Secondary Enrolment Tab

The enrolment screen re-groups information regarding the student's enrolment in regular school programs (i.e., other than Special Education or Alternate Programs). You will see a tab similar to the one below:

To set up general enrolment information/tables, choose Students, Custom Fields/Tables, Enrolment Tables and use the commands specific to your jurisdiction. For more information on how to set up Enrolment Tables, see Enrolment Tables for more information.



Note: The following areas of enrolment can be set up using the commands under Students, Custom 
Fields/Tables, Enrolment Tables. Commands will be jurisdictionally specific.

 

Edit Enrolment

For Caribbean users, The Enrolment tab has been tailored specifically for St. Lucia’s schools for the Nationality and Place of Birth, as well as welfare and scholarship/bursary information.

Status

Each student has one of the following enrolment statuses. If you select Deleted, then the student will not be permanently removed. To permanently delete the student see the following section.

Permanently Removing a Student/Deleting a Student

To permanently remove a student, 

  1. Open the student's record.

  2. Select the Enrolment tab. 

  3. Click Edit and enable the Deleted option.

  4. Click OK to return to the main Enrolment tab.

  5. On the same Enrolment tab, click Edit again. 

  6. You will see a Remove Completely option under Deleted. 

  7. Check this box and click OK to permanently remove the student.

 

 

Ontario Secondary Only - When changing a student's status to Deleted, the program will offer to enter the current semester's courses into the student's history as Withdrawn courses. Program will check to ensure that the course code (same date entry as retirement date ) was not previously entered into student's transcript.

Ontario Only - Edit Enrolment recognizes that ONSIS requires a province or country selected for a student for the Origin School, Destination School, and Province of Birth.

In Previous Enrolment as well as on Edit Enrolment, if the Origin Type and Destination Type refer to 'from another country' or 'from another province' the program will show the list of countries/provinces in the Origin/Destination School drop-down boxes. The option, Unknown, is on the top of each list. However, if you intend to save Unknown, the program will generate a message that "OnSIS requires a valid OnSIS code be entered in 'Origin School'" (or Destination School) and will allow you to make the required correction. You are able to save 'Unknown' if you wish to do so.

 

When a student is flagged as 'Born in Canada' the program will default to Ontario but will show the list of provinces/territories from which to select the appropriate province/territory. 'Unknown' is not an option on this list of provinces.


 

When a student is not born in Canada, the program shows the list of countries along with Unknown.

Ministry Number - a 9 digit ministry code.

Language - student's language of communication.

 Citizenship - Citizenship details the student's citizenship records. If the student has entered from another country then the Entry Date and First Language can be recorded.

Birthdate Verification - birthdate verification allows the school to record which official documentation has been viewed.

Residency - students can be either Resident or Non-resident. If the student is non-resident in your jurisdiction then the type of Non-resident status and the source of fees (if applicable) will be shown along with a source school board (if applicable).

If a user modifies the Main School and/or Student Board Residency Status on the student's retirement date, the following warning will now be prompted: "The student's Main School (Holder of the OSR) and Student Board Resident Status should not be adjusted when a student leaves the school. It should reflect what the student had on his/her last day attending this school. Eg. When a student leaves your school, do not change the main school from this school to another school. Do you want to cancel these changes?" It will default Yes to cancel since the user should not be making these changes.

Ontario Only - With the Residency frame, if this school is the student’s main school, then set the first field to “Main School (Holder of OSR): This School”. This will set the Main School Flag to True in the OnSIS batch file. The Student Board Resident Status must be selected from the list of possibilities as shown here.
Administrators can see the Note on the right side of the status, which for secondary schools it will state: “Augment FTE using FTE placeholders for any classes taken at other school in this board and any e-learning classes in the province.”

Elementary schools will have a different note that states “FTE for full time students is 1.00. FTE for half time students is 0.50. FTE for part time students is based on student’s timetable (or 0.50 if timetable is blank).”

If the status is Government of Canada, Native Education Authority, Other Student – Outside Ontario, or Study Permit/Temporary Resident, then the Payment of ‘OP’ Fees is available to select from the list of boards, if necessary. ‘OP’ refers to Other Pupils on the enrolment registers.

If another school in this school’s board is the holder of the student’s OSR, then set the field to “Main School (Holder of OSR): Another School in this Board”. This will set the Main School Flag to False in the OnSIS batch file. The Student Board Resident Status must be selected from the list of possibilities as shown here.


Secondary schools will see the note “FTE is 0 at this school as the FTE is reported by the main school in this board. Timetable changes affecting FTE must be conveyed to main school”. Elementary schools will see this note: “FTE is 0.00 at this school as the FTE is reported by the main school in this board.”

If a school in another board is the holder of the student’s OSR, then set the field to “Main School (Holder of OSR): School in Another Board”. This will set the Main School Flag to False in the OnSIS batch file. The Student Board Resident Status must be selected from the list of possibilities as shown here.
It is important to note that the Concurrent status for students will no longer be used for determining the Main School Flag in OnSIS and all other Ministry reports. Concurrent status will be used to flag the school that has limited access to edit the student’s core data when the student’s record exists in multiple schools in the board. If the board is not centralized, then the concurrent status will have no real purpose. For those with a centralized Enterprise database, please see section 4: Changes for Enterprise users regarding the Home vs Concurrent Status.

Once this software is released, all students will automatically default to Main School (Holder of OSR): This School. Students who were formally Non-Resident, will be set to the Student Board Resident Status corresponding to their former Non-resident Fees Source. Everyone else will become Pupil of the Board.

Unfortunately, students whose Main School is NOT this school will require the residency information to be entered on the enrolment tab. This is typically the e-learning students who are taking only e-learning courses at their non-main school, shared students, and students with main schools in other boards. The Assign All of a Field application is being modified to allow this new Residency information to be entered for a group of students.

Independent Study students will continue to rely on the Attendance Type setting, but the software will make sure that these students show Independent Study for both the attendance type and the student board resident status. Their FTE will be zero, and they will continue to report as PT to OnSIS.

These changes to the residency information will be used to determine how the student is reported on ministry reports, particularly the FTE.

To accommodate the redesigned enrolment tab, the second language program information has been moved from the main enrolment screen, along with elementary Native programs formerly on the aboriginal tab. They are now on the Enrolment sub-tab 'Other Fields'. ESL and ELD have been added as options to this area. They appear as check boxes since the instructional time is not reported to OnSIS. This will allow multiple second languages to be reported to OnSIS where required. French students will also have the ability to specify two second language programs with instructional times.

Attendance - Attendance is normally full-time ("F") but can also be:

F - Full Time - The student is registered for classroom instruction for an average of 150 minutes or more per school day in the school cycle.
P - Part Time - The student is registered for classroom instruction for an average of fewer e that 150 minutes per school day in the school cycle.

A - Half-time (AM Only) (elementary)
H - Half-time (PM Only) (elementary)
1-4 - Half-time / Alternate Days - Whole day programs on alternate days. (elementary)

I - Independent Study
S - SAL (Supervised Alternative Learning)



Tax Support - tax support can be recorded based on values in a school-defined table.

Entry To Elementary, This School - Entry and Retirement information is used for tracing a student's 
progress through the school system. Origin information including the type of admission and previous school(s) if any are shown. 

If multiple enrolment entries exist, then the details will be kept under the Previous Enrolment screen. Click the Prev. Enrol. button at the bottom of the screen.

Internal transfers - if recorded, will be kept under the Internal Transfers screen. Click the Int. Transfers button at the bottom of the screen. 

As students change attendance types (e.g, part time to full time), the Maplewood System automatically records the date of the change. These types of transfers that occur within the school (internal transfers) can be viewed and if necessary modified by clicking the Int. Transfers button and making appropriate changes.

Note: 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.

Origin - The type of school where the student transferred from.

Origin School - The name of the school where the student transferred from. Origin School field has the option to filter the list of schools by Closed Schools. When this filter option is selected, only those schools that are flagged as closed will be shown.

Retirement/Transfer Date - The date when the student retired or transferred (the first date of non-attendance). This field is available only to Deleted and Current Only students. When a status of a student is changed to Current Only, then the retirement/transfer date is set to the last day in the school year (usually the end of June). When a student's status is changed to deleted, the retirement/transfer date is set to the current date. For students with more than one retirement date click the Previous Enrolment button. Grade internal transfers may be entered outside of the student's entry dates (for example, if a student enters a school mid-September, the user can now record an internal transfer to the new grade with a date on August 15).

Destination Type - This option is available only to Deleted and Current Only students. You will see the student's type of destination after withdrawing from this school.

Destination School - If applicable you will see the school where the student is transferring to from your school. This option is available only to Deleted and Current Only students. Destination School field has the option to filter the list of schools by Closed Schools. When this filter option is selected, only those schools that are flagged as closed will be shown.

Special Education - Only those students who are indicated as receiving special education will be displayed. 

Alternate Programs - Only those students who are indicated as receiving alternate programs will be displayed.

Previous Enrolment -This choice should be used to view and edit the entry and retirement information for only those students who have left your school and then returned. These students require more than one date of entry and retirement as shown below. Click the Prev. Enrol button to see this information. The most current entry date will always be recorded on the main screen. When a student is deleted and then re-enrolled, the dates that were recorded when the student was deleted are automatically transferred into the Previous Enrolment area. The current date then becomes the entry date to this school and the retirement date is not accessible.

 

Pre-Registration for Other Schools in Board

This feature is intended for students who will remain in a particular school while at the same time, register for another school within the same division. This would include students who wish to attend a Summer School, Night School, On-line School, Continuing Learning Centre, and/or another school. By using this feature, the destination school will automatically see the student’s enrolment request in their Transfer Students this Board tool. There is no need to adjust any student information at the source school. Simply click the tab Pre-Registration for Other Schools in Board. Choose Student Records, Enrolment, Edit

Click Add to record the desired future transfer. A list of schools within the division as defined by Central Office will appear. Select the desired school.

 

Click OK. The receiving school will now have this student on their Transfer Students from this board list. Once successfully enrolled in the Transfer school, the entry will be removed from the Pre-Registration for Other Schools in Board tab. Under the Other Schools button, all enrolment for the student within the division can be viewed (dependent upon permissions).

 

Enterprise Enrolment Tab

Enterprise users will see this screen. Notice the Filter: All Schools Button, that allows you to select an Origin School. The Origin School and Destination School fields have a new filter, command button '>', that shows All Schools by default. Clicking on the '>' button will allow you to see the filtered list of schools as long as they are set up in the schools table. In the school's table you have the option to select Local School, Out of Town School, Out of City School, or Out of Country School, which can be assigned to each school. By default, all schools start out being flagged as Local School.

 

 

Home vs Concurrent Status For Enterprise Users

Boards with Maplewood’s centralized Enterprise database will now use the Home and Concurrent Status to identify the school that is responsible for maintaining the student’s core data. In the Enterprise database, there is only 1 occurrence of the student, and the home school is responsible for maintaining information that would be common to all the schools in which the student is enrolled (e.g. name, birthdate, address, contact information, etc). Maplewood will use the student’s entry and retirement dates to determine which school should be the home school. There may be the odd time, when the home school is not the home school Maplewood would have normally selected for the student. For those students, the home school only may opt to override this calculation using the new options in the Other Fields tab within the Enrolment tab of the student’s record as shown here:

 



The first line in the frame will indicate what the dates suggest should be the student’s home school. In the example above, the dates suggest that this is the student’s home school.

If the override box is checked, another school will become the home school.



Maplewood will then choose the next best home school, and will automatically make the student home at that school. The Other Schools button will allow this school to view the student’s record at the other schools, so that they can see which school is now the home school.

At this student’s new home school, the Home/Concurrent Status will show:



Note: if all schools attempt to check the override box (when the student becomes home status at each school in turn), the program will reset the override boxes and set the home school to the school best suited based on dates.

Aboriginal Tab

In preparing to produce the Nominal Role report.  Every jurisdiction of Maplewood will now have the Aboriginal tab (available when Editing Enrolment).  This tab contains fields that you need to set up by choosing Students, Custom Fields and Tables, Aboriginal.

This tab is available for all students and should be completed for those for whom the fields are relevant.  The Indian Registry Number can be a maximum of ten characters.

Indian Registry Number - (aka IRN) on the Aboriginal tab. The IRN is comprised of a 3 digit Band #, 4 digit Family#, and a 1 or 2 digit Child#. These 3 fields are identified on the form as well. If a student has only a 5 digit number entered into the Indian Registry Number (IRN), that number will now be visible in the Edit Enrolment interface (on the Aboriginal tab). Rather than consider the 5 digit number as invalid, it will automatically populate the number into the Family # portion of the IRN.

The program will populate the number with zeros in the Band # and Child # portions of the IRN# field. If any other number other than 5 or 10 digits is entered, the number will start populating the Band # first, then the Family #, etc, adding zeros where appropriate to make a full 10 digit number. Please note that INAAC reporting will require a proper 10 digit number, and therefore, Maplewood will generate the following message when a non-10 digit number is entered: "Indian Registry Number must be 10 digits. First 3 digits populate the Band No., 4-8 digits populate the Family No., 9-10 digits populate the Child Position No. Would you like to change the Indian Registry Number?" If No is answered, zeros will be automatically added to make a 10 digit number. If Yes is answered, the user is taken to the entry screen.

 

Other Fields

As each jurisdiction requires some variation on their agency reports, the Other Fields tab will allow for any miscellaneous information.  This will vary from jurisdiction to jurisdiction, and will replace the Other Fields button of previous versions, although the button will still be available.

Second Language Program

ESL - IF the student is taking English as a Second Language Program check the ESL box.

ELD - IF the student is taking and English Language Development Program, check the ELD box.

OSR

Ontario Student Records may need to be shared with other locations. If so, enter the date details in the appropriate entry areas, select a school and check off whether or not the Literacy Component was verified.

 

Continuing Education

 The field on the Enrolment Tab, Other Fields Tab has a drop-down menu with 3 options:

 The default for all Con. Ed. Students has been set to 'Only Attends Con. Ed. School'This new feature will enable the Continuing Education Register to populate the register information accordingly (i.e. day School Pupil column, or not print the student on the register at all).

Mature Student Flag (Ontario Only)

OnSIS student school enrolment batch file now includes the new Mature Student Flag for secondary students starting in the June 2008 Submission period.  A mature student is a student who is over 18 years of age as of December 31st of the current school year and who has been out of school for at least 1 year.  If a mature student exists in a school, call up the student's record and edit the Enrolment tab.  Select the Other Fields tab and check off the Mature Student box.

Other Fields Tab for Caribbean Users

The Nationality field first requires the selection of St. Lucian, CARICOM, or Other.  If CARICOM or Other is selected, the specific nationality is selected in the next Country of Nationality field.  The Place of Birth works the same way, except that the selection shows country names rather than nationalities.

Note:  These tables are set up using Students, Custom Fields/Tables, Enrolment Tables, Nationality or Place of Birth.  If a new entry is added to the table, the Min# code must be O (the letter O not zero) if it is to be considered in the Other list.  Min# C represents a CARICOM country and MIN# S is reserved for St. Lucia.

The Method of Entry (formerly Origin Type) and Reason for Leaving (formerly Destination Type) use tables set up using Students, Custom Fields/Tables, Enrolment Tables, Method of Entry or Type of Leave.  If a new entry is required, consult with the Ministry of Education first.  The Min#s are important to ensure that statistics are correctly reported on the Annual Questionnaire.  If unsure of the correct MIN#, use the same MIN# already assigned to one of the table entries with a similar meaning.

The Other Fields tab within Edit Enrolment provides the ability to specify the students' school welfare programs and if the Bursary/Scholarship box is checked, the organizations that supplied the bursary or scholarship can be selected as shown here.