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Appendix N - OCAS Automated Electronic Transcript Webservice - Setup

Introduction

The Ontario College Application Service (OCAS) - Student Transcript Webservices is used to generate and immediately send an electronic student transcript in an XML format using SOAP Services to OCAS upon their request.

This feature requires a minimum PowerSchool version of PS_20.11.x and a minimum State Reporting version of SR_22.2.2.0.

SOAP Action

If the client is sending a SOAP Action (not required), then SOAP Action must have the below value as part of the request in the HTTP Header

1SOAPAction=urn:getStudentTranscript

SOAP Request Parameters

The XML request must contain the following parameters:

TransmissionData Segment

Data Element

Description

TransmissionData

Section Node.

DocumentID

The document version number

The value is copied and sent back in the response

CreatedDateTime

The date and time the report is requested

Format is yyyy-MM-dd’T’HH:mm:ss.SSSZ

TransmissionType


TransmissionData.Source

Outer Tag

OrganizationId

Organization Id

OrganizationName

The Board name

TransmissionData.Destination

Outer Tag

OrganizationId

Organization Id

OrganizationName

The Board name

TransmissionData

Outer Tag

ApplicationNumber

Application Number

DocumentProcessCode

The document process code. Production or Test

The value is copied and sent as is in response.

RequestTrackingID

Tracking Id.

The value is copied and sent as is in response.

RequestStatus


Student Segment

Field

Required

Description

Student


Student Segment Outer tag

StateAssignedPersonId

C

The student OEN number. Mandatory if student names are not provided, otherwise, optional.

SchoolAssignedPersonId

No

The ID assigned by the school for the student that needs to be selected (Student Number).

ESIS

Yes

Number of the school the student is enrolled (Alternate School Number or School Number).

School Name


Name of the school the student is enrolled

BirthDate (DOB)

Yes

Student Date of Birth. Format: yyyyddmm

GenderCode

Yes

Student's gender.

Valid values:

M - Male

F - Female

N - Prefer not to disclose

S - prefer to specify

Name


Name outer tag

FirstName

C

Student's preferred first name.

MiddleName

C

Student's preferred middle name.

LastName

C

Student's preferred last name.

LegalNameOfSchoolRecord


Legal name outer tag

FirstName

C

Student's legal first name, if available.

MiddleName

C

Student's legal middle name, if available.

LastName

C

Student's legal last name, if available.


Either legal or preferred names are mandatory if OEN is not provided, otherwise, optional.

Sample Request Parameters.

Student Selection

The service returns a transcript for one student at a time. The student is selected as per the following criteria:

  • The student must be enrolled in the school provided in the request (ESIS). If the transferred student is not yet enrolled, then an error Student Not Found is displayed.

  • Student DOB and Gender must match the values provided in the request.

  • Match student on either OEN and/or Legal name, whichever provided.

  • If the legal name is not provided, then at least the student's regular name must be provided in the request.

  • Student's grade level must be 9 or higher

  • The report is generated even if the student has no marks to be printed and no community hours are posted

  • Student is excluded if:

    • Student is cross-enrolled

    • Attendance type is excluded for the enrolment (EnrollmentType field = EX in the Students or ReEnrollments record) associated with, in whole or in part, the run date (i.e., if there is any overlap between the enrolment start and end dates and the run date).

The service returns output for only one student, an error is displayed if more than one student is found to match the selection criteria.

Graduation, Courses, and StoredGrades Selection

Same rules are used to generate the Electronic Transcript Report manually.

Sample SOAP Request

<soapenv:Envelope xmlns:soapenv="http://schemas.xmlsoap.org/soap/envelope/" xmlns:tran="http://service/">
<soapenv:Header>
<wsse:Security xmlns:wsse="http://docs.oasis-open.org/wss/2004/01/oasis-200401-wss-wssecurity-secext-1.0.xsd">
<wsse:UsernameToken>
<wsse:Username>NIKODENN8805</wsse:Username>
<wsse:Password Type="http://docs.oasis-open.org/wss/2004/01/oasis-200401-wss-username-token-profile-1.0#PasswordText">NIKODENN8805</wsse:Password>
</wsse:UsernameToken>
</wsse:Security>
</soapenv:Header>
<soapenv:Body>
<tran:getStudentTranscript>
<tran:requestXml>

&lt;HighSchoolTranscriptRequest&gt;&lt;TransmissionData&gt;&lt;DocumentID&gt;0463eb86-1d9e-40ef-98a1-4b8266ee919a&lt;/DocumentID&gt;&lt;CreatedDateTime&gt;2017-01-31T16:11:56.178478-05:00&lt;/CreatedDateTime&gt;&lt;TransmissionType&gt;Reissue&lt;/TransmissionType&gt;&lt;Source&gt;&lt;OrganizationId&gt;OCAS&lt;/OrganizationId&gt;&lt;OrganizationName&gt;OCAS Application Services Inc.&lt;/OrganizationName&gt;&lt;/Source&gt;&lt;Destination&gt;&lt;OrganizationId&gt;66060&lt;/OrganizationId&gt;&lt;OrganizationName&gt;Durham DSB&lt;/OrganizationName&gt;&lt;/Destination&gt;&lt;ApplicationNumber&gt;170019396&lt;/ApplicationNumber&gt;&lt;DocumentProcessCode&gt;P&lt;/DocumentProcessCode&gt;&lt;RequestTrackingID&gt;H20161216012877&lt;/RequestTrackingID&gt;&lt;RequestStatus&gt;&lt;/RequestStatus&gt;&lt;/TransmissionData&gt;&lt;Student&gt;&lt;StateAssignedPersonID&gt;527032791&lt;/StateAssignedPersonID&gt;&lt;RecipientAssignedID&gt;170019396&lt;/RecipientAssignedID&gt;&lt;SchoolAssignedPersonID&gt;800234756&lt;/SchoolAssignedPersonID&gt;&lt;ESIS&gt;934991&lt;/ESIS&gt;&lt;SchoolName&gt;Brooklin High School&lt;/SchoolName&gt;&lt;BirthDate&gt;20020915&lt;/BirthDate&gt;&lt;GenderCode&gt;F&lt;/GenderCode&gt;&lt;Name&gt;&lt;FirstName&gt;Roy&lt;/FirstName&gt;&lt;LastName&gt;Msackyi&lt;/LastName&gt;&lt;/Name&gt;&lt;LegalNameOfSchoolRecord&gt;&lt;FirstName&gt;Mackenzie&lt;/FirstName&gt;&lt;LastName&gt;Vaillancourt&lt;/LastName&gt;&lt;/LegalNameOfSchoolRecord&gt;&lt;Contacts&gt;&lt;Address&gt;&lt;AddressLine&gt; 60 Corporate Crt &lt;/AddressLine&gt;&lt;City&gt;Guelph&lt;/City&gt;&lt;StateProvinceCode&gt;ON&lt;/StateProvinceCode&gt;&lt;PostalCode&gt;N1G5J3&lt;/PostalCode&gt;&lt;/Address&gt;&lt;Phone&gt;&lt;AreaCityCode&gt;555&lt;/AreaCityCode&gt;&lt;PhoneNumber&gt;5555555&lt;/PhoneNumber&gt;&lt;NoteMessage&gt;Home Phone&lt;/NoteMessage&gt;&lt;/Phone&gt;&lt;AlternatePhone&gt;&lt;/AlternatePhone&gt;&lt;Email&gt;&lt;EmailAddress&gt;dpptest@mailinator.com&lt;/EmailAddress&gt;&lt;/Email&gt;&lt;/Contacts&gt;&lt;/Student&gt;&lt;AcademicInfo&gt;&lt;AcademicAward&gt;&lt;Graduated&gt;Y&lt;/Graduated&gt;&lt;AcademicCompletionDate&gt;12&lt;/AcademicCompletionDate&gt;&lt;/AcademicAward&gt;&lt;AcademicSummary&gt;&lt;ExitDate&gt;201107&lt;/ExitDate&gt;&lt;/AcademicSummary&gt;&lt;/AcademicInfo&gt;&lt;/HighSchoolTranscriptRequest&gt;

</tran:requestXml>
</tran:getStudentTranscript>
</soapenv:Body>
</soapenv:Envelope>

Sample SOAP Response from Server

<SOAP-ENV:Envelope xmlns:SOAP-ENV="http://schemas.xmlsoap.org/soap/envelope/"> <SOAP-ENV:Header/> <SOAP-ENV:Body> <ns2:getStudentTranscriptResponse xmlns:ns2="http://service/"> <ns2:return><![CDATA[<HighSchoolTranscript><TransmissionData><DocumentID>0463eb86-1d9e-40ef-98a1-4b8266ee919a</DocumentID><CreatedDateTime>2021-09-24</CreatedDateTime><Source><Organization><ESIS>66060</ESIS><OrganizationName>PS District One</OrganizationName><Contacts><Phone><AreaCityCode>905</AreaCityCode><PhoneNumber>6666029</PhoneNumber><NoteMessage>Client, Support</NoteMessage></Phone></Contacts></Organization></Source><DocumentProcessCode>P</DocumentProcessCode><RequestTrackingID>H20161216012877</RequestTrackingID></TransmissionData><Student><Person><SchoolAssignedPersonID>800234756</SchoolAssignedPersonID><AgencyAssignedID>527032791</AgencyAssignedID><RecipientAssignedID>000000000</RecipientAssignedID><Birth><BirthDate>2002-09-15</BirthDate></Birth><Name><FirstName>Mackenzie</FirstName><MiddleName>Elizabeth</MiddleName><LastName>Vaillancourt</LastName></Name><Gender><GenderCode>F</GenderCode></Gender></Person><AcademicRecord><AcademicSession><AcademicSessionDetail><SessionBeginDate>2016-09-06</SessionBeginDate><SessionEndDate>2020-06-30</SessionEndDate></AcademicSessionDetail><School><OrganizationName>Brooklin High School</OrganizationName><ESIS>934991</ESIS></School><AcademicAward><AcademicAwardLevel>4</AcademicAwardLevel><AcademicAwardTitle>Ontario Secondary School Diploma</AcademicAwardTitle><AcademicAwardProgram><AcademicProgramName></AcademicProgramName><ProgramSummary><GPA><CreditHoursEarned>31.00</CreditHoursEarned><TotalQualityPoints>18.00</TotalQualityPoints></GPA></ProgramSummary></AcademicAwardProgram></AcademicAward></AcademicSession><Course><CourseCreditUnits>F</CourseCreditUnits><CourseCreditLevel>12</CourseCreditLevel><CourseCreditEarned>0100</CourseCreditEarned><CourseAcademicGrade>78</CourseAcademicGrade><CourseAcademicGradeStatusCode></CourseAcademicGradeStatusCode><CourseNumber>ENG4U</CourseNumber><CourseTitle>English </CourseTitle><CourseOverrideSchool><ESIS></ESIS></CourseOverrideSchool><CourseEndDate>2020-06-30</CourseEndDate><CourseInstructionSite>D</CourseInstructionSite><LanguageOfInstruction><LanguageCode>ENG</LanguageCode></LanguageOfInstruction><UserDefinedExtension><CourseType>R</CourseType><Compulsory>0100</Compulsory><CourseNote1></CourseNote1><CourseNote2></CourseNote2><CourseNote3></CourseNote3><CourseNote4></CourseNote4><CourseNote5></CourseNote5><CourseNote6></CourseNote6><CourseNote7></CourseNote7><CourseNote8></CourseNote8><CourseNote9></CourseNote9><CourseNote10></CourseNote10></UserDefinedExtension></Course><Course><CourseCreditUnits>F</CourseCreditUnits><CourseCreditLevel>12</CourseCreditLevel><CourseCreditEarned>0100</CourseCreditEarned><CourseAcademicGrade>72</CourseAcademicGrade><CourseAcademicGradeStatusCode></CourseAcademicGradeStatusCode><CourseNumber>MCV4U</CourseNumber><CourseTitle>Calculus and Vectors 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</CourseTitle><CourseOverrideSchool><ESIS></ESIS></CourseOverrideSchool><CourseEndDate>2020-06-30</CourseEndDate><CourseInstructionSite>D</CourseInstructionSite><LanguageOfInstruction><LanguageCode>ENG</LanguageCode></LanguageOfInstruction><UserDefinedExtension><CourseType>R</CourseType><Compulsory></Compulsory><CourseNote1></CourseNote1><CourseNote2></CourseNote2><CourseNote3></CourseNote3><CourseNote4></CourseNote4><CourseNote5></CourseNote5><CourseNote6></CourseNote6><CourseNote7></CourseNote7><CourseNote8></CourseNote8><CourseNote9></CourseNote9><CourseNote10></CourseNote10></UserDefinedExtension></Course><Course><CourseCreditUnits>F</CourseCreditUnits><CourseCreditLevel>12</CourseCreditLevel><CourseCreditEarned>0100</CourseCreditEarned><CourseAcademicGrade>87</CourseAcademicGrade><CourseAcademicGradeStatusCode></CourseAcademicGradeStatusCode><CourseNumber>HFA4U</CourseNumber><CourseTitle>Nutrition and Health 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</CourseTitle><CourseOverrideSchool><ESIS></ESIS></CourseOverrideSchool><CourseEndDate>2018-06-30</CourseEndDate><CourseInstructionSite>D</CourseInstructionSite><LanguageOfInstruction><LanguageCode>ENG</LanguageCode></LanguageOfInstruction><UserDefinedExtension><CourseType>R</CourseType><Compulsory></Compulsory><CourseNote1></CourseNote1><CourseNote2></CourseNote2><CourseNote3></CourseNote3><CourseNote4></CourseNote4><CourseNote5></CourseNote5><CourseNote6></CourseNote6><CourseNote7></CourseNote7><CourseNote8></CourseNote8><CourseNote9></CourseNote9><CourseNote10></CourseNote10></UserDefinedExtension></Course><Course><CourseCreditUnits>F</CourseCreditUnits><CourseCreditLevel>10</CourseCreditLevel><CourseCreditEarned>0100</CourseCreditEarned><CourseAcademicGrade>83</CourseAcademicGrade><CourseAcademicGradeStatusCode></CourseAcademicGradeStatusCode><CourseNumber>TTJ2O</CourseNumber><CourseTitle>Transportation Technology 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</CourseTitle><CourseOverrideSchool><ESIS></ESIS></CourseOverrideSchool><CourseEndDate>2017-02-01</CourseEndDate><CourseInstructionSite>D</CourseInstructionSite><LanguageOfInstruction><LanguageCode>FRE</LanguageCode></LanguageOfInstruction><UserDefinedExtension><CourseType>R</CourseType><Compulsory>0100</Compulsory><CourseNote1></CourseNote1><CourseNote2>F</CourseNote2><CourseNote3></CourseNote3><CourseNote4></CourseNote4><CourseNote5></CourseNote5><CourseNote6></CourseNote6><CourseNote7></CourseNote7><CourseNote8></CourseNote8><CourseNote9></CourseNote9><CourseNote10></CourseNote10></UserDefinedExtension></Course><UserDefinedExtension><CommunityInvolvement>1</CommunityInvolvement><LiteracyTest>E</LiteracyTest><MIN>000000000</MIN></UserDefinedExtension></AcademicRecord></Student></HighSchoolTranscript>]]></ns2:return> </ns2:getStudentTranscriptResponse> </SOAP-ENV:Body> </SOAP-ENV:Envelope>

Sample SOAP Error Response

<soap:Envelope xmlns:soap="http://schemas.xmlsoap.org/soap/envelope/"> <soap:Body> <soap:Fault> <faultcode xmlns:SOAP-ENV="http://schemas.xmlsoap.org/soap/envelope/">SOAP-ENV:Client</faultcode> <faultstring>Student Not Found</faultstring> <detail> <ns1:Exception xmlns:ns1="http://service/"/> </detail> </soap:Fault> </soap:Body> </soap:Envelope>

Potential Error Messages returned by the SOAP Service

Error Message

Reason

The XML provided was not valid, Please verify and send again

This message is displayed, if the <HighSchoolTranscriptRequest> xml string is not valid in requestXml

Missing required parameters. Please verify and send again

If the required parameters are not provided.

Student Not Found

If no student is found for the search criteria.

More than one record found

If more than one student record was found for the search criteria.

This report is only applicable for secondary students

If the student is below 8th grade/not a secondary student.

Please report this problem to your Help Desk or administrative staff. It has also been logged for an administrator to review.

If the server could not handle a given request then, this error is displayed by the web service response.

Setup a User to Access OCAS Webservice

Setup a user to access OCAS webservice

  1. Log on to the Admin site as a District Administrator.

  2. In the control bar, under Setup, click System.

  3. On the System Administrator page, under Security, click Roles Administration.

  4. On the Roles Administration page, click User Access.

  5. To create an exclusive ETMS Capability Role for user

    • Click the New button.

    • Provide a reasonable Name, Description.

    • Verify if Enabled is selected.

    • Verify if 'User is authorized to use the eTMS SOAP webservice' is selected. For reference, see image below.

    • Click Submit to save the Role.

  6. To assign ETMS Capability to an existing Role.

    • Click any role in the User Access Roles page (role ‘District Administrator’ selected here is an example. Any existing role can be selected).

    • Verify if Enabled is selected.

    • Verify if 'User is authorized to use the eTMS SOAP webservice' is selected. For reference, see image below.

    • Click Submit to save the Role.

  1. Navigate to the Start Page.

  2. Search and select the user for which the capabilities must be assigned.

    1. From the control bar, navigate to Security Settings.

  3. Click Admin Access and Roles.

  1. Provide a new or Reset the userid / password for the user by updating the Admin Username and Admin Password. Provide other details as required for the user. Keep note of the user details.

  2. Click Add or Edit to edit an existing school.

  3. Select a school to provision the capability.

4. Click Next.

5. Choose All Roles.

6. Select the Role that has the capability assigned and click OK.

7. Submit the page to save the changes.

8. The following information should be sent to OCAS to let them know that the eTMS webservice is enabled for the district:

    1. End Point Url : https://<server>/ws/ocas

    2. User Id: User id of the user setup above

    3. Password: Password of the user setup above


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