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Continuing Education - Register of Enrolment in Correspondence/Self-Study/Online Courses

Introduction

Note: This version of the report references [S_ON_CC_WKUNOLM_C] extended schema table and should be used for classes for the 2015-2016 school year and later.

Information from Ministry

This register must be used for recording data on enrolment and attendance only for pupils enrolled in the following courses provided by the board through non-classroom modes of delivery:

  • Correspondence courses offered using materials provided by the Independent Learning Centre
  • Correspondence or self-study courses designed by the board that meet the requirements of courses in curriculum policy documents under Ontario Schools, Kindergarten to Grade 12: Policy and Program Requirements, 2011 (OS) or that have received the ministry’s approval
  • E-learning courses offered through a continuing education program that satisfies the criteria outlined in the ministry’s memorandum 2010:SB8, “Consolidated Summary of Ministry e-Learning Enrolment Recording Requirements”

Selection Criteria

Teacher Course Section Selection

For the School(s) selected on the report run page, process the Correspondence/Self-Study/Online course sections.  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). Continuing education schools have the Night (Continuing Education) School flag set ([S_ON_SCH_X]IsNightSchool = 1). 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 continuing education school classes with delivery type ([S_ON_SEC_X]Delivery_Type ) of 2, 3, 16, 18 or 19 (cannot be empty).
  3. The Register Type should be empty.  Exclude processing courses if Register Type has a value.  Register Types are saved in extension tables to Sections and Courses - [S_ON_SEC_X]Register_Code and [S_ON_CRS_X]Register_Code.
  4. Sections must have a least one student that completed at least one lesson. 
  5. Course Offering must be entered for Course or Section.  Values are:
    1. Course purchased from the Independent Learning Centre (ILC) (Code Value 10)
    2. Correspondence Course Prepared By The Board (Code Value 11)
    3. E-Learning Course (Code Value 12)

    6. Courses where [Section]IsIndependentStudy_Class = 1 are excluded.

    7. Only process sections for selected terms.  If report is run at school level, the default is to run for all terms in the selected year for that school.  If report is run at district level, all terms for the selected year and for each selected term will be processed.

    8. Courses are sorted on report based on parameter.  Fields used are

    a. Course: [Courses]Alt_Course_Number, or if empty [Courses]Course_Number

    b. Campus: [S_ON_SEC_X]Campus – length of 50

    c. Room: [Sections]Room

    Student Selection

    For each Course Section, get all students

    • that have CC Enrollments in Section with at least one completed lesson.
    • not excluded from state reporting
    • with CC enrollments where the Independent Study Class Flag is not selected
    • whose Board Residence Status matches Board Residence Status Runtime option.  Students for which [S_ON_SEC_X]/[S_ON_REN_X]Brd_Res_Status is undefined are considered "Pupils of the Board".
    • who have at least one [S_ON_CC_WKUNOLM_C] record which contains a mark ([S_ON_CC_WKUNOLM_C]Mark). A record must be present for a lesson number AND  a mark to be considered completed (marks may be entered via the PowerTeacher or PowerSchool Administrator portals).

    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.

    Report Input

    For help with navigation and running the report, see How to Find and Generate a Report.

    Field

    Description

    Select School

    Choose the school for which to run the submission report.

    • 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 there are no Continuing Education schools to list,  'Active continuing education school not found' is displayed.

    Current Selection Students


    Select one of the following:

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

    Board Residence Status

    Select one or multiple Board Residence Status(es).  Only students with those codes will be included in the student selection. The default is “Pupil of the Board’.

    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

    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).

    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.

    Print Summary PageSelect this 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 - Report Summary Page.
    Print Course Detail

    Note: This option is available only when the Print Summary Page option is selected.

    Select this checkbox to print a summary group for each included course at the end of the report.

    Report Output

    The register does not print if there are no student details (i.e. no students have registered/enrolled in the class). See Understanding the Report Output Table for a definition of each column in the table.

    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

    Teacher

    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

    COURSE DATA

    Course Name

    Course Name

    Note: Character limit for Course Name is 150 (max size on extended tables).

    [S_ON_CRS_X]Course_Name if not empty. Otherwise [Courses]Course_Name


    Course Code

    Common Course Code

    [Courses]Alt_Course_Number


    Credit Value

    Credit Value

    [Courses]Credit_Hours


    Check One (only one option is checked)

    Course purchased from the Independent Learning Centre (ILC)


    Course purchased from the Independent Learning Centre (ILC)

    (Code Value 10)

    [S_ON_CRS_X]Course_Offering

    Correspondence course prepared by the board


    Correspondence Course Prepared By The Board (Code Value 11)


    [S_ON_CRS_X]Course_Offering

    e-Learning course

    E-Learning Course (Code Value 12)

    [S_ON_CRS_X]Course_Offering

    Calculation of Number of Lessons/Work Units Eligible for Funding

    September to June

    Total number of lessons/work units marked (not to exceed 20 per credit)

    Total Completed Lessons for each student enrolled in the section where the section start date is < June 25

    Based on the number of [S_ON_CC_WKUNOLM_C] records.



    Calculated - lessons completed for all eligible students

    Count of [S_ON_CC_WKUNOLM_C] records for students for the class enrolment for which [S_ON_CC_WKUNOLM_C]Mark is defined

    [Schools]IsSummerSchool not equal 1

    Summer

    Total number of lessons/work units marked and eligible for funding (not to exceed 20 per credit)

    Total Completed Lessons for each student enrolled in a section where the section start date is > = June 25

    Based on [the number of [S_ON_CC_WKUNOLM_C] records.

    Calculated - lessons completed for all eligible students enrolled in a summer section

    Count of [S_ON_CC_WKUNOLM_C] records for students for the class enrolment for which [S_ON_CC_WKUNOLM_C]Mark is defined


    Subtract:

    Lessons/Work units for full-time day school pupils

    Completed lessons for full time students  at a school that is not summer 

    • If Attendance Type on Oct. 31 and Mar. 31 is 'FT' then 0 goes towards ADE
    • If just Oct is ‘FT’, lessons are subtracted that have a date marked from 9/1 to 1/31
    • If just Mar is ‘FT’, lessons are subtracted that have a date marked from 2/1 to 6/30
    • If either October or March attendance type is FT and the override field was used to enter marks or marks entered without Date Marked defined
      • If just Oct is FT and it is a semester 1 course then 0 goes towards ADE
      • If just Mar is FT and it is a semester 2 course then 0 goes towards ADE
      • If Just Oct or just Mar is FT and it is a year long course, and the student  enrollments spans both semesters, ADE is calculated.

    These rules aligns with OnSIS.

    Calculate which students are PT/FT or CE
    (see “Category of Pupil” data element)

    Based on that, sum lessons completed for students that are FT.

    [Schools]IsSummerSchool not equal 1

    For Schools using Quad/Octomester models:

    Student attendance type on the count dates is calculated as follows:

    • The sum of the student FTE in all schools the student was enrolled in the semester the count date falls in.

    • Student Attendance Type is considered FT, if FTE is >= 0.7 otherwise PT.

    Total:

    Number of lessons/work units eligible for funding

    Total Completed Lessons for each student enrolled in section for a school that is not summer

    Minus

    Completed lessons for full time students  at a school that is not summer


    Derived

    September to June

    Total number of lessons/work units marked

    Minus Lessons/Work units for full-time day school pupils

    [Schools]IsSummerSchool not equal 1

    To be completed where the number of lessons/work units required for the course is less than 20

    Only complete when:

    1. school is not summer -  [Schools]IsSummerSchool not equal 1
    2. credit value less than one OR ‘Number of Lessons/Work Units Required’ ([S_ON_SEC_X]ConEd_CompleteCrsLessons or [S_ON_CRS_X]ConEd_CompleteCrsLessons) is less than 20

    Total Number of lessons/work units (enter total from above)

    Value from above when school is not summer 

    AND

    either credit value less than one OR ‘Number of Lessons/Work Units Required’ is less than 20

    Derive from value above



    Divide by:

    Number of lessons/work units required for the course (maximum 20)

    Number of Lessons/Work Units Required. Use override value on Sections or Courses, if entered.  This overrides the 20 lessons that is the default.

    Otherwise, use 20.  This would only be applicable when the credit value is less than 1.00.

    [S_ON_SEC_X]ConEd_CompleteCrsLessons

    OR if Empty

    [S_ON_CRS_X]ConEd_CompleteCrsLessons

    OR if Empty

    ‘20’

    No Label (this is sub-total of Total Number of lessons/work units divided by Number of lessons/work units required for the course)


    Derived  sub-total

    Multiply by:

    Credit value of course

    Multiply by Credit value of course

    [courses]credit_value

    No Label (this is a new sub-total of sub-total from above Times Credit value of course)

    Derived  sub-total

    Derived  sub-total

    Total (adjusted) number of lessons/work units eligible for funding

    Derived  total

    Derived  total

    PUPIL DATA

    Number of pupils as of end of October

    Number of Pupils

    Eligible students enrolled in the course anytime 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 25.

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


    Number of pupils Summer

    Number of Pupils

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

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


    Calculation of equivalent average daily enrolment (ADE)

    Total Number of lessons/work units eligible for funding (from above)

    Total number of lessons/work units eligible for funding

    Total Number of lessons/work units eligible for funding (from register)

    Equivalent ADE

    Equivalent ADE
    calculated to four decimal places

    Note: Dual credit courses will have ADE set to 0.0000 when [S_ON_CRS_X]Transcript_T = 1.

    Calculate as Total Number of lessons’work units eligible for funding * .00579

    STUDENT REGISTER DETAIL

    Lesson

    (Value 1 to 20)

    Lesson number

    Look at Number of Lessons/Work Units for Course or Section. If entered, list lessons 1 to this value.  Otherwise list lessons 1 to 20.

    List value 1 to the following value:

    [S_ON_SEC_X]ConEd_CompleteCrsLessons if entered,   

    [S_ON_CRS_X] ConEd_CompleteCrsLessons if entered,

    ELSE ‘20’

    Name of Pupil

    Pupil Name (Last Name, First Name)

    Display up to 40 characters of student last name.

    If length of last name >= 35 characters then display first initial of first name

    Otherwise length of first name will be 40 charcters minus the length of last name.

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


    Middle Name is not needed

    OEN

    OEN

    [Students]State_StudentNumber

    Other Pupils (OP)

    Must be either OP for Other Pupil of the Board or POB for Pupil of the Board. Blanks are not allowed.

    [S_ON_STU_X]/[S_ON_REN_X]Brd_Res_Status

    Category of Pupil

    Get enrollment school and last in session date for enrollment, based on the first day of the section

    In the following order:

    • Set to Student's Full-Time Status at Other Day School overrides, if exists
      • Full Time On October 31st
      • Full Time On March 31st

    Or

    • Set to Attendance Type override, if exists. If Attendance Type cannot be derived based on the start of the section, then minutes will be derived from October and March Count dates. When attendance type is empty on one of these counts dates and PT on the other count date, the category should be PT
    • Set to ‘CE’ if student has CC class enrollment and is enrolled in the same continuing education school as the class enrollment when the class begins 
    • Set to ‘CE’ if student has CC class enrollment in the continuing education class that falls outside of the Main School Enrollment and the Main School Enrollment is at a night or summer school. 

    Or

    If student has CC cross enrollment in the continuing education class:

    • Set to ‘CE’ if student is not ‘FT’ or ‘PT’ in Day School on October 31st or on March 31st Count Dates
    • Set to ‘FT’ or ‘PT’ based on the following rules. Adjustments may be made based on Note below
      • Set to ‘FT’ if SAL Full Time Program ('002') AND students age between 14 AND 17
      • Set to ‘PT’ if SAL Half Time Program ( '001') AND age between 14 AND 17 
      • Set to ‘FT’ when minutes enrolled are >= 210 and set to ‘PT when minutes enrolled are < 210 based on the number of minutes to which the student is scheduled on the class start date.
        • If class starts on or after June 25th, the minutes are derived from the last in-session date from prior year enrollments 
        • Otherwise, minutes are based on the first date of the class enrollment
    • When the attendance type cannot be derived based on the start of the section, then minutes will be derived from October and March count dates.  
    • Set to ‘FT’ if Attendance Type is FT on both October 31 and March 31 count dates
    • Set to ‘PT’ if Attendance Type is PT on both October 31 and March 31 count dates
    • Set to ‘FT*’ if Attendance Type is FT on either the October 31 or  the March 31 count date and is ‘PT’ or empty for the other.
    • Set to 'PT' if  Attendance Type is PT on either the October 31 or the March 31 count date and is empty for the other.
    • Otherwise set to 'CE'

    Note:

    • An asterisk (*) appears next to the Category of Pupil value when the student's attendance type on the count dates (October 31st, March 31st) differ from the category of pupil which is based on the start date of the section.
    • For Schools using Quad/Octomester models:

      Student attendance type on the count dates is calculated as follows:

      • The sum of the student FTE in all schools the student was enrolled in the semester the count date falls in.

      • Student Attendance Type is considered FT, if FTE is >= 0.7 otherwise PT.

    Derived value of FT, PT or CE

    FT – Full Time

    PT – Part Time

    CE – Continuing Education

    Based on these fields

    • [Students]/[Reenrollments]EnrollmentType,
    • [S_ON_SCH_X]IsNightSchool = 1
    • [Spenrollments]ProgramID matches[gen]ID for
      • [S_ON_GEN_SPECPROG_X]SAL_Program_Type
      • [S_ON_GEN_SPECPROG_X]SAL_Flag
      • [Students]/[Reenrollments]DOB to derive age
      • [S_ON_STU_X]/[S_ON_REN_X]Brd_Res_Status
      • [PS_Membership_Defaults] Potential_Minutes_Present   




    Home Address

    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.

    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

    Telephone

    [Students]Home_Phone

    Lesson

    Session 1 to 20

    See Number of Lessons/Work Units Eligible for Funding

    Display a ‘✓’ for the number of lessons completed.  See Lessons/Work Units Marked.

    Number of Lessons/work units marked

    Sept to June

    Derive for student enrolled any time during the regular school year before June 24.

    Based on the number of [S_ON_CC_WKUNOLM_C] records.


    Count of [S_ON_CC_WKUNOLM_C] records for the student for the class enrolment for which [S_ON_CC_WKUNOLM_C]Mark is defined

    where  [cc]dateenrolled < June 25

    Summer

    Derive for student enrolled any time during the summer on and after June 25.

    Based on the number of [S_ON_CC_WKUNOLM_C] records.


    Count of [S_ON_CC_WKUNOLM_C] records for the student for the class enrolment for which [S_ON_CC_WKUNOLM_C]Mark is defined

    where [cc]dateenrolled >= June 25

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