division ID (number) is defined in File, School Setup, Divisions. Clarification from the Ministry of Education: This field will be used to capture those students attending a school that is located outside the jurisdiction of their home address but still in the province of Saskatchewan. The school that is enrolling the student is responsible for adding the organization affiliation. By having this field filled in, the affiliated organization will have access to see certain data regarding this student. For example: - Student lives within the Prairie Valley School Division, but attends a school in a Regina School Division. The enrolment would show an affiliation of Prairie Valley School Division. - Student lives at Standing Buffalo First Nation and attends a school within the Prairie Valley School Division. The enrolment would show an affiliation of Standing Buffalo First Nations.
HomeRoom – Educator Certificate Number	Required for students in grades PreKindergarten to 9 (it is not applicable for students in grades 10 to 12). If the student is assigned a homeroom this year (Biographics tab of student's record), then the homeroom teacher's "Educator Cert. #" field (as entered using the Name button on the staff record) will be sent.
Homeroom - Homeroom Identifier	Required for students in grades PreKindergarten to 9 (it is not applicable for students in grades 10 to 12). If the student is assigned a homeroom this year (Biographics tab of student's record), then the homeroom designation is sent in the file. If there is no designation defined for a homeroom, the homeroom number is sent. Homerooms are defined in File, School Setup, Room/Homerooms.