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Continuing Education - Summer School Register

Introduction

This register is used for tracking data on enrolment and attendance on pupils enrolled in the following summer school courses or programs:

  • credit courses delivered through classroom instruction
  • credit courses delivered through cooperative education
  • additional preparation for changing course types, as described in Ontario Schools, Kindergarten to Grade 12: Policy and Program Requirements, 2011 (OS), section 7.2.4
  • mathematics course(s) for changing course types, as described in OS, section 7.2.4
  • credit recovery
  • non-credit summer school programs for developmentally disabled pupils
  • non-credit Remedial Literacy and Numeracy for pupils who have completed Grade 7 or higher
  • non-credit Remedial Literacy and Numeracy for pupils enrolled in Grade 9 or higher

Selection Criteria

Teacher Course Selection

For the summer school(s) selected on the report run page, process the summer school classes. The summer session term dates are based on the full year of the term at the top of the report run page and are used to identify the students enrolled in summer classes. The class session dates are based on the term associated with the class.

  1. Process all selected school(s). Summer schools have the summer school flag set ([Schools]IsSummerSchool = 1). Schools not included either have Exclude From State Reporting or School is closed flag set. Only active schools are processed.
  2. Process all summer school classes with either an empty delivery type ([S_ON_SEC_X]Delivery_Type = NULL) or ([S_ON_SEC_X]Delivery_Type ) of 1, 4, 7, 8, 12, 13 or 21 or S_ON_SEC_X]]OtherCrsInfo_Cred_Recovery = '1'.
  3. Sections and Courses Register Type must 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. Independent Study Class Flag must be unchecked. Courses where [Section]IsIndependentStudy_Class = 1 are excluded.
  5. 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.
  6. Courses are sorted on report based on parameter. Fields used are:
        • Course: [Courses]Alt_Course_Number, or if empty [Courses]Course_Number
        • Campus: [S_ON_SEC_X]Campus - length of 50
        • Room: [Sections]Room
  7. If the course is a dual credit college course (a course where the fourth and fifth characters of the course number are 4T or 4Y.), ADE should be reported as zero, and the students should be excluded from any student enrolment count on the register. Sessions recognized will be set to zero and all calculated fields based on this field will be also set to zero.

Student Selection

For each included class, get all students:

  • enrolled in the class for at least one day in summer session
  • 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_STU_X]/[S_ON_REN_X]Brd_Res_Status is undefined are considered "Pupils of the Board".

Students cross enrolled in a summer school course that do not have a main enrollment in a summer school, must have the sections delivery type set to 1, 4, 7, 8, 12, 13 or 21.

Pupils enrolled in e-learning courses, self-study programs, summer day camps, sports camps, or daycard activities are not included.

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*

If run from the district level, multiple schools can be selected. Select the desired school(s).

The following schools are displayed:

  • Schools with the summer school flag set ([Schools]IsSummerSchool = 1)
  • Schools with Exclude from state reporting flag not set ([Schools]state_excludefromreporting not = 1)
  • Schools with Closed Flag not set ([S_ON_SCH_X]IsClosed_TF not = 1)

If no summer schools are present, "Active summer school not found" appears.

Board Residence Status

Choose one or multiple Board Residence Status(es). Only students with those codes will be included in the student selection. 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. 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 - Summer School Register.
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

Each of the fields displayed in the output of the report are described below. See Continuing Education - Summer School Register for a definition of each column in the table.

The register does not print if there are no student details (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

Teacher

Name of lead teacher for the class. 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

[SchoolStaff]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).

[Courses]Course_Name

Common Course Code

Ministry course code

[Courses]Alt_Course_Number

If empty, use [Courses]Course_Number

Credit Value

Credit value

[Courses]Credit_Hours

Dates

Start

Start date of class

[S_ON_SEC_X]ConEd_SectionStartDate,
if defined

else

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

Finish

End date of class

[S_ON_SEC_X]ConEd_SectionEndDate,
if defined

else

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

Days

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

Day(s) of week the class meets

Calculated by getting class meeting cycle days and looking at Calendar_Day to find which days the class meets.

Time of Day

Start

Start time

  • The start time in the database is saved as the number of seconds after midnight
  • If the class meets at different times each day, will use minimum time the class starts in the week.
  • If Section/Continuing Education Registers/Start Time is defined, 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.)

Start time AM PM

When [Bell_Schedule_Items]Start_Time/3600 > 12 then PM

Else AM

Finish

Finish time

  • The end time in the database is saved as the number of seconds after midnight
  • If the class meets different times each day, use maximum time the class ends in the week.
  • If Section/Continuing Education Registers/EndTime is defined, 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.)

Finish time AM PM

When [Bell_Schedule_Items]End_Time/3600 > 12 then PM

Else AM

Hours of Classroom Instruction

Number of Sessions

Number of sessions the class meets, including all cancelled sessions.

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]TermidID

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 the periods the class meets for the summer term.

[Bell_Schedule_Items]Period_ID = [Period]id

And

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

And

[SectionsMeeting]SectionID = [Sections]ID

Total number of hours

Total number of hours

Calculated

Number of Sessions Summer

X Hours per Session Summer

Number of Pupils

Number of Pupils

Number of Students in class


PUPIL DATA

Hours recognized for funding

Sessions Recognized (from register)

Number of sessions recognized

See Sessions Recognized and Eligible for Funding

Calculated - number of sessions recognized for funding for all students.

Hours per Session

Hours per session rounded to two decimal places.

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

[S_ON_SEC_X]ConEd_SectionInstrMinutes if defined

else

Calculate [Bell_Schedule_Items]Minutes_Attended / 60 rounded to two decimal places for periods the class meets for school and summer term

Total Number of Pupil Hours

Total number of pupil hours

Calculate Sessions Recognized (from register) x Hours per Session

Calculation of equivalent average daily enrolment (ADE)

Total Number of Pupil Hours

Total number of pupil hours

Calculate Sessions Recognized (from register) x Hours per Session

Equivalent ADE

Equivalent ADE, calculated to four decimal places.

Dual credit courses will have ADE set to 0.0000 when [S_ON_SEC_X]Delivery_Type = 12 or 13 or [S_ON_CRS_X]Transcript_T = 1.

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 Day 1 To Day 40 Date

In-session date for class

[Calendar_Day]date_value

Name of Pupil

Pupil name

If student's last name is longer than 25 characters, the report displays the first character of student's first name and the first 25 characters of last name.

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

Middle Name is not used.

OEN

OEN

[Students]State_StudentNumber

Day School Pupil

The student's enrollment status in the latest day school in which he/she is enrolled (Pupil's Day School)

Day School Pupil is overridden by the Student Setup - Attendance Type override value, if it is set.

Valid values are FT or PT.


Pupil's Day School


The latest day school in which the student is enrolled in the current year.

If the "Pupil's Day School Override" flag is selected in Continuing Education - Summer School Register, the Pupil's Day School is overridden with the [S_ON_STU_X]Previous_School_Name.

[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]revious_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]/[S_ON_REN_X]ON_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

Month Day 1 To Day 45 Attendance

Attendance code for each day

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 Attendance under Derived Fields

Number of Sessions recognized for funding

Number of sessions recognized for funding.


Calculated

Total number of pupil session

Total number of pupil session

Sessions that are cancelled before the student starts the class are counted.

Calculated - sum number of sessions recognized for funding for all students.

Class Session Cancellation

For each cancelled session, the cancellation date and the attendance code description are listed after the last student in the register.

[Attendance]Att_Date - [Attendance_code]Description

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