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Continuing Education - Register of Enrolment in Adult Indigenous Language Instruction

Information from Ministry

This register must be used for recording data on enrolment and attendance of all pupils enrolled in adult indigenous language non-credit courses offered both during the school year and during the summer.

This register must not be used to record the enrolment of any pupil who is a day school pupil in any publicly funded day school in Ontario.

Selection Criteria

Teacher Course Section Selection

For the selected School(s) selected on the report run page, process each Adult Indigenous Language Program class. Use the session term dates based on the term at the top of the report run page to get the students enrolled. Get the Session dates based on the term associated with the section.

  1. Process all Selected School (s), [Sections]schooled = School ID Parameter. Schools will not be included if Exclude From State Reporting or School is closed flag is set. Only active schools are processed.
  2. Process all sections where Courses or Sections Course Offering Type equals 'Adult Indigenous Language instruction'
    1. [S_ON_SEC_X]Course_Offering or [S_ON_CRS_X]Course_Offering has a value of 16
  3. Exclude sections where Independent Study Class Flag is checked.
    1. [S_ON_SEC_X]IsIndependentStudy_Class is empty or 0 (not equal 1)
  4. Only process sections for selected terms. If report is run at the school level, the default is to run for all terms in the selected year for that school. If the report is run at the district level, all terms for the selected year and for each selected term will be processed.
  5. Courses are sorted on report based on parameters. Fields used are
    1. Course: [Courses]Alt_Course_Number, or if empty [Courses]Course_Number
    2. Campus: [S_ON_SEC_X]Campus - length of 50
    3. Room: [Sections]Room

Student Selection

For each Course Section, get students enrolled (get all Students that have CC Enrollments in the Section where the Independent Study Class Flag is not selected).

The report does not consider a student to be enrolled in a class on any day associated with a school enrolment (i.e. Students or ReEnrollments record) with an attendance type (i.e. EnrollmentType field) = 'EX'. This may have the effect of excluding the student from the report if, as a consequence, he has no days considered as enrolled in the class.

Students for which [S_ON_STU_X]/[S_ON_REN_X]Brd_Res_Status is undefined are considered "Pupils of the Board".

Pupil's Day School

The Pupil's Day School is selected based upon the following rules:

  • If the student is enrolled at a Night school, then Pupil's Day School should be empty.
  • If student is enrolled at a Summer school, then Pupil's Day School should be the student's latest day school.
  • If student is enrolled at a Day school, then Pupil's Day School should be this school.

Report Input

For help with navigation and running the report, see Continuing Education - Register of Enrolment in Adult Indigenous Language Instruction.

Field

Description

Select School

Choose which school to run the submission report for.

  • The school is not listed if the 'Exclude From State Reporting' flag is selected.
  • The school is not listed if the'School Is Closed' flag is selected.
  • If the report is run at the school level, the current school is displayed.
  • If the report is run at the District level, multiple schools can be selected.

Current Selection Students


Select one of the following:

  • Selected [number] Students only: The report includes selected students who meet the student selection criteria.
  • All Students: The report includes all students who meet the student selection criteria.

Select Term to Print

School Level: Options are any terms for the year associated with the currently selected term. The default is every term will be selected. District Level: Option is 'All Terms'.

Sort By

Course Code, Room # or Campus

Mailing Address

If selected, the report uses the student's mailing address if populated. Otherwise, the report uses the student's home address. If not selected, the report uses the home address.

Select Course Section

Choose one or more course section(s) to run the submission report for.

This is a list of course section(s) available for the selected Term(s).

Print Summary PageSelect the checkbox to print a summary group for each included school at the end of the report. School groups are ordered by BSID. For details, see Continuing Education - Register of Enrolment in Adult Indigenous Language Instruction.
Print Course DetailSelect the checkbox to print a summary group for each included course at the end of the report. This option is available only when the Print Summary Page option is selected.

Report Output

Information from Ministry

The "total enrolment" in a course must include all pupils who attended course sessions. This number is not reduced if a pupil withdraws before completing the course. See Continuing Education - Register of Enrolment in Adult Indigenous Language Instruction for a definition of each column in the table.

The register does not print if there are no student details (i.e. no students have registered/enrolled in the class).

Data Element

Description

[Table]FieldName

Fields appearing at top of page

Display:

Course Number

Section Number

Course Name

Appears under the title of the Register

[Sections]Course_Number - [Sections]Section_Number

[S_ON_CRS_X]Course_Name OR if empty [Courses]Course_Name

Display:

Sort Method

Appears on top right corner of report pages

For each course display 'Sort by Course', 'Sort by Campus' or 'Sort by Room'

[Courses]Alt_Course_Number OR if empty [Courses]Course_Number

Campus: [S_ON_SEC_X]Campus (max length of 50)

Room: [Sections]Room

School

School Name (60 characters maximum)

If defined [S_ON_SCH_X]Alt_School_Name, otherwise [Schools]Name

Based on Report Input Parameter

Instructor

Lead Teacher on Sections. First lead teacher assigned to the class.

Lead Teacher:

[UsersCoreFields] PSCore_Legal_First_Name, [UsersCoreFields] PSCore_Legal_Last_Name if blank

[Users]First_Name [Users]Last_Name

When

[Users]ID = [SectionTeacher]TeacherID

[Roledef] ID = [SectionTeacher ]roleID

[Roledef]islocked =1

[SectionTeacher]SectionID = [Sections]ID

[Terms]ID = [Sections]TermID

And

[Terms]FirstDay between [SectionTeacher]Start_Date and [SectionTeacher]End_Date

Location of Course
[Schools]Name - displayed ONLY when [Schools]alt_school_name is not empty. Otherwise, location remains empty.
Campus Number
[S_ON_SECS_X]Campus

COURSE DATA

Dates

Start

Start date of Course Section

[S_ON_SEC_X]ConEd_SectionStartDate, if defined

else

Date[Terms]FirstDay when [Sections]TermID = [Terms]ID

Finish

End date of Course Section

[S_ON_SEC_X]ConEd_SectionEndDate, if defined

else

[Terms]LastDay when [Sections]TermID = [Terms]ID

Days

Sun., Mon., Tue., Wed., Thur., Fri., Sat.

Day of week course meets

Calculated by getting Section Meeting cycle days and looking at Calendar_day to find which days course meets.

Time of Day

Start

Start Time

Note: The start time in the database is saved as Number of Seconds after midnight

Note: If a ConEd_SectionStartTime is entered, then it will override this value.

[S_ON_SEC_X]ConEd_SectionStartTIme if defined

else

Convert [Bell_Schedule_Items]Start_Time

Hour =

When trunc([Bell_Schedule_Items]Start_Time/3600) > 12 then trunc([Bell_Schedule_Items]Start_Time/3600) - 12

Else trunc([Bell_Schedule_Items]Start_Time/3600)

Minutes = mod([Bell_Schedule_Items].start_time,3600) /60

Start

a.m.

p.m.

Time Start AM PM

When [Bell_Schedule_Items]Start_Time/3600 > 12 then PM

Else AM

Finish

Finish Time

Note: The end time in the database is saved as Number of Seconds after midnight

Note: If a ConEd_SectionEndTime is entered, then it will override this value.

[S_ON_SEC_X]ConEd_SectionEndTime if defined

else

Convert [Bell_Schedule_Items]End_Time

Hour =

When trunc([Bell_Schedule_Items]End_Time /3600) > 12 then trunc([Bell_Schedule_Items]End_Time/3600) - 12

Else trunc([Bell_Schedule_Items]End_Time/3600)

Minutes = mod([Bell_Schedule_Items]End_Time,3600) /60

Finish

a.m.

p.m.

Time Finish AM PM

When [Bell_Schedule_Items]End_Time/3600 > 12 then PM

Else AM

September to June

Hours of Classroom Instruction

Number of Sessions

Number of Sessions that this course meets for a school that is not summer. Include all sessions (including cancelled).


Note: All unfunded 'D' attendance codes are subtracted from the number of sessions.

Calculate sum of in-session days between:

[S_ON_SEC_X]ConEd_SectionStartDate and [S_ON_SEC_X]ConEd_SectionEndDate, if defined

else

[Terms]FirstDay and [Terms]LastDay for [Sections]TermID

where
[S_ON_SEC_X]ConEd_SectionStartDate < July 1 and [S_ON_SEC_X]ConEd_SectionEndDate <= July 1


Hours per Session

Hours per Session

Rounded to two decimal places.

Note:

  • If Section/Continuing Education Registers/Instructional Minutes is defined, then it will override this value.
  • When there are multiple cycle days for a section, the report will sum the hours for each section meeting and divide by the count of section meetings.

[S_ON_SEC_X]ConEd_SectionInstrMinutes if defined

else

Sum [Bell_Schedule_Items]Minutes_Attended / 60 rounded to two decimal places for periods that section meets in school that is not summer

[Bell_Schedule_Items]Period_ID = [Period]ID

AND

[Period]Period_Number for school/year = [SectionsMeeting]Period_Number

AND

[SectionsMeeting]SectionID = [Sections]ID

[Schools]IsSummerSchool not equal 1


Total number of hours

Total number of hours for a school that is not summer.

Calculated

Number of Sessions X Hours per Session

Total Enrolment

Count all students with CC Enrollments in a Course Section between September and June (count is not reduced for students that withdraw) for a school that is not summer.

Count Students with CC Enrollment in Adult Indigenous Language courses

[cc]dateenrolled >= [S_ON_SEC_X]ConEd_SectionCourseStartDate

else

[cc]dateenrolled >= [terms]FirstDay

[cc]dateenrolled < [S_ON_SEC_X]ConEd_SectionEndDate, if defined

else

[cc]dateenrolled < [Terms]LastDay

[cc]dateleft > [S_ON_SEC_X]ConEd_SectionStartDate, if defined

else

[cc]dateleft > [Terms]FirstDay

where

[Schools]IsSummerSchool not equal 1 and

[S_ON_SEC_X]ConEd_SectionStartDate < July 1 and [S_ON_SEC_X]ConEd_SectionEndDate <= July 1

Summer

Hours of Classroom Instruction

Number of Sessions

Number of Sessions that this course meets for a summer school. Include all sessions (including cancelled).

Calculate sum of in-session days between:

[S_ON_SEC_X]ConEd_SectionStartDate and [S_ON_SEC_X]ConEd_SectionEndDate, if defined

else

[Terms]FirstDay and [Terms]LastDay for [Sections]TermID

where

[Schools]IsSummerSchool = 1 and

(Class section starts on or after July 1

OR

(Class section starts prior to July 1 AND
Class section ends after July 1))

Hours per Session

Hours per Session

Rounded to two decimal places.

Note:

  • If Section/Continuing Education Registers/Instructional Minutes is defined, then it will override this value.
  • When there are multiple cycle days for a section, the report will sum the hours for each section meeting and divide by the count of section meetings.

[S_ON_SEC_X]ConEd_SectionInstrMinutes if defined

else

Sum [Bell_Schedule_Items]Minutes_Attended / 60 rounded to two decimal places for periods that section meets for school and summer term.

[Bell_Schedule_Items]Period_ID = [Period]ID

AND

[Period]Period_Number for school/year = [SectionsMeeting]Period_Number

AND

[SectionsMeeting]SectionID = [Sections]ID

[Schools]IsSummerSchool = 1

Total number of hours

Total number of hours for a summer school.

Calculated

Number of Sessions Summer

X Hours per Session Summer

Total Enrolment

Count of distinct students with CC Enrollments in a Course Section in the summer term (count is not reduced for students that withdraw)

Count Students with CC Enrollment in Adult Credit courses taken for diploma purposes

[cc]dateenrolled >= [S_ON_SEC_X]ConEd_SectionCourseStartDate

else

[cc]dateenrolled >= [terms]FirstDay

[cc]dateenrolled < [S_ON_SEC_X]ConEd_SectionEndDate, if defined

else

[cc]dateenrolled < [Terms]LastDay

[cc]dateleft > [S_ON_SEC_X]ConEd_SectionStartDate, if defined

else

[cc]dateleft > [Terms]FirstDay

where

[Schools]IsSummerSchool = 1 and

(Class section starts on or after July 1

OR

(Class section starts prior to July 1 AND
Class section ends after July 1))

PUPIL DATA

  • The number of pupils given for "average enrolment", which is to be the average number of pupils enrolled in the course, is used to calculate the adjustment for small classes. This number is arrived at by dividing the total number of pupil hours by the total number of hours of classroom instruction for the course, and rounding the result to two decimals.
  • The sum of the "equivalent average daily enrolment (ADE)" calculated for all courses reported in this register must correspond with the "equivalent ADE" reported in the Course List for Grant Purposes. If the small class adjustment applies (see previous paragraph), add it to the total number of pupil hours before calculating the equivalent ADE.
  • The small-class adjustment will not be reported through OnSIS. Instead, it will be reported manually and in aggregate through EFIS

Number of pupils as of end of October

Number of pupils as of the end of October

Eligible students enrolled in the course any time on or before October 31

Count of students not in summer school where [cc]dateenrolled <= Oct 31


Number of pupils September to June

Number of pupils September to June

Eligible students first enrolled in the course before June 25th

Count of students not in summer school where [cc]dateenrolled < June 25


Number of pupils Summer

Number of pupils Summer

Eligible students first enrolled in the course on or after June 25th

Count of students in summer school where [cc]dateenrolled >= June 25


September to June

Hours recognized for funding - See Sessions Recognized and Eligible for Funding

Sessions Recognized (from register)

Sessions Recognized - Total Number of sessions recognized for funding, where students are enrolled in the class from september to June 24

Derived based on attendance between [Terms]FirstDay and [Terms]LastDay

Where [cc]dateenrolled < June 25

Hours per session

Hours per Session

Note: If Section/Continuing Education Registers/Instructional Minutes is defined, then it will override this value

[S_ON_SEC_X]ConEd_SectionInstrMinutes if defined

else

Sum [Bell_Schedule_Items]Minutes_Attended / 60 rounded to two decimal places for periods that section meets for school and September to June term

(same as above)

Total Number of Pupil Hours

Total number of pupil Hours for eligible students

Rounded to two decimal places

Calculate Sessions Recognized (from register) X

Hours per session


Average Enrolment (small class adjustment)

Only calculated when section or course field 'Eligible for Small Class Adjustment' is checked

Total Number of Pupil Hours divided by Total number of hours

Rounded to two decimal places

Derived when [S_ON_ SEC _X] SmallClassAdjustmentEligible if not empty OR [S_ON_CRS_X] SmallClassAdjustmentEligible is not empty

where [cc]dateenrolled < June 25

Summer

Hours recognized for funding - See Sessions Recognized and Eligible for Funding

Sessions Recognized (from register)

Sessions Recognized - Total Number of sessions recognized for funding where students are enrolled in the class on or after June 25

Derived based on attendance between [Terms]FirstDay and [Terms]LastDay

Where [cc]dateenrolled >= June 25


Hours per session

Hours per Session

Rounded to two decimal places.

Note: If Section/Continuing Education Registers/Instructional Minutes is defined, then it will override this value

[S_ON_SEC_X]ConEd_SectionInstrMinutes if defined

else

Sum [Bell_Schedule_Items]Minutes_Attended / 60 rounded to two decimal places for periods that section meets for school and summer term

(same as above)

Total Number of Pupil Hours

Total number of pupil hours for eligible students.

Rounded to two decimal places

Calculate Sessions Recognized (from register) X

Hours per session

Average Enrolment (small class adjustment)

Only calculated when section or course field 'Eligible for Small Class Adjustment' is checked.

Total Number of Pupil Hours divided by Total number of hours.

Rounded to two decimal places

Derived when [S_ON_ SEC _X] SmallClassAdjustmentEligible if not empty OR [S_ON_CRS_X] SmallClassAdjustmentEligible is not empty

where [cc]dateenrolled >= June 25

Calculation of equivalent average daily enrolment (ADE)

Total Number of Pupil Hours September to June

Total Number of Pupil Hours from September to June (calculated above)

Formatted with two decimal places

calculated above

Total Number of Pupil Hours Summer

Total Number of Pupil Hours in Summer (calculated above)

Formatted with two decimal places

calculated above

Total Number of pupil hours September to August

Sum of Total Number of Pupil Hours September to June

and Total Number of Pupil Hours Summer

Formatted with two decimal places

Calculate Total Number of Pupil Hours

September to June + Summer

Equivalent ADE

Equivalent ADE, calculated to four decimal places.

Small class adjustment is excluded from this calculation.

For each pupil calculate the total number of hours from September to August divided by 950 and round to 4 decimal places. then get the sum for all students.

STUDENT REGISTER DATA

Month and Day1 To Month and Day45

Day

In-Session Date for Section

[Calendar_Day]date_value

Name of Pupil

Pupil Name as last Name, First Name

Display up to 40 characters of Student last name

First Name

  • If length of last name >= 35 then display first initial of first name
  • Otherwise length of the first name will be: 40 minus the length of last name

Use [S_ON_STU_X]Legal_First_Name and [S_ON_STU_X]Legal_Last_Name, if exists. Otherwise [Students]First_Name and [Students]Last_Name

Middle Name is not needed

OEN

OEN

[Students]State_StudentNumber

Day School Pupil

Student's Attendance Type

Valid Values are FT or PT if the student registered into a day school, otherwise blank.

In the Quad/Octomester model, student attendance type is calculated based on the sum of the student FTE in all schools the student was enrolled in the semester. If Total FTE >= 0.7 then Student Attendance Type is FT otherwise PT.


Pupil's Day School

Student's day school.

The Pupil's Day School is calculated as follows:

  • If the student is enrolled at a Night school, then Pupil's Day School should be empty.
  • If student is enrolled at a Summer school, then Pupil's Day School should be the student's latest day school.
  • If student is enrolled at a Day school, then Pupil's Day School should be this school.

Under District Office\District information If "Pupil's Day School Override" flag is set On the Pupil's Day School will be overridden and set to to [S_ON_STU_X]Previous_School_Name.

If the student is enrolled at a Night school, then Pupil's Day School will be blank.

If student is enrolled at a Summer school, then Pupil's Day School will be the student's latest day school. [S_ON_STU_X]Previous_School_Name and IF the student does not have an entry in [S_ON_STU_X]Previous_School_Name,


THEN the report will output blank

If student is enrolled at a Day school, then Pupil's Day School will be this school..[Students/Reenrollments]SchoolID is used to get the [S_ON_SCH_X]Alt_School_Name or [Schools]Name


If [Prefs]Name=ON_Override_Pupil_Day_School is 1 then Pupil's Day school is overridden with [S_ON_STU_X]Previous_School_Name

Pupil 's board residence status

Pupil 's board residence status
Students with a board residence status of '02', '03', '05' or '07'

[S_ON_STU_X]Brd_Res_Status

[S_ON_REN_X]Brd_Res_Status

Pupil's Home address/ Telephone Number

Students home address and telephone number

Mailing or home address depending on the 'Mailing Address' option on the report input page.

If length of Street and length of City <= 43 characters, use Street and ', ' and City and Zip.

Otherwise use 45 characters of Street and ' ' and Zip.


Address:

If 'Mailing Address' is selected use:

  • [Students]Mailing_Street
  • [Students]Mailing_City
  • [Students]Mailing_Zip

if at least one of these fields is not empty.

Otherwise, use:

  • [Students]Street
  • [Students]City
  • [Students]Zip

Telephone:

[Students]Phone_Number

Attendance Of Sessions

Month and Day1 To Month and Day45

Attendance

The report prints ' - ' when the student is not present in the first session(s). The report will start recording 'A' for days the student is absent after his first attendance day for the course.

Cancelled sessions are counted for funding purposes, even if the cancelled session was before the student started the course. C is displayed for sessions that are cancelled before the student's first attendance in class or during the student's enrollment in the class.

See Derived Fields: Attendance

Number of Sessions recognized for funding - See Sessions Recognized and Eligible for Funding

September to June

Number of sessions recognized for funding in the class from September to June 24.

Sessions cancelled before the student starts the class are counted.

Derived based on attendance between [Terms]FirstDay and [Terms]LastDay

Where [cc]dateenrolled < June 25

Summer

Number of sessions recognized for funding in the class on or after June 25.

Sessions cancelled before the student starts the class are counted.

Derived based on attendance between [Terms]FirstDay and [Terms]LastDay

Where [cc]dateenrolled >= June 25

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