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New OEN Request

Contents

Introduction

This report creates a collection of XML files contained in a zip file that can be sent to the ministry to request Ontario Education Numbers (OEN) for students that do not have them. The results files provided by the ministry can be subsequently imported into PowerSchool.

Selection Criteria

Student Selection

Subject to the “Current Selection Students” parameter described below, a student is included in the file if:

  • The “Exclude From Provincial Reporting Flag” is not set for the student.
  • The student's OEN is blank.
  • The student is enrolled between the specified start and end dates. The student is excluded if he/she is a "no show" - i.e. if the student's exit code is "NS" or if the exit date is on or before the entry date in the enrolment record causing the student to be selected.
  • The student is enrolled in a selected school (see below for school selection).

A student is excluded from the report if any of the following fields is blank or undefined:

  • [Students]Gender
  • both [Students]First_Name and [S_ON_STU_X]Legal_First_Name
  • both [Students]Last_Name and [S_ON_STU_X]Legal_Last_Name
  • [Students]DOB
  • [S_ON_STU_X]DOB_Source_Doc

A student is excluded from the report if the attendance type (EnrollmentType field) is EX (excluded) for all enrolments and the associated Students or ReEnrollments record in whole or in part is within the specified reporting date range, i.e., if there is any overlap between the enrolment start and end dates and the specified start and end dates.

School Selection

To allow this report to be run at the District Office, a selection of schools may be made. This allows for the following:

  • When run at a District Level

    • A list of all schools within PowerSchool will display in a multi-select box.
    • If Multiple School option is used,  a limit of 999 schools is set. To run for more schools, Use the All School option.
    • School selection excludes Closed Schools and Schools Excluded from State Reporting.
  • When run from a school level, the default selection is Current School Only.
  • Reports within the zip file will be named:
    • The user may select any schools. The report will look for students within the selected schools only that match the criteria for inclusion.
    • The user may choose to have the data merge into a single file, by selecting ‘Include all data in one file’. This will create a single file that contains data (versus creating a file for each school).
    • The user may or may not select the school, the result will be the same: the report will only look for students within the current school that match the criteria for inclusion.
    • FILEID-XXXXXX.xml, where FILEID is the value entered in File ID by the user at report setup and XXXXXX is the school’s board ID, if the report is run at the District Office and single file is not selected.
    • FILEID.xml, where FILEID is the value entered in File ID by the user at report setup (if generated at the District Office and single file is selected or if generated at a specific school).

    Report Input

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

    Field

    Description

    Current Selection Students

    Indicate which students to include in the report by selecting one of the following options:

    • The selected [number] students only – Run the report for students in the current selection.
    • All students – Run the report for all students in the current school or district that meet the selection criteria.

    Note: If running the report for a single student, or group of students, select the students prior to running report.

    Default is “All Students”.

    File ID

    The value entered here will be returned in the ministry result file and can be used to link the result file with the associated request file. The File ID will be used to name the resulting zip file containing the xml files.

    • If the report is run at the District Office, the resulting xml files will have a batch file ID that is of format FILEID-XXXXXX, where XXXXXX is the school’s board ID.
    • If the report is run at a specific school, the resulting xml files will have a batch file ID that is of format FILEID (the school’s ID will not be included).

    Start Date

    Only students who are active between this date and the specified end date are included. Required. No default value is set.

    End Date

    Only students who are active between this date and the specified start date are included. Required. No default value is set.

    Select Schools

    When run from district, choose one of the following:

    • Select Multiple Schools – Use CTRL-Left Mouse Click to select the schools you want to be included in the report. If you select this option, the report cannot be submitted unless at least one school is selected from the list.
    • All Schools – Files are created for all schools in the District.

    When run from a school level, the default selection Current School Only

    Include all data in one file

    Check if a single report file is desired:

    • If run at the District Office: the report will combine all data in a single file.
    • If run at a specific school: no change, as the report data will only go to a single file.

    Report Output

    The resulting request file is named FILEID.zip, which contains files: a) FILEID-XXXXXX.xml for each school (where XXXXXX is the school number) that a report was generated, if multiple files have been requested, or b) FILEID.xml, if a single file has been requested. From the Report Queue, it can be opened or saved in a location of the user's choosing for subsequent uploading to the ministry.

    Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.

    Data Element

    Description

    [Table]FieldName

    OEN_BATCH_FILE

    OEN_VERSION

    The version of the batch file. Currently, the value is 1.0.

    n/a

    OEN_DOCTYPE

    Document type. Currently, the value is 01.

    n/a

    BATCH_FILE_ID

    Corresponds to the value entered by the user for File ID. Will be suffixed with the school number if the report is run at the District Office.

    n/a

    DATE

    The date report was created, in YYYYMMDD format. System generated.

    n/a

    TIME

    The time report was created, in HHMMSS format. System generated.

    n/a

    OEN_RESULT_BATCH_MULTIPLES

    OEN_DETAILS

    BSID_SCHOOL_NUMBER

    The school number.

    [Schools]Alternate_School_Number or [Schools]School_Number where [Schools]Alternate_School_Number=0

    LEGAL_SURNAME

    Student’s legal surname.

    [S_ON_STU_X]Legal_Last_Name or [Students]Last_Name where [S_ON_STU_X]Legal_Last_Name is null

    LEGAL_FIRST_NAME

    The student’s legal first name.

    [S_ON_STU_X]Legal_First_Name or [Students]First_Name where [S_ON_STU_X]Legal_First_Name is null

    LEGAL_SECOND_NAME

    The student’s middle surname. Can be blank.

    [S_ON_STU_X]Legal_Middle_Name or [Students]Middle_Name where [S_ON_STU_X]Legal_Middle_Name is null

    PREFERRED_SURNAME

    The student’s preferred surname.

    [Students]Last_Name

    PREFERRED_FIRST_NAME

    The student’s preferred first name.

    [Students]First_Name

    PREFERRED_SECOND_NAME

    The student’s preferred second name. Can be blank.

    [Students]Middle_Name

    BIRTH_DATE

    The student’s birthdate in YYYYMMDD format.

    [Students]DOB

    GENDER

    The student’s gender.

    [Students]Gender

    Valid values:

    • M
    • F
    • N (Prefer not to disclose)
    • S (Prefer to Specify)
      getStudentGenderReportValues common function is used to get the student's gender type from the code sets tables.
    • Exclude from reporting values will not be reported
    • Invalid gender codes will be reported as 'I' for Invalid

    SOURCE_DOCUMENT

    The student’s birth source document.

    [S_ON_STU_X]DOB_Source_Doc

    MIN

    The student’s Ministry Identification Number.

    [Students]MIN

    STUDENT_REF

    The internal PowerSchool student ID, for cross-referencing in the returned Ministry file, to allow import.

    [Students]ID

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