Educator Classroom Composition

Educator: Classroom Composition

The SDS system needs to be updated with changes to the educator’s classroom information. In Maplewood, this file will rely heavily upon the information in the classes table (File > School Setup > Classes). Before setting up classes, corresponding courses must exist for each subject taught for each grade level (e.g. MATH1, MATH2, etc). Each unique course requires a course # to be entered into the course # field. For more information on course numbers, refer to the EAD-XML Specification document in https://www.k12.gov.sk.ca/sds/xml/. Refer to Appendix A - Subject Codes for the course numbers (e.g Mathematics grade 1 is course number 101, Science grade 1 is course number 102). Course numbers are set up in the courses table (File > School Setup > Courses).

Each subject that an educator teaches should have a corresponding class for each grade of students. If an educator is teaching a subject to students in different grades (e.g. teacher is teaching Math grade 2 and Math grade 3 to one class comprised of grade 2 and 3 students), make sure the 2 classes are grouped in the classes file (e.g. MATH2a is grouped with MATH3a using the Grouped Classes feature in the classes table).

In order for an educator to be included in this file, the educator must have their educator certificate number and their date of birth entered in the Maplewood Staff Record (Staff > Staff Record).

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

Choose Reports, SDS Data Transfers, Send Information to SDS.
Choose the Educator: Classroom Composition (K to 9) 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 EAD1234567_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.
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.

Personal Identification

This element is used to uniquely identify an individual. If BirthDate does not match the individual's birth date in the Ministry's database, then the object containing this element is rejected.

Elements	Attribute	Status	Description/Notes
PersonalIdentification			identifies an individual
PersonalId		Required	Required. Individual's educator certificate number or Saskatchewan Learning ID (cliends and non-clients). For non-K12 educators, a Learning ID will be generated and returned for individuals that do not exist in the database. If possible, use this identifier to refer to the individual in the future. In the Staff Record, click on the Name button, Educator Cert. #.
	Type	Required	PersonID type values: 01 Educator Certificate Number (certified educators)
BirthDate		Required	The individual's date of birth. Used to ensure that the correct record is being referenced. Cannot be used to update the birth date of an existing individual. In the Staff Record, Biographics tab, Edit, Date of Birth).

Classroom Info

This element is used to add or update an educator's classroom information.

Elements	Attribute	Status	Description/Notes
ClassroomInfo			Information about an educator's classroom at school
SchoolDAN		Required	School department assigned number. School DAN must be the same as the employer DAN, or report to the employer DAN (e.g. school division).
ClassroomIdentifier		Optional	Unique identifier of the educator's classroom. Free-form text, e.g. 'TSmithMath5AM'. Identifier is system-generated if not provided.
MultiGrade		Required	Multi-grade classroom indicator (Yes or No).
	Code	Required	Yes if classroom contains multiple grade levels, No if classroom is not multi-grade. If MultiGrade is set to Yes, these 2 fields are repeated for each of the classes in the group. File, School Setup, Classes, Edit, Grouped Classes.
StartDate		Required	The date when the class began (date should fall in current school year). This date will come from the first day of school in the school calendar (File, School Setup, Calendar, Edit).
EndDate		Optional	The date when the class ended (date should fall in current school year.) Defaults to July 31 of the current school year if not provided.
Composition		Required and Repeatable	Information about the class composition (subject code, student count). Repeatable for multigrade classroom settings..
Composition/Subject		Required	Subject information.
	Code	Required	Subject code (see Appendix A). File, School Setup, Courses, Edit, Course Number.
Composition/StudenCount		Required	Number of students in the subject offering. File, School Setup, Classes, class occupancy