District Setup
Introduction
The following data elements are required for district setup.
On the Start Page, click the School link at the top of the page. The school list appears.
Choose District Office. The district Start Page appears.
Click District. The District Setup page appears.
Data Element | Additional Information | [Table]FieldName | Length | Used in these Reports |
Define District CoursesCourses > 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:
| [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:
| [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 InformationDistrict 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 InformationSchools/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:
| [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 CodesExit 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 CodesState/Province Code Management > New Code/Edit Code
| ||||
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 | |