Skip to main content
Skip table of contents

Kindergarten Communication of Learning: Initial Observations

Introduction

The Kindergarten Communication of Learning Initial Observations (KCL-IO) creates a PDF report containing report cards for students in Kindergarten in the format mandated by the province. Both public and catholic versions are supported. The report is run one time in October/November. The report card can be printed from the main school (for enrolled students or for students cross enrolled at another school) and can be printed from the cross enrolled school.

Setup

Make sure the Progress Report Attendance End Date and the First Report Card Attendance End Date fields are populated with the current academic year dates before running the report otherwise the reports will not print correctly.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to the selection criteria for analysis when the report does not return the correct records.

Student Selection

The report selects records from the Students and Reenrollments tables based on the following criteria:

  • The student must be or must have been enrolled during the Progress Report Period (Start of School Year to Progress Report Attendance End Date) or if Include Cross Enrolled Students is ON, the student is included if cross enrolled at the school during the Progress Report Period.
  • The student's grade level at the school running the report must be -1 and 0.
  • The student's EntryDate must be less than their ExitDate.
  • The student must not be excluded from state reporting.
  • The student's school must not be excluded from state reporting.
  • The student is currently enrolled or has been enrolled at some time during the current school year in the current school.

If "Ignore Student Exclusion" is unchecked, a student is excluded if either the student's Exclude From Provincial Reporting flag ([Students]State_ExcludeFromReporting) is on, or if the attendance type (i.e., EnrollmentType field) = 'EX' (excluded) for ALL enrolments (i.e. Students or ReEnrollments record) associated, in whole or in part, with the year for which the report is run (i.e. if there is any overlap between the enrolment start and end dates and start and end dates for the year long term for the year associated with selected PowerSchool term). This indicates the student was excluded for the entire year.

Subject/Strand Class (CC) Selection - enrolled students

The report selects records from the CC table based on the following criteria :

  • The class is for a student in the student selection.

  • The class is active on or before the earlier of the attendance end date for the reporting term being reported or the end date of the scheduling term for the class.

  • The report considers all classes, regardless of school, in which the student is enrolled during the time the student has a primary enrolment at the school running the report card (i.e., marks from cross-enrolled classes are printed by the home school).

Subject/Strand Class (CC) Selection - cross enrolled students

When 'Include Cross Enrolled Students' flag is selected,

    • Only classes taken at the cross enrolled school are considered.

    • The class is active on or before the earlier of the attendance end date for the reporting term being reported or the end date of the scheduling term for the class.
    • If there is more than one cross class enrollment found, the latest created will be used.

StandardGradeSection Selection

The report selects records from the StandardGradeSection table based on the following criteria:

  • The StandardGradeSection has an associated store code selected in the report interface.
  • The StandardGradeSection has an associated YearID for the current year.
  • If a student has multiple StandardGradeSection records for the same standard and store code, which can occur if a student is marked for the same subject at different schools, only the records which apply to the school running the report are used. In other words, if a student transfers from one school to another during a reporting period and marks are posted to a subject class at both schools, the report card run by each school contains only the marks, flags, comments and teacher name posted by that school.
  • If a student has multiple StandardGradeSection records for one or more standard and store codes, which can occur if a student is marked for the same subject at different sections (for example, if the student moves from one class to another class during the same reporting period in the same school), only records which apply to the latest class are used. In other words flags, comments, and teacher name associated with the latest class are printed for all subjects on the report card.
  • If no flags or comments were entered for the latest class, then records which apply to the previous class are used; this includes all flags, comments, and teacher names.

  • StandardrGradeSection Selection when run from main school for students cross enrolled at another school:
    • If a student has multiple StandardGradeSection records for one or more standard and store codes, which can occur if a student is marked for the same subject in different sections (for example, if the student has marks entered at the main school and marks entered at the virtual school or because the student moves sections during the same reporting period), only records that apply to the most recent class are used. In other words, marks, flags, comments, and teacher name associated with the most recent class are used to print all subjects on the report card.

    • If no StandardGradeSection records for the reporting period exist for the latest class (i.e., the most recent class teacher did not attempt to enter marks/flags/comments for the reporting period), then records that apply to the previous class are used; this includes all flags, marks, comments, and teacher name.

  • StandardGradeSection record once created, cannot be deleted even if all fields are empty.

  • If the student changes classes at any point during the reporting period, it is the user's responsibility to decide which class will hold the student's marks. The report looks at the latest section records first and if StandardGradeSection records exist even with NULL marks, those records marks will be printed.

Report Input

For help with navigation and running the report, see Kindergarten Communication of Learning: Initial Observations.

Field

Description

Current Selection Students

Choose whether to run the report for selected students, or for all students based on school, entry date, and exit date.

Store Code for Report Period

Choose the Store Code to use for the reporting period. The pop-up menu contains the store codes based on the Final Grade/Reporting Term Setup (Termbins) where the ending termbin date is Less than January 1st.

Progress Report Attendance End Date

Enter the cut-off date for attendance reporting that is used for the Progress Report. This field defaults to the value entered on the Schools Info page. This parameter setting cannot be saved.

Include students transferred out on or after

Enter a date to exclude students who transferred out or withdrew prior to the date entered. This parameter can be used to exclude students who were not in the school during the current reporting period. This date typically coincides with the end date of the previous reporting period.

Include Cross Enrolled Student

Indicate whether to Include students cross enrolled. If checked, cross enrolled students within the current selection should be included in the report. Portal (will be active cross enrolled) from Admin ( could be an active/inactive cross enrolled)

Print Date

Enter the Print Date for each progress report. This date defaults to the system date.

Include Attendance

The checkbox defaults to selected. Clearing this setting will prevent the report from calculating and printing values in the Days Absent, Total Days Absent, Times Late, and Total Times late fields in the header of each student's report card.

Select Attendance Conversion

Choose one of the Attendance Conversions that have been set up for AM and PM conversions.

The selections available here are based on whether Period or Time conversions were set up for AM and PM. Possible options are:

  • Period to AM/PM
  • Time to AM/PM

If Conversions have not been set, the field displays: "Set Attendance Conversions for AM/PM".

If the report is submitted with this option, attendance does not display.

Period or Time Attendance Conversions for AM/PM must be set up under School > Setup > Attendance Conversions. For further details, see Attendance Conversions in School Setup.

Pages to PrintFrom the multi-select list, click the pages to print. The default is All Pages. To select multiple pages, use Ctrl+click.

Sort By Homeroom

The checkbox defaults to be selected:

  • When this setting is selected, the report is sorted alphabetically by student name (last, first middle) within the homeroom. The sort value is constructed in the format Course Number + '-' + Section Number for the class in the student schedule for which the course type ([S_ON_CRS_X]Course_Type) has been set to 'H' (Homeroom).
  • If this setting is not selected, the report is sorted alphabetically by student name.

Teacher Name

Choose how you want the homeroom teacher's name to appear on the report.

  • Use Teacher First Initial and Last Name
  • Use Teacher First Initial, Second Initial, and Last Name
  • Use Teacher First Name and Last Name
  • Use Teacher Preferred Name and Last Name

First Initial and Last Name is the default if no option is chosen.

Ignore Student Exclusion

Indicate whether the Exclude From Provincial Reporting flag or an attendance type of "EX" (excluded) should exclude a student from the report.

  • If this setting is not selected (the default value), a student's Provincial Reporting flag and attendance type are examined.
  • If the setting is selected, a student's Provincial Reporting flag and attendance type are not considered for student selection.
Teachers to Print
Co-Teaching Roles Designated as Teacher.Select a co-teaching role. The options displayed are the roles - other than Lead Teacher - that are listed under System > Roles Administration > Co-Teaching.

Co-Teaching Roles Designated as Early Childhood Educators.

Select a co-teaching role. The options displayed are the roles - other than Lead Teacher - that are listed under System > Roles Administration > Co-Teaching.

Report Output

Each of the fields displayed in the output of the report are described below.

See Kindergarten Communication of Learning: Initial Observations for a definition of each column in the table.

Data Element

Description

[Table]FieldName

Page 1

Board Logo

A graphic image loaded using the Start Page > District Setup > District Info > Load Reporting Images > Logo Image.

The loaded file must be a .JPG or .JPEG file only. This image is also used by the Elementary Progress Reports. The space available on the report will support an optimal image size of 55 pixels wide by 55 pixels high. The image will be resized to fit the space available on the report card if it is bigger than the recommended size.

Large-size images could cause performance issues.

[Gen]Value_X where [Gen]Cat = ON_REPORTIMAGES and [Gen]Name = DISTRICT_LOGO

Date

This is the Report Date entered when the report is run.

From Report Card Date parameter.

Student

The student's last, first, and middle name.

Only the first 30 characters of last name are printed.

[S_ON_STU_X]Legal_Last_Name, if blank then [Students]Last_Name

[S_ON_STU_X]Legal_First_Name, if blank then [Students]First_Name

[S_ON_STU_X]Legal_Middle_Name, if blank then [Students]Middle_Name

OEN

The student's Ontario Education Number.

[Students]State_StudentNumber

Days Absent

Days absent from start of school year thru to Progress Report Attendance End Date. Printed to one decimal place.


For students cross enrolled at other school:

If Count Meeting Attendance at another School preference is ON, Days Absent is a combined absences entered at the main and cross enrolled schools and if the preference is OFF, Days Absent is the absences entered at the main school during the progress reporting period

The Attendance Conversions are required setup to calculate AM and PM attendance. The nightly process calculates the potential periods present, the periods absent, the potential time present and the time absent for each student for AM and PM.

Current year values are saved in att_daypart_curyear table.

Prior year values in att_daypart_prevyear.

Depending on the runtime parameter selected, either Period to AM/PM or Time to AM/PM conversions is used to calculate if the student is absent in the AM and PM. The sum of AM and PM attendance is added together based on the Dates in the Description.


Total Days Absent

Days absent from start of school year thru to Progress Report Attendance End Date. Printed to one decimal place.


For students cross enrolled at other school:

If Count Meeting Attendance at another School preference is ON, Total Days Absent is a combined absences entered at the main and cross enrolled schools and if the preference is OFF, Total Days Absent is the absences entered at the main school during the progress reporting period

The Attendance Conversions are required setup to calculate AM and PM attendance. The nightly process calculates the potential periods present, the periods absent, the potential time present and the time absent for each student for AM and PM.

Current year values are saved in att_daypart_curyear table.

Prior year values in att_daypart_prevyear.

Depending on the runtime parameter selected, either Period to AM/PM or Time to AM/PM conversions is used to calculate if the student is absent in the AM and PM. The sum of AM and PM attendance is added together based on the Dates in the Description.

Year 1 / Year 2

Indicates the year of the student's current kindergarten program.

Year 1 - [Students/Reenrollments]grade_level = -1

Year 2 - [Students/Reenrollments]grade_level = 0

French

Indicates the type of language program for this section. If the student is enrolled in a French language program, one of the following checkboxes is selected in the output:

  • Immersion
  • Core
  • Extended

The values C - Core and N - Intensive Core both extract as Core in this field.

[S_ON_SEC_X]Lang_Pgm_Type

If blank, then [S_ON_CRS_X]Lang_Pgm_Type

If both blank, then [Gen]Value2 where [Gen]Cat=specprog and [S_ON_GEN_SPECPROG_X]French_Flag is set

French Special program when checked, is checked at the school where the student is enrolled.

Times Late

Times late from start of school year thru to Progress Report Attendance End Date. Printed to one decimal place.

For students cross enrolled at other school:

If Count Meeting Attendance at another School preference is ON,Times Late is a combined times late entered at the main and cross enrolled schools and if the preference is OFF, Times Late is the times late entered at the main school during the progress reporting period

Attendance Codes that are to be calculated as Late must be set with a 'Tardy' category.

If [S_ON_SCH_X]AM_Tardy_Period has a period set or If [S_ON_SCH_X]PM_Tardy_Period has a period set then only that period will be looked at to determine if the student has an attendance code with a 'Tardy' category. If the Schools Tardy periods are not setup, then any student with a 'Tardy' attendance code in AM or PM will count as late. A student can be late up to two times a day.

The sum of AM and PM tardies is added together based on the Dates in the Description.

Total Times Late

Times late from start of school year thru to Progress Report Attendance End Date. Printed to one decimal place.

For students cross enrolled at other school:

If Count Meeting Attendance at another School preference is ON, Total Times Late is a combined times late entered at the main and cross enrolled schools and if the preference is OFF, Total Times Late is the times late entered at the main school during the progress reporting period

Attendance Codes that are to be calculated as Late must be set with a 'Tardy' category.

If [S_ON_SCH_X]AM_Tardy_Period has a period set or If [S_ON_SCH_X]PM_Tardy_Period has a period set then only that period will be looked at to determine if the student has an attendance code with a 'Tardy' category. If the Schools Tardy periods are not setup, then any student with a 'Tardy' attendance code in AM or PM will count as late. A student can be late up to two times a day.

The sum of AM and PM tardies is added together based on the Dates in the Description.

Teacher

The name of the student's homeroom teacher.

The name format is based on the parameter selected when the report is run.


Note: if the student is cross enrolled at another school, the teacher from the school is printed.

[UsersCoreFields] PSCore_Legal_Last_Name [UsersCoreFields] PSCore_Legal_First_Name if blank [Users]LastFirst

associated with Course that student is currently enrolled in during the reporting period for the selected school that has [S_ON_CRS_X]Course_Type = H and associated Section role of Lead Teacher. Format is based on run time parameter.
And

[UsersCoreFields] PSCore_Legal_Last_Name [UsersCoreFields] PSCore_Legal_First_Name if blank [Users]LastFirst

associated with Course that student is currently enrolled in during the reporting period for the selected school that has [S_ON_CRS_X]Course_Type = H and associated Section role of co-Teacher selected on the Co-Teaching Roles Designated as Teachers run time parameter.


Early Childhood Educator

The last and first name of the Early Childhood educator associated with the course in which the student is enrolled during the reporting period of the selected school.

The format is based on the parameter selected when the report is run.


Note: if the student is cross enrolled at another school, Early Childhood educator associated with the course at the other school is printed.

[UsersCoreFields] PSCore_Legal_Last_Name [UsersCoreFields] PSCore_Legal_First_Name if blank [Users]LastFirst

associated with the Course the student is currently enrolled in during the reporting period for the selected school that has [S_ON_CRS_X]Course_Type = H and associated Section role of Early Childhood Educator (ECE).

When Use Cross Enrolments flag is selected, ECE from remote school is printed

Principal

The school principal's name is printed on the report.

If the school running the report is an ECPP School and the Board Preference, Print ECPP Principal and Telephone on Report Cards is selected, then the principal name of the school running the report is printed.

[Schools]Principal

When Use Cross Enrolments flag is selected, principal where student is enrolled is printed.

Telephone

The telephone number of the school printed on the report.

If the school running the report is an ECPP School and the Board Preference, Print ECPP Principal and Telephone on Report Cards is selected, then the telephone of the school running the report is printed.

[Schools]SchoolPhone

When Use Cross Enrolments flag is selected, telephone of school the student is enrolled is printed.

Board

The name of the School District.

[Prefs]Value where [Prefs]Name = DISTRICTNAME

(Board) Address

The address of School District.

[Prefs]Value where [Prefs]Name = DISTRICTADDRESS

[Prefs]Value where [Prefs]Name = DISTRICTCITY

[Prefs]Value where [Prefs]Name = DISTRICTSTATE

[Prefs]Value where [Prefs]Name = DISTRICTZIP

School

The name of School running the report

  • If the school running the report is ECPP then the designated school information defined on the student level is printed.
  • If school information is not defined then the designated school defined for the ECPP Facility defined for the student is printed.
  • If ECPP facility is not defined for the student, then the designated School defined for the ECPP school where the student is enrolled is printed.
  • For cross-enrolled students, the designated school defined for the ECPP school running the report (school where the class is taken is printed).

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

If the school running the report is an ECPP School then

  • [S_ON_STU_X]Designated_SchoolsDCID/[S_ON_REN_X]Designated_SchoolsDCID, if defined Otherwise
  • ([S_ON_SCH_X]Designated_SchoolsDCID) or ([S_ON_SCH_X]Designated_SchoolsDCIDElem) defined for the ECPP Facility [S_ON_STU_X]CTCC_SchoolsDCID, [S_ON_REN_X]CTCC_SchoolsDCID defined for the student, Otherwise
  • ([S_ON_SCH_X]Designated_SchoolsDCID) or ([S_ON_SCH_X]Designated_SchoolsDCIDElem) defined for the ECPP school the student is enrolled

When Use Cross Enrolments flag is selected, the designated school defined for the ECPP school is printed.

(School) Address

The address of School. running the report

[Schools]SchoolAddress

[Schools]SchoolCity

[Schools]SchoolZip

[Schools]SchoolState

When Use Cross Enrolments flag is selected, school address of school where student is enrolled is printed.

The following comments and flags are set up using Standards. Review additional information about import standards for report cards.

The default font size for comments is 10, which can be overridden by setting the 'Font Size For Comments' preference (ON_KRC_Comment_Size) on the Kindergarten Communication of Learning: Initial Observations page.

Although the report will use the shrink to fit feature when necessary to fit the comment in the area provided, an overflow may occur if the maximum number of characters allowed for each comment is not adjusted to account for the font size selected.

Note: The Font Size For Comments preference is also used by the Kindergarten Communication of Learning report card.

Religious and Family Life Education (Catholic Schools Only)

Comments regarding student's religious and family life education.

Student is currently enrolled or has been enrolled at some time during the current school year in the selected school in a course with [Courses]Alt_Course_Number or, if blank, [Courses]Course_Number = REL-10

[StandardGradeSectionComment]COMMENTVALUE associated with [Standard]identifier ='EJK-K.RFL.IO.C'

When Use Cross Enrolments flag is selected, remote school comment is printed.

Key Learning / Growth in Learning / Next Steps in Learning

ESL


Will set an X when [StandardGradeSection]standardGrade has a value of 'E' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.KLGL.IO.FLG'

When Use Cross Enrolments flag is selected, remote school value is printed.

IEP


Will set an X when [StandardGradeSection]standardGrade has a value of 'I' or 'EANDI' and is associated with [Standard]identifier = 'EJK-K.KLGL.IO.FLG'

When Use Cross Enrolments flag is selected, remote school value is printed.

Comment

Comments regarding student's Key Learning / Growth in Learning / Next Steps in Learning.

[StandardGradeSectionComment]COMMENTVALUE associated with [Standard]identifier = 'EJK-K.KLGL.IO.C'

When Use Cross Enrolments flag is selected, remote school value is printed.

Page 2
Space for Board Information

A graphic image loaded using the Start Page > District Setup > District Info > Load Reporting Images > Initial Observations Report Board Information Image

The loaded file must only be a .JPG or .JPEG file.

The space available on the report will support an optimal image size of 533 pixels wide by 203 pixels high for both Catholic and public boards. The image used should be as close to this size as possible and not exceed this size. If a smaller image is used, the image will not fill the available space completely. Large size images could cause performance issues.

[Gen]Value_X where [Gen]Cat = ON_REPORTIMAGES and [Gen]Name = JK_K_BOARD_INFO

Kindergarten Communication of Learning: Initial Observations

Information on the report. The report always extracts the following text:

The Kindergarten Communication of Learning: Initial Observations report encourages early and ongoing communication between the parents and the educator(s) about the child's learning.

The Initial Observations report is designed to identify and describe the child's learning during the fall of the school year and to provide parents with clear, detailed, and straightforward information about their child's learning, growth in learning, and next steps in learning in relation to the overall expectations in The Kindergarten Program (2016).

In Kindergarten, examples of learning from classroom documentation should be used to provide evidence of the child's learning in a play environment. These rich examples can be the starting point for discussion with parents about the child's learning as it relates to the program expectations.

In Kindergarten classes that have an educator team, with a teacher and an early childhood educator, it is understood that they have collaborated in observing, monitoring, and assessing the development of the child, as well as in communicating with the child's family during the school year.

N/A
Information for Parents

Information for parents. The report always extracts the following text:

We know that you, as a parent or guardian, are a vital partner in your child's education. The Kindergarten Communication of Learning: Initial Observations report is the first formal communication of the school year about your child's learning. It is meant to open an ongoing dialogue between you and your child's educator(s). It is designed to provide you with detailed information about your child's learning in the classroom and gives you an opportunity to share information about your child's learning at home. This dialogue will help to ensure that you and your child's educator(s) are working towards the same goals for your child through the coming months.

We encourage you to support learning at home. Children are more likely to be motivated, to improve in their learning, and to develop positive behaviour and social skills when their parents are actively involved in their learning.

N/A
Teacher's SignatureA line for the teacher's signature.N/A
Principal's SignatureA line for the principal's signature.N/A
Where applicable: Early Childhood Educators [blank] contributed to observation, monitoring, and assessment of your child's learning that is reflected in this Kindergarten Communication of Learning: Initial Observations report.The name(s) of the teacher(s) who contributed to this report.[Users]LastFirst
JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.