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OnSIS Night School Submission Report

Introduction

Use this report to create OnSIS files for Night School Submissions at the end of each school year. The report can be run at the School level or at the District level. At the District level, the report can only be run for a selected school.

Unlike other OnSIS submission reports, the Night School Submission is run for a selected ministry school number ([Schools]Alternate_School_Number). The XML submission file contains data from all schools in PowerSchool that have the selected ministry school number. This allows a user to create multiple schools in PowerSchool to support different scheduling schemes and have data for all of these schools reported together. The submission period is from September 1 to September 6 of the next year.

Schools for which the "Exclude From State Reporting" flag ([Schools]State_ExcludeFromReporting) is True are not included in the report.

  • The Run Demographic Snapshot process must be run at least once prior to running any OnSIS Submission report.

  • Before running this report for the first time for each submission period ensure that the OnSIS Create Class Codes Report has been run. This ensures that class codes are created for classes added to the master schedule since the previous submission period.

Additional Resources

See the following resources for more information on PowerSchool and OnSIS Batch File Processing.

  • Ontario Ministry of Education School Information System (OnSIS Core System), Batch File Specifications.

  • Ontario Ministry of Education School Information System (OnSIS Core System), School Data Submission Business Rules.

Selection Criteria

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

Data Selection

  • Refer to the selection criteria for each segment for detailed information on how data is used to generate the segment.

  • Ensure that the count dates have been set up correctly in the District Info Setup. This report will not produce any output if the count date is not filled in.

Report Input

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

Field

Description

Current Selection Students*

If "Selected n Students Only" is selected, the report includes (subject to other student selection) only students in the current PowerSchool student selection. Default is "All Students".

Select Alternative School Number

Choose the alternate school for which to run the submission report. The drop-down list contains only alternate school numbers (BSIDs) for schools where the night school flag ([S_ON_SCH_X]IsNightSchool) is on. If the report is run at the school level, only the alternate school number for the current school is available. If alternate school number ([Schools]Alternate_School_Number) is undefined, the local school number ([Schools]School_Number) is shown. If two schools have the same BSID, the BSID appears only once in the drop down.

List Of Alternative Schools

This is a read only list of the schools in PowerSchool that have the selected alternative school number and for which the night school flag ([S_ON_SCH_X]IsNightSchool) is on. Students enrolled in any of these schools are included in the XML submission file created by the report. Only schools for which the "Exclude From State Reporting" flag ([Schools]State_ExcludeFromReporting) is off are included in the list.

Exclude School Student Number

Select this checkbox to exclude the School Student Number from the report.

If you do not choose this checkbox and a School Student Number is longer than 9 characters, a "Data is invalid" error will occur when submitting the file to OnSIS.


Report Output

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

XML Version and Encoding

Data Element

Description

[Table]FieldName

<?xml version="1.0" encoding=" ISO-8859-1"?>

XML version and encoding types - required to validate a well-formed XML file

n/a

ONSIS_BATCH FILE Segment

Data Element

Description

[Table]FieldName

ONSIS_BATCH_FILE

Root node of the xml file. Required by the Ministry.

n/a

HEADER Segment

There is only one Header Segment per OnSIS Data Submission.

Data Element

Description

[Table]FieldName

HEADER

Section node. Required by the Ministry.

n/a

VERSION

Document version number. Must have value "1.0".

n/a

BATCH_TYPE

File type. Must have value "School Data Submission".

n/a

BATCH_FILE_ID

File id. Must have value "0001".

n/a

DATE

Date of report creation. Format 'YYYY/MM/DD'

n/a

TIME

Time of report creation. Format 'HH24MISS'

n/a

DATA Segment

The DATA Segment contains the data related portion of the OnSIS Data Submission.

Data Element

Description

[Table]FieldName

DATA

This is the outer tag for all data.

n/a

SCHOOL SUBMISSION Segment

Each submission is for a single school, therefore there will only be on SCHOOL_SUBMISSION segment.

Data Element

Description

[Table]FieldName

SCHOOL_SUBMISSION

This is the outer tag for school data.

n/a

ACADEMIC_YEAR

The academic year of the submission. Format 'YYYY-YYYY'. For example, 2011-2012

[Terms]YearId (since YearId is 2 digits, representing the year after 1990, this is displayed as a span of [Terms]YearId+1990-[Terms]YearId+1991

SUBMISSION_PERIOD_TYPE

Submission period type. This code must be one of those specified in the OnSIS Reference Table and will be set by the UI settings of Submission Type and Submission Period.

The combination of element ACADEMIC_YEAR and SUBMISSION_PERIOD_TYPE is used to uniquely identify submission period.

JUNNS

SCHOOL Segment

Each submission is for a single school. Therefore there will only be one SCHOOL segment. More than one school can have the same Alternate School Number. All schools with the same alternate school number are processed as one night school.

For all CLEAR_* elements, refer to Appendix A - Batch Files Purge and Pre-Population XML Tags of the ministry OnSIS Batch Process and File Specifications document.

Data Element

Description

[Table]FieldName

SCHOOL

This is the outer tag for all schools.

n/a

SCHOOL_NUMBER

The unique identifier for the school. Format: 'NNNNNN'

[Schools]Alternate_School_Number or

[Schools]School_Number if [Schools]Alternate_School_Number is 0

CLEAR_PENDING_AREA

Flag to clear pending area. Must have value "N".

n/a

Student Segment

Selection Criteria

  • A student is included if he or she has data for any school with an alternate school number (BSID) matching that selected on the report input page. If alternate school number is undefined then school number is used. Only one <STUDENT> segment is generated for a student, but child segments (e.g. <STUDENT_CLASS_ENROLMENT>) may include data from more than one school.

  • A student without an OEN ([Students]state_studentNumber) is submitted with an OEN value of '000000000'.

  • A student with only a CC enrolment at the night school, and no other enrolment, is included.

  • A student is not submitted if the exclude from Provincial Reporting flag is enabled for the student.

  • A student is not submitted if his attendance type ([Students]EnrollmentType) is 'EX' (excluded), except if a record is present in the EXSMS-0003 PAE file (i.e. he was reported in a previous submission), in which case he is reported as a non-returning student.

  • Enrolment records with an exit date equal to entry date are ignored by the report, as are 'no show' enrolment records - i.e. records with an exit code of "NS".

  • A Student Segment is submitted if the Student Date of Entry in and Date of Exit to the School falls within the submission period start and end date AND this student has one or more class enrolments (with final marks or in a non-credit course), PLAR, Diploma, Other Credit or SHSM Program.

  • A Student Segment is submitted if a student is cross-enrolled in one or more classes in this school and if the class is in session during this submission period. If a student has a primary enrolment at the school for a period of time and is cross-enrolled at the school for another period of time, only one <STUDENT> segment is generated.

  • Student Segments do not have an ACTION element. A segment is only created if the STUDENT_SCHOOL_ENROLMENT segment has an ACTION with a value of 'ADD'.

    • If the student is enrolled and cross-enrolled during the submission year, only one student record should be submitted. Use the minimum entry date from the enrolment or cross-enrolment and get the rest of the elements based on the enrolment or cross-enrolment with the latest exit date.

  • If the student is cross-enrolled, then the report uses the previous regular day school enrolment to check if the attendance type is 'EX'. In the case when there is no previous enrolment, and there is no direct summer enrolment at the school, then the report looks at the first next regular day school enrolment attendance type. When the attendance type is EX, the report won't generate the student.

Data Element

Description

[Table]FieldName

STUDENT

This is the outer tag for student

n/a

OEN

Student OEN. Used for OEN Authentication.

Leading zeroes are included.

Non-numeric characters such as dashes and spaces are removed.

[Students]State_StudentNumber

STUDENT_LEGAL_GIVEN_NAME

Student Legal Given Name. Used for OEN Authentication.

[S_ON_STU_X]Legal_First_Name (if not supplied, then [Students]first_name)

STUDENT_LEGAL_SECOND_NAME

Student Legal Second Name.

Second name no longer is used as part of the validation. The XML Batch file will not change; the Second name is simply ignored.

[S_ON_STU_X]Legal_Middle_Name (if not supplied then [Students]middle_name)

STUDENT_LEGAL_LAST_NAME

Student Legal Last Name.

Used for OEN Authentication.

[S_ON_STU_X]Legal_Last_Name (if not supplied then [Students]last_name)

STUDENT_DOB

Student Date of Birth. Mandatory Field.

Used for OEN Authentication.

[Students]DOB

LANGUAGE_TYPE

Language first spoken

OnSIS Business Rules:

When the ACTION of STUDENT_SCHOOL_ENROLMENT is "ADD" and the STUDENT_SCHOOL_ENROLMENT.MAIN_SCHOOL_FLAG = 'T', this element is mandatory.

When the ACTION of STUDENT_SCHOOL_ENROLMENT is "ADD" and the STUDENT_SCHOOL_ENROLMENT.MAIN_SCHOOL_FLAG='F', this element is ignored.

[S_ON_STU_X]First_Language

If undefined, if [Prefs]Value = 1 where [Prefs]Name = 'ON_French_Board' use 'F; otherwise, use 'E'.

Student School Enrolment Segment

Selection Criteria

  • A minimum of one student enrolment record must be present. If the student enters and departs from the school multiple times during the submission period, only one student school enrolment record is required. Enrolment records with an exit date equal to entry date are ignored by the report, as are 'no show' enrolment records - i.e. records with an exit code of "NS".

  • A student is excluded if the attendance type ([Students]EnrollmentType) is 'EX' (excluded) and the student is enrolled in the school (or class for cross-enrolled students) as of the submission period count date.

  • If the student left before the count date and has data (e.g. marks) to report for the submission period, the student is included regardless of the attendance type.

  • If the student is only taking ILE courses, a student-school-enrolment segment will not be generated for the student.

Data Element

Description

[Table]FieldName

STUDENT_SCHOOL_ENROLMENT

This is the outer tag for student school enrolment.

n/a

ACTION

This is the action associated with this submission.

Value: "ADD"

n/a

LITERACY_STATUS_TYPE

Literary Status

PowerSchool Business Rules:

Refer to the On Derived Fields document.

OnSIS Business Rules:

Literacy Status cannot be reported for students in Grade 9.

Derived by looking at [test]name 'OSSLT-E' and 'OSSLT-F' and [studenttestscore]alphaScore.


RESIDENCE_STATUS_TYPE

Residence Status

This element is mandatory.

Value is extracted from [ON_OnSIS_Snapshot]Residence_Status if the snapshot record exists; otherwise

[S_ON_STU_X]/[S_ON_REN_X]Residence_Status from the latest enrolment within the submission period from the school belonging to the selected BSID.

If no school enrolment exists, get from the latest school enrolment.

INDIGENOUS_SELF_IDENTIFICATION

Indigenous Type

[S_ON_STU_X]Aboriginal_Type

POSTAL_AREA_TYPE

Postal Code. Format = "AnA nAn"

This field is populated only if CURRENT_RESIDENCE_PROVINCE is Ontario.

[Students]/[ReEnrollments]Zip


COUNTRY_TYPE_BIRTH

Country of Birth

PowerSchool Business Rules:

If the student is born in Canada, this defaults to NULL.

OnSIS Business Rules:

Both Country of birth and Province of birth cannot be identified at the same time; only one or the other can be selected. If Province of birth is present it is reported and Country of birth is not.

[S_ON_STU_X]Birth_Country

If the value in the database is "CAN" or empty the value of the element is empty.

PROVINCE_STATE_TYPE_BIRTH

Province of Birth


[S_ON_STU_X]Birth_Province. If undefined then "ON".

If YEAR_OF_ENTRY_TO_CANADA is defined then blank.

YEAR_OF_ENTRY_TO_CANADA

Year of Entry into Canada. Format YYYY/MM

[S_ON_STU_X]Year_Of_Entry

MAIN_SCHOOL_FLAG

Flag indicator if enrolled in main school.

PowerSchool Business Rules:

  • If the latest enrolment of the student falling in the submission period has the Not_MAIN_SCHOOL_FLAG ON then MAIN_SCHOOL_FLAG = 'F'

  • If the student is only enrolled at this school in this submission period then MAIN_SCHOOL_FLAG = 'T'.

  • If the student is only cross-enrolled at this school in the submission period, then MAIN_SCHOOL_FLAG = 'F'.

  • If the student is enrolled and is cross-enrolled at this school at any time in the submission period, then MAIN_SCHOOL_FLAG = 'F'.

  • If the student is both cross-enrolled and enrolled at one or more schools with the same BSID, then MAIN_SCHOOL_FLAG is T.

MAIN_SCHOOL_FLAG = 'F' when:

    • Board Residence Status = Shared Student (08)

    • OR Board Residence Status = e-Learning (09). An e-learning student is identified as a student where all their student enrolment courses are marked as e-Learning courses.

    • OR Board Residence Status = Other Student (07) OR (01) AND the student is enrolled only in Independent Study Classes. Independent Study courses are identified by the independent study flag from the sections extension table ( [S_ON_SEC_X]IsIndependentStudy_Class) and [S_ON_CC_X]IsIndependentStudy_Class).

OnSIS Business Rules:

This element is mandatory when action = "ADD"

determined by business rules

Otherwise,

[S_ON_STU_X]NOT_MAIN_SCHOOL_FLAG

[S_ON_REN_X]NOT_MAIN_SCHOOL_FLAG

SCHOOL_STUDENT_NUMBER

School student number

[Students]student_number

ONTARIO_SCHOLARSHIP_FLAG

Ontario Scholarship Approval.

Flag indicating if student is recommended for an Ontario scholarship.

Set to 'F' is ONTARIO_SCHOLARSHIP_DATE is undefined.

Set to 'T' if [S_ON_STU_X]Scholarship_Date has a valid date; otherwise, set to 'F'

ONTARIO_SCHOLARSHIP_DATE

Ontario scholarship approval date of student.

Only defined if the date falls within the current submission period AND if the date falls within the enrolment dates for the student.

No value is extracted for cross-enrolled students (i.e. for students where MAIN_SCHOOL_FLAG = "F').

[S_ON_STU_X]Scholarship_Date


COMMUNITY_INVOLMENT_ACCU_HOURS

Community Involvement Accumulated Hours to Date.

No value is extracted for cross-enrolled students (i.e. for students where MAIN_SCHOOL_FLAG = "F').

OnSIS Business Rules:

Community Involvement Hours should not exceed 999 hours.

If student has no community involvement hours recorded, set to 0.


Calculated from [S_ON_STU_COMMUNITY_HOURS_C]Number_Of_Hours

ENROLMENT_START_DATE

Enrolment start date. Format = yyyy/mm/dd.

If the student has no class enrolments, use the school enrolment entry date ([Students/ReEnrollments]EntryDate) for the student's primary enrolment.

The earliest [CC]DateEnrolled that falls within the submission period from the classes in which the student is enrolled at the school (primary or cross-enrolment).


ENROLMENT_END_DATE

Enrolment end date. Format = yyyy/mm/dd

In a June submission, if the exit date in the associated CC record is September 1st or later, enrolment end date is set to the submission period end date.

If the student has no class enrolments, use the school enrolment exit date ([Students/ReEnrollments]ExitDate) for the student's primary enrolment.

The latest [CC]DateLeft that falls within the submission period from the classes in which the student is enrolled at the school (primary or cross-enrolment).

MATURE_STUDENT_FLAG

Flag indicating if student is a Mature Student with regards to PLAR (T/F).

OnSIS Business Rules:

June 2008++ Submission Periods

This element is optional. If the Mature Student Flag value and/or tag is not identified when the ACTION of STUDENT_SCHOOL_ENROLMENT is "ADD", the Mature Student Flag will be assigned a value of "F".

When [S_ON_STU_X]Mature_Student = 1 Then 'T'; otherwise, 'F'


OYAP_FLAG

Flag indicating whether the student is enrolled in the Ontario Youth Apprenticeship Program (T/F).

Extracted starting with the 2014-2015 school year - i.e. the year associated with the currently selected PowerSchool term is equal to or greater than the year associated with the 2014-2015 year long term.

If MAIN_SCHOOL_FLAG = "F" then extract "F"; otherwise, [S_ON_STU_X]OYAP

STU_BRD_RES_STAT_TYPE

Board Residence Status.


Value from(from [S_ON_STU_X]/[S_ON_REN_X]table is used.

If Brd_Res_Status is one of: '02' (Native Education Authority), '03' (Government Of Canada), '05' (Study Permit/Temporary Resident), or '07' (Other Student), use that value,

Otherwise, set to '01' (Pupil Of The Board)

CURRENT_RESIDENCE_COUNTRY

The student's current country of residence.

CURRENT_RESIDENCE_COUNTRY is ignored if CURRENT_RESIDENCE_PROVINCE is populated; otherwise, CURRENT_RESIDENCE_COUNTRY is populated if Country (Current Residence) data entry field is not Canada.

The Snapshot table value is used when present; otherwise, the [Student]ReEnrollment table is used.

[S_ON_STU_X]Curr_Country

[S_ON_REN_X]Curr_Country

CURRENT_RESIDENCE_PROVINCE

The student's current province of residence.

If CURRENT_RESIDENCE_PROVINCE is populated, CURRENT_RESIDENCE_COUNTRY is ignored.

If Country (Current Residence) and Province (Current Residence) data entry fields are not populated, or if Country (Current Residence) is Canada and Province (Current Residence) is not populated, CURRENT_RESIDENCE_PROVINCE is set to Ontario.

Snapshot table value is used when present; otherwise, the [Student.ReEnrolment] table is used.

[S_ON_STU_X]Curr_Province

[S_ON_REN_X]Curr_Province

GENDER_TYPE

Student Gender

Valid values:

  • M

  • F

  • N (Prefer not to disclose)

  • S (Prefer to Specify)

[ON_OnSIS_Snapshot]Gender if the snapshot record exists; otherwise,[Students]Gender

getStudentGenderReportValues function is used to get the student's gender type from the code sets tables.

GENDER_DESC

Student's gender description. This field is only populated when Gender is set to S for the student.

getStudentGenderReportValues function is used to get the student's gender desc from the code sets tables.

ONLINE_GRADUATION_REQUIREMENT_TYPE

Student's online learning graduation requirement status.

Valid Values:

1- Successfully completed

2 - Not applicable

Non Credit Average Daily Enrolment Segment

This segment is a repeating child segment of the STUDENT_SCHOOL_ENROLMENT segment.

Each segment within the submission file is uniquely identified by the combination of:

  • COURSE_OFFERING_TYPE

  • NATIVE_LANGUAGE_TYPE (course offering 16 only)

  • PROGRAM_START

  • PROGRAM_END

  • PARENT_NUMBER (course offering 15 only)

In cases where multiple classes with the same combination of these values are present, the classes are combined into a single segment. The Class Code of the class that is first created is reported.The values of the following elements are set as follows:

  • CAMPUS_NUMBER - the value associated with the constituent class with the lowest DCID.

  • START_TIME - the earliest start time of the constituent classes.

  • END_TIME - the latest end time of the constituent classes.

  • ADE_SEPTEMBER_JUNE - all values from the constituent classes added together.

  • ADE_SUMMER - all values from the constituent classes added together.

Selection Criteria

  • Beginning in 2015-2016, this segment is generated if the student is enrolled in a class where ([S_ON_SEC_X]Course_Offering)= '06' (Elementary Program For Developmentally Delayed Pupils), '13' (7/8 Remedial Literacy & Numeracy), '14' (Non-credit 9/10 Remedial Literacy & Numeracy), '15' (Literacy & Numeracy - Parents / Guardians), '16' (Adult Indigenous Language Instruction), regardless of whether marks are posted for the student.

  • The course type ([S_ON_CRS_X]/[S_ON_SEC _X]Course Type) for the associated class must be one of 'M', 'L', or blank.

  • The class should not be an Independent Study Class. A class is an independent study when [S_ON_SEC_X]IsIndependentStudy_Class or [S_ON_CC_X]IsIndependentStudy_Class equals one (i.e. flags are On on course and/or section level).

  • Date enrolled (CC.Dateenrolled) must fall within the submission period (between the submission start and count dates).

  • Session will be excluded from the ADE calculations if associated with the attendance category, CEUNFUNDED.

  • Non Credit Average Daily Enrolment Segment is not generated for ILE courses.

Data Element

Description

[Table]FieldName

NON_CREDIT_AVERAGE_DAILY_ENROLMENT

This is the outer tag for student non-credit average daily enrolment.

n/a

ACTION

This is the action associated with this submission.

Value: "ADD" "UPDATE" "DELETE"

PowerSchool Business Rules:

The only action supported is "ADD".

Always "ADD"

COURSE_OFFERING_TYPE

Course offering associated with the class.


[S_ON_SEC_X]Course_Offering, if not empty; otherwise,

[S_ON_CRS_X]Course_Offering.

When [S_ON_SEC_X]Course_Offering/[S_ON_CRS_X]Course_Offering='13' (7/8 Remedial Literacy & Numeracy) or '14' (Non-credit 9/10 Remedial Literacy & Numeracy), the following calculation is applied:

  • IF student is under 21 years of age as of December 31st of the current school year and enrolled in the day school register and all credits in which student is enrolled are non-exempt high-credits (HIGH_CREDIT_FTE >0 and REGULAR_FTE= 0) THEN

    • COURSE_OFFERING_TYPE= 19 if course is a grade 7/8 course or 22 if course is a grade 9/10 course

    • Otherwise, COURSE_OFFERING_TYPE= 13 if course is a grade 7/8 course or 14 if course is a grade 9/10 course.

  • IF student is 21 years of age or older as of December 31st of the current school year and enrolled in the day school register, THEN

    • COURSE_OFFERING_TYPE= 18 if course is a grade 7/8 course or 21 if course is a grade 9/10 course.

  • IF student has not met the requirements above and is only enrolled in a Continuing Education school, THEN

    • COURSE_OFFERING_TYPE= 17 if course is a grade 7/8 course, or 20 if course is a grade 9/10 course.

  • Note:

    • IF any of the full-time flags under "Student's Full Time Status at Other Day School" on the summer school enrolment are selected, THEN Regular FTE and High Credit FTE override fields calculate the COURSE_OFFERING_TYPE.

NATIVE_LANGUAGE_TYPE

Adult Indigenous Language Instruction. Applies only to course offering '16'.

[Courses]Instruction_Lang

[Sections]Instruction_Lang

CAMPUS_NUMBER

Location where the section is taught.

The following characters can be included in the Campus number as per OnSIS
• a-zA-Z0-9ÀàÄäÂâÁáÈèÉéÊêËëÎîÏïÌìÔôÖöÓóÜüÙùÛûÚúÇçÿŸ/,""';:=_.`~!@#%-$&^{}[](|)*+?\
• Accents are to be accepted.

The following characters are not to be included:
• < and >
• Control characters (ESC, CTRL, Alt, TAB, Page Up, Page Down, Space, Insert)

[S_ON_SEC_X]Campus

PROGRAM_START_DATE

Date student enrolled.

[CC]DateEnrolled

PROGRAM_END_DATE

Date student left.

[CC]DateLeft if on or before LastDay[Terms]; otherwise, LastDay[Terms]

When [CC]DateLeft > than submission count date, then PROGRAM_END_DATE = Subission count date

PARENT_NUMBER

Literacy and numeracy for parents and guardians.

[ON_LNPG_CONTACTS]ADE_ParentNumber

START_TIME

HH:MM using 24 hour clock


END_TIME

HH:MM using 24 hour clock


ADE_SEPTEMBER_JUNE

Calculated in the same manner as the corresponding register using the number of hours (or number of work units) for the particular student rather than the entire class.

Small class adjustments are not used when calculating ADE values.

All ADE values are rounded to 4 decimal places.

If the course offering type is '10', '11', or '12 (i.e. a Correspondence/Self-Study/Online class) and the student is a full time student on the October count date, the report excludes the work units/lessons marked from September 1 - January 30 when calculating ADE. If the student is a full time student on the March count date, the report excludes the work units/lessons marked from February 1 - June 30. 

ADE is calculated when the student is enrolled in different schools on the October and March count dates, with different attendance types, and is cross-enrolled in a Correspondence/Self-Study/Online) class that crosses both count dates.


Note:

  • The data for a register course associated with a school that is marked as a night school and that starts on or after June 25 is included in Summer ADE. Data for courses starting before June 25 are reported in September-June ADE.

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


If class qualifies as Correspondence/Self-Study/Online:

ADE = (Lessons Recognized multiplied by 0.00579 and rounded to 4 decimals

If class qualifies as an Adult Diploma Credit:

ADE = ( Sessions Recognized per Sections) multiplied by Hours Section Meets (from Start Time of first period to end time of last period ) Divided by 950 and rounded to 4 decimals (Displayed as 0.####)

ADE = 0 if students are FT in October, PT in March, enrolled in a year-long online section, left class on the first day of semester 2 and work unites entered in the override Lessons/Work Units Completed field or entered with no Date marked.

ADE_SUMMER

Calculated in the same manner as the corresponding register using the number of hours (or number of work units) for the particular student rather than the entire class.

Small class adjustments are not used when calculating ADE values.

All ADE values are rounded to 4 decimal places.

Note: The data for a register course associated with a school marked as a night school and that starts on or after June 25 is included in Summer ADE. Data for courses starting before June 25 are reported in September-June ADE.

If class qualifies as Correspondence/Self-Study/Online:

ADE = (Lessons Recognized multiplied by 0.00579 and rounded to 4 decimals.

If class qualifies as an Adult Diploma Credit:

ADE = ( Sessions Recognized per Sections) multiplied by Hours Section Meets (from Start Time of first period to end time of last period ) Divided by 950 and rounded to 4 decimals (Displayed as 0.####)

Session will be excluded from the ADE calculations if associated with the attendance category, CEUNFUNDED.

CLASS_CODE

Value of Class Code.

Notes:

  • Mandatory when Action is "ADD".

  • Before running this report for the first time for each submission period ensure that the OnSIS Create Class Codes Report has been run. This ensures that class codes are created for classes added to the master schedule since the previous submission period.

  • When multiple classes are combined into a single segment, the Class Code of the class that is first created is reported.

[S_ON_SEC_X]Class_Code; otherwise, derived from [Courses]Course_Number - [Sections]Section_Number

Student Class Enrolment Segment

Selection Criteria:

  • A Class Enrolment segment is submitted if the class started within the submission period date range (on or after the start date or on or before the end date).

  • Classes where the class start date and class end date are the same are not submitted.

  • A Class Enrolment segment is submitted if the student is enrolled in a class at anytime during the submission period, even if the class is not completed and no final mark is present.

  • If the student transferred out but subsequently transferred back to this school within the same submission period and resumed a previous class enrolment, only one Class Enrolment segment is submitted and the enrolment period of the class will be displayed as if the student had not transferred out mid-session.

  • The course type ([S_ON_CRS_X]/[S_ON_SEC _X]Course Type) for the class must be one of 'M' or 'L'.

  • Classes where the Ministry Defined Course Code starts with PLE, QEE, QSE, QMA, QAP are not submitted.

Data Element

Description

[Table]FieldName

CLASS_ENROLMENT

This is the outer tag for student class enrolment.

n/a

ACTION

This is the action associated with this submission.

Value: "ADD" "UPDATE"

n/a

MINISTRY_DFND_CRS

Ministry Defined Course Code.


[Courses]Alt_Course_Number if [S_ON_CRS_X]Course_Type = 'M'

INSTITUTION_TYPE

Institution (College or University) - used to identify the Dual Credit Course.

[S_ON_CRS_X]Institution_Type


LOCAL_DEV_CRS

Locally Developed Course Code.


[Courses]Alt_Course_Number if [S_ON_CRS_X]Course_Type = 'L'

CAMPUS_NUMBER

The number of the campus.

The following characters can be included in the Campus number as per OnSIS
• a-zA-Z0-9ÀàÄäÂâÁáÈèÉéÊêËëÎîÏïÌìÔôÖöÓóÜüÙùÛûÚúÇçÿŸ/,""';:=_.`~!@#%-$&^{}[](|)*+?\
• Accents are to be accepted.

The following characters are not to be included:
• < and >
• Control characters (ESC, CTRL, Alt, TAB, Page Up, Page Down, Space, Insert)

[S_ON_SEC_X]Campus

LANGUAGE_TYPE

Segment language of instruction (English or French).

This element is mandatory.

[Sections]Instruction_Lang. If undefined, [Courses]Instruction_Lang.

If still undefined, if [Prefs]Value = 1 where [Prefs]Name = 'ON_French_Board' use 'F; otherwise, use 'E'.

COURSE_DELIVERY_TYPE

Course Delivery Type

This element is mandatory.

[S_ON_SEC_X]Delivery_Type

'1' (Regular) if undefined.

OTHER_COURSE_INFO

The Outer Tag of the Other Course Information Segment.



ACTION

The action associated with this submission.

Value: "ADD"

Action of ADD is generated for new values.

OTHER_COURSE_INFO_TYPE

Valid values:

  • 1 - Credit Recovery

  • 2 - Ministry Developed Content

  • 3 - Upgrading Credit Course

  • 4 - Online

[S_ON_SGR_X]OtherCrsInfo_Cred_Recovery
if not defined,[S_ON_SEC_X]OtherCrsInfo_Cred_Recovery

[S_ON_SGR_X]OtherCrsInfo_Ministry_Content
if not defined,
[S_ON_SEC_X]OtherCrsInfo_Ministry_Content

S_ON_SGR_X]OthCrsInfo_UpgradCrdtCourse
if not defined
[S_ON_SEC_X]OthCrsInfo_UpgradCrdtCourse

S_ON_SGR_X]OthCrsInfo_Online
if not defined
[S_ON_SEC_X]OthCrsInfo_Online

NEW COURSE_DELIVERY_TYPE

Not Used

n/a

COURSE_SEM_TYPE

Course Scheduling Indicator

This element is mandatory.

As described in the ON Derived Fields Document

Derived from [Terms]Portion

NEW COURSE_SEM_TYPE

Not Used

n/a

WITHDRAWAL_TYPE

Withdrawal Type if student has withdrawn from this course during the current submission period. If the withdrawal occurs after the end of the submission period, then the submitted withdrawal type is NULL (empty).

If the student has completed the course (i.e. has a final mark posted) and withdraws prior to the end of the class, the Withdrawal Type is NOT set.

If the course is not complete and is an ESL/ELD or credit recovery course, withdrawal type is set to "D" even if the full disclosure flag is on and the course is a grade 11 or 12 course.

ESL/ELD courses are those where the first 3 characters of the ministry course code ([Courses]Alternate_Course_Number) are 'ESL' or 'ELD'.

Credit recovery courses are those where ANY of the following are true:

  • [S_ON_SEC_X]Class_Type = 'RCR'

  • [S_ON_SEC_X]OthCrsInfo_Cred_Recovery = 1

  • [S_ON_SGR_X]OthCrsInfo_Cred_Recovery = 1

PowerSchool Business Rules:

'W' if the student withdrew from this class..

'D' if the student dropped this class.

If [S_ON_SGR_X]Transcript_W = 1 then 'W'. If [CC]DateLeft < [terms]lastDay and [StoredGrades]Grade is null then 'D'

WITHDRAWAL_DATE

Withdrawal date. Format = yyyy/mm/dd

If the Withdrawal_Type = 'W', then specify the withdrawal date; otherwise, set to NULL.

Withdrawal date is only submitted if it falls within the current submission period.

OnSIS Business Rules:

WITHDRAWAL_DATE must be the same as COURSE_END_DATE.

If [S_ON_SGR_X]Transcript_W = 1 then COURSE_END_DATE

COURSE_START_DATE

Course Start date Format = yyyy/mm/dd.

[CC]DateEnrolled

NEW_COURSE_START_DATE

The tag is created but has no value.


COURSE_END_DATE

Course End date Format = yyyy/mm/dd.

Date is set to [S_ON_SGR_X]Credit_Date, if defined and less than CC.DateLeft and <= the submission period count date; otherwise, CC.DateLeft, if <= Count Date and <= Last Day of Term;

Otherwise, Last Day of Term (to match class End Date), if [CC]DateLeft <= Count Date and > Last Day of Term;
Otherwise, Last Day of Term, if [CC]DateLeft > Count Date and Last Day of Term = Count Date;
Otherwise, Last Day of Term.

EARNED_CREDIT_VALUE

Credit value earned.

[StoredGrades]EarnedCrHrs where [StoredGrades]Grade is not null

When [S_ON_SGR_X]Transcript_W = 1, then '0.00'

ATTEMPTED CREDIT_VALUE

Credit Hours for the course.

[Courses]Credit_Hours

NEW ATTEMPTED CREDIT VALUE

Not Used

n/a

FINAL_MARK

Final Mark

PowerSchool Business Rules:

The final mark must have a value (even if 0), if the course is complete (AND course is not an equivalent credit course), if the withdrawal_type = 'W' or if it is the end of the academic year for the school.

Set to "0" if [StoredGrades]Grade is null or non-numeric.

Set to "0" if <WITHDRAWAL_TYPE> is "D" (dropped).

[StoredGrades]Grade where [StoredGrades]PotentialCrHrs = [Courses]Credit_Hours

COURSE_SBST_FLAG

Indicates if this course is a substitution.

PowerSchool Business Rules:

A course substitution occurs when the credit in a StoredGrades record is associated with a different diploma category (other than 'Optional Credits) than that normally associated with the course for the StoredGrades record. For example, a student may be exempt from taking French classes and is permitted to take another class (e.g. a PE class) to fulfill the French credit requirement. Courses for which [StoredGrades]ExcludeFromTranscripts is on are not considered when determining the diploma category for a course's credit.

StoredGrades records containing equivalent credit cannot be used for substitutions.

Set to 'T' or 'F'

COURSE_COMPLETE_FLAG

Flag indicating this course is complete.

OnSIS Business Rules:

Only one of <COURSE_COMPLETE_FLAG> and <COURSE_INCOMPLETE_FLAG> can be 'T', but not both.

PowerSchool Business Rules:

'F' if [S_ON_SGR_X]Transcript_W = 1

'T' if [CC]DateLeft < [terms]lastday, [StoredGrades]Grade is not null and not equal to 'W' and

Either [StoredGrades]PotentialCrHrs and [Courses]Credit_Hours > 0 or [Courses]Credit_Hours = 0 for the [StoredGrades]Course_Number

'T' if [CC]DateLeft >= [Terms]LastDay

Otherwise, 'F'

Set to 'T' or 'F'

COURSE_REPEAT_FLAG

Flag indicating this course is a repeated course

Regardless of the submission period, the course repeat flag for the first (earliest) instance of a course is "F". The flag is "T" for all subsequent instances.

When a student has multiple enrolment in the same class in a term, the report considers these as one enrolment and the COURSE_REPEAT_FLAG will be "F".

Refer to Appendix L for details on Course Repeat Logic.

Set to 'T' or 'F'

COMPULSORY_COURSE_FLAG

If any of the credit for a course reported in a <Student_Class_Enrollment> segment is considered compulsory set the <Compulsory_Course_Flag> element to 'T'; otherwise, set the element empty.

PowerSchool Business Rules:

A credit is considered compulsory if it is assigned to a diploma category other than 'Optional Credits'. This determination is made using the logic described in OnSIS Night School Submission Report.

Set to 'T' or 'F'

COURSE_INCOMPLETE_FLAG

Flag indicating this course is incomplete

PowerSchool Business Rules:

'T' if [S_ON_SGR_X]Transcript_W = 1

'F' If [CC]DateLeft > [Terms]LastDay

'T' if [CC]DateLeft < [terms]lastday, [Courses]Credit_Hours > 0, and [StoredGrades]Grade is null or W

Otherwise, 'F'

Set to 'T' or 'F'

COURSE_CONTINUED_FLAG

Flag indicating the course is continued from the previous year (T/F).

Extracted starting with the 2014-2015 school year - i.e. the year associated with the currently selected PowerSchool term is equal to or greater than the year associated with the 2014-2015 year long term.

Set to "T" if either [S_ON_CC_X]Previous_Year_Class or [S_ON_SEC_X]Previous_Year_Class is true; otherwise, set to "F"

Average Daily Enrolment Segment

The following Average Daily Enrolment (ADE) rules apply:

  • ADE - 'September to June' must be >= 0 and less than (0.59) for each record.

  • ADE - 'September to June' cannot be > 0 if Course Start Date is > or = June 25th of the current academic year.

  • ADE - 'Summer' must be >= 0 and less than (0.59)

  • Only one of 'ADE - September to June' or 'ADE - Summer' can be > 0.

  • If Course End Date /Course Complete Date is prior to June 25th of the current academic year 'ADE - Summer' must = 0.

  • Course Offering must be one of the following for Class Enrolment/Other Credit related ADE records: 01, 02, 03, 04, 05, 10, 11,12.

Selection Criteria

  • A segment is generated for each parent <STUDENT_CLASS_ENROLMENT> segment.

  • If the parent <STUDENT_CLASS_ENROLMENT> segment is for a Correspondence/Self-Study/Online class or an adult diploma credit class, an <ADE_SEPTEMBER_JUNE> value is calculated as described below; otherwise, the ADE is set to 0.0000. These classes are identified using the criteria described in the report sections for the corresponding paper registers in OnSIS Night School Submission Report.

  • Session will be excluded if associated with the attendance category, CEUNFUNDED.

Data Element

Description

[Table]FieldName

AVERAGE_DAILY_ENROLMENT

This is the outer tag for student average daily enrolment

n/a

ACTION

This is the action associated with this submission

Value: "ADD" "UPDATE" "DELETE"

PowerSchool Business Rules:

The only action supported is "ADD"

Always "ADD"

COURSE_OFFERING_TYPE

Course offering associated with the class.

[S_ON_SEC_X]Course_Offering

ADE_SEPTEMBER_JUNE

Student's ADE in a class starting prior to June 25th.

Fields referenced to the right are described in the Correspondence/Self-Study/Online Register and Continuing Education Credit Register reports under OnSIS Night School Submission Report.

ADE is calculated only for certain course offering types: 01, 02, 03, 04, 05, 07, 08, 09, 10, 11, 12.

ADE is calculated according to the following rules:

  • ADE must be >= 0 and less than (0.59) for each record. Cannot be > 0 if Course Start Date is > or = June 25th of the current academic year.

  • if the student was enrolled/cross enrolled in the course on both the October and March count dates, determine the student's attendance type on both dates and calculate the ADE if the student is not FT in a day school on either date (i.e., student wasn't FT on both Oct 31 and Mar 31).

  • if the student was enrolled/cross enrolled in the course on Oct 31 but not Mar 31, look only at the attendance type for Oct 31 and calculate the ADE if not FT in a day school.

  • if the student was enrolled/cross enrolled in the course on Mar 31 but not Oct 31, look only at the attendance type for Mar 31 and calculate the ADE if not FT in a day school.

  • if the student was not enrolled in the course on either date, calculate the ADE.

  • if the student is cross-enrolled and has a FT Attendance type in another Night School, calculate ADE.

  • If the student is on a Track, the ADE is calculated based on the student's active enrolment for the cross enrolled class.

Classes for which a student is marked with an attendance code configured with Presence Status = "Present" and Code Category = "Non-Instr" are not included toward sessions recognized.

A value of 0.00 is reported if ADE is not calculated.

A value of 0.0000 is reported for dual credit classes. A dual credit class is a class with the fourth and fifth characters are 4T or 4Y.

If class qualifies as Correspondence/Self-Study/Online:

ADE = (Lessons Recognized TIMES 0.00579 and rounded to 4 decimals


If class qualifies as an Adult Diploma Credit:

ADE = ( Sessions Recognized per Sections) TIMES Hours Section Meets (from Start Time of first period to end time of last period ) Divided by 950 and rounded to 4 decimals (Displayed as 0.####)





ADE_SUMMER

Student's ADE in a class starting on or after June 25th. Not calculated in a night school submission as all classes starting after on or after June 25th are reported in a summer school submission.

ADE must be >= 0 and less than (0.59). Only one can be > 0.

If Course End Date or Course Complete Date is prior to June 25th of the current academic year, ADE must = 0.

A value of 0.00 is reported if ADE is not calculated.

Always 0.00

CLASS_CODE

Value of Class Code.

Notes:

  • Mandatory when Action is "ADD".

  • Before running this report for the first time for each submission period ensure that the OnSIS Create Class Codes Report has been run. This ensures that class codes are created for classes added to the master schedule since the previous submission period.

[S_ON_SEC_X]Class_Code; otherwise, derived from [Courses]Course_Number - [Sections]Section_Number

ILE Segment

This segment is a repeating child segment of the SCHOOL segment.

Selection Criteria

  • A segment is generated for each campus number ([S_ON_SEC_X]Campus) in the set of classes for the school for which [S_ON_CRS_X]/[S_ON_SEC_X]Register_Type is "IL".

Data Element

Description

[Table]FieldName

ACTION

This is the action associated with this submission.

Value: "ADD" "UPDATE" "DELETE"

PowerSchool Business Rules:

The only action supported is "ADD"


CAMPUS_NUMBER

Location where the section is taught. The campus number is mandatory. The segment is not generated without it.

The following characters can be included in the Campus number as per OnSIS
• a-zA-Z0-9ÀàÄäÂâÁáÈèÉéÊêËëÎîÏïÌìÔôÖöÓóÜüÙùÛûÚúÇçÿŸ/,""';:=_.`~!@#%-$&^{}[](|)*+?\
• Accents are to be accepted.

The following characters are not to be included:
• < and >
• Control characters (ESC, CTRL, Alt, TAB, Page Up, Page Down, Space, Insert)

[S_ON_SEC_X]Campus

ILE Language Program Count Segment

This segment is a repeating child segment of the ILE segment.

Selection Criteria

  • A segment is generated for each distinct language code ([S_ON_CRS_X][S_ON_/SEC_X]ConEd_InternationalLanguage) in the set of IL classes for the school with the same campus number.

  • When multiple values exist where the LANGUAGE_TYPE code is OTH, a segment is generated for each unique value found for OTHER_LANGUAGE_DESC.

Instructor Count Logic

  • When an instructor teaches multiple ILE classes, the instructor is counted for each class taught. When an instructor teaches the same ILE class multiple times over different periods, the instructor is counted only once.

Student Count Logic

  • If the student is taking the same language course in more than one class in an overlapping period of time, the student is counted once per campus, even if the overlap is only one day. The student is counted more than once only when the classes do not overlap.

Data Element

Description

[Table]FieldName

ACTION

This is the action associated with this submission.

Value: "ADD" "UPDATE" "DELETE"

PowerSchool Business Rules:

The only action supported is "ADD"


LANGUAGE_TYPE


[S_ON_CRS_X]ConEd_InternationalLanguage

[S_ON_SEC_X]ConEd_InternationalLanguage

OTHER_LANGUAGE_DESC

Defined only if Language Type is "OTH".

[S_ON_CRS_X]OtherLanguageDesc

[S_ON_SEC_X]OtherLanguageDesc

CLASS_COUNT

The number of classes for the school/campus for the language code in which at least one student was enrolled at some time during the submission period.


INSTRUCTOR_COUNT

The distinct number of teachers associated with classes included in the segment.

Refer to Instructor Count Logic, above

STUDENT_COUNT

The distinct number of student enrolled in classes included in the segment at some time during the submission period.

This element is only available for the 2015-2016 school year and earlier.

Refer to Student Count Logic, above

STUDENT_PUPIL_OF_BOARD_COUNT

The total number of students of pupil of board.

If a student's "Exclude From Provincial Reporting Flag" is checked, the student is not included in the count.

This element is available for the 2016-2017 school year and forward.

Refer to Student Count Logic, above

STUDENT_OTHER_COUNT

Total number of students of "other".

If a student's "Exclude From Provincial Reporting Flag" is checked, the student is not included in the count.

This element is available for the 2016-2017 school year and forward.

Refer to Student Count Logic, above

HOUR_COUNT

The total number of hours of funded classroom instruction for all classes included in the segment, calculated in the same way as the paper ILE register.

The total hours of a funded classroom instruction is the number of sessions multiplied by the hours per session.

Session will be excluded if associated with the attendance category, CEUNFUNDED.


ILE Language Program TOD Count Segment

This segment is a repeating child segment of the ILE segment.

Selection Criteria

  • A segment is generated for each distinct time of day type code value ([S_ON_CRS_X]/[S_ON_SEC_X]TimeOfDay_Type) in the set of IL classes for the school with the same campus number.

Data Element

Description

[Table]FieldName

ACTION

Always 'ADD'


TIMEOFDAY_TYPE


[S_ON_CRS_X]TimeOfDay_Type

[S_ON_SEC_X]TimeOfDay_Type

CLASS_COUNT

The number of classes for the school/campus for the time of day type in which at least one student was enrolled at some time during the submission period.


PLAR Segment

Selection Criteria:

  • Certain ministry defined course codes are used to identify PLAR and equivalent credit types. These are: PLE99, QEV1W, QEE99, QMA99, QAP99, QSE99.

  • One <PLAR> segment is generated for each PLAR_TYPE, ([Courses]Alt_Course_number+[S_ON_CRS_X]Institution) combination.

  • If in PowerSchool the user has entered multiple stored grade records for the same PLAR_TYPE, ([Courses]Alternate_CourseNumber + [S_ON_CRS_X]Institition) and S_ON_SGR_X.CREDIT_DATE, only one <PLAR> segment is generated using the latest completion date from that set of records to define <DATE_APPROVED>.

  • PLAR segments ARE NOT created for classes for which the student is currently enrolled in at the school. (If the stored grade record is associated with a non-zero sectionID, then that record will not be submitted as an <PLAR> segment.)

  • PLAR segments are submitted only by the school which posted the credit (as indicated by [S_ON_SGR_X]School_Number).

  • PLAR segments are created even if the stored grade has the CREDIT_TYPE set for 'Other Credits'.

  • The report will look at the "BSID Completed At" field ONLY if defined. If the "BSID Completed At" field is not defined i.e., SCHOOL_NUMBER[StoredGrades] is null, then the report will look at schoolID[StoredGrades] and generates the PLAR segment if the student has an enrolment at the schoolID[StoredGrades] at the time of course completion.

Data Element

Description

[Table]FieldName

PLAR

This is the outer tag for student PLAR.

n/a

ACTION

This is the action associated with this submission.

Value: "ADD" "UPDATE" "DELETE"

PowerSchool Business Rules:

The only action supported is "ADD"

Always "ADD"

TYPE

PLAR Information - PLAR Type.

Uniquely identify the Prior Learning Assessment Recognition type.

The combination of elements TYPE, MINISTRY_DFND_CRS and DATE_APPROVED (or NEW_DATE_APPROVED) is used to uniquely identify the PLAR.

[StoredGrades]ON_PLAR_Type

MINISTRY_DFND_CRS

Ministry Defined Course Code.

OnSIS Business Rules:

The combination of elements TYPE, MINISTRY_DFND_CRS and DATE_APPROVED (or NEW_DATE_APPROVED) is used to uniquely identify the PLAR.

[Courses]Alt_Course_Number where [S_ON_SGR_X]Course_Type = "M"

STATUS_TYPE

PLAR Information - Status Type.

When the ACTION of PLAR is "ADD", this element is mandatory.

[S_ON_SGR_X]PLAR_Status

CREDIT

The Prior Learning Assessment Recognition total credit value.

When the ACTION of PLAR is "ADD", this element is mandatory.

[StoredGrade]EarnedCrHrs

COMPULSORY_CREDIT

The Prior Learning Assessment Recognition compulsory credit value.

This value will never exceed the value of CREDIT. It represents the number of credits (as reported by CREDIT) which are considered compulsory based on the diploma categories to which the credits included in the segment are assigned. Diploma categories other than 99 (optional) are considered compulsory.

[StoredGrades]EarnedCrHrs, for those courses included in the segment which are deemed compulsory as determined by the getClassCreditXRef common function, described by OnSIS Night School Submission Report.

DATE_APPROVED

Date completed. (Other Credit Information - Date Completed) Format = yyyy/mm/dd.

The latest completion date for the set of records included in the segment is used.

OnSIS Business Rules:

The combination of elements TYPE, MINISTRY_DFND_CRS and DATE_APPROVED (or NEW_DATE_APPROVED) is used to uniquely identify the PLAR.

[S_ON_SGR_X]Credit_Date

NEW_DATE_APPROVED

The revised date of approval for Prior Learning Assessment Recognition. Format = yyyy/mm/dd.

PowerSchool Business Rules:

This element is not used.

Always blank

Diploma Segment

Selection Criteria

  • A diploma segment is not generated if the [S_ON_STU_X]Diploma_Type = 99 (SSHGD)

  • A diploma segment is only generated if the [S_ON_STU_X]Diploma_Date is defined on or before the submission period end date, or if the PAE for Diploma has an entry for this student. (See the "ADD" field for additional criteria on when "ADD", "UPDATE", "DELETE", or "DELETE" followed by "ADD", are determined.)

  • If a student has school enrolments at different schools at different times, and a diploma is granted within a gap between the enrolments, the diploma segment is generated by the school the student was enrolled in before the diploma issue date.

  • If a student has school enrolments at different schools at different times, and a diploma is granted within a gap between the enrolments, the diploma segment is generated by the school the student was enrolled in before the diploma issue date.

  • If the value for Graduation school is populated, this value will be identified as the school granting the diploma. If the graduation school entered doesn't have any student enrolments related in the past, the diploma won't be reported at all. Night schools should populate the school granting the diploma if the night shool do not hold the student OSR and will not grant the diploma for the student. 

  • If the Graduation School is empty, the following applies (note summer school enrolments are ignored when determing the school granting the diploma):

    • if diploma earned date falls between the entry date and departure date of one school (eg School A). this school will be identified as he school granting the diploma

    • If diploma earned date falls between the departure date of one school (eg School A) and the entry date of another (eg School B), then the earlier school (School A) will be identified as the school granting the diploma.

    • If the diploma date falls after the student's departure date, and he is not enrolled into any other school, the last school will be identified as the school granting the diploma.

Data Element

Description

[Table]FieldName

DIPLOMA

This is the outer tag for student DIPLOMA.

Note: Only one occurrence can exist on file. Repeating block to allow "delete" followed by an "ADD" action.

n/a

ACTION

This is the action associated with this submission.

Value: "ADD" "UPDATE" "DELETE"

"DELETE" if [S_ON_STU_X]Diploma_Type is null or [S_ON_STU_X]Diploma_Date is null.

"ADD" if [S_ON_STU_X]Diploma_Type is not null and [S_ON_STU_X]Diploma_Type <> 99 and [S_ON_STU_X]Diploma_Date is not null and [S_ON_STU_X]Diploma_Date is in this school year and [ON_Diplomas]Enrollment_Key is null.

"UPDATE" if [S_ON_STU_X]Diploma_Date is not equal to [ON_Diplomas]certificate_issued and [S_ON_STU_X]Diploma_Date is in this school year and [S_ON_STU_X]Diploma_Type is equal to [ON_Diplomas]type.

"DELETE" then "ADD" if [ON_Diplomas]type is not equal to [S_ON_STU_X]Diploma_Type.

n/a

TYPE

Element Type is used to uniquely identify the diplomas/certificate.

[S_ON_STU_X]Diploma_Type

For Action DELETE

[ON_Diplomas]Type

CERTIFICATE_ISSUED

Diploma Certificate issuance date. Format = yyyy/mm/dd

When the ACTION of DIPLOMA is "ADD", this element is mandatory.

[S_ON_STU_X]Diploma_Date

For Action DELETE

[ON_Diplomas]Certificate_Issued

Other Credits Segment

Selection Criteria

  • Only stored grade records with a valid CREDIT_TYPE. However, other Credits segments are not created if the [S_ON_SGR_X]PLAR_TYPE is set.

  • Stored grade records where the CREDIT_DATE falls within the submission date range will be submitted.

  • OTHER_CREDIT segments are submitted only by the school which posted the credit (as indicated by [S_ON_SGR_X]School_Number). The value in [S_ON_SGR_X]School_Number is compared to [Schools]Alternate_School_Number (i.e. the ministry BSID number). If alternate school number is not defined, the StoredGrades value is compared to [Schools]Id. If The value in [S_ON_SGR_X]School_Number is not defined, this segment will be reported under [StoredGrades]SchoolID.

  • One <OTHER_CREDIT> segment is generated for each StoredGrades record that has a unique [Courses]Alt_Course_Number, [S_ON_CRS_X]Institution and [S_ON_SGR_X]Credit_Date.

  • If in PowerSchool the user has entered multiple stored grade records for the same CREDIT_TYPE, [Courses]Alt_CourseNumber, [S_ON_CRS_X]Instutition, and [S_ON_SGR_X]CREDIT_DATE, generate an <OTHER_CREDIT> segment for each of the records found.

  • Other credit segments are not created for classes for which the student is currently enrolled in at the school (If the stored grade record is associated with a non-zero sectionID, then that record will not be submitted as an <OTHER_CREDIT> segment).

Data Element

Description

[Table]FieldName

OTHER_CREDIT

This is the outer tag for student Other Credits.

n/a

ACTION

This is the action associated with this submission.

Only "ADD" action is submitted.

n/a

MINISTRY_DFND_CRS

Only MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS can have values not both.

The combination of element MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS (mutually exclusive) and COURSE_COMPLETE_DATE (or NEW_COURSE_COMPLETE_DATE) is used to uniquely identify the Other Credit.

If [S_ON_CRS_X]Course_Type = 'M' then [Courses]Alt_Course_Number; otherwise, blank

INSTITUTION_TYPE

Institution (College or University) - used to identify the Dual Credit Course.

If [S_ON_CRS_X]Course_Type = 'M' then [S_ON_CRS_X]Institution; otherwise, blank

LOCAL_DEV_CRS

Only MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS can have values not both.

The combination of element MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS (mutually exclusive) and COURSE_COMPLETE_DATE (or NEW_COURSE_COMPLETE_DATE) is used to uniquely identify the Other Credit.

If [S_ON_CRS_X]Course_Type = 'L' then [Courses]Alt_Course_Number; otherwise, blank

COURSE_COMPLETE_DATE

The date when the other credit course was completed.

Format = yyyy/mm/dd

[S_ON_SGR_X]Credit_Date

NEW_COURSE_COMPLETE_DATE

The revised date when the other credit course was completed.

PowerSchool Business Rules:

This element is not submitted

n/a

TYPE

Uniquely identify the Other Credit type.

When the ACTION of OTHER_CREDIT is "ADD", this element is mandatory

[S_ON_SGR_X]Credit_Type

OTHER_COURSE_INFO

The Outer Tag of the Other Course Information Segment.



Action

The action associated with this submission.

Value: "ADD"

Action of ADD is generated for new values.

OTHER_COURSE_INFO_TYPE

Valid values:

  • 1 - Credit Recovery

  • 2 - Ministry Developed Content

[S_ON_SGR_X]OthCrsInfo_Cred_Recovery

[S_ON_SGR_X]OthCrsInfo_Ministry_Content

EARNED_CREDIT

Earned Credit Value.

When the ACTION of OTHER_CREDIT is "ADD", this element is mandatory

[StoredGrades]EarnedCrHrs

FINAL_MARK

Final Mark.

When the ACTION of OTHER_CREDIT is "ADD", this element is mandatory

[StoredGrades]Grade

SPCE Segment

Selection Criteria

  • Effective June 2019 onward

  • If the student is working towards Sector-Partner Contextualized Experience (SPCE) - [S_ON_SEN_X]SHSM_Component - this segment is only generated upon the completion of the SHSM program, when the All Requirements Met Date is not NULL.

  • At least one of the SPCE components must be completed by the SHSM student:

    • Innovation, Creativity and Entrepreneurship (ICE) (Code 1)

    • Sector-partnered contextualized experience: coding (Code 2)

    • Sector-partnered contextualized experience: mathematical literacy (Code 3).

  • A segment is generated for every component that is selected on the student record (Code 1, 2, and/or 3)

Element

Description

[Table]FieldName

SPCE

This is the outer tag for the SPCE Program.

Note: The student SPCE values and/or tags provided for submission periods prior to June 2018-2019 will result in error.

n/a

ACTION

This is the action associated with this submission

Only "ADD" action is submitted


TYPE

Uniquely identifies the SPCE Program


[S_ON_SEN_X]SPC_Innovation = 1

[S_ON_SEN_X]SPC_Coding = 2

[S_ON_SEN_X]SPC_MathLit = 3

SHSM Program Segment

Selection Criteria

  • A student may have only one SHSM Program record per school per submission period.

  • An SHSM program is only applicable to students in Grades 10, 11, and 12.

  • SHSM program enrolments are filtered by school because the graduation sets used to determine the associated SHSM courses are stored by school. If a student transfers from one school to another, the enrolment at the first school must be ended and a new enrolment at the second school created.

  • SHSM Program Entry Date is less than or equal to the Submission End Date.

  • SHSM Program Exit Date is 0/0/0 or greater than the Submission End Date.

  • SHSM Requirement Met Date is 0/0/0 or greater than or equal to the Submission Start Date (i.e. a program for which requirements were met prior to the start of the submission period are not extracted even if the student is still enrolled in the program.

  • If a SHSM program exists in PowerSchool but not in the PAE file then the segment is created with an ADD action.

  • If a SHSM program exists in the PAE file but not in PowerSchool then the segment is created with a DELETE action. For non-returning students in the October submission, the SHSM program exit date must be before the submission period end date for the DELETE to be generated.

  • If a SHSM program exists both in PowerSchool and the PAE file for the school/student/type then the segment is created with an UPDATE action. The segment is generated if any of the child <SHSM_CERTIFICATION> (or <SHSM_COURSE> until June 2019) segments are generated of if <ALL_REQUIREMENTS_MET_DATE> differs from that in the PAE file.

  • For students that enroll and withdraw within the same submission period, only include the SHSM program and associated certifications and courses if any of the following is true:

    • The student's "All Requirements Met" date is defined and falls within the submission period.

    • The student completes and receives credit in a SHSM course within the submission period.

    • The student receives a SHSM certification with a date within the submission period.

Data Element

Description

[Table]FieldName

SHSM_PROGRAM

This is the outer tag for SHSM Program.


Note: Only one occurrence can exist on file. Repeating block to allow "DELETE" followed by an "ADD" action.

n/a

ACTION


This is the action associated with this submission.

Value: "ADD", "DELETE", "UPDATE"

Note: "UPDATE" is a valid action when changing ALL_REQUIREMENTS_MET_DATE and/or adding, updating or deleting SHSM Certifications.

n/a

TYPE

Element Type is used to uniquely identify the SHSM Program.

Gen.value2 , where

[gen]cat = 'specprog'

[S_ON_GEN_SPECPROG_X]SHSM_Flag = 1

[gen]value2 (program type) is not null

ALL_REQUIREMENTS_MET_DATE

All Requirements Met Date as it appears on the SHSM Program. Format = YYYY/MM

Spenrollments custom field.

When [S_ON_SEN_X]shsm_program_date when prior or equal to submission end date.

Otherwise, NULL.

SHSM Certification Segment

PowerSchool Certifications are saved in the S_ON_STU_SHSM_Cert_C table. They are linked to SHSM Special Programs via the S_ON_GEN_SHSM_Cert_Map_C table.

  • There is an entry on the S_ON_STU_SHSM_Cert_Map_C table for the SHSM Program and Certification Type.

    • [S_ON_GEN_SHSM_Cert_Map_C]foreignkey = [spenrollments]ProgramID

    • [S_ON_GEN_SHSM_Cert_Map_C]Certification_Type = [S_ON_STU_SHSM_Cert_C]certType

Note: PAE Certifications are saved in the S_ON_STU_SHSM_Cert_C table.

Selection Criteria

Action 'DELETE - not generated.

Action 'ADD'

  • The Date Completed year/month value must be between September 1st of the previous academic year and the current submission period count date.

  • The Certification Type is linked to the SHSM Program.

  • SHSM Program Entry Date is prior to the Submission End Date.

  • SHSM Program Exit Date is either null or after the Certification Complete Date.

  • For 'ADD' no record is found in PAE for School/Student/Program /Certification Type.

Data Element

Description

[Table]FieldName

SHSM_CERTIFICATION

This is the outer tag for SHSM Certification

n/a

ACTION

This is the action associated with this submission.

Value: "ADD"

n/a

TYPE

Element Type is used to uniquely identify the SHSM Certification.


For Action ADD

[S_ON_STU_SHSM_Cert_C]certType

DATE_COMPLETED

Date when SHSM Certification was completed.

When the action of SHSM_CERTIFICATION is "ADD", this element is mandatory.

Format = YYYY/MM

For Action ADD

[S_ON_STU_SHSM_Cert_C]Date_Completed

CERTIFICATION_HOURS

SHSM Certification Hours. Format = 999.99

For Action ADD

[S_ON_STU_SHSM_Cert_C]Certification_Hours

SHSM Course Segment

Note: The SHSM Course Segment is not reported as of June 2019

Selection Criteria

Only one SHSM Course with the same Course Code (including Institution Type if applicable), Date Completed, Course Delivery Type/Credit Type, Earned Credit Value, and Final Mark can be submitted for a submission period.

  • PLAR Courses with ministry defined course codes of PLE99, QEV1W, QEE99, QMA99, QAP99 and QSE99 are not submitted.

  • If the SHSM_PROGRAM = 'ADD' then select all courses where:

    • Courses Course_Type is M or L

    • Course is in list of courses defined in grad set for the SHSM Program

    • StoredGrades Earned Credit >0

    • StoredGrades Grade > 50 (Passing Grade)

    • StoredGrades PLAR Type is empty

    • <DATE_COMPLETED> (see below) is <= the submission period end date

  • If the SHSM_PROGRAM = 'UPDATE'

    • Same rules as add AND

    • SHSM Course is not found in PAE where the PAE Key equals concatenated values of:

      • Ministry_Dfnd_Crs

      • Institution_Type

      • Local_Dev_Crs

      • CC DateLeft - formatted as 'YYYY-MM-DD'

      • StoredGrades EarnedCrHrs - trimmed and formatted as 00.00

      • StoredGrades Grade - trimmed and formatted as 000

      • no restrictions on CC DateEnrolled

  • SHSM_Course Selection for 'DELETE'

    • If the SHSM_PROGRAM = 'UPDATE'

      • student in ON_SHSM_Course PAE file and the PAE Key does not equal 'ADD' action for course defined above for fields:

        • Ministry_Dfnd_Crs.

        • Institution_Type

        • Local_Dev_Crs

        • CC DateLeft formatted as 'YYYY-MM-DD'

        • StoredGrades EarnedCrHrs - trimmed and formatted as 00.00

        • StoredGrades Grade - trimmed and formatted as 000

  • To avoid errors when the submitting school uploads a submission before the other school, the report defers reporting a SHSM course taken at another school until the submission period following the one in which credit is earned. A SHSM_Course segment is not generated if all of the following are true:

    • the course was taken at another school (i.e. [S_ON_SGR_X]School_Number is defined and not the same as the alternate school number for the school doing the submission.

    • the credit earned date is after the START date for the current submission period.

    • no value is extracted for <ALL_REQUIREMENTS_MET_DATE> in the parent <SHSM_PROGRAM> segment.

Data Element

Description

[Table]FieldName

SHSM_COURSE

Note: The SHSM Course Segment is not reported as of June 2019

This is the outer tag for SHSM Course.

The SHSM Course values and/or tags provided for submission periods prior to March 2009 will be ignored.

n/a

ACTION

This is the action associated with this submission.

Value: "ADD" "DELETE"

The combinations of elements MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS (mutually exclusive), DATE_COMPLETED, EARNED_CREDIT_VALUE, FINAL_MARK and COURSE_DELIVERY_TYPE or CREDIT_TYPE (mutually exclusive) are used to uniquely identify the SHSM Courses.

Note: For "DELETE" action, if both COURSE_DELIVERY_TYPE and CREDIT_TYPE are not provided, delete the SHSM Course record that matches MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS, DATE_COMPLETED, EARNED_CREDIT_VALUE, FINAL_MARK, and has null value for both COURSE_DELIVERY_TYPE and CREDIT_TYPE.

n/a

MINISTRY_DFND_CRS

Only MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS can have values not both.

The combination of element MINISTRY_DFND_CRS and INSTITUTION_TYPE is used to identify the Dual Credit Course.

Note: Ended course code should be considered as valid for SHSM course submission as long as it meets rule SHSM Course #5 (MSHSMR005) requirements.

PS Business rules:

Course_Type must be M

For Action ADD [Courses]Alt_Course_Number when [S_ON_CRS_X]Course_Type = M or is null

For Action DELETE

[ON_SHSM_COURSES]Ministry_Dfnd_Crs

INSTITUTION_TYPE

Institution (College or University) - used to identify the Dual Credit Course.

The combination of element MINISTRY_DFND_CRS and INSTITUTION_TYPE is used to identify the Dual Credit Course

Only MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS can have values not both.

Note: Ended institution type code should be considered as valid for SHSM course submission.

For Action ADD, [S_ON_CRS_X]Institution custom field

For Action DELETE, [ON_SHSM_COURSES]Institution_Type

LOCAL_DEV_CRS

Only MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS can have values not both.

Note: Ended course code should be considered as valid for SHSM course submission as long as it meets rule SHSM Course #5 (MSHSMR005) requirements.

PS Business rules:

If COURSE_TYPE = L then pull ALT_COURSE_NUMBER

For Action ADD

[Courses]Alt_Course_Number when [S_ON_CRS_X]Course_Type = L

For Action DELETE

[ON_SHSM_COURSES]Local_Dev_Crs

COURSE_DELIVERY_TYPE

Only COURSE_DELIVERY_TYPE or CREDIT_TYPE can have a value but not both at the same time (mutually exclusive).

For "ADD" actions, if both delivery type and credit type are undefined in the database, COURSE_DELIVERY_TYPE is set to "1" and CREDIT_TYPE to empty.

Note: Ended course delivery type should be considered as valid for SHSM course submission

For Action ADD

when [S_ON_CC_X]Withdrawal_Type is null

[S_ON_SGR_X]Delivery_Type, if not null; otherwise, [S_ON_SEC_X]Delivery_Type

For Action DELETE

[ON_SHSM_COURSES]Course_Delivery_Type

'9' (Continuing Education) if undefined.

CREDIT_TYPE

Only COURSE_DELIVERY_TYPE or CREDIT_TYPE can have a value but not both at the same time (mutually exclusive).

For "ADD" actions, if both delivery type and credit type are undefined in the database, COURSE_DELIVERY_TYPE is set to "1" and CREDIT_TYPE to empty

Note: Ended credit type should be considered as valid for SHSM course submission.

For Action ADD

[S_ON_SGR_X]Credit_Type

For Action DELETE

[ON_SHSM_COURSES]Credit_Type

DATE_COMPLETED

The date when the course was completed.

Format = yyyy/mm/dd

For Action ADD

IF course exists in ON_SHSM_CRS_ENROLS with matching Ministry_Dfnd_Crs, Institution_Type, Local_Dev_Crs, Course_Delivery_Type, Earned_credit_value, and Final Mark AND Course_End is NOT NULL then:

  • [On_SHSM_Crs_Enrols]Course_End;

Otherwise:

  • if [S_ON_SGR_X]Credit_Date is defined, use that value

  • if [S_ON_SGR_X]Credit_Date is undefined and there is an associated CC record, use the calendar date immediately prior to[CC]DateLeft

  • if [S_ON_SGR_X]Credit_Date is undefined and there is no associated CC record and [StoredGrades]TermId is defined (i.e. non-zero), use [Terms]LastDay for the associated term

For Action DELETE

[ON_SHSM_COURSES]Date_Completed

EARNED_CREDIT_VALUE

Earned Credit Value of the course.

For Action ADD

[StoredGrades]EarnedCrHrs

trimmed and formatted as 00.00

For Action DELETE

[ON_SHSM_COURSES]Earned_Credit_Value

FINAL_MARK

Final Mark of the course.

For Action ADD

[StoredGrades]Grade

trimmed and formatted as 000

For Action DELETE

[ON_SHSM_COURSES]Final_Mark


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