Enrolment Reports

Schools may be required to keep enrolment records of all students in attendance at the school.

Note: Only some Ontario schools will see 6 report types. The School Name in your structure file will determine if you see all 6 report types, or only 3.

Please note that until Ministry approval has been granted, the school must keep a manual record of enrolment. Contact your local Ministry office for more information.

You can print Enrolment Registers and Enrolment summaries by choosing Reports, Enrolment Reports. For secondary schools, Maplewood can produce the following Enrolment Reports as may required by the Ministry:

*Students aged 21 years or older on December 31st are considered adult students. On the Enrolment Registers they are marked with an 'A' in the Adult column. These reports are provided:

Difference Between Enrolment Registers And Summaries

Enrolment Registers print detailed information on every student who has ever been enrolled in the register during the current school year. For example, printing a Full-time Register for school aged students (under 21), would print the following information for each student who has ever been full-time:

If there are two sets of dates printed for one student, this indicates that the student has previous enrolment dates entered. Only students who have attended your school, left, and returned in the same school year should have two sets of dates printed.

Enrolment Summaries print a one page statistical summary of the numbers of students in the register. No student names are printed. Beside each month, the numbers of students in each classification and then calculates the net enrolment on the last day of school as follows:

A signature line is provided after October and March for the school Principal's signature. By signing this, the Principal accepts responsibility for the information in the reports for those months and indicates compliance to the enrolment instructions. For these months only, the number of resident and non-resident students on the last school day of the month are also printed.

Although the summaries may be printed in order by homeroom (one summary for each homeroom), the Ministry generally prefers secondary schools to print them for the entire school (in alphabetical order). Under Enrolment Summary you can choose to print for each homeroom or for the entire school. You also have the option to specify the age of the student either school-age or adult.

Full-time Enrolment Registers can be printed alphabetically, by homeroom, by a specific defined character orby an Inquiry list.

The register includes any student currently in that homeroom that has been full-time at some point this school year.

The admissions (the students that have been admitted into the full-time register) are broken into two categories; internal (within the school), and external (not within the school).

This column records the date on which the student first became a full-time student at your school this year. For the majority of the students, it is the first day of school for this year. If a student changes from a part-time student to a full-time student after the start of the school year, the date of this change is printed. Every student has an internal admission date and the date is never prior to the first day of school.

This column is used for those full-time students who come to your school from outside the school (e.g. from another school). The transfers and retirements (the students that have been removed from the full-time register) are broken into three categories; internal transfers (transferred from the full-time register to the part-time register of your school), external transfers (left to go to other schools), and retirements (left the school system entirely).

This column records the date on which a student was removed from the full-time register but the student is still in your school. This is only used for those students who moved from the full-time register to the part-time register.

When a student has an internal transfer, the absentee dates should be recorded in his original homeroom, not in his new homeroom. The school has to edit the internal transfer so that the student's 1st day of return is the 1st day in the new homeroom.

This column is used to record retirement dates for those full-time students who have left your school to go to another school.

This column is used to record retirement dates for those full-time students who leave the school system entirely.

If a student has left school and then returned, this student has more than one admission date. Each set of entry and retirement dates appears on a separate line below the student's name and the dates appear in chronological order for easy comprehension.

Part-time Enrolment Registers may be printed for the students alphabetically, by grade, by homeroom, by a specific defined character, or they may be printed for students in a list compiled by Inquiry.

The admissions (the students that have been admitted into the part-time register) are broken into two categories; Internal (within the school), and external (from another school).

This column records the date on which the student first became a part-time student at your school this year. If the homeroom primarily consists of part-time students, it is the first day of school for this year. If a student changes from a full-time student to a part-time student after the start of the school year, the date of this change is printed. Every student has an internal admission date and the date is never prior to the first day of school.

a) a student who attended your school on the last day of the previous school year. In Maplewood, this includes any student with an entry date to this school which is before the first official school day for that student (based on the school's calendar). The internal admission date corresponds to the current year's first official school day for the student or

b) a student who changes attendance types during the school year. If a student has an internal transfer recorded on 10/15 from full-time to part-time, the full-time register would count the student as an internal transfer on 10/15. The part-time register would count the student as an internal admission on 10/15.orc) a student who changes homerooms (not applicable for schools who print registers alphabetically). In Maplewood, if you print the enrolment reports in order by homeroom, the date that a student changes homerooms is reflected in the registers of the old and new homerooms. For example, if a student has an internal transfer recorded on 10/15 from homeroom 100 to homeroom 200, the register for homeroom 100 would count the student as an internal transfer on 10/15. The register for homeroom 200 would count the student as an internal admission on 10/15.Note to elementary schools with students who attended the school the previous year and whose official first school day is later than rest of the school: Many schools have students who attended junior kindergarten the previous year but these students are not expected to start school this year until the middle of September (later than the first official school day in the calendar). For these students, enter * for the attendance for each day prior to their first official school day. The program will then record the student as an internal admission on the students' first official school day (e.g. 09/16).

This refers to a student who entered your school this year (they were not attending the school on the last school day of the previous year). In Maplewood, this includes any student with an entry date to this school which is on or after the first official school day for that student. For example, if a student's entry date to this school is 10/15, the student would appear as an external admission on 10/15. Note to elementary schools with half-time students attending on alternate days: If the student is new to the school, his entry date should be the first day the student is expected to attend school. For example, if alternate day group 1 (i.e. kindergarten) first appears in the calendar on 09/15, the students in this group should have 09/15 as their entry date.

a) changes attendance types during the school year. See example in b) of Internal Admissions, or

b) changes homerooms (not applicable for schools who print registers alphabetically). See example c) of Internal Admissions.

This column is used to record retirement dates for those part-time students who leave your school to go to another school.

This column is used to record retirement dates for those part-time students who leave the school system entirely.

A summary of the admissions, transfers, and retirements on the Full-time Register is printed using the Enrolment Reports from the Reports menu. A summary may be printed considering the entire school, or it may be printed for each homeroom.

Please refer to the Full-time Enrolment Register for further information on where the numbers are derived. The previous month column contains the number of full-time students in the homeroom (or in the entire school) at the end of the previous month, therefore indicating the number of students at the start of this month. The net last day column contains the number of student in the homeroom (or in the entire school) at the end of the month.

Enrolment Summaries print a one page statistical summary of the numbers of students in the register. No student names are printed. Beside each month, it prints the numbers of students in each classification and then calculates the net enrolment on the last day of school as follows:

The Part-Time Enrolment Summary feature generates the same printouts as the Full-Time Summary feature (explained on the previous page) except that the numbers are based on the students that have been part-time at some time during this school year.

You can view and edit Enrolment Tables dates by choosing Students, Custom Fields/ Tables, Enrolment Tables.

Maplewood's enrolment reports are affected by the following enrolment information for each student:

Principal's Monthly Report, Admissions List, and Retirement List are based on a month selection. Students who have an admission/retirement based on the month selected will appear on the printouts. This change has been made to avoid confusion around which students should/should not be included based on a date selection.

Non-resident student list - shows a listing of students who are non-residents, their FTE and residence information.

Principal's Monthly Report - shows admissions broken down by full time, part time, FTE for the month, retirements broken down by full time, part time, FTE for the month, current number of students broken down by full time, part time, FTE for the month and the totals for the month.

Student Retirement List - shows what students have retired from the school on the given date you select.

Student Admissions List - shows what students have been admitted to the school on the given date you select.

Part-time Students List - shows what students are enrolled part time in the school as of given date you select.

Maplewood calculates full-time equivalence.

According to the ministry, equivalent full-time enrolment is a determined by dividing the total number of minutes of classroom instruction time for the student during the school cycle by the product of 300 and the number of days in the school cycle:

Total instruction time of the student: (minutes per day of a class multiplied by the number of days)

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300 multiplied by the number of days in the school cycle.

For example: A school has two days per cycle and a student is taking only 3 classes in a semester for 75 minutes per class on both days of the cycle. This means the student's total minutes of instruction is 450 in each 2 day cycle. Take the number 300 (a constant), multiply it by the number of days per cycle of the school (2), yielding 600. Divide the total minutes of instruction by 600, yielding 0.75. This is the student's FTE.

However, because many schools do not have their period times specified correctly (or not at all), the Maplewood system uses a method that achieves the same result. Maplewood considers the total number of credits per semester and divides this number by 4.In the example above, the student is taking 3 classes in a semester, each worth 1 credit (3 credits). Divide the number of credits in the semester by 4, yielding 0.75.

Each enrolment register, Full-time, Part-time, or Independent Study may be printed for students alphabetically, by grade, by homeroom, with a specific defined character, or in a list compiled by Inquiry.

The Full-time register includes any student who is currently in full-time attendance or has been a full-time student at some point during the school year. Each student's name, sex, grade, and homeroom are printed. The date the student started full-time attendance is printed in one of the admission columns and, if the student has left, the retirement date appears under one of the transfer columns or the retirement column. If there are two sets of dates printed for one student, this indicates that the student has previous enrolment dates entered. Only students who have attended your school, left, and came back again should have two sets of dates printed.

The Part-time enrolment register includes the names of students enrolled in part-time study at your school and is similar to the Full-time register.

Likewise, the Independent Study enrolment register includes the names of students enrolled in independent study at your school and is also similar to the Full-time register.

Enrolment Registers now print the student's OEN beside the student's name. For provinces outside Ontario, the OEN is replaced with the equivalent provincial student number.

Each enrolment summary, Full-time, Part-time, or Independent Study may be printed for each homeroom or for the entire school. It prints a month by month tally of the admissions, transfers, and retirements.

The net last day total for the month is calculated as the total from the previous month plus the number of admissions minus the number of transfers and number of retirements.

If the numbers on the summary appear incorrect, check the enrolment information for students who have recently entered or left your school, or who have recently changed their attendance type.

When a new student is added to the system, the information on the enrolment screen should be entered accurately. Specifically, the enrolment status should be "Both Current and Scheduling", the entry date to this school should be the first date the student is in attendance at school, and the attendance type should accurately reflect the student's attendance at your school.

When a student leaves your school, the enrolment status for that student should be changed to "Deleted". Students who attended your school at any time during the school year should NOT be completely removed from the system.

When a student is deleted or made current only, the retirement date should be recorded as the first day the student does not attend your school. Be sure to enter the destination type when it is known since it controls whether the student is recorded as a retirement or an external transfer. A student who leaves your school for another school is recorded as an external transfer, but a student who leaves school and does not enrol in another school is recorded as a retirement. For semestered schools, a student who finishes first semester and is not returning for second semester is to be removed from the enrolment of the school as of the last day of the first semester.

Some students who were in attendance at the school the previous year, do not attend first semester, but are enrolled for second semester. These students should have an enrolment status of Both Current and Scheduling, they should have previous enrolment dates, and the latest entry date to this school should be the first day of the second semester.

If a student changes his or her attendance type, the change is recorded as an internal transfer and is shown on the enrolment reports of both the former attendance type and the new attendance type.

Example - A student who leaves full-time attendance and becomes a part-time student will appear on both the full-time register and the part-time register. The full-time register will indicate the date the student started full-time attendance under one of the admission columns, and the date the student left full-time attendance will show under the internal transfers column. The part-time register will show the date the student started part-time under the internal admissions column.

Please note that the computer does not automatically determine whether a student is full-time or part-time according to the number of courses. If a student changes his or her attendance type due to timetable changes (i.e. adding or dropping courses), this change must be entered in the student's attendance type field on the enrolment screen. This change is then automatically recorded as an internal transfer on the date the change is made.

Total number of students (per Grade), Total number of Actual attendance - Add Student 1 attendance + Student 2 attendance etc), Total number of Possible days (Student 1 possible attendance + Student 2 possible attendance etc)

Percentage of Elementary Attendance (Grade E to Grade 6)
Percentage of Jr and Sr High Attendance (Grade 7 to Grade 12)
Total Percentage

When this option is selected, any date may be selected for the report date. It will then generate a list of students enrolled on that date. The list may be viewed or exported. The past students (if applicable) will appear first, along with a subtotal, followed by the current students and a subtotal, and the overall total. The list may also be exported, so that the list may be sorted in other ways if appropriate. The default file name is the school number_yyymmdd.txt

For each student on the list, in addition to the student's name, the report includes the student's ministry number and status right now (e.g. Deleted, This Year & Next Year). Some provinces may also have additional fields included as noted below:

* based on the student's status on the report date (e.g. it takes into account internal transfers for when these fields change).

For K to 12 schools, the new option is under both Elementary and Secondary Enrolment Reports, and therefore, will only count those students who are elementary or secondary on that date.