User Guide: School Data Submission – Secondary
Contents
1. e User Guide First Time Users This module can be downloaded from the OnSIS web site at https onsisinfo edu gov on ca OnSIS User Guide 3 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Logging into OnSIS 1 To login to OnSIS go to the following extranet URL https www gqsa gov on ca 2 Click English 3 Enter your user name and password 4 Under Education Education click OnSIS EDU 5 Select OnSIS 6 Click Enter 7 Click Agree to the OnSIS Privacy Impact Assessment Page 8 The OnSIS Home Page will be displayed including a blue function menu bar OnSIS Ontario School Information System Home Help oftact Us Site Map Exit OnSIS francais lame Purton Eileen ser Id SCHAdmin1 Ni Ui 918130 1 E Weldon SS Queries Reports and Extracts Administration Data Collection You are in OnSIS Home Page Welcome Eileen Purton 918130 E Weldon SS 9 A user with access to more than one school will have to use the dropdown menu to select the appropriate school Welcome Eileen Purton 918130 E Weldon SS OnSIS User Guide 4 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Overview of Accessing the School Data Submission Menu This section provides an overview of the menu structure of OnSIS that leads to the School Data Submission menu OnSIS Ontario2. Class Information Course Segment Information Remedial Program Second Language Program Class Enrolment OnSIS User Guide 13 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Overview of Accessing Class Level Forms SCHOOL DATA SUBMISSION School Collection Class 4 Student a School Work Transition Programs List of Classes Select Add a Class Class or Click Information Class Hyperlink Form Course Segment Course Segment Verification Information Form Class Information Form The Class Information form allows an authorized user to view add edit and delete class information Note Setting up a class is a two part process First the class has to be created and then the courses segment data has to be attached to it If a decision has been made to enter all the classes first it will be necessary to go back later and add the course segment data This will require more steps than if the course segment data is attached right after the class has been created 1 From the School Data Submission School Collection menu page 7 click Class and the following screen will appear For the first submission period of every academic year October 31st the List of Classes information will be blank All classes will need to be added This will also apply to second semester classes for the March submission OnSIS User Guide 14 OnSIS Release Two School Data Submission November
3. Are you sure that you wish to delete Click OK Returning to the School Enrolment Form 1 Click School Enrolment at the bottom of the screen to return to that form OnSIS User Guide 35 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Remedial Program Form This form can be accessed only by clicking Remedial Program at the bottom of the School Enrolment form Remedial programs are designed to help students experiencing difficulty in specific aspects of their regular class programs The difficulties may be the result of absences from school prior lack of progress immaturity and so on rather than the existence of an identified exceptionality Use this form to report students receiving remediation in language arts mathematics or both language arts and mathematics Also report non exceptional and exceptional students receiving speech and languages services from a language speech teacher and or a speech language pathologist employed by the board Note This form is pre populated from the previous submission as long as that submission was in the same academic year At the start of a new academic year this form will be blank This is not the same as the Special Education form which is always pre populated regardless of academic year Notes a Click either the Language Speech Teacher or Language Speech Pathologist check box but not both b If a student is not receiving the
4. 2005 Publicly Funded Secondary Schools LIST OF CLASSES Class Start Date End Date ENG2P 01 2004 09 01 2005 01 31 ENG2P 02 2004 09 01 2005 01 31 ENG2P 03 2004 03 01 2005 01 31 Add Class School Collection Menu Adding a New Class 1 Click Add Cl Updating a Class 1 Click the blue hyperlink for the class to be viewed updated The Class Information form will appear It will be blank if Add Class was selected and filled in as in the form which follows on the next page if the blue hyperlink of an existing class was used Note A Class Information form must be filled out for each class to which a secondary school teacher has been assigned Notes a Class Code Many schools use the 5 digit course code along with the section e g ENG1D 01 The Class Code field should contain no spaces and will accommodate a maximum of 17 alphanumeric characters Follow the protocol set up by the school or board within these parameters b Each class code must be unique within a submission period c The Class Start Date will usually be the first day of school in September and the Class End Date will usually be the last day of the semester in semestered schools and the last day of classes in June in non semestered schools In cases where an additional class is created after the first day of school then the start date for that class would be the first day that the teacher begins teaching that class d For Credit
5. Pages e CD ROM Release 2 E learning e CD ROM Release 2 Student Data Resource Materials Also available on the website are the OnSIS Mailbox and Helpdesk contact information OnSIS users are strongly encouraged to read this user guide and all supplemental documents in full to ensure that they are aware of all aspects of OnSIS and related policies and procedures OnSIS User Guide 1 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Ministry Support Inquiries from schools and boards regarding the Ontario School Information System and related policies and procedures should be directed to Ontario School Information System OnSIS Group Information Management Branch Ministry of Education Suite 422 777 Bay Street Toronto ON MSG 2E5 Telephone 1 888 275 5934 or 416 212 6366 Monday to Friday excluding holidays 8 30 am to 4 30 pm Email onsis_sison edu gov on ca Fax 416 212 2763 Extranet Web Site http onsisinfo edu gov on ca OnSIS User Guide 2 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Getting Started Previous Module for First time Users This module of the user guide deals with the forms lists that secondary public schools will be using OnSIS users who have not had previous OnSIS training should go through the following module first in order to acquire the skills that will be necessary to successfully use this module
6. Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Returning to the School Enrolment Form 1 Click School Enrolment at the bottom of the screen to return to that form OnSIS User Guide 38 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Second Language Program Form This form can be accessed only by clicking Second Language Program at the bottom of the School Enrolment form Second Language Programs include French as a Second Language FSL English as a Second Language ESL and Native Languages NL FSL includes Core Extended and Immersion programs Note This form is pre populated from the previous submission as long as that submission was in the same academic year At the start of a new academic year this form will be blank This is not the same as the Special Education form which is always pre populated regardless of academic year Notes a Only one FSL program can be recorded for an English student in a single submission period b More than one second language other than for FSL can be added by clicking Add Second Language Program at the bottom of the screen after each language has been added SECOND LANGUAGE PROGRAM indicates that this data must be provided Student 741 057 681 Carol Smith Second Language Program Type Select a Second Language e Comments School Enrolment LIST OF SECOND LANGUAGE P
7. The Class Enrolment form will be displayed This form is very similar to the form used in regular day school with two main differences This form does not have Class Withdrawal Dropped Type and Withdrawal Date fields and the Course Language of Instruction Course Start Date and Attempted Credit Value fields are not pre populated 1 Refer to pages 32 33 of this user guide to complete the form Note When completing the Course Delivery field select Night from the dropdown menu OnSIS User Guide 53 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools CLASS ENROLMENT indicates that this data must be provided Student 987 808 904 Chris Yetman I Course Complete I Course Repeat I Compulsory I Course Substitution Course Schedule Indicator Course Delivery Course Language of Instruction E Select a Course Schedul v Select a Course Deliver DI Select a Lanquage v Course Code CHC2P Canadian History in the 20th century Course Start Date Course End Date Attempted Credit Value Earned Credit Value Final Mark Comments Save Add Course School Enrolment OnSIS User Guide 54 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Summer School Forms Summer school users will see the same login screens as other users user with one school will see that school displayed on the OnSIS home page user with mor
8. The Ontario Scholar Date can only be in the current academic year or previous academic year relative to the submission period End Date e g October 31 DIPLOMA CERTIFICATE indicates that this data must be provided Student 910 408 574 Steve Mitchell Diploma Certificate Code Select a Diploma vi Diploma Certificate Date Si Ontario Scholar Fi Ontario Scholar Date H Si Comments OnSIS User Guide 45 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Add Update Diploma and Certificate Information 1 Enter the information or make the necessary changes and click Save 2 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 3 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 4 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Deleting Diploma and Certificate Record Use only if a diploma certificate was created by mistake 1 Click Delete 2 Aconfirmation message will be displayed asking Are you sure that you wish to delete Click OK Returning to the School Enrolment Form 1 Click School Enrolment at the bottom of the screen to return to that form OnSIS User Guide 46 OnSIS Release Two School Data
9. a student is not enrolled on the Count Date but has earned a mark been awarded a diploma or certificate or received Prior Learning Achievement Recognition PLAR credits since the last submission period then this should be reported An Enrolment End Date and Transfer Retirement code must also be provided in the School Enrolment form For all students who are leaving the school at the end of the year i e June 30 enter them as retirements or transfers on the School Enrolment Form in the end of year submission Use the Enrolment End Date of July 1st instead of June 30th This will ensure that the student is still counted as part of June 30th enrolment but will not be pre populated for the next submission period Pre Populated Data If a student was enrolled in a school in a previous submission period and does not have a transfer retirement date and code his her data will be pre populated into the new submission period If this is the first submission period for the academic year then the following data will be pre populated as long as the student has not graduated or transferred e Student Information e Special Education e Student School Enrolment OnSIS User Guide 12 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools If this is not the first submission period for the academic year the following additional data will be pre populated as long as the student has not graduated or transferred
10. e 2 OnSIS User Guide 33 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools SPECIAL EDUCATION indicates that this data must be provided Student 755 523 567 Ashley O Neill Individual Education Plan Yes IPRC Review Yes IPRC Review Date 2005 01 27 Exceptionality Code Learning disability Main Exceptionality Yes Non Identified Student No Special Education Placement Resource Assistance Comments Add Exceptionality School Enrolment SPECIAL EDUCATION LIST THIS SUBMISSION Identified Non identified Main Exceptionality IPRC Learning disability Yes Yes SPECIAL EDUCATION LUNT PREVIOUS SUBMISSION Identified Non identified Main Exceptionality IPRC Count Date Add Update Special Education Reco 1 To add a student s information enter the information and click Save 2 To update a student s information make the necessary changes and click Save To update an existing exceptionality that appears nthe Special Education List for this submission click the blue hyperlink 3 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 4 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 5 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the to
11. for regular day school School Enrolment Form The School Enrolment form for night school is shorter than the one used for regular day school because not all data elements are required for night schools Notes a Enrolment Start Date and Enrolment End Date must be entered SCHOOL ENROLMENT indicates that this data must be provided Student 987 808 904 Chris Yetman Main School VW Student School Number Postal Code M7A 209 Status In Canada Select a Status DI Year Of Entry Country Birth Select a Country DI Province Birth Select a Province DI Enrolment Start Date 2003 07 01 Enrolment End Date 2003708 1 1 m Literacy Status Select a Literacy Status DI Community Involvement Hours To Date OnSIS User Guide 51 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Add Update a Student s School Enrolment Record 1 To add a new student enter the information and click Save 2 To update a student record make the necessary changes and click Save 3 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 4 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 5 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the to
12. services of either a Language Speech Teacher or a Language Speech Pathologist then leave the field check boxes blank Should a warning message be displayed when the record is being submitted click Continue OnSIS User Guide 36 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools REMEDIAL PROGRAM indicates that this data must be provided Student 912 200 029 Edward Belfour Remedial Program Type Select a Type DI Student receives services provided by Language Speech Teacher O Language Speech Pathologist I Comments School Enrolment Add Update Remedial Program Record 1 Enter the information or make the necessary changes and click Save 2 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 3 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 4 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Deleting Remedial Program Record Note If a student is no longer in a Remedial Program in the current submission period then his her record must be deleted 1 Click Delete 2 Aconfirmation message will be displayed asking Are you sure that you wish to delete Click OK OnSIS User Guide 37 OnSIS
13. 1 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools LIST OF COURSES Course Code Course Name Subject Grade BBB4E Introduction to Business Grade 12 International Business BBB4M Introduction to Business Grade 12 International Business 1 Specify the Course Name select a Subject and or select a Grade Click Search 2 The page will be refreshed with a List of Courses matching the specified criteria 3 Click the blue hyperlink for the course that is to be accessed and the PLAR form will be displayed OnSIS User Guide 42 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Prior Learning Assessment and Recognition PL AR PLAR Form Notes a A student may have multiple PLAR entries during any submission cycle b The date entered in the Approval Date field can only be in the current academic year or previous academic year relative to the submission period End Date c A student is allowed up to a maximum of 4 PLAR credits up to age 18 d Transfer courses the Ontario Literacy Course ESL ELD FSL and NL are not eligible for PLAR e Courses where the fourth digit is 1 Grade 9 are not eligible for PLAR Credits may only be granted through the challenge process for courses in Grades 10 11 and 12 and are limited to two credits in one subject area PRIOR LEARNING ASSESSMENT AND RECOGNITION PLAR indicates that this d
14. 2005 Publicly Funded Secondary Schools is possible that a change may need to be made to one of these records For example the student s first name may be Bob in the data being submitted through OnSIS whereas in the OEN application it appears as Robert resulting in the first name fields not matching Or a middle name may have been entered in OnSIS but no middle name has been entered in OEN then an error message will be generated Schools will need to make an update to one of these systems in order that when OnSIS verifies this information it will be an exact match 3 If the selected student passes the OEN authentication the Student Information form will be displayed See next page Note The only way to access the remedial second language special education PLAR Diploma Certificates and Class Enrolment forms is to click the Student Information form and then click the School Enrolment form Student Information Form The Student Information form allows an authorized user to view edit a student s information It also provides access to the School Enrolment form STUDENT INFORMATION indicates that this data must be provided OEN 741 057 651 Legal First Name Legal Second Name Legal Last Name Carol Smith Language First Spoken Birth Date Gender MIN English v 1988 08 24 Female Comments School Enrolment List of Students Enrolled Note The only fields into which data can be entered o
15. 5 05 27 Submission Status Open Submission Activity Type 2005 06 03 Data Submission opened Home Help Contact Us Site Map Exit Or 918130 You are in Data Collection gt School Data Submission gt Add SCHOOL DATA SUBMISSIQN Upload Batch File View Batch Results Submission Period List This screen ontains three parts a Submission Period Information b The School Data Submission School Collection Menu c A Function Menu OnSIS User Guide 9 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Submission Period Information This submission period information identifies the board and school name and number as well as important information about the submission period such as the name of the submission period and date range the count date and the due date The current status of the submission is also show e g Open Closed The Submission Activity Type provides information regarding the last activity performed by the user for this submission e g Data Submission Sign Off Completed School Data Submission Clicking the hyperlink elements in this menu Class Student and School Work Transition Programs will display the various lists and forms for the collection period Function Menu The function menu provides users with access to tools to help them purge and pre populate information from all or selected class and or stud
16. Code for the Class Enrolment section and click the blue hyperlink OnSIS User Guide 58 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools The Class Enrolment form will be displayed This form is very similar to the form used in regular day school with two main differences This form does not have Course Schedule Indicator Class Withdrawal Dropped Type and Withdrawal Date fields and the Course Language of Instruction Course Start Date and Attempted Credit Value fields are not pre populated 1 Refer to pages 31 32 to complete the form Note When completing the Course Delivery field select Summer from the dropdown menu CLASS ENROLMENT indicates that this data must be provided Student 987 808 904 Chris Yetman I Course Complete TI Course Repeat Compulsory I Course Substitution Course Delivery Course Language of Instruction P Select a Course Deliver D Select a Language Di Course Code CHC2P Canadian History in the 20th century Course Start Date Course End Date Attempted Credit Value Earned Credit Value Final Mark OnSIS User Guide 59 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools
17. EGMENT INFORMATION FORMEN 20 OVERVIEW OF ACCESSING STUDENT LEVEL FORMS errnnnnnnnnnnnnnnnnnnnennnr 21 ACCESSING FORMS THROUGH THE SCHOOL ENROLMENT FORM 21 ACCESSING STUDENT LEVEL FOpMS rreren rerea 22 STUDENT INFORMATION FORMEN 24 SCHOGLENROLMENT FORML ies ies Sade ele au ra AA AEN 26 CLASS ENROLMENT FORM edel ee ra na aaaeaii 31 SPEGIAL EDUCATION FORM unter eee ad 33 REMEDIAL PROGRAM FORM arnnvvvnnvvvnnnnnnnnnrrrnnnrrnnernnnrennnnrevnnersnnenrnneennnnesnnnernnneernneernnnennn 36 SECOND LANGUAGE PROGRAM FORMEN 39 PRIOR LEARNING SSESSMENT AND RECOGNITION PLAR VERIFY SEARCH FOR ee 41 PRIOR LEARNING ASSESSMENT AND RECOGNITION PLAR PLAR Fon 43 DIPLOMA CERTIFICATE FORM 0cccccececeeeeceecceneccceececaueecaueeecaeeecaueesaeeesaneeesaeeesaeeeseeesaes 45 SCHOOL WORK TRANSITION PROGRAM FORMEN 47 NIGHT SCHOOL FORMS nnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnvnnnnnnnnnnnnnnnnuennnnnunnnr 49 NIGHT SCHOOL COLLECTION BERODEN 49 ACCESSING THE SCHOOL DATA SUBMISSION FORMS uunnrrrnnnvvvnnvnnvnerennerennnnennnrrennerennnnen 49 SCHOOL COLLECTION MENU 50 ACCESSING STUDENT LEVEL FOpMS rrer rererere 51 SCHOOL ENROLMENT FOpM rer rrr rr EAEE AEEA EErEE EEEE Enere eerren 51 ADDITIONAL FORMS AVAILABLE FOR NIGHT GCHOOL 52 CLASS ENROLMENT FORM oreraa a a a a a a a ea aa ae ia iaaa 53 SUMMER SCHOOL FORMS envnnennnnnnnnnennnnnonnnnnnnnn nnennnnnnennennnnnnnnnennnnn nnennnenn nne 55 SUMMER SCHOOL COLLECT
18. ION BERODEN 55 ACCESSING THE SCHOOL DATA SUBMISSION FORMS anvvvrnrannnnnnrnnnnenernnnnnnernnnnnnennnnnneenne 55 SCHOOL COLLECTION MENU 56 ACCESSING STUDENT LEVEL FONS 57 SCHOOL ENROLMENT FORMEN 57 GLASS ENROLMENT FORM eie seven seeea sasha davteevuenwsavactanedsiescsevesiany 58 Purpose of the OnSIS Application School Data Submission User Guide This guide has been developed as a resource to help users understand the School Data Submission features of the Ontario School Information System OnSIS application It provides the information that users will need to access and use the School Data Submission features The guide combines step by step instructions along with a comprehensive look at each of the functions This guide is supplemented by the following Release Two documents and resources the list includes this document OnSIS Presentations e Business Overview e Technical Application e Security Overview e Security Administration OnSIS User Guides e First Time Users e School Data Submission Publicly Funded Elementary Schools including School Authorities e School Data Submission Publicly Funded Secondary Schools including School Authorities e School Data Submission Care Treatment and Correctional Facilities e Batch Files e Signing Off a Submission Other Reference Material e Handbook e Memos e Security Guide for MISA Applications e Security Forms e E learning Module Title
19. MINISTRY OF EDUCATION Information Management Branch Systkerie de eher borde de Gelalra da POMMIA OnSIS SISOn Ze Ontario School Information System OnSIS User Guide SCHOOL DATA SUBMISSION PUBLICLY FUNDED SECONDARY SCHOOLS including School Authorities Release Two For School Boards and School Authorities November 2005 Version 1 1 This page is left intentionally blank Table of Contents PURPOSE OF THE ONSIS APPLICATION SCHOOL DATA SUBMISSION USER GUIDE ker euer Eege 1 MINISTRY SUPPORT 2ugdegekgessegettegsage deg daa gRNeSe TESS ee R Seege Ee 2 GETTING STARTED ek KEREN KEREN KEREN KEEN KEREN KEEN KEEN REENEN RENE ENKEN 3 PREVIOUS MODULE FOR FIRST TIME USERS cccecceeeecceceeceeeececeeceneecceeeceeeecueeeneseesnaess 3 L OGGING INTO ONSIS ur 4 OVERVIEW OF ACCESSING THE SCHOOL DATA SUBMISSION MENU 5 ACCESSING THE SCHOOL DATA SUBMISSION MENU 7 SCHOOL COLLECTION MENU annnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnuennnnnnenn 9 SCHOOL COLLECTION FORMS ennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnr 11 IMPORTANT INFORMATION REGARDING COUNT DATES i nnnnnnnnvnnnnvvnnnerennerennnnnnnnvernnerennnnen 12 aN aeae ADT a EETA EEE A ae EN 12 OVERVIEW OF ACCESSING CLASS LEVEL FORMS ennnnnnnnnnnnnnnnnnnnnnnnnnnnnr 14 CLASS INFORMATION FORM A aa E a ara rea ae dd ek dakar k 14 COURSE SEGMENT INFORMATION VERIFY SEARCH FOR CODE 17 COURSE S
20. ROGRAMS Second Language Program Type Hours of Instruction Minutes of Instruction FSL Immersion 0 0 OnSIS User Guide 39 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Add Update Second Language Program Record 1 Enter the information or make the necessary changes and click Save 2 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 3 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 4 If successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Deleting a Second Language Entry Note If a student is no longer in a Second Language Program in the current submission period then his her record must be deleted At the bottom of the form all second languages that have been entered are displayed in the List of Second Language Programs LIST OF SECOND LANGUAGE PROGRAMS Second Language Program Type Hours of Instruction Minutes of Instruction FSL Immersion D 0 EC 1 Click the blue hyperlink under Second Language Program Type for the entry that is to be deleted and then click Delete 2 A confirmation message will be displayed asking Are you sure that you wish to delete Click OK Returning to the School Enrolment Form 1 Cl
21. Recovery Classes that have been scheduled during the regular school day enter one of the following codes depending on the grade level RCR10 RCR2O RCR30 or RCR40 The Class Type must be set to Credit Recovery OnSIS User Guide 15 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools e For courses that are part of a French as a Second Language program select French as the Language of Instruction CLASS INFORMATION indicates that this data must be provided Class Code ENG2P 01 Class Start Date 2004 03 01 YYYY MM DD Class End Date 2005 01 31 Class Type Regular Language Of Instruction English Classroom Type Portable Comments Delete Add Class Course Segment Class List Add Update Class Information Record 1 To add a new class enter the information and then click Save Once a record has been successfully saved an Add Class button will appear at the bottom of the screen If additional classes are to be added click this button enter the information and click Save 2 To update information for an existing class click the blue class hyperlink for that class make the necessary changes and then click Save 3 If an error message is displayed follow the instructions on the screen to correct the data and click Save again 4 If a warning message is displayed check to ensure that what has been entered is correct If it is not click Cancel make a
22. School Information System Name Purton Eileen User Id SCHAdmin1 918130 1 E Weldon SS Administration Data Collection Extracts Home Help Contact Us Site Map Exit OnSIS francais Queries Reports and You are in OnSIS Home Page Welcome Eileen Purton 918130 1 E Weldon SS i OnsSIS Ontario School Information System Home Help Contact Us Site Map Exit OnSIS francais Name Purton Eileen 918130 E Weldon SS User Id SCHAdmin1 Queries Reports and Data Collection Extra Administration SCHOOL DATA SUBMISSION You are in Data Collection a Add Update pload Batch File a view Download Batch Results ian off School Submission b BE B66087 Trillium Lakelands DSB 918130 I E Weldon SS SUBMISSION PERIOD LIST Submission Period Academic Year Submission Status Data Correction Flag Count Date 2004 2005 Open False 2004 10 31 2004 2005 Pending Opening False 2005 06 30 2004 2005 Pending Opening False 2005 03 31 SCHOOL DATA SUBMISSION a Class a Student a School Work Transition Programs OnSIS User Guide 5 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools user with more than one school will have a different home page upon login as shown below and will have to choose the appropriate school from the dropdown menu OnSIS Name Purton Eileen U
23. Submission November 2005 Publicly Funded Secondary Schools School Work Transition Program Form Accessing the School Work Transition Program Form 1 Click the submission period hyperlinked list for the period that is to be accessed and the School Data Submission School Collection menu will appear Board Name TO B66125 Peel DSB School Name 916269 Heart Lake SS Submission Period Test01 2003 2004 Count Date 2005 03 22 Due Date 2005 03 23 Submission Status Open Submission Activity Type 2005 04 19 School Data Submission sign off errors encountered SCHOOL DATA SUBMISSION a Sign Off a Upload Batch File View Batch Results Submission Period List 2 Click the School Work Transition blu amp hyperlink from the School Data Submission section of the School DataSubmission School Collection menu The School Work Transition Programs form will be displayed Notes a The following screen has been abbreviated The actual OnSIS form will include many more listings under program focus b All Total fields are calculated and updated as the form is completed c Short term experiential opportunities are those that last from several hours to one day e g career talks classroom visits worksite or industry tours job shadowing OnSIS User Guide 47 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools d Medium term experiential opportunities are those that last two
24. al Program second Language Prograrn Class Enrolment special Education PLAR Diploma Certificate List of Students Enrolled Student Information OnSIS User Guide 26 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Notes 1 The default is Main School If this is not the student s main school click the box to make it blank The main school for a student holds the OSR 2 If Special Education is checked off a special education form must be completed for the student If you check this box and do not fill out the Special Education form you will receive an error message upon trying to sign off your school 3 If the school assigns a number to students other than the OEN it may be entered in the Student School Number field This number may be used by schools to make it easier to reconcile records with their own systems 4 If the student s postal code is not known the school s postal code must be entered instead 5 Arelationship exists between the Attendance Type and FTE fields Secondary school students can be recorded as full or part time A part time student should be recorded in the FTE field in a range between 0 04 0 71 A full time student should be recorded in a range between 0 72 1 00 SCHOOL ENROLMENT indicates that this data must be provided Student 072 944 457 Maurice Bouchard 1 Main School M 2 Special Education O Student School Number 4 Postal Code Stude
25. and then again to provide a final mark for the credit This form will be used to generate the Course Class Enrolment verification reports When Class is selected all of the classes that have been created for the school will be displayed Once a specific class has been selected the Course Code dropdown menu will display the course code and name that has been attached to that class In the case of multi grade multi destination classes information for all courses attached to that class will be displayed When a class is selected from the Class dropdown menu the Language of Instruction Start Date and Attempted Credit Value will automatically be filled in If a student withdraws more than five days after the first report card has been issued select Yes in the Withdrawal Type dropdown menu enter the date that the student withdrew and enter the mark that the student had at the time of withdrawal in the Final Mark box If the course is a Credit Recovery class select Credit Recovery from the dropdown menu in the Course Delivery field OnSIS User Guide 31 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools CLASS ENROLMENT indicates that this data must be provided Student 741 057 681 Carol Smith C Course Complete CI Course Repeat TT Compulsory TT Course Substitution Course Language of Instruction Course Schedule Indicator Course Delivery Select a Course Sch
26. ata must be provided Student 910 408 574 Steve Mitchell Course Code ICE3E Computer Engineering PLAR Type Select a Type vi PLAR Status Select a Type PLAR Credit Seen Approval Date me Comments Note PLAR credits can be earned through challenges or equivalency OnSIS User Guide 43 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Add Update PLAR Record 1 Enter the information or make the necessary changes and click Save 2 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 3 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 4 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Deleting a PLAR Entry Use only if an entry was created by mistake At the bottom of the form all PLAR courses that have be entered are displayed in the PLAR List for either the current submission or previous submissions PLAR LIST THIS SUBMISSION PLAR Type PLAR Status Course Code PLAR Credit Approval Date Challenge Successful EE 1 00 2004 11 11 PLAR LIST PREVIOUS SUBMISSIONS PLAR Type PLAR Status Course Code PLAR Credit Approval Date Count Date Note Only PLAR types that appear
27. ce Only country or province may be selected NOT both If the student was born in Ontario leave these fields blank French Admission For French Language schools only Use this field to indicate only students whose first language spoken is NOT French The Enrolment Start Date is the first day that the student was enrolled in the school In the case of a Grade 12 student who has been enrolled in the school since Grade 9 it is the date that he she enrolled in Grade 9 that should be entered OnSIS User Guide 28 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools If the student leaves during the school year the date that is entered for Enrolment End Date should represent the first day of non attendance and must be within the date range for the submission period For the June 30th submission period use July 1st as the Enrolment End Date for all students who will not be returning to the school If an end date has been entered for a student that student will not be pre populated in the next submission period 10 Under Admission From select a country only if the student came from outside of Canada Select a province only if the student came from another province Whether country or province is filled in will depend on the code that is selected e g student entering from another country student entering from another province territory If a country is selected the Year of Entry field must also be comple
28. days to four weeks e g work experience e Longer term experiential opportunities are those that last up to 18 weeks per year e g cooperative education Ontario Youth Apprenticeship Program mentoring Focused School Work Transition Programs SCHOOL WORK TRANSITION PROGRAMS Enrolment on March 22 2005 Employer Involvement in Program Development Program Focus Male Female School Based Board Based Aviation Agri business Auto truck services Total 1 Are your school or board based SWT programs described in your school course my k fes calender e le your school tracking the progress of students enrolled in SVT programs I Yes 3 Number of students who participated in 2003 2004 in the following experiential opportunities Short Term mm Medium Term Long Term z Save School Collection Menu HE JE HE Add Update School to Work Transition Record 1 Enter the information or make the necessary changes and click Save 2 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 3 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 4 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen OnSIS User Guide 48 OnSIS Release Two School Data Submiss
29. de 29 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Delete a Student s School Enrolment Record Use only if a record has been created by mistake otherwise enter the enrolment end date on the form Notes a A student may be deleted only if the student does not have any remedial special education second language program class enrolment PLAR or diploma certificate records associated with him her b A student may not be deleted if that student and his her information was pre populated from an earlier submission period In this case an enrolment end date must be entered 1 Click Delete 2 Aconfirmation message will be displayed asking Are you sure that you wish to delete Click OK OnSIS User Guide 30 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Class Enrolment Form This form will capture the courses in which a student is enrolled the final mark and credit value for the credit achieved courses from which the student has withdrawn and the mark at the time of withdrawal where applicable and whether a course has been completed repeated is compulsory or is a substitution One form will be required for each course in which a student is enrolled Notes a In most cases schools will have to input data into this form for each student twice the first time to show that a student is enrolled e g on October 217
30. e for the Course Segment function used to find the code OnSIS User Guide 17 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools O Locally Defined Course Code Course Name Subject Select a Subject x Grade Select a Grade vi Course Segment If The Course Code for the Course Seqment Is Known 1 Enter the course code in the Verify Course Code for the Course Segment section of the form and then click Verify 2 If the course code exists the Course Segment form is displayed If the course code does not exist an error message will be displayed Check the code re enter it and click Verify If The Course Code for the Course Seqment Is Not Known The Search Course Code for the Course Segment section of the form can be used to find the course code Searching can be done in any one of the fields Course Name Subject or Grade or by using a combination of two or more fields to narrow the search For example by clicking Entrepreneurial Studies in the Subject dropdown menu and on Grade 17 in the Grade dropdown menu and then clicking Search a list of courses that meet the subject and grade criteria are displayed in the List of Courses section of the form as shown in the following screen shot OnSIS User Guide 18 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools 1 If searching for a locally developed course c
31. e than one school will have to choose the appropriate school from the dropdown menu that will be displayed Summer School Collection Period Student data for summer schools will be collected in August Accessing School Data Submission Forms 1 Click the Data Collection option on the OnSIS home page OnsSIS Ontario School Information System Home Help Contact Us Site Map Exit IS francais Name Purton Eileen User Id eileenpurton 993581 Highland NS rae 5 Queries Reports and You are in Data Collection 2 The School Data Submission menu will appear Click Add Update School Submission SCHOOL DATA SUBMISSION a Add Update School Submission a Upload Batch File a View Download Batch Results a Sign off School Submission by the School Note A submission period cannot be opened unless the previous submission period has been closed or signed off 3 Click the submission period hyperlinked list for the period that is to be accessed OnSIS User Guide 55 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Submission Period List Screen TO B66125 Peel DSB 981680 Morning Star Summer SUBMISSION PERIOD LIST Submission Period Academic Year Submission Status Data Correction Flag Count Date Summer School 2002 2003 Open False 2003 07 31 School Collection Menu Clicking the submission period hyperlink will d
32. edul Select a Course Daliver vi Class Course Code Select a Class ze Select a Course i Course Start Date Attempted Credit Value Course End Date Earned Credit Value Withdrawal Dropped Type Withdrawal Date Select a Withdrawal Typ Comments Final Mark Add Course Szhool Enrolmen 1 Enter or modify the information and then click Save 2 To add an additional course click Add Course otherwise click School Enrolment to return to that form Each course that has been added to the student s course enrolment form will appear at the bottom of the screen in the Class Enrolment List CLASS ENROLMENT LIST Class Code Course Start Course End Course Course Description Date Date Code CHC2D 02 2003 09 01 2004 0131 CHC2D Canadian History in the 20th century ENG2P 03 2004 09 01 2005 01 51 ENG2P English PPL20 03 2003 09 01 2004 01 31 PPL20 Healthy Active Living Education TEE20 01 2003 09 01 2004 01 31 TEE20 Computer Engineering Technology OnSIS User Guide 32 OnSIS Release Two School Data Submission Publicly Funded Secondary Schools November 2005 Special Education Form This form can be accessed only by clicking Special Education at the bottom of the School Enrolment form If Special Education was checked off on the School Enrolment form then this form must be completed If this form is filled out Spec
33. ent forms validate verify and sign off a submission upload a batch file and view batch file results The tools are described in more detail in the Signing off a Submission module OnSIS User Guide 10 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools School Collection Forms The following are the school collection forms for secondary public schools Class Level Forms elemental e Class Information e Course Segment Student Level Forms elemental Student Information School Enrolment Class Enrolment Special Education Remedial Program Second Language Program PLAR form Diploma Certificate School Level Forms aggregate e School Work Transition Programs OnSIS User Guide 11 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Count Dates and Ranges For the regular school year the count dates and ranges are October 31st Count Date July 1st to October 217 March 31st Count Date November 1st to March 31 June 30th Count Date April 1st to June 30th Important Information Regarding Count Dates When completing a form enter the information as it was on the Count Date i e for the October report if a student was enrolled in a remedial program from September 6 to October 21 do not record the student as having been in a remedial program since at the Count Date October 31 the student was not enrolled in the program If
34. fore a submission period will be opened the previous submission period must have been closed or signed off 5 Boards and schools will be notified via e mail as to when they can begin submitting data 1 Click the submission period blue hyperlinked list for the period that is to be accessed OnSIS User Guide 7 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Submission Period List Screen BE B66087 Trillium Lakelands DSB 918130 I E Weldon SS SUBMISSION PERIOD LIST Submission Period Academic Year Submission Status Data Correction Flag Count Date B E O Public Secondary 2004 2005 Open False 2004 10 31 B E J Public Secondary 2004 2005 Pending Opening False 2005 06 30 B E M Public Secondary 2004 2005 Pending Opening False 2005 03 31 OnSIS User Guide OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools School Collection Menu Clicking a submission period hyperlink will take display the Add Update School Submission screen This screen is also referred to as the School Collection Menu OnSIS Ontario School Information System Name Purton Eileen User Id SCHAdmin1 Administration Data Collection uer por an Extracts Update School Submissio Board Name BE B66087 Trillium Lakelands DSB School Name 918130 1E Weldon SS Submission Period B E O Public Secondary 2004 2005 Count Date 2004 10 31 Due Date 200
35. he bottom of the screen to access this as it must be completed at the same time in order for the student information be permanently saved Warning Continue on to the next form and complete it or the student will not be added to the List of Students Note No Delete button will appear on the School Information form This form is associated with the School Enrolment form and a deletion can only be made by clicking Delete on the School Enrolment form If Delete is selected both the School Information record and the School Enrolment record will be deleted OnSIS User Guide 25 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools School Enrolment Form This form can only be accessed by clicking School Enrolment at the bottom of the Student Information form The School Enrolment form captures a student s record at a particular school e g when he she enrolled when he she left and general information about the student within the school By clicking the buttons at the bottom of the School Enrolment form see below the following forms can be accessed Remedial Program Second Language Program Class Enrolment Special Education PLAR Diploma Certificate Student Information To return to the list of enrolled students click List of Students Enrolled Note The buttons below will not be displayed until after the School Enrolment form has been completed and successfully saved Remedi
36. ial Education on the School Enrolment form must be checked off An exceptional pupil is one whose behavioural communicational intellectual physical or multiple exceptionalities are such that he or she is considered to need placement in a special education program A student is designated as exceptional by an Identification Placement and Review Committee IPRC established by the school board under Regulation 181 98 These pupils must have an IEP Non identified students with special needs are students who are deemed by the board to require special education programs and or services but who have not been formally identified by an IPRC process These students should have an IEP to reflect the special education programs and services that they are receiving Notes a This form will be pre populated from previous submissions b If the student has been identified as exceptional the following fields are mandatory Individual Education Plan IPRC Review IPRC Review Date Exceptionality Code Main Exceptionality and Special Education Placement If the student is Non Identified then the following fields are mandatory Individual Education Plan Non Identified and Special Education Placement The date entered for the IPRC Review should be the date of the student s most recent IPRC To enter additional exceptionalities click Add Exceptionality at the bottom of the screen f Only one Main Exceptionality may be identified O
37. ick School Enrolment at the bottom of the screen to return to that form OnSIS User Guide 40 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Prior Learning Assessment and Recognition PL AR Verify Search for Course Form This form can be accessed only by clicking PLAR at the bottom of the School Enrolment form Before the PLAR form can be accessed the course code for the PLAR must be verified or the Search Course Codes for the PLAR function used to find the user VERIFY COURSE CODE FOR EE Verify Course Code SEARCH COURSE CODE FOR THE PLAR Course ter l Subject Selecta Subject v Grade Selecta Grade v c If The Course Code Is Known 1 Enter the course code in the Verify Course Code for the PLAR section of the form and then click Verify 2 If the course code exists the PLAR form is displayed If the course code does not exist an error message will be displayed If The Course Code Is Not Known The Search Course Code for the PLAR section of the form can be used to find the course code Searching can be done in any one of the fields Course Name Subject or Grade or by using a combination of two or more fields to narrow the search For example by clicking Business in the Subject dropdown menu and on Grade 12 in the Grade dropdown menu and then clicking Search the courses which follow on the next page are displayed OnSIS User Guide 4
38. in the List of Courses Assigned to the Class section and then click Delete when the Course Segment form is displayed 4 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected Note Multi Grade Multi Destination Classes include two or more different courses during a scheduled class A course code is required for each course For example a class consisting of students in an Applied History and Academic History course would require two codes CHC2P and CHC2D Click Add Course Segment to add each course segment COURSE SEGMENT INFORMATION indicates that this data must be provided Class Code CHC2D 02 Class Start Date 2003 09 01 Class End Date Sg Course Code Credit Value Comments Save Add Course Segment Class Information Class List OnSIS User Guide 20 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Overview of Accessing Student Level Forms SCHOOL DATA SUBMISSION School Collection a Class a School Work Transition Programs List of Students Select Add a Student Enrolled Student or Verification click Hyperlink Add Only Student School Information Enrolment Special Education Second Language School Enrolment Diploma Class Certificate Enrolment OnSIS User Guide 21 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schoo
39. in the current submission list can be deleted 1 Click the blue hyperlink under PLAR Type for the entry that is to be deleted and then click Delete 2 A confirmation message will be displayed asking Are you sure that you wish to delete Click OK Returning to the School Enrolment Form 1 Click School Enrolment at the bottom of the screen to return to that screen OnSIS User Guide 44 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Diploma Certificate Form This form can be accessed only by clicking Diploma Certificate at the bottom of the School Enrolment form Notes a A student may have only one Diploma Certificate recorded during any submission cycle b A student cannot have the same diploma or certificate entered for multiple submission cycles c The Diploma Certificate Date can only be in the current academic year or previous academic year relative to the submission period End Date e g October 31 The month of issue should be the date that the student qualified for the diploma not when the student received it d The diploma can only be granted by the school that is the main school of the student in the School Enrolment form e If a student is registered in both a night school and a day school in the same submission cycle awards data diploma certificate and or Ontario Scholar data must be reported by the day school f
40. ion November 2005 Publicly Funded Secondary Schools Night School Forms Night school users will see the same login screens as other users user with one school will see that school displayed on the OnSIS home page A user with more than one school will have to choose the appropriate school from the dropdown menu that will be displayed Night School Collection Periods Student marks for night schools will be collected on March 31 for courses that were completed the end of the first semester and at year end for courses that were completed the end of the second semester or for full year courses Accessing The School Data Submission Forms 1 Click the Data Collection option on the OnSIS home page OnSIS Ontario School Information System Home Help Contact Us Site Map Exit OnSIS francais Name Purton Eileen User Id eileenpurton 993581 Highland NS er n S Queries Reports and You are in Data Collection 2 The School Data Submission menu will appear Click Add Update School Submission SCHOOL DATA SUBMISSION a Add Update School Submission a Upload Batch File a View Download Batch Results a Sign off School Submission by the School Note A submission period cannot be opened unless the previous submission period has been closed or signed off OnSIS User Guide 49 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools 3 Click
41. isplay the Add Update School Submission menu for the period that has been selected This screen is also referred to as the School Collection Menu Note A key difference between the menu that appears for a summer school and that which appears for a regular day school is that under School Data Submission only Student is listed whereas for a regular day school both Class and Student are listed SCHOOL DATA SUBMISSION a Student FUNCTION MENU a Purge and Pre Populate Data a Sign Off a Upload Batch File View Batch Results Submission Period List OnSIS User Guide 56 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Accessing Student Level Forms Follow the instructions on pages 25 of this user guide to add update a Student Information record The process is exactly the same as for regular day school School Enrolment Form The School Enrolment form for summer school is shorter than the one used for regular day school Note Enrolment Start Date and Enrolment End Date must be entered SCHOOL ENROLMENT indicates that this data must be provided Student 987 808 904 Chris Yetman Student School Number Enrolment Start Date 2003 07 01 FEE Enrolment End Date 2003 07 30 Si a oO Class Enrolment Save Delete List of Students Enrolled Student Information Comments Add Update a Student s School Enrolment Record 1 To add a ne
42. ks and then click Verify 3 If the verification is successful the Student Information form will display See next page 4 If the verification is not successful modify the fields identified as not matching and retry the verification See note below Important Note The student that is being enrolled will not appear on the Student List until after the School Enrolment form has been completed and successfully saved Updating a Student Record 1 Click the blue hyperlink for the student that is to be updated The information will be verified against the student s OEN record If the verification is successful the Student Information form next page will be displayed 2 If the selected student fails the OEN Authentication the Verification Criteria form will be displayed above along with an error message See note below Note Validation Error When a user clicks on the blue hyperlink OnSIS verifies the OEN by comparing the fields submitted by OnSIS names date of birth and gender against what is in the OEN record In some cases clicking the blue hyperlink may produce a validation error message If this happens check the student s OEN record in the OEN application against the data that has been entered either on the screen or in SMS system The data in both the OEN application and what is being submitted to the OnSIS application must match It OnSIS User Guide 23 OnSIS Release Two School Data Submission November
43. ls Accessing Student Level Forms The List of Students Enrolled screen is used to add a new student or to select a student that is already enrolled Note An end date needs to be input if the student left the school during the submission period within the date range Students with an end date will not be pre populated in the next submission period 1 From the School Data Submission School Collection menu click Student and the List of Students Enrolled screen will appear Note The list of students can be viewed in different ways by clicking the blue subheading For example to display the list by grade click Grade To sort the list by OEN click OEN LIST OF STUDENTS ENROLLED Student Name M F Grade OEN Mitchell Steve M Grade 10 910 408 574 Smith Carol F Grade 11 741 057 681 Add Student School Collection Menu Adding a Student Record 1 Click Add Student The form which follows on the next page will appear OnSIS User Guide 22 School Data Submission Publicly Funded Secondary Schools OnSIS Release Two November 2005 ALL INFORMATION PROVIDED MUST BE IDENTICAL TO THE OEN DATABASE VERIFICATION CRITERIA indicates that this data must be provided OEN Do not enter hyphens Legal Last Name Legal First Name Legal Second Name Date of Birth Gender Select a Gender v List of Students Enrolled Verify 2 Complete the mandatory fields red asteris
44. n this form are Language First Spoken and MIN Ministry Identification Number as all other fields will have been pre populated from the OEN database If the Student Information record is being updated the Language First Spoken field will not be modifiable if the Main School flag on the School Enrolment form is not checked as this form can only be modified by the main school If the student does have a MIN this number should be entered OnSIS User Guide 24 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Note After the data has been entered into the Student Information Record and saved it the School Enrolment form must then be completed and saved or the student information will be lost Add Update Student Information Record 1 When enrolling a new student enter the language first spoken from the Language First Spoken dropdown menu and enter the MIN if applicable and click Save 2 To update a student change the language first spoken or his her MIN and click Save 3 If an error message is displayed follow the instructions as shown to correct the submission and click Save again See note on page 21 regarding the OEN and OnSIS data not matching 4 If successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen 5 Once the Submit Successful message has been displayed click School Enrolment at t
45. nts Grade Select a Grade D Grade Designation Grades 10 12 Select a Grade Designati D Attendance Type Select an Attendance Typ D 5 FTE Use 2 decimals i e 1 00 OnSIS User Guide 27 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools S Board Residence Status Select a Residential Sta D Status In Canada Select a Status Year Of Entry 7 Country Birth Select a Country D Province Birth Select a Province 8 French Admission 9 Enrolment Start Date ei YYYY MM DD Enrolment End Date EH Admission From Select a Mobility Code D 10 Country Select a Country Province Select a Province Language Previous School Select a Language D i Transfer Retirement Code Select a Mobility Code D Country Exit Select a Country D Province Exit Select a Province Literacy Status Grades 10 12 only Select a Literacy Status D Community Involvement Hours To Date Notes 6 Students should be listed as Pupils of the Board unless they fall into one of the following categories independent study or students for whom the board charges a tuition fee with the exception of tuition fees charged to parents or guardians that reside on tax exempt land Country Province of Birth If the student was born outside of Canada select a country If the student was born in Canada select a provin
46. ny necessary changes and then click Save again If the information is correct click Continue Note A warning message stating that the Class Start and Class End Date is outside the submission period may appear lf the dates are correct click Continue if not fix the data OnSIS User Guide 16 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools 5 If the submission is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Deleting Class Information Record Use only if a record has been created by mistake Note The delete button will appear only if no students are assigned to the class 1 Click Delete at the bottom of the screen 2 A confirmation message asking Are you sure that you wish to delete will appear Click OK After Completing Class Information Record After the class information record has been created the course segment information should be attached 1 Click Course Segment at the bottom of the screen Course Segment Information Verify Search for Code The Course Segment Course Verify Search allows an authorized user to verify and search for valid course codes This form can only be accessed through the Class Information form Before the Course Segment Information form can be accessed the course code for the course segment must be verified or the Search Course Cod
47. ode click the radio button Locally Defined Developed Course Code The default is Ministry Defined Course Code common course codes 2 Optionally specify the Coutse Name select a Subject and or select a Grade Click Search SEACH COURSE CODE FOR THE COURSE SKGMENT Ministry Defined Course Code Locally Defined Cburse Code Course Name Subject Entrepreneurial Studies Grade Grade 11 Course Segment LIST OF COURSES o Course Name Subject Grade BDISC Introduction to Entrepreneurial Studies Grade 11 Entrepreneurial Studies BDP30 The Enterprising Person Entmspreneurial Studies Grade 11 3 The page will be refreshed with a List of Courses matching the specified criteria 4 Click the blue hyperlink for the course that is to be selected and the Course Segment form will be displayed OnSIS User Guide 19 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Course Segment Information Form Course Segment Information allows a user to view add edit or delete course segment information When the Course Segment Information form displays it will include the course code and subject that was entered via the verification search process 1 Check to ensure that the credit value is correct The default is 1 00 2 Click Save to save the record 3 If the wrong course code was entered click the blue hyperlink for the incorrect course code
48. p of the screen Click School Enrolment at the bottom of the screen to return to that screen 6 After the record has been successfully saved an Add Exceptionality button will appear allowing additional exceptionalities to be added if applicable OnSIS User Guide 34 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Deleting a Special Education Exceptionality Note If the student is no longer identified with an exceptionality his her record for that exceptionality must be deleted otherwise it will be saved in the current submission If a student no longer has any exceptionalities Special Education in the School Enrolment form must be unchecked At the bottom of the form all exceptionalities that have been entered or pre populated from a previous submission are displayed in the Special Education List for either the current submission or previous submissions SPECIAL EDUCATION LIST THIS SUBMISSION Identified Non identified Main Exceptionality IPRC Learning disability SPECIAL EDUCATIONLIST PREVIOUS SUBMISSION Yes Yes Identified Non identified Main Exceptionality IPRC Count Date No record s found Note Only exceptionalities that appear in the current submission list can be deleted 1 Click the blue hyperlink under Identified Non Identified for the entry that is to be deleted and then click Delete 2 Aconfirmation message will be displayed asking
49. p of the screen Click one of the buttons at the bottom of the screen to add more data for the student e g Class Enrolment PLAR Diploma Certificate Additional Forms Available For Night School The following additional forms are available for night schools gt PLAR gt Diploma Certificate gt Class Enrolment The PLAR and Diploma Certificate forms are exactly the same as for regular day school See those sections of this user guide The process for completing the Class Enrolment form is different from regular day school as explained below OnSIS User Guide 52 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools Class Enrolment Form When Class Enrolment is selected the following screen will be displayed VERIFY COURSE CODE FOR THE CLASS ENROLMENT Course Code Verify SEARCH COURSE CODE FOR THE CLASS ENROLMENT amp Ministry Defined Course Code Locally Developed Course Code Course Name Subject Select a Subject DI Grade Select a Grade DI Search Course Segment This form operates the same way as the Course Segment Verify Search for Code form Refer to pages 17 to 19 of this user guide 1 Enter the common course code in the Verify Course Code for the Class Enrolment section of the form and click Verify or 2 Search for the common course code using the Search Course Code for the Class Enrolment section and click the blue hyperlink
50. ser Id eileenpurton 918130 E Weldon SS Administration Data Collection Queries Reyorm and Extracts You are in OnSIS Home Page Welcome Eileen Purton 318130 1 E Weldon 55 v e 918130 1 E Weldon SS OnSIS User Guide 6 School Data Submission Publicly Funded Secondary Schools OnSIS Release Two November 2005 Accessing the School Data Submission Menu 1 Click the Data Collection option The School Data Submission menu will appear Note Different users will see different functions on the School Data Submission menu Some users may not have access to a specific function and therefore related options will not appear on the screen For example some schools may only have access to uploading data by batch and then sign off Therefore these schools will not see the Add Update School Submission 2 Click Add Update School Submission OnsSIS Ontario School Information System Name Purton Eileen Home Help Contact Us Site Map Exit OnSIS francais User Id SCHADMIN2 312983 Lincoln Avenue PS Queries Reports and Administration Extracts Data Collection You are in Data Collection CHOOL DATA SUBMISSION a Add Update School Submission Upload Batch File a View Download Batch Results a Sign off School Submission by the School 3 The Submission Period List will appear This list presents a list of open submission periods for the selected school Notes 4 Be
51. ted year and month only If a province has been selected the Language of Previous School field must also be completed 11 Transfer Retirement Code Complete only if the student departs from the school during the submission period date range Enter an Enrolment End Date The date entered should represent the first day of non attendance and must be within the date range for the submission period Select Country Exit only if the student is leaving Canada Select Province Exit only if the student is moving to another province Whether country or province is selected will depend on the code that is selected e g education in another country education in another province territory Add Update a Student s School Enrolment Record 1 To add a new student enter the information and click Save 2 To update a student record make the necessary changes and click Save 3 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 4 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 5 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Click one of the buttons at the bottom of the screen to add more data for the student e g special education second language program or remedial program OnSIS User Gui
52. the submission period hyperlinked list for the period that is to be accessed Submission Period List Screen LD B66141 Hamilton Wentworth DSB 993581 Highland NS SUBMISSION PERIOD LIST October Night School 2003 2004 Open June Night School 2003 2004 Pending Opening March Night School 2003 2004 Pending Opening False False False Submission Period Academic Year Submission Status Data Correction Flag Count Date 2003 10 31 2004 06 30 2004 03 31 School Collection Menu Clicking the submission period hyperlink will display the Add Update School Submission menu for the period that has been selected This screen is also referred to as the School Collection Menu Note A key difference between the menu that appears for a night school and that which appears for a regular secondary day school is that under School Data Submission only Student is listed whereas for a regular secondary day school both Class and Student are listed SCHOOL DATA SUBMISSION a Student FUNCTION MENU a Purge and Pre Populate Data a Sign Off a Upload Batch File View Batch Results Submission Period List OnSIS User Guide 50 School Data Submission Publicly Funded Secondary Schools OnSIS Release Two November 2005 Accessing Student Level Forms Follow the instructions on pages 15 through 18 of this user guide to add update a Student Information record The process is exactly the same as
53. w student enter the information and click Save 2 To update a student record make the necessary changes and click Save 3 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 4 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected OnSIS User Guide 57 OnSIS Release Two School Data Submission November 2005 Publicly Funded Secondary Schools 5 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Click one of the Class Enrolment buttons at the bottom of the screen to add more data for the student Class Enrolment Form When Class Enrolment is selected the following screen will be displayed VERIFY COURSE CODE FOR THE CLASS ENROLMENT Course Code Verify SEARCH COURSE CODE FOR THE CLASS ENROLMENT amp Ministry Defined Course Code Locally Developed Course Code Course Name Subject Select a Subject d Grade Select a Grade zl Search Course Segment This form operates the same way as the Course Segment Verify Search for Code form Refer to pages 17 to 19 of this user guide 1 Enter the common course code in the Verify Course Code for the Class Enrolment section of the form and click Verify or 2 Search for the common course code using the Search Course
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