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District Setup

Introduction

The following data elements are required for district setup.

  1. On the Start Page, click the School link at the top of the page. The school list appears.

  2. Choose District Office. The district Start Page appears.

  3. Click District. The District Setup page appears.

Data Element

Additional Information

[Table]FieldName

Length

Used in these Reports

Define District Courses

Courses > Select Course > Course Name

State/Province - BC Information

Provincial Exam Course

Select if this course has a Provincial Examination as part of the course and should be included in the TRAX extract.

Since starting 2021-2022, provincial exams associated with courses are no longer offered  by the Ministry, this flag should not be set ON.

[S_BC_CRS_Courses_X] Provincial_Exam_Ind

1

BC TRAX Extract

Numeracy Assessment Course

Select if this course is a Numeracy Assessment course.

[S_BC_CRS_Courses_X] isNumeracyAssessmentCrs

1

BC TRAX Extract

BC Ministry Course Code

Enter the Ministry course code associated with the course.

[S_BC_CRS_Courses_X] Ministry_Course_Code

5

BC TRAX Extract

BC Ministry Course Level

Choose the appropriate Ministry course level for this course.

Choose 99 if this course does not have a grade level associated with it but should be included in the TRAX report.

[S_BC_CRS_Courses_X] Ministry_Course_Level

3

BC TRAX Extract

This course satisfies the Fine Arts/Applied Skills graduation requirement

If this course meets the fine arts or applied skills graduation requirement, choose the appropriate code.

Valid values:

  • Blank

  • B – Meets Both Requirements

  • F – Meets the Fine Arts Requirement (Legacy Value - 2023-2024)

  • A – Meets the Applied Skills Requirement (Legacy Value - 2023-2024)

[S_BC_CRS_Courses_X] FA_AS_Grad_Reqt

1

BC TRAX Extract

Ministry defined subject areas

Choose the appropriate Ministry subject area code

Valid values:

  • 00 – Full Grade

  • 05 – Applied Skills

  • 10 – English Language Arts

  • 15 – Fine Arts

  • 20 – Health and Career Ed

  • 25 – Inf. And Comm. Tech

  • 30 – Languages

  • 35 – Mathematics

  • 40 – Physical Ed

  • 45 – Sciences

  • 50 – Social Studies

  • 60 – Special Ed

  • 65 – Other

[S_BC_CRS_Courses_X] Subject_Area

2

BC Class Size Extract

IDS Related Course Code

If this is a locally developed Independent Directed Study course, enter the Ministry course code this course was based on.

[S_BC_CRS_Courses_X] IDSRelatedCourseCode

5

BC TRAX Extract

IDS Related Course Level

If this is a locally developed Independent Directed Study course, enter the course level of the Ministry course this course was based on.

[S_BC_CRS_Courses_X] IDSRelatedCourseLevel

3

BC TRAX Extract

Update the course in the District course archive for year: YY-YY

Select the checkbox to save course information by year.

Note: Selecting this checkbox creates province-specific historical records on the View Course Information By Year - course number For Year [ ] page.

To view the course information by year,  click Submit, and then click the View Course Information by Year button and select a year. Note: This button only appears after you have saved the course using the Submit button.

Saves the archived fields to [S_BC_CBY_X]

1

N/A

Enter District Information

District Info > District Information

General District Information

Name of District

Enter district name.

[Prefs]Value

[Prefs]Name=districtname

40

BC 1701 SLDC Extract, BC PEN Request Extract

District Number

Enter ministry assigned district number. This is combined with the ministry school number to define the ministry school code in extract files.

[Prefs]Value

[Prefs]Name=districtnumber

3

BC 1701 SLDC Extract, BC PEN Request Extract, BC TRAX Extract, ES Audit Report

Superintendent’s Name

Enter superintendent’s name.

Used when extracts are run with the district office currently selected.

[Prefs]Value

[Prefs]Name = Superintendent

40

BC PEN Request Extract

Superintendent’s Fax Number

Enter superintendent’s fax number.

Used when extracts are run with the district office currently selected.

[Prefs]Value

[Prefs]Name = Superintendentfax

10

BC PEN Request Extract

Superintendent’s Email

Enter superintendent’s email address.

Used when extracts are run with the district office currently selected.

[Prefs]Value

[Prefs]Name = SuperintendentEmail

100

BC PEN Request Extract

Enter School Information

Schools/School Info > Edit/New School

Schools/School Info

School Name

Enter school name.

[Schools]Name

40

BC 1701 SLDC Extract, BC PEN Request Extract, ES Audit Report

School Number

Enter local school number.

Used in extracts only if alternate school number is not defined.

[Schools]School_Number

5

BC 1701 SLDC Extract, BC PEN Request Extract, BC TRAX Extract, ES Audit Report

Alternate School Number

Enter ministry assigned school number. This is combined with the ministry district number to define the ministry school code in extract files.

School number is used if alternate school number is not defined.

[Schools]Alternate_School_Number

5

BC 1701 SLDC Extract, BC PEN Request Extract, BC TRAX Extract, ES Audit Report

School Fax Number

Enter school fax number.

[Schools]SchoolFax

10

BC PEN Request Extract

Principal’s Name

Enter principal’s name.

[Schools]Principal

40

BC PEN Request Extract

Bulletin Email

Enter email address of office requesting PENs.

[Schools]BulletinEmail

100

BC PEN Request Extract

State/Province – BC Information

School Type

Choose the school type from the dropdown list.

Valid values are:

  • 01 – Public

  • 02 – Independent

  • 03 – Continuing Education

  • 04 – Distributed Learning

[S_BC_SCH_Schools_X] School_Type

2

BC 1701 SLDC Extract, BC TRAX Extract

ES Audit Cutoff Hours for Full/Partial Funding

Enter the number of hours a student must be enrolled to be considered fully qualified for funding purposes. Enter whole hours only (Ex: 600).

[S_BC_SCH_Schools_X] ES_Audit_FQ_Hours

11

ES Audit Report

Interim Grade Store Code(s)

Enter a comma separated list of the store codes used to store interim grades. (Example: I1,I2,T3)

Note: Avoid using the same store codes for both interim and final grades even if the courses are in different terms as this may cause errors in the reports.

[S_BC_SCH_Schools_X] InterimGradeStoreCd

30

BC TRAX Extract

Final School Grade Store Code(s)

Enter a comma separated list of the store codes used to store final school grades. (Example: F1,F2,F3)

Note: Avoid using the same store codes for both interim and final grades even if the courses are in different terms as this may cause errors in the reports.

[S_BC_SCH_Schools_X] FinalSchGradeStoreCd

30

BC TRAX Extract

Final Ministry Grade Store Code(s)

Enter a comma separated list of the store codes used to store final ministry grades if your schools store the ministry grade. (Example: F1,F2,F3)

Note: Avoid using the same store codes for ministry grades that were used to store school interim or final grades as this may cause errors in the reports.

[S_BC_SCH_Schools_X] FinalMinGradeStoreCd

30

BC TRAX Extract

Create Exit Codes

Exit Codes > New Exit Code

Used for creating a "Deceased" exit code.

Exit Codes

Code set

Select the Code set type.

[CODESET]CODETYPE=ExitCode



Code

Enter the exit code.

See the Appendix for valid values.

[CODESET]Code

2

BC TRAX Extract

Display Value

Enter the code display value.

[CODESET]DisplayValue



Description

Enter the exit code meaning.

See the Appendix for valid values.

[CODESET]Description

N/A

Required Setup

Sort Order

Enter a sort order to determine where the code displays on the page.

[CODESET] UIDisplayOrder

N/A

BC TRAX Extract

Start Date

Enter a start date to activate this code.

[CODESET]EffectiveStartDate

8


End Date

Enter an end date to inactivate this code.

[CODESET]EffectiveEndDate8

8


Manage Provincial Codes

State/Province Code Management > New Code/Edit Code

  • Choose the applicable code set name from Select Code Set field.

Code Value

Enter the code.

[Gen]Name


BC TRAX Extract

Description

Enter a description of the code.

[Gen]Value


BC TRAX Extract

Effective Start Date

Enter the date the code went into effect.

[Calendar_Day]Date


BC TRAX Extract

Effective End Date

If applicable, enter the date the code is no longer in effect.

[Calendar_Day]Date


BC TRAX Extract


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