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OnSIS Secondary School Submission Report

Introduction

This report is for creating OnSIS files for Secondary Submissions. Use this report for OnSIS submissions in October, March, June, and the Suspensions/Expulsions submission for June. The segments included in the generated submission file vary depending on the selected submission period.

Reports may 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 Secondary 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.

Schools for which the "Exclude From State Reporting" flag ([Schools]State_ExcludeFromReporting) or the "School is Closed" flag 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 for a submission period. The snapshot process stores values of certain student demographic fields as of the OnSIS submission count dates (for a list of fields, refer to Run OnSIS Demographic Snapshot). The report extracts the fields from the snapshot tables if they exist; otherwise, the report extracts the values from the [Students] tables.
  • The OnSIS Generate Class Codes process must be run at least once prior to running any OnSIS Submission report for a submission period; this ensures that classes in the master schedule that were created after the final submission have class codes posted for the last submission period.
  • Prior to running any OnSIS Submission report, Pending Area Extract (PAE) files must be imported at least once for each 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.
  • With the exception of SHSM programs, no filtering of program enrolments is done by school. However a student must have a school enrolment in the school creating the submission in order for a program enrolment to be processed - the program enrolment itself can be at another school but the student must be enrolled in current school.
  • 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.

School Selection

  • Schools with the "Exclude From State Reporting" ([Schools]State_ExcludeFromReporting) checkbox selectedare not included.
  • Any school with the same BSID but with "Exclude From State Reporting" or "School is Closed" ([S_ON_SCH_X]IsClosed_TF) checkboxes selected are not included.

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 school for which you want to run the submission report. The pop-up menu contains alternate school numbers (BSIDs) only for schools with grade levels 9 - 12.

If the report is run at the school level, only the alternate school number for the current school is available. If the alternate school number ([Schools]Alternate_School_Number) is undefined, the local school number ([Schools]School_Number) is shown. If multiple schools have the same BSID, the BSID appears only once in the pop-up menu.

Any school within the same selected BSID but with the "Exclude From State Reporting" or "School is Closed" selected will not be included in the report output.

Submission Type

Select the submission type for the report: one of Public School or Private School.

Report Core Flag In Educator Assignments

The option is used only if the Submission Type is "Private School". It is ignored if the Submission Type is "Public School". Default value is unchecked.

Submission Period (YY/MM/DD)

Select the submission period. Dates for each of the submission periods are based on values set in Start Page > District Setup > District Information for each of the OnSIS Reporting Dates, where:

  • October submission is from the October Submission Period Start Date entered on the Edit District Information page (July 1 of the current school year if undefined) until the October reporting date.
  • March submission is from the day after the October submission until the March reporting date.
  • June submission is from the day after the March submission until the June reporting date.
  • Suspension/Expulsions submission is from the start of the current school year until the June reporting date.

Co-Teaching Roles For Which To Generate Class Assignments

This is a list of roles configured as co-teacher roles.

Select the roles that should cause educator <CLASS_ASSIGNMENT> segments to be generated for non-lead teachers assigned to a class when no explicit class assignments are present for an educator in the ON_Assign_Class table.

List of Alternative Schools
(no selection needed)

This is a read-only list of the schools in PowerSchool that have the alternative school number selected above. Students enrolled in any of these schools are included in the XML submission file created by the report.

Only schools for which "Exclude From State Reporting" ([Schools]State_ExcludeFromReporting) and "School is Closed" ([S_ON_SCH_X]IsClosed_TF) are not selected are included in this list.

Validate XML

When this checkbox is selected, the report generates the XML and validates the students against OnSIS rules. Errors and warnings can then be viewed on the Start Page > Validation Errors Viewer > Data Views page. For further information about validation rules, refer to Data Validation Error Message and Rule Definitions.

Save XML

When this box is selected, the report saves the XML output in tables. These tables is used to generate OnSIS Secondary School Submission Report.

A logging record for the process output is inserted to a logging file and can be viewed from the Start Page > Validation Errors Viewer > Data Views page. Select 'Save XML Process Log' option from Choose data view dropdown to view the logged records.

Everytime the report is run with this option selected, the data in the permanent table is replaced with the data from the new file generated.

The following Segments are saved:

SegmentTableField NameComments
STUDENT_SCHOOL_ENROLMENTS_ON_STU_XML_School_Enrol_C
For non-returnin Students, Gender from PAE file is saved
CLASSS_ON_XML_CLASS_S

STUDENT_CLASS_ENROLMENT

S_ON_STU_XML_CLASS_ENROL_C



SPECIAL_EDUCATION S_ON_STU_XML_SPED_C

SALEP

S_ON_STU_XML_School_Enrol_C

Sal_Flag

Boolean field

The program must be active on the Count date to set the flag ON. The flag is set to 1 if the SAL program enrolment entry date is on or before the Count date and the Exit date is undefined or after the Count date.

STUDENT_NON_ENROLMENT

S_ON_STU_XML_NON_ENROL_C



SECOND_LANGUAGE

S_ON_STU_XML_SECOND_LANG_C



PLAES_ON_STU_XML_PLAR_C

DIPOMA

S_ON_STU_XML_School_Enrol_C



SHSM_CERTIFICATIONS_ON_STU_XML_SHSM_CERT_C.xml,
Certificates reported in the current submission and certificates reported in previous submissions from the PAE file will be saved.



Report Output

Each of the fields displayed in the output of the report are described below. Refer to Understanding the Report Output Table or 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 one SCHOOL_SUBMISSION segment.

School Selection

  • Schools with the Section 23 Flag selected will be excluded. Schools with the same selected BSID that have the Exclude From State Reporting or the School is closed flag selected will be excluded from the report.

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.

OCTSEC1, MARSEC2, JUNSEC1, JUNSECSUS

SCHOOL Segment

Each submission is for a single school. Therefore there will only be one SCHOOL segment.

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

CLEAR_SCHOOL_EDUCATOR_ASSIGNMENT

Flag to clear educator assignment data. Must have a value of 'Y'.

n/a

CLEAR_STUDENT_SCHOOL_ENROLMENT

Flag to clear student school enrolment. Must have value "Y".

n/a

CLEAR_CLASS

Flag to class data. Must have value "Y".

n/a

CLEAR_STUDENT_NON_ENROLMENT

Flag to clear median report card grade data. Must have value "Y".

n/a

CLEAR_NE_SHSM

Flag to clear average report card data. Must have value "Y".

n/a

Secondary School Data Segment Submission Periods

The data segments are produced based on the submission period selected from the Report UI. The following table describes the segments produced.

Segment Name

Submission Periods


October

March

June

School

Y

Y

Y

School/Class

Y

Y

Y

Class Segment

Y

Y

Y

School Educator Assignment

Y

Y

Y

Instructional TM

Y

Y

Y

Class Assignment

Y

Y

Y

Assigned Subject

Y

Y

Y

TLA (not generated starting October 2012)

Y

Y

Y

Student

Y

Y

Y

Student School Enrolment

Y

Y

Y

Student Class Enrolment

Y

Y

Y

Other Credit

Y

Y

Y

Special Education

Y

Y

Y

Second Language Program

Y

Y

Y

PLAR

Y

Y

Y

SALEP

Y

Y

Y

SALEP Component

Y

Y

Y

SHSM Program

Y

Y

Y

SHSM Certification

Y

Y

Y

SHSM Course

The SHSM Course data collection is not reported as of June 2019

Y

Y

Y

Diploma

Y

Y

Y

E Option Sheet

The E Option Sheet data collection is not reported as of March 2021.

N

Y

N

E Option Sheet Courses

The E Option Sheet Courses data collection is not reported as of March 2021

N

Y

N

Student Non-Enrolment

N

Y

N

NE Option Sheet

N

Y

N

NE Option Sheet Course

N

Y

N

School Incident

N

N

Y

Course Calendar

The Course Calendar data collection is not reported as of March 2021

N

Y

N

CLASS Segment

The Secondary School Data Submission File allows for the collection of School Class data. Within this segment are the 'Class Segment' segments.

Selection Criteria

Only classes that start during the submission period, or that are present in the PAE files, will be submitted, subject to the following rules:

  • A class segment is created for each ministry defined class or locally developed class ([S_ON_CRS_X]Course_Type = 'M' or 'L') within the school (or within all schools with the selected BSID) that starts during the submission period or that is present in the PAE files.
  • A class segment is not generated when no students are enrolled in a class and there are no final marks as of the submission period count date, unless <STUDENT_CLASS_ENROLMENT> segments are present for the class in the submission. A segment is generated if a student has final marks, but left the course on the count date.
  • Class is included in the PAE files. No changes have been made to any class or segment information. Then the XML file for Submission will not include any school level class information.
  • Classes are included in the PAE files. School/Class information has changed but School/Class/Segment information has not changed. Then extract UPDATE for Class and do not report Segment.
  • Classes reported in previous submission are included in the PAE files. School/Class information has not changed. School/Class/Segment information has changed (i.e., new class added to combined class). Then extract UPDATE for Class and ADD for Segment.
  • Classes reported in previous submission are included in the PAE files. School/Class information has changed. School/Class/Segment information has changed (i.e. new class added to combined class). Then extract UPDATE for Class and ADD for Segment.
  • Classes are not in the PAE files. This includes all classes that started between the start and end of the submission. Then extract ADD for Class and ADD for Segment.

Note for multiple schools with the same BSID

  • Duplicate records are not allowed in CLASS Segments
  • CLASS_CODE must be unique
  • OnSIS allows a maximum length of 25 characters for class codes.
  • CLASS_CODE is created by the OnSIS Create Class Codes Report.
  • Course Codes are Ministry defined and are used by all schools. Boards must ensure that the section number is unique to make the class code unique.

Recommendations:

    • Assign a group of section numbers to each school(i.e. 01-50 for one school and 51-99 to another,etc.)
    • Use a unique character as the first character(s) in each section for each school.

Data Element

Description

[Table]FieldName

CLASS

This is the outer tag for all school classes

n/a

ACTION

Action to perform with this data. Must be one of: ADD, UPDATE or DELETE

PowerSchool Business Rules:

If the class, identified by CLASS_CODE exists in PowerSchool, but does not exist in the ON_CLASS table, then a <CLASS> segment will be created with the action of ADD.

If the class, identified by CLASS_CODE exists in the ON_CLASS table and in PowerSchool, then if the segment or class data changes, the <CLASS> segment will be generated with the action of UPDATE.

An Action of DELETE will not be generated for Class segments that exist in the PAE, if it is an eSIS Class Code. Instead, the Action will be DELETE and the <CLASS_END_DATE> of the segment will be set to the start date of the current submission period.

Class code comparisons are case insensitive.

n/a

CLASS_CODE

This value is generated by the OnSIS Create Class Codes process.

See information in the OnSIS Create Class Code Report.

Converted to upper case.

[S_ON_SEC_X]class_code

CLASS_START_DATE

First day of the class.

If Action is ADD, [Terms]FirstDay for term in Sections record.

If Action is UPDATE, [ON_Classes]Class_Start_Date

CLASS_END_DATE

Last day of the class.

[Terms]LastDay for term in Sections record.

CLASS_TYPE

Class type for the class.

[S_ON_SEC_X]Class_Type

'R' (Regular) if undefined.

For private school submissions always set to 'NA'.

LANGUAGE_TYPE

Language of instruction for the class.

[Sections]Instruction_Lang If defined and is either E, F, or B else [S_ON_CRS_X]Instruction_Lang If defined and is either E, F, or B

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

CLASSROOM_TYPE

Type of classroom.

Maximum [S_ON_SEC_X]_Classroom_Type for the set of constituent class.

'1' (Regular) if undefined.

Class 'Segment' Segment

Selection Criteria

  • The Class 'SEGMENT' segments are created when the <CLASS><ACTION> is ADD or UPDATE.
  • If the Class is a single course class, one <SEGMENT> segment is generated with the course information.
  • If the Class is a combined courses class, one <SEGMENT> is generated for each course taught in this class. Although it is possible more than one section of the same course might be included in a combined class, the report generates only one segment for a given course code for a combined class.
  • Segments are not generated for placeholder courses ([S_ON_CRS_X]_Course_Type = "P").
  • Segments are not generated for classes with no student enrolments.

Data Element

Description

[Table]FieldName

SEGMENT

This is the outer tag for class segment.

n/a

ACTION

This is the action associated with this submission.

Value: "ADD", UPDATE

UPDATE is to only allow the update of the TOTAL_CLASS_COURSE

n/a

MINISTRY_DFND_CRS

Ministry Defined Course

OnSIS Business Rules:

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 plus LANGUAGE_TYPE plus CREDIT_VALUE is used to uniquely identify the class segment.

If action is ADD then [Courses]Alt_Course_Number if [S_ON_CRS_X]Course_Type = 'M'

If the value is null, use first 5 characters of [sections]course_number

If action is DELETE then [ON_Segment]ministry_dfnd_crs

INSTITUTION_TYPE

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

If action is ADD then [S_ON_CRS_X]Institution_Type

If action is DELETE then [ON_Segment]institution_type

LOCAL_DEV_CRS

Locally Developed Course

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 plus LANGUAGE_TYPE plus CREDIT_VALUE is used to uniquely identify the class segment.

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

If the value is null, use first 5 characters of [sections]course_number


If action is DELETE then [ON_Segment]locally_dev_crs

LANGUAGE_TYPE

Segment language of instruction (English or French).

[Sections]Instruction_Lang If defined and is either E, F, or B eslse [S_ON_CRS_X]Instruction_Lang If defined and is either E, F, or B

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

CREDIT_VALUE

Credit Value

If action is ADD then [Courses]credit_hours

If action is UPDATE then [ON_Segment]credit_value

TOTAL_CLASS_COURSE

Total Class - Course

This is the total number of meeting times for the course section, based on the start and end dates for the course.

Included starting 2017++ and omitted for previous submissions.

Set to a value between 0 and 999 inclusive.

PSSR_ON_Common.get_section_num_classes([Students]SchoolId OR [ReEnrollments]SchoolID, SectionID, CLASS_START_DATE, CLASS_END_DATE)] GROUP BY Year_id, school_id, course_code

This field applies to public secondary school only.

This value can be updated if SEGMENT/ACTION is defined as UPDATE

School Educator Assignment Segment

Starting 2023-2024 onwards this segment and its sub-segments are not extracted for priivate schools. 

The Secondary School Data Submission File allows for the collection of Educator data. Within this segment will be:

  • Educator assignment information
  • Instructional TM segments
  • Class assignment segments
  • Assigned subject segments
  • Instructional TLA segments (prior to Oct. 31, 2012)

Logic if the Selected BSID has Multiple Schools

OnSIS does not allow duplicate educator assignment. A logic is used to combine duplicates assignment records for the same educator into a single record.

Get a list of all assignments for the educator in all schools with the selected BSID, with the same position type. Message the records as follows:

1) Group all assignments with Start Date <= Submission end date, End Date is NULL or EndDate > submission end date, no leave type

      • Group as follows:
        • start date: earliest start date
        • End date: NULL if at least one is NULL otherwise latest end date
        • FTE: sum of FTE
        • the rest of the information should be picked up from the latest assignment added*.

2) Leave type assignments: group assignments with start date within the submission period, leave type defined, withdraw type not defined, and End Date is NULL or End Date > submission End Date.

      • Group all with same Leave type as follows:
        • start date: earliest start date
        • End date: NULL if at least one is NULL otherwise latest end date
        • FTE: sum of FTE
        • the rest of the information should be picked up from the latest assignment added*.

3) Leave type assignments: group assignments with start date < the submission start date, leave type defined, withdraw type not defined and End Date is NULL or End Date > submission End Date and no new leave records from the current submission (previous step(3) return no records).

      • Group all with same Leave type as follows:
        • start date: earliest start date
        • End date: NULL if at least one is NULL otherwise latest end date
        • FTE: sum of FTE
        • the rest of the information should be picked up from the latest assignment added*.

4) Withdraw type assignments: Group assignments with start date within the submission period, withdraw type defined, leave type not defined and End Date is NOT NULL and within submission period, and a matching record is found in the EXSMS-0009 PAE file based on school, MEN, and position type and the FTE in the PAE record is more than in the assignment record (if combined toal FTE must be less than the FTE in the PAE record).

      • Group as follows if start date and end date overlaps and same withdraw type:
        • start date: earliest start date
        • End date: NULL if at least one is NULL otherwise latest end date
        • FTE: sum of FTE
        • the rest of the information should be picked up from the latest assignment added*.

5) Withdraw type assignments: Group assignments with start date < start the submission period, withdraw type defined, leave type not defined and end date within submission period.

      • Group as follows if start date and end date overlaps and same withdraw type:
        • start date: earliest start date
        • End date: latest end date
        • FTE: sum of FTE
        • the rest of the information should be picked up from the latest assignment added*.

*Latest assignment added is identified as follows:

        • if all with end dates use the record with latest end date,
        • if some with Null end dates, use the one with the latest start date and end date is NULL,
        • if multiple exists with same start date and Null end date , sort by Assignement_ID descending and use the first one.

Selection Criteria

For each educator assignment associated with all educators within the school (or schools with same selected BSID), school educator assignment segment will exist.

School Educator Assignment Segments are extracted when:

  • Teacher Assignment Record exists with a Position Type that is not empty and an Assignment Start Date that is not empty.
  • MEN is not empty.
  • The teacher has at least one SchoolStaff record associated with the current school were Status = '1' (active). If all SchoolStaff records for the teacher for the school have Status = '2' educator assignment segments are not generated.

School Educator Assignment Segments are extracted as ADD when

1) An assignment exists in PowerSchool where all of the following are true:

  • State_ExcludeFromReporting preference is not on
  • Assignment start date >= submission period start date. It is assumed that an assignment with a start date on or after the submission period start date will never appear in the EXSMS-0009 PAE file.
  • Assignment start date <= submission period end date.
  • Assignment end date is undefined or > submission period end date.

2) An assignment exists in PowerSchool where all of the following are true:

  • State_ExcludeFromReporting preference is not on.
  • Assignment start date >= submission period start date.
  • Assignment start date <= submission period end date.
  • Assignment end date is <= submission period end date.
  • Withdrawal type is defined.
  • A matching record is found in the EXSMS-0009 PAE file based on school, MEN, and position type and the FTE in the PAE record is less than in the assignment record.

3) An assignment exists in PowerSchool where all of the following are true:

  • State_ExcludeFromReporting preference is not on.
  • Assignment start date < submission period start date.
  • Assignment end date is undefined or > submission period end date.
  • Leave type is defined.
  • A matching record is found in the EXSMS-0009 PAE file based on school, MEN, and position type. Note that the <FTE> element value should be taken from the assignment record, not the PAE record, and that <ASSIGMENT_START_DATE> should be set to the submission period start date.
  • The FTE in the in leave record in the database is less than that in the matching record in the EXSMS-0009 PAE file.

4) An assignment exists in PowerSchool where all of the following are true

  • State_ExcludeFromReporting preference is not on.
  • ASSIGNMENT_START_DATE and ASSIGNMENT_END_DATE are with in submission

  • ASSIGNMENT_WTHD_TYPE is defined

  • TEACHING_TYPE is 'N/A'

  • Teacher is assigned a class that starts and ends within submission period and teacher is active on last day of class

School Educator Assignment Segments are extracted as UPDATE when:

1) An assignment exists in PowerSchool where all of the following are true:

  • State_ExcludeFromReporting preference is not on.
  • Assignment start date is < submission period start date.
  • Assignment end date > submission period start date.
  • An ADD is not generated based on 3) above.
  • A matching record is found in the EXSMS-0009 PAE file based on school, MEN, and position type. Note that if leave type or withdrawal type is defined in the assignment record in this case, the values are sent in the <NEW_EDUCATOR_LEAVE_TYPE> and <NEW_ASSIGNMENT_WTHD_TYPE> elements (the <EDUCATOR_LEAVE_TYPE> and <ASSIGNMENT_WTHD_TYPE> elements are valid only for ADDs).

2) An assignment exists in PowerSchool where all of the following are true:

  • State_ExcludeFromReporting preference is not on.
  • An UPDATE is not generated based on 1) above.
  • Assignment start date is < submission period start date.
  • Assignment end date > submission period start date.
  • A matching record is found in the EXSMS-0009 PAE file based on school and MEN. Note that the <POSITION_TYPE> and <FTE> element values should be taken from the assignment record, not the PAE record.

Exclude Teacher Reporting

If the Exclude Teacher Reporting flag ([Prefs]ON_ExcludeTeacherReporting) is on for the board it is still necessary to send an educator's class assignments. Therefore when the flag is on, a 'minimal' <SCHOOL_EDUCATOR_ASSIGNMENT> segment containing the following elements is generated:

  • ACTION 'ADD' or 'UPDATE' depending on whether an assignment is present in EXSMS-0009
  • MEN
  • POSITION_TYPE for ADD, 'TEA'; for UPDATE, value from EXSMS-0009
  • ASSIGNMENT_START_DATE only for ADD
  • FTE only for ADD, always '1.00'
  • BOARD_EMPLOYEE_NUMBER only for ADD
  • TEACHING_TYPE only for ADD, always 'T'
  • CORE_FLAG only for ADD, always 'T'

In this case the S_ON_SSF_Educator_Assign_C and ON_Assign_Class tables are not used to generate the segments. Instead the report determines whether the educator has been assigned to any classes in the master schedule (i.e. appears in any Sections records) and only generates the educator assignment segment and associated class assignment segments when the educator is assigned to at least one class.

Data Element

Description

[Table]FieldName

SCHOOL_EDUCATOR_ASSIGNMENT

This is the outer tag for all school educator assignments.

n/a

ACTION

Action to perform with this data. Must be one of: ADD or UPDATE.

Note: In the case when an educator has more than one assignemnt reported, the assignmnet segments with an UPDATE action is generated before the segments with an ADD action

n/a

MEN

Ministry Educator Number. MEN and POSITION_TYPE are used to uniquely identify the assignment.

[S_ON_USR_X]OMEN

POSITION_TYPE

Position type. MEN and POSITION_TYPE are used to uniquely identify the assignment.

In the case where a match for the assignment is found in the PAE table based only on school and teacher, but not position type, the position type value from the assignment record is used. This is meant to result in an OnSIS error alerting the user to the fact that an assignment has not been correctly ended.

For Action ADD - [S_ON_SSF_Educator_Assign_C]Position_Type

For Action UPDATE - PAE [ON_Educator_Assignments]position_type. If no match on position type is found in PAE, use [S_ON_SSF_Educator_Assign_C]Position_Type

NEW_POSITION_TYPE

New position type.

Not used

EDUCATOR_LEAVE_TYPE

Educator leave type. Generated when action is ADD.

For Action ADD - [S_ON_SSF_Educator_Assign_C]Leave_Type

For Action UPDATE - Empty

NEW_EDUCATOR_LEAVE_TYPE

New Educator leave type. Generated when action is UPDATE.

For Action ADD - Empty

For Action UPDATE - [S_ON_SSF_Educator_Assign_C]Leave-Type

ASSIGNMENT_WTHD_TYPE

Assignment withdrawal type. Generated when action is ADD.

For Action ADD - [S_ON_SSF_Educator_Assign_C]Assign_Withdrawal_Type

For Action UPDATE - Empty

NEW_ASSIGNMENT_WTHD_TYPE

New assignment withdrawal type. Generated when action is UPDATE.

For Action ADD - Empty

For Action UPDATE - PowerSchool [S_ON_SSF_Educator_Assign_C]Assign_Withdrawal_Type,

ASSIGNMENT_START_DATE

Assignment start date.

For Action ADD and UPDATE - PowerSchool

[S_ON_SSF_Educator_Assign_C]Assignment_Start, if value exists

ASSIGNMENT_END_DATE

Assignment end date.

For Action ADD and UPDATE - PowerSchool

[S_ON_SSF_Educator_Assign_C]Assignment_End, if value exists

FTE

Full time equivalent.

For Action ADD and UPDATE - PowerSchool

[S_ON_SSF_Educator_Assign_C]FTE

Format as 9.99 for example, .33 will extract as <FTE>0.33</FTE>

DEPARTMENT_TYPE

Department type.

Tag is discontinued starting 2023-2024

For Action ADD and UPDATE - PowerSchool

[S_ON_SSF_Educator_Assign_C]Department_Type, if value exists

BOARD_EMPLOYEE_NUMBER

Board employee number.

For Action ADD and UPDATE - PowerSchool

[S_ON_USR_X]Board_Employee_Num, if value exists

For private schools,: This tag is not included


TEACHING_TYPE

Teaching Type.


For Action ADD and UPDATE - PowerSchool

[S_ON_SSF_Educator_Assign_C]Teaching_Type, if value exists

Set to N/A for withdrawal records

CORE_FLAG

Core Teacher Flag.

The "Report Core Flag In Educator Assignments" option on the report input page applies only to private school submissions and is ignored for public school submissions.

For public schools, always NULL (empty) for secondary submission.

For private schools,:

  • If "Report Core Flag In Educator Assignments" is selected on the report input page, set to "F", otherwise
  • If "Report Core Flag In Educator Assignments" is not selected, the element tag is not generated.

NTIP_STATUS_TYPE

NTIP status type.

Not extracted if selected submission type is "Private School".

Tag is discontinued starting 2023-2024

For Action ADD and UPDATE - PowerSchool

[S_ON_SSF_Educator_Assign_C]NTIP_Status, if value exists

GENDER_TYPE

Educator gender

Valid Values: M, F, N (Prefer not to disclose) and S (Prefer to Specify)

[USERSCOREFIELDS].PSCore_Legal_Gender if defined otherwise [USERSCOREFIELDS].Gender

GENDER_DESCEducator Gender description. This field is only populated when Gender is set to S for the Educator[S_ON_USR_X].Gender_Identity_Desc.

Instructional TM Segment

Selection Criteria

  • This is a subtag for <SCHOOL_EDUCATOR_ASSIGNMENTS>.
  • There can be one or more Instructional TM segments in an educator assignment.

INSTRUCTIONAL_TM records are extracted as ADD when:

  • A Time Type record exists on S_ON_Instructional_TM_C table that is related to the Educator Assignment Record on S_ON_SSF_Educator_Assign_C Table.
  • Time Type Code does not match PAE [ON_Instructional_TMS]key.
    • PowerSchool Time Type Code - [S_ON_Instructional_TM_C]Time_Type.

INSTRUCTIONAL_TM records are extracted as DELETE when:

  • There is no PowerSchool Time Type, [S_ON_Instructional_TM_C]Time_Type, that matches the PAE Time Type [ON_Instructional_TMS]key.

This segment is not generated if <ASSIGNMENT_END_DATE> is defined for the educator assignment.

The segment is not generated if <TEACHING_TYPE> in the parent educator assignment segment is 'T' or 'N/A'.

This segment is not generated if the Exclude Teacher Reporting flag ([Prefs]ON_ExcludeTeacherReporting) is on for the board

Due to the above condition Instructional_TM is not generated for educators with school assignments starting and ending within same submission period. and is included in the report due to class assignment.

Data Element

Description

[Table]FieldName

INSTRUCTIONAL_TM

Section of data for an educator's instructional time type. (Optional, Repeating)

n/a

ACTION

Action to perform with this data. Must be one of: ADD or DELETE

PowerSchool Business Rules:

If an Instructional_TM exists in PowerSchool for the educator but not in ON_Instructional_TMS then the <INSTRUCTIONAL_TM> is generated with ADD action.

If an Instructional_TM exists in ON_Instructional_TMS for the educator but not in PowerSchool then the segment is generated with DELETE action.

n/a

INSTRUCTIONAL_TM_TYPE

Time type.

OnSIS Business Rule:

Element INSTRUCTIONAL_TM_TYPE is used to uniquely identify the educator instructional time type information.

If the Action is ADD then [S_ON_Instructional_TM_C]Time_Type


If Action is DELETE then [ON_Instructional_TMS]Time_Type

Class Assignment Segment

Selection Criteria

This is subtag for <SCHOOL_EDUCATOR_ASSIGNMENTS>.

The <CLASS_ASSIGNMENT>segment is not generated

  • if Class Assignment Flag on the educator school assignement is not selected.
  • if [S_ON_SEC_X]Class_Type = "NE" (Dual Credit - External Educator).
  • EDUCATOR_LEAVE_TYPE or NEW_EDUCATOR_LEAVE_TYPE is defined.
  • if <TEACHING_TYPE> in the parent educator assignment segment is 'N' or 'N/A'. (Except for March Submission when the class starts and ends within the submission period and the teacher is active on the last day of the class)

A <CLASS_ASSIGNMENT> tag is generated.

  • If there are Class Assignments defined within the Educator Assignment (S_ON_SSF_Educator_Assign_C Table with the section ID of the class taught.), only those assignments will be exported based on the CLASS_ASSIGNMENT ADD rules. Otherwise, all scheduled assignments, based on the CLASS_ASSIGNMENT ADD rules, will be exported.
  • The class must be active at some point during the educator assignment period. 
  • If the class is active on the count date then educator assignment must also be active on the count date for the class assignment to be generated. 
  • If the class ended before the count date, then the educator assignment must be active on the last day of the class for the class assignment to be generated,
  • Even if [Prefs]ON_ExcludeTeacherReporting is on, class assignments may be geneated


CLASS_ASSIGNMENT records are extracted as ADD when:

  • A Class Assignment Record exists in the S_ON_Assign_Class_C table for the Educator Assignment. If [Prefs]ON_ExcludeTeacherReporting is on, the S_ON_Assign_Class_C table is not examined.
  • If there are no records in the S_ON_Assign_Class_C table (or if the exclude teacher reporting preference is on), the teacher is the lead teacher for the class ([RoleDef]IsLocked = "1") as of the submission period count date, or is a co-teacher with one of the Co-Teaching Roles For Which To Generate Class Assignments selected on the report input page, as of the submission period count date. 
  • The class is taught by the educator in the current year.
  • Course type is M, L or H
  • Students are enrolled in at least one of the constituent classes. 
  • Class is not in PAE.
    • Course Number and Section or for combined classes, the derived minimum [sections]course_number for teacher - [Sections]Section_Number - C does not match the PAE [ON_CLASS_ASSIGNMENTS]Key.

CLASS_ASSIGNMENT records are extracted as DELETE when:

  • The Class is in PAE but no longer taught by the educator in PowerSchool.
  • No students are enrolled in any of the constituent classes. NOTE: The segment IS generated if a CC record is present in which [DD]DateLeft = [Terms]LastDay

Note for multiple schools with the same BSID

  • A list of classes from all schools with the same selected BSID are included, based on the rules stated above.
  • Assumption class codes are unique across all schools.

Data Element

Description

[Table]FieldName

CLASS_ASSIGNMENT

Section of data for an educator's class assignment. (Optional, Repeating)

n/a

ACTION

Action to perform with this data. Must be one of: ADD or DELETE

PowerSchool Business Rules:

If a class identified by Class_Code exists in PowerSchool and does not exist in S_ON_Assign_Class_C then the segment is generated with ADD action.

If the class identified by Class_Code exists in S_ON_Assign_Class_C and does not exist in PowerSchool then the segment is generated with DELETE action.

Class code comparisons are case insensitive.

n/a

CLASS_CODE

Class code. This value is generated by the OnSIS Create Class Codes process.

OnSIS Business Rules:

The Class_Code is used to uniquely identify the class.

Embedded spaces are removed. Converted to upper case.

If Action is ADD then [S_ON_SEC_]Class_code


If Action is DELETE then [ON_CLASS_ASSIGNMENTS]Class_Code

Assigned Subjects Segment

Educator Assignment collection for secondary school do not have assigned subjects subtags.

Temporary Letters of Authorization Segment

Selection Criteria

Starting with the October 2012 submission, this segment is no longer generated.

This is a subtag of <SCHOOL_EDUCATOR_ASSIGNMENTS>.

There can one or more TLA segments for an Educator assignment.

Data Element

Description

[Table]FieldName

TLA

Section of data for an educator's TLA info. (Optional, Repeating)

n/a

ACTION

Action to perform with this data. Must be one of: ADD or DELETE.

PowerSchool Business Rules:

If a TLA exists in PowerSchool and does not exist in S_ON_TLA_C then the segment is generated with ADD action.

If a TLA exists in S_ON_TLA_C and does not exist in PowerSchool for that educator then the segment is generated with DELETE action.

n/a

NON_TEACHING_FLAG

Indicates if the educator has a non-teaching TLA.


If Action is ADD then [S_ON_TLA_C]Non_Teaching_Flag

If Action is DELETE then [ON_TLAS]Non_Teaching_Flag

ELEMENTARY_SUBJECT_TYPE

OnSIS Business Rules:

The combination of element MEN NON_TEACHING_FLAG and SECONDARY_SUBJECT_TYPE is used to uniquely identify the educator TLA.

If SCHOOL_EDUCATOR_TLA_ASGN.NON_TEACHING_FLAG = "F", this element is mandatory.

If Action is ADD then [S_ON_TLA_C]Subject_Type

If Action is DELETE then [ON_TLAS]Subject_Type

Student Segment

Selection Criteria

  • A student without an OEN ([Students]state_studentNumber) is submitted with an OEN value of '000000000'. If an OEN is present in the pending area extract (PAE) file for a submission period but no matching OEN is found in PowerSchool, the Student segment is generated using the values from the PAE record.
  • 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 not submitted if the exclude from Provincial Reporting flag is enabled for this 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.
  • A Student Segment is created if the student appears in the PAE file for the school for the current submission period.
  • A Student Segment is created if the Student Date of Exit from the school is after the start date of the submission period AND Student Date of Entry to the school is before or on the end date (count date) of the submission period (Note pre-registered students for the next school year and students with transfer and re-enrolment dates after the submission period end date will not be submitted, unless they were submitted in the previous submission period).
  • A Student Segment is created if the Student Date of Entry 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 full disclosure), PLAR, Diploma, SHSM Program or SALEP segments. A student with Independent Study ADE or High Credit Independent Study ADE must be reported even if he/she does not have any other qualifying record.
  • A Student Segment is created if a student is enrolled in the school and is active during the submission periods, regardless of the Course_Type associated with any of the courses in which the student is enrolled.
  • In a June submission, a Student Segment is created if the student's entry date falls in the submission period and the student is enrolled at the end of the school year, regardless of whether there is any other data to report.
  • Cross enrolled students:
    • Students cross-enrolled in one or more classes, in this school and if the class is in session during this submission period, are included.
    • Students cross enrolled after the count date and have second language segment to report are included
    • Students cross enrolled only in classes with Course Type not defined, are not included ( that is, Students enrolled in remote school and cross enrolled back into their home school should be enrolled in a class with course type set to Blank, to be excluded from the report)
  • Student Segments do not have an ACTION element. Instead, it is only created if the STUDENT_SCHOOL_ENROLMENT segment has an ACTION with a value of 'ADD' or 'UPDATE'. Student segments are generated for students not enrolled in submission date range when
    • It is the March Submission and the student has a schedule request for the school in the next school year or
    • They have a diploma date ([S_ON_STU_X]Diploma_Date) within the submission date range and after the student enrolment exit date or
    • They have a scholarship date ([S_ON_STU_X]Scholarship_Date) within the submission period date range and after the student enrolment exit date, or
    • They have an SHSM Certification Date within the submission date range.

    Note for multiple schools with same BSID

    • One record per student should be reported in the student segment.
    • If a student is enrolled in multiple schools with the same selected BSID, the student's information will be extracted from the student's latest school.

    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. For students that have not been entered in OnSIS, the value for Language First Spoken will be set to the language of the school. If the language of the school is both "English and French", Language First Spoken of the student will be set to English.

    When the ACTION of STUDENT_SCHOOL_ENROLMENT is "UPDATE" 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", and enrolment records where the exit code is defined but is not mapped to a valid ministry exit code.
    • If a student initially has a primary enrolment at the school during the submission period and subsequently withdraws from the school during the submission period but remains cross-enrolled in one of more classes at the school, the student is reported as a shared student (i.e. Board Residence Status = "08", Attendance Type = "PT", Main School Flag = "F", and FTE = "0.00").
    • If a student's Board Residence Status is 07 or 01 and the student is enrolled only in Independent Study classes, the Attendance Type = "PT", FTE = "0.00", and High Credit FTE = "0.00" and if a diploma is granted in the current submission by the school running the report, the MAIN_SCHOOL_FLAG = 'T'; otherwise, MAIN_SCHOOL_FLAG = 'F'.
    • If a student's attendance type ([Students]EnrollmentType) is 'EX' (excluded) and the student was reported in a previous submission (i.e. appears in the PAE files), the segment is generated as if the student is non-returning; otherwise, the student is excluded from the report.
    • 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..

    Special Rules for Schools using Quad/Octomester Models

    The report now uses the MOI average calculations on the 16th day dates, ( more details can e found in Appendix M). The report is also updated with special logic to handle the following special cases:

    • Student with FTE to report and has departed the school during the submission and prior to the count date.
      • Student's enrolment end date and student_mobility_type_exit fields are reported empty. This will ensure that the student is considered as Active on the count date, and his FTE will be counted by OnSIS.
      • Class enrolment records are reported for completed courses.
      • If 'NOT_MAIN_SCHOOL' = 'T', then MAIN_SCHOOL_FLAG = 'F', if student's student_mobility_type_exit value (before it was blanked out) was 64 or 72 (e.g. transferred to another school in ON), the main_school_flag is set to F, otherwise the value is reported as it was calculated.
    • Student with FTE to report and has departed the school during the submission and prior to the count date and have an entry record after the count date (example for Nov).
      • Student's enrolment end date and student_mobility_type_exit fields are reported empty. This will ensure that the student is considered as Active on the count date, and his FTE will be counted by OnSIS.
      • class enrolment records are reported for completed.
      • If 'NOT_MAIN_SCHOOL' = 'T', then MAIN_SCHOOL_FLAG = 'F'. if student's student_mobility_type_exit value (before it was blanked out) was 64 or 72 (e.g. transferred to another school in ON), the main_school_flag is set to F, otherwise the value is reported as it was calculated.
    • Student with FTE to report, the student is not enrolled as of the count date and has an entry record for the school after the count date (example for Nov).
      • Case 1: Student New to the school.

        • Student's enrolment start date should be reported as the count date. This will ensure that the student is considered as Active on the count date, and his FTE will be counted by OnSIS.
        • The action tag for the records will be 'ADD'. The student identification section will populated from the latest school enrolment record within the semester where the count date falls..
        • if student's student_mobility_type value is 34,35,36,37,38,41,50, 21, 22, or RS, the main_school_flag is set to T, otherwise the student has come from another school in ON and the main_school_flag is set to F.
        • The student must have future MOI to report. if the student is enrolled in the future but has no minutes, then the student is not included in the report.
      • Case 2: Student exist in the PAE file.
        • Student's enrolment start date should be reported as the start date from the PAE file. .
        • The action tag for the records will be 'UPDATE'. The student identification section will populated from the latest school enrolment record within the semester where the count date falls..
        • if student's student_mobility_type value is 34,35,36,37,38,41,50, 21, 22, or RS, the main_school_flag is set to T, otherwise the student has come from another school in ON and the main_school_flag is set to F.
        • The student must have future MOI to report. if the student is enrolled in the future but has no minutes, then the student is included as a non returning student to end date his enrolment.

    For multiple schools with same BSID

    • Only one student enrolment segment should be generated per 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" "UPDATE"

    PowerSchool Business Rules:

    If the student is enrolled or cross-enrolled at the start of the school term and student's exit date is beyond the count date of the current submission, the school enrolment segment is generated with the 'UPDATE' action if the student data exists in the PAE extract file (extract #003)

    If the student is enrolled or cross-enrolled at the start of the school term and student's exit date is beyond the count date of the current submission, and the student data does not exist in the PAE extract file the school enrolment segment is generated with the 'ADD'

    If the student is enrolled or cross-enrolled at the start of the school term and student has transferred out within the current submission, the school enrolment segment is generated with the 'UPDATE' action if the student data exists in the PAE extract file (extract #003)

    If the student is enrolled or cross-enrolled at the start of the school term and student has transferred out during the current submission, and the student data does not exist in the PAE extract file the school enrolment segment is generated with the 'ADD'

    If the student is enrolled during the current submission period date and transferred out before the end of the current submission period date (note the PAE extract #003 will not have data for this student) the school enrolment segment is generated with the 'ADD' action ONLY if the student has Class Enrolments with final marks, PLAR, Diploma, SALEP or SHSM Program Segments for that period; otherwise, no student segment is submitted. For cross-enrolled students, the school enrolment segment is generated with the 'ADD' action ONLY if the student has Class Enrolments with final marks,

    If the student is enrolled or cross-enrolled AFTER the start of the current submission period and remains currently enrolled at the school. (Note the PAE extract file will not have data for this student), The school enrolment segment is generated with the 'ADD' action.

    If the student, identified by the student's OEN, exists in PowerSchool and this student's enrolment record exists in the PAE extract #003, but there is no enrolment for this student between the submission period start date and count date in for this school in PowerSchool, then the school enrolment segment is created with the 'UPDATE' action.

    Rules for Quad/Octomester model

    For students enrolled on the count date, the above rules apply. For students not enrolled at the school on the count date and has FTE to report are reported as follows:

    If the student is enrolled or cross enrolled, but departed during the submission and prior to the count date, the school enrolment segment is generated with the 'ADD' for new students or 'UPDATE action if the student data exists in the PAE extract file (extract #003).

    If the student is enrolled or cross enrolled, departed during the submission and prior to the count date and has an entry after the count date (example Nov), the school enrolment segment is generated with the 'ADD' for new student or 'UPDATE action if the student data exists in the PAE extract file (extract #003).

    If the student is enrolled, after to the count date (example Nov), the school enrolment segment is generated with the 'ADD' for new students or 'UPDATE action if the student data exists in the PAE extract file (extract #003).


    If there are multiple enrolments in the current submission period for this student, only one enrolment (the one with the earliest entry date) will qualify for the submission.



    n/a

    GRADE_TYPE

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

    In cases of multiple schools with the same BSID where a school contains both elementary and secondary grade levels, and a student is a reach-ahead student, the grade level is set to 9 if the student has a primary enrolment in the school (the student's grade level in the elementary submission will be set to 8).

    If ACTION is "ADD" or "UPDATE" then

    [ON_OnSIS_Snapshot]Grade_Level if the snapshot record exists; otherwise,

    [Students/ReEnrollments] Grade_Level from the latest enrolment within the submission period from the school belonging to the selected BSID.

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Grade_Type if defined; otherwise, use grade level from previous enrolment.

    Set to 9 when student is Reach Ahead student.

    Special rule for students not enrolled on the count date (Quad/Octomester model), [Students/ReEnrollments] Grade_Level from the latest school enrolment record within the semester where the count date falls

    Grade_DESIGNATION_TYPE

    Grade Designation Type.

    OnSIS Business Rules:

    Grade Designation is required for students in grades 10 to 12 and is not applicable for grades lower than 10 to 12.


    If ACTION is "ADD" or "UPDATE" then

    • [S_ON_STU_X]/[S_ON_REN_X]Grade_Designation from the latest enrolment within the submission period from the school belonging to the selected BSID.
    • Special rule for students not enrolled on the count date (Quad/Octomester model) [S_ON_STU_X]/[S_ON_REN_X]Grade_Designation from the latest school enrolment record within the semester where the count date falls

    If [S_ON_STU_X]/[S_ON_REN_X]Grade_Designation is undefined, a value of '1' (years of attendance) is extracted.

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]grade_designation_type

    LANGUAGE_TYPE

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

    PowerSchool Business Rules:

    This value will be set to 'F' if the [PREFS]ON_French_Board_Flag is enabled; otherwise, set to 'E'.

    If ACTION is "ADD" or "UPDATE" then 'F' if [Prefs]Name = 'ON_French_Board_Flag' = '1'.

    Set to 'B' if selected submission type is "Private School".

    Otherwise, default to 'E'.

    STU_BRD_RES_STAT_TYPE

    Board Residence Status

    When the ACTION of STUDENT_SCHOOL_ENROLMENT is "ADD" -this field is mandatory.

    Note: In cases where a school contains both elementary and secondary grade levels, and a student is a Reach Ahead student, board residence status is set to "08" (shared) if the student has a primary enrolment in the school (the student's board residence status in the elementary submission will be set to the appropriate value).

    When Not Main School Flag is 'T', set to '08'.

    For enrolled student

    • [S_ON_STU_X]/[S_ON_REN_X]Brd_Res_Status where count date is between EntryDate and ExitDate.

    When Main School Flag = 'F' (i.e. the student is cross-enrolled),

    • If student is only cross enrolled after the count date within the semester set to '08' shared ( This rules is specific to Quad/Octo Model)
    • if [S_ON_SEC_X]Delivery_Type is '18' or '19' for all of the cross-enrolled classes on the count date, not including Courses where enrolment End Date is less than count date, set board residence status to '09' (e-Learning); otherwise, set to '08' (Shared).
    • if [S_ON_SEC_X]Delivery_Type is '18' or '19' for all of the cross-enrolled classes are early-completed AND student's exitdate is earlier than or equal to count_date, THEN '09' (e-Learning),
    • if [S_ON_SEC_X]Delivery_Type is '18' or '19' for all of the cross-enrolled classes are early-completed AND student's exitdate is later than count_date THEN '08' (Shared).

    For non-returning students,

    • from the latest enrolement that ends before the count date.
    • Quad/Octomodel ( March/June submissions): from PAE file

    The value is calculated by the GetStudentEnrolmentField function, described in the Enrolment Fields Report.

    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) UI field is not Canada.

    • ON_OnSIS_Snapshot]Curr_County if the snapshot record exists; otherwise, '
      • ON_REN/STU_X]Curr_Country where count date is between EntryDate and ExitDate.
      • Special rule for students not enrolled on the count date (Quad/Octomester model)
        [S_ON_REN/STU_X]Curr_Country from the latest school enrolmenet within the semester where the count date falls.
    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) UI 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.

    • ON_OnSIS_Snapshot]Curr_Province if the snapshot record exists; otherwise,
      • [S_ON_REN/STU_X]Curr_Province where count date is between EntryDate and ExitDate.
      • Special rule for students not enrolled on the count date (Quad/Octomester model)
        [S_ON_REN/STU_X]Curr_Province from the latest school enrolmenet within the semester where the count date falls.

    ATTENDANCE_TYPE

    Attendance Type

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

    PowerSchool Business Rules:

    If grade_level between 9 and 12 and exemption code from high credit equal to 00 for effective date, then calculate based on [ON_HIGH_CREDIT] total_enrolled_minutes.

    ATTENDANCE_TYPE for shared (i.e. cross-enrolled) student (board residence status of '08') is "PT". When Main School Flag = 'F' then set to 'PT'

    ATTENDANCE_TYPE for e-learning students (board residence status of '09') is "PT".

    ATTENDANCE_TYPE for Student between the age of 14 and 17  as of December 31 of that academic year enrolled in SAL program less than 70 minutes (SAL program 001) is 'PT'.

    ATTENDANCE_TYPE for Student between the age of 14 and 17 as of December 31 of that academic yearenrolled in SAL program greater than 70 minutes (SAL program 002) is 'FT'.

    ATTENDANCE_TYPE for Student enrolled in an expulsion program (i.e. [S_ON_GEN_SPECPROG_X]Expulsion_Flag is true for the associated program) is 'FT'.

    ATTENDANCE_TYPE for a student in grade JK or K, and is 6 years of age or older as of December 31 of that academic year is FT.

    if Board Residence = "other student" (board residence status of '07') or 'board pupil' (board residence status of 01) and the student is enrolled only in independent study classes ([S_ON_SEC_X]IsIndependentStudy_Class flag or [S_ON_CC_X]IsIndependentStudy_Class is on) at the school of primary enrolment, ATTENDANCE_TYPE is PT

    When Not Main School Flag is 'T', Attendance Type is 'PT' and FTE is 0.00.

    Age is calculated as of December 31st of the current academic year.

    For other students the attendance type is derived from the number of minutes to which the student is scheduled on the latest "in-session" day on or before the submission period count date, or the last day on which the student was enrolled if he or she withdrew during the submission period). Minutes for courses taken at night schools ([S_ON_SCH_X]IsNightSchool is true) are excluded. If the number of enrolled minutes is zero, Attendance Type is "PT".

    Because attendance type and FTE are not pre-populated in the PAE file, for non-returning students, unless subject to the rules above, the number of minutes in the student's schedule from the previous year is used to determine these values. If a non-returning student has no schedule in the prior year (i.e. no minutes scheduled) and the student is not subject to one of the rules above, the attendance type is set to 'FT' and FTE is set to '1.00'.

    OnSIS Business Rules:

    If Secondary, Attendance Type must be "FT" or "PT"

    If ACTION is "ADD" or "UPDATE" then calculated as described to the left unless [Students/ReEnrollments]EnrollmentType is defined, in which case that value is used.

    The value is calculated by the GetStudentEnrolmentField function, described in the Enrolment Fields Report.

    Quad/Octomester model

    • 2021-2022 onwards, for a given count date, Total FTE is the sum of Regular FTE and HighCredit FTE for all schools the student is enrolled during the semester. If total FTE is less than 0.7, the attendance type will be set to PT otherwise FT.
    • For other calculations refer to Appendix M and Enrolment Fields Report.

    For non-returning students,

    • from the latest enrolement that ends before the count date.
    • Quad/Octomodel ( March/June submissions): from PAE file








    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.

    Refer to Appendix F.

    RESIDENCE_STATUS_TYPE

    Residence Status

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

    If ACTION is "ADD" or "UPDATE" then

    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.

    Special rule for students not enrolled on the count date (Quad/Octomester model)

    ,[S_ON_STU_X]/[S_ON_REN_X]Residence_Status from the latest school enrolmenet within the semester where the count date falls.


    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Resident_Status_Type

    INDIGENOUS_SELF_IDENTIFICATION

    OnSIS Business Rules:

    In the case of UPDATE action, if an empty tag is provided, the field will be updated to a null value. If no tag is provided, the field will be ignored.

    This element is not generated for private school submissions.

    If ACTION is "ADD" or "UPDATE" then

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

    Special rule for students not enrolled on the count date (Quad/Octomester model)

    [S_ON_STU_X]Aboriginal_Type from the latest school enrolmenet within the semester where the count date falls.


    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]aboriginal_self_identification

    STUDENT_MOBILITY_TYPE

    Entry Code

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


    If ACTION is "ADD" then

    • [ Students/ReEnrollments]EntryCode from the latest enrolment within the submission period from the school belonging to the selected BSID.(same logic used for Quad/Octomester models)

    The extracted value is the ministry code ([Gen]Value2) to which the entry code has been mapped.

    If a student is cross-enrolled (i.e. the main school flag is "F") student mobility type is set to

    "05" if the primary enrolment is at an elementary school or "09" (same board - public secondary school) if the primary enrolment is at a secondary school. or :19" (same board - separate secondary school).If cross-enrolled at Catholic boards (i.e. a record exists in the Prefs table where [Prefs]Name = "ON_Catholic_Board_Flag and [Prefs]Value = 'T' or '1') or "21" (Inspected Private School) if crossed enrolled in a private school.

    If ACTION is 'UPDATE' then "IA". Note: COUNTRY_TYPE , PROVINCE_STATE_TYPE and LANGUAGE_TYPE_PREVIOUS_SCH are always empty when STUDENT_MOBILTY_TYPE is "IA"

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments[Student_Mobility_Type

    COUNTRY_TYPE

    Country of Entry

    Not defined if STUDENT_MOBILITY_TYPE is "IA" (Internal Admission).

    Defined Only if STUDENT_MOBILITY_TYPE = "36" (admission from out of country).

    Note: STUDENT_MOBILITY_TYPE = "36" and Entry_Country = "CAN", the value is sent so that an OnSIS error is generated informing the user of the data inconsistency.

    If ACTION is "ADD" or "UPDATE" then

    • ON_OnSIS_Snapshot]Entry_Country if the snapshot record exists; otherwise, [S_ON_STU_X]/[S_ON_REN_X]Entry_Country from the latest enrolment within the submission period from the school belonging to the selected BSID.
    • Special rules for students not enrolled on the count date (Quad/Octomester model) [S_ON_STU_X]/[S_ON_REN_X]Entry_Country from the latest school enrolmenet within the semester where the count date falls.

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Country_Type

    PROVINCE_STATE_TYPE

    Province of Entry

    Defined only if value in database is not "ON" (Ontario) and if STUDENT_MOBILITY_TYPE is "35" (Another Province/Territory).

    Not defined if STUDENT_MOBILITY_TYPE is "IA" (Internal Admission).

    If ACTION is "ADD" or "UPDATE" then

    ON_OnSIS_Snapshot]Entry_Province if the snapshot record exists; otherwise,

    • [S_ON_STU_X]/[S_ON_REN_X]Entry_Province from the latest enrolment within the submission period from the school belonging to the selected BSID.'
    • Special rules for students not enrolled on the count date (Quad/Octomester model) [S_ON_STU_X]/[S_ON_REN_X]Entry_Province from the latest school enrolmenet within the semester where the count date falls.

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Province_State_Type

    LANGUAGE_TYPE_PREVIOUS_SCH

    Language of Previous School is generated only if Admission From Code is from another province/territory or county. This element is generated only if student mobility type is "35" (other province/territory).

    If ACTION is "ADD" or "UPDATE" then ON_OnSIS_Snapshot]Entry_Language if the snapshot record exists; otherwise

    • [S_ON_STU_X]/[S_ON_REN_X]Entry_Language from the latest enrolment within the submission period from the school belonging to the selected BSID.
    • Special rules for students not enrolled on the count date (Quad/Octomester model) [S_ON_STU_X]/[S_ON_REN_X]Entry_Language from the latest school enrolmenet within the semester where the count date falls.

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Language_Type_Previous_Sch

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

    STUDENT_MOBILITY_TYPE_EXIT

    Exit Code

    Set empty if <ENROLMENT_END_DATE> is undefined; otherwise,

    For cross-enrolled students (i.e. <MAIN_SCHOOL_FLAG> = 'F') the exit code is "64" (To publicly funded elementary or secondary school in Ontario).

    For non-returning students, if a current year no show enrolment record is present, the report uses the exit code from the previous year enrolment record.

    If ACTION is "ADD" or "UPDATE" then [Students]/[ReEnrollments]ExitCode from the latest enrolment within the submission period from the school belonging to the selected BSID.

    The extracted value is the ministry code ([Gen]Value2) to which the exit code has been mapped

    Special rules for students not enrolled on the count date (Quad/Octomester model)

    Set Empty for

      • Student with FTE to report and has departed the school during the submission and prior to the count date.
      • Student with FTE to report and has departed the school during the submission and prior to the count date and have an entry record after the count date (example for Nov).

    Non returning students:

    [Students/ReEnrollments]ExitCode for no show record, if exists (Not used if exitcode = 'NS' or is defined but not mapped to a valid ministry exit code);

    otherwise, [Students/ReEnrollments]ExitCode for prior year.

    Quad/Octomodel ( March/June submissions):

      • from the latest enrolement that ends before the count date.
      • and default to 64 for cross enrolled students

    COUNTRY_TYPE_EXIT

    Country of Exit

    Only extracted if the database value is not "CAN" and the associated exit code is '68' (moved outside Ontario).

    For non-returning students with an exit code of NS (no show) the value is taken from the most recent enrolment record prior to the no show enrolment.

    If ACTION is "ADD" or "UPDATE" then

    • [S_ON_STU_X]/[S_ON_REN_X]Exit_Country from the latest enrolment within the submission period from the school belonging to the selected BSID.
    • Special rules for students not enrolled on the count date (Quad/Octomester model) [S_ON_STU_X]/[S_ON_REN_X]Exit_Country from the latest school enrolment within the semester where the count date falls.

    PROVINCE_STATE_TYPE

    EXIT

    Province of Exit

    Only extracted if the database value is not "ON" and the associated exit code is '68' (moved outside Ontario).

    For non-returning students with an exit code of NS (no show) the value is taken from the most recent enrolment record prior to the no show enrolment.

    If ACTION is "ADD" or "UPDATE" then [

    • S_ON_STU_X]/[S_ON_REN_X]Exit_Province from the latest enrolment within the submission period from the school belonging to the selected BSID.
    • Special rules for students not enrolled on the count date (Quad/Octomester model) [S_ON_STU_X]/[S_ON_REN_X]Exit_Province from the latest school enrolment within the semester where the count date falls.

    POSTAL_AREA_TYPE

    Postal Code

    Format = "AnA nAn"

    Populated only if CURRENT_RESIDENCE_PROVINCE is Ontario; otherwise, null.

    If ACTION is "ADD" or "UPDATE"

    IF [S_ON_REN/STU_X]Curr_Province is Ontario, then ON_OnSIS_Snapshot]PostalCode if the snapshot record exists; otherwise, [Students]Zip

    If ACTION is "UPDATE" for a non returning and [S_ON_REN/STU_X]Curr_Province is Ontario, then [ON_School_Enrollments]Postal_Area_Type

    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.

    If ACTION is "ADD" or "UPDATE" then [S_ON_STU_X]Birth_Country

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Country_Type_Birth

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

    PROVINCE_STATE_TYPE_BIRTH

    Province of Birth

    OnSIS Business Rules:

    In the case of UPDATE action, if an empty tag is provided, the field will be updated to a null value. If no tag is provided, the field will be ignored.

    If ACTION is "ADD" or "UPDATE" then [S_ON_STU_X]Birth_Province. If undefined then "ON".

    If ACTION is "UPDATE" then [ON_School_Enrollments]Province_State_Type_Birth.

    If YEAR_OF_ENTRY_TO_CANADA is defined, then blank.

    YEAR_OF_ENTRY_TO_CANADA

    Year of Entry into Canada. Format YYYY/MM

    OnSIS Business Rules:

    In the case of UPDATE action, if an empty tag is provided, the field will be updated to a null value. If no tag is provided, the field will be ignored.

    If ACTION is "ADD" or "UPDATE" then [S_ON_STU_X]Year_Of_Entry

    If ACTION is "UPDATE" for a non-returning student then [ON_School_Enrollments]Year_Of_Entry_To_Canada

    MAIN_SCHOOL_FLAG

    Flag indicator if enrolled in main school

    PowerSchool Business Rules:

    If the student is enrolled at this school in this submission period, then MAIN_SCHOOL_FLAG = 'T'. If the student is cross-enrolled at this school in this submission period, then MAIN_SCHOOL_FLAG = 'F'

    In cases where a student is enrolled in a school and cross-enrolled in one or more schools with the same BSID, the report ignores all cross enrolled records, and the MAIN_SCHOOL_FLAG is set to 'T. If the student is only cross- enrolled in multiple schools with the same BSID, then the MAIN_SCHOOL_FLAG is set to'F'

    In cases where a school contains both elementary and secondary grade levels, and a student is a Reach Ahead student, main school flag is set to "F" if the student has a primary enrolment in the school (the student's main school flag in the elementary submission will be set to 'T').

    If Board Residence Status = Board Pupil (01), Other Student (07), Shared Student (08), or e-Learning (09), then MAIN_SCHOOL_FLAG = 'F'

    If Board Residence Status is 07 or 01 and the student is enrolled only in Independent Study classes (all classes have a section where Independent Study Flag = 'T' or CC Enrollment is flagged as Independent Study) AND a diploma is granted in the current submission by the school running the report, MAIN_SCHOOL_FLAG = 'T'; otherwise, MAIN_SCHOOL_FLAG = 'F'

    If 'NOT_MAIN_SCHOOL' = 'T', then MAIN_SCHOOL_FLAG = 'F'

    Special rules for students not enrolled on the count date (Quad/Octomester model)

    • Student with FTE to report and has departed the school during the submission and prior to the count date.
      • If student's student_mobility_type_exit value (before it was blanked out) was 64 or 72 (e.g. transferred to another school in ON), the main_school_flag is set to F, otherwise the value is reported as it was calculated.
    • Student with FTE to report and has departed the school during the submission and prior to the count date and have an entry
      • If student's student_mobility_type_exit value (before it was blanked out) was 64 or 72 (e.g. transferred to another school in ON), the main_school_flag is set to F, otherwise the value is reported as it was calculated.
    • Student with FTE to report, the student is not enrolled as of the count date and has an entry record for the school after the count date (example for Nov).
      • Case 1: Student New to the school.

        • if student's student_mobility_type value is 34,35,36,37,38,41,50, 21, 22, or RS, the main_school_flag is set to T, otherwise the student has come from another school in ON, the main_school_flag is set to F.
      • Case 2: Student exist in the PAE file.
        • if student's student_mobility_type value is 34,35,36,37,38,41,50, 21, 22, or RS, the main_school_flag is set to T, otherwise the student has come from another school in ON and the main_school_flag is set to F.

    OnSIS Business Rules:

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


    If ACTION is "ADD" or "UPDATE" then determined by business rules

    If ACTION is "UPDATE" for a non-returning student then [ON_School_Enrollments]Main_School_Flag

    .



    SCHOOL_STUDENT_NUMBER

    School student number

    If ACTION is "ADD" or "UPDATE" then [Students]student_number

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]School_Student_Number

    FRENCH_ADMISSION_APPROVAL_DATE

    French admission committee approval date.

    If ACTION is "ADD" or "UPDATE" then [S_ON_STU_X]French_Approval_Date

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]French_Admission_Approval_Date

    ONTARIO_SCHOLARSHIP_FLAG

    Ontario Scholarship Approval

    Flag indicating if student is recommended for an Ontario scholarship.

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

    Set to 'T' if <ONTARIO_SCHOLARSHIP_DATE> is defined; otherwise, set to 'F'.

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Ontario_Scholarship_Flag

    ONTARIO_SCHOLARSHIP_DATE

    Ontario scholarship approval date of student.

    Only defined if the date falls within the current submission period 

    Not extracted for cross-enrolled students (i.e. for students where MAIN_SCHOOL_FLAG = "F')

    .Scholarship date is reported from the school where the date falls ( excluding summer schools).

    If the Scholarship date does not fall in any school enrollment (ex: in the summer), it is reported from the latest school enrollment (not summer) falling in the submission period.

    If Student has no enrollment in any school ( excluding summer) in current submission and Scholarship date falls in submission period, it is reported from the student’s latest enrollment (excluding summer) falling before the scholarship date.

    If ACTION is "ADD" or "UPDATE" then [S_ON_STU_X]Scholarship_Date

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Ontario_Scholarship_Date

    COMMUNITY_INVOLMENT_ACCU_HOURS

    Community Involvement Accumulated Hours to Date.

    OnSIS Business Rules:

    Set to 999 if Community Involvement Hours exceeds 999 hours.

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

    If ACTION is "ADD" or "UPDATE" then calculated from [S_ON_STU_COMMUNITY_HOURS_C]Number_Of_Hours

    LOCAL_SCHOOL_PROGRAM_FLAG

    Flag indicator for student enrolled in local school program.

    If ACTION is "ADD" or "UPDATE" then [

    • S_ON_STU_X]/[S_ON_REN_X]Local_Program from the latest enrolment within the submission period from the school belonging to the selected BSID.
    • Special rules for students not enrolled on the count date (Quad/Octomester model) [S_ON_STU_X]/[S_ON_REN_X]Local_Program from the latest school enrolmenet within the semester where the count date falls.

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Local_School_Program_Flag

    FTE

    Full Time Equivalent

    Not extracted if selected submission type is "Private School".

    When the ACTION of STUDENT_SCHOOL_ENROLMENT is "ADD" - this field is mandatory.

    If grade_level between 9 and 12 and exemption code from high credit equal to 00 for effective date, then set to [ON_HIGH_CREDIT]regular_fte

    When Not Main School Flag is 'T', FTE is 0.00.

    FTE for a student between the age of 14 and 17 as of December 31 of that academic year enrolled in SAL program less than 70 minutes (SAL program 001) is 0.5.

    FTE for a student between the age of 14 and 17 as of December 31 of that academic year enrolled in SAL program greater than 70 minutes (SAL program 002) is 1.0.

    FTE for a student enrolled in an expulsion program (i.e. [S_ON_GEN_SPECPROG_X]Expulsion_Flag is true for the associated program) is 1.0.

    if Board Residence = "other student" (board residence status of '07') or 'board pupil' (board residence status of 01) and the student is enrolled only in independent study classes ([S_ON_SEC_X]IsIndependentStudy_Class flag or [S_ON_CC_X]IsIndependentStudy_Class is on) at the school of primary enrolment. FTE is 0.0.

    Calculate based on number of minutes scheduled, either on the last "in-session" day on or before the submission period count date or the last day the student was enrolled if he or she withdrew during the submission period, unless the student is a shared student (board residence status of '08') or an e-learning student (board residence status of '09') in which case report 0.0. Minutes for courses taken at night schools ([S_ON_SCH_X]IsNightSchool is true) are excluded. Minutes for independent study classes are excluded.

    Because attendance type and FTE are not pre-populated in the PAE file, for non-returning students, unless subject to the rules above, the number of minutes in the student's schedule from the previous year is used to determine these values. If a non-returning student has no schedule in the prior year (i.e. no minutes scheduled) and the student is not subject to one of the rules above, the attendance type is set to 'F' and FTE is set to '1.00'.

    Maximum number of decimal places is 2.

    PowerSchool Business Rules:

    When the student is cross-enrolled in this school then the FTE = 0.0

    OnSIS Business Rules:

    Full time equivalency (FTE) must be within the range of 0.04 - 1.00 within the same school UNLESS BOARD RESIDENCE STATUS = SHARED STUDENTS or E-LEARNING, then FTE = 0

    If Secondary school and student's Attendance Type = PT, FTE must be >= 0.04 and <= 0.69 UNLESS BOARD RESIDENCE STATUS = SHARED STUDENTS or E-LEARNING, then FTE = 0

    If Secondary School and student's grade_level > 9, and Student's Exemption_code ([ON_High_Credit]Exemption_Code) is 00 then FTE is retrieved from [On_High_Credit]Regular_FTE field. If no row present for the Student in [On_High_Credit] table then FTE is calculated as per above rules.

    In a June submission, FTE is set to:

    • the sum of regular FTE and high credit FTE if HIGH_CREDIT_FTE is set to 0.0 as described below
    • regular FTE if <HIGH_CREDIT_FTE> is set to value returned by the GetStudentEnrolmentField function

    In an October submission, for non-returning students, FTE is set to the sum of regular FTE and high credit FTE.

    If ACTION is "ADD" or "UPDATE" then calculated as described to the left if [S_ON_STU_X]/[S_ON_REN_X]FTE is blank; otherwise, uses value in this field.

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]FTE except for October submissions.

    The value is calculated by the GetStudentEnrolmentField function, described in the Enrolment Fields Report.

    Special rules for Qud/Octomester model, refer to Appendix M and Enrolment Fields Report.

    For non-returning students,

    • from the latest enrolement that ends before the count date.
    • Quad/Octomodel ( March/June submissions): from PAE file

    HIGH_CREDIT_FTE

    High Credit FTE is calculated only for Students with Grade_levels 9 -12.

    Not extracted if selected submission type is "Private School".

    For K-8 Students, High_Credit_FTE is always zero.

    OnSIS Business Rules:

    If a value is present in [S_ON_STU_X]/[S_ON_REN_X]HighCredit_FTE field (i.e. the value has been overridden), that value is used for high credit FTE and the conditions below do not apply.

    If Exemption code has a value other than '00' (not exempt), high credit FTE is zero.

    If the student is enrolled in a SAL program, high credit is zero.

    If none of the conditions above apply, high credit FTE is set to that returned by the GetStudentEnrolmentField function.using an effective date of the submission period count date..

    For students whose board residence status is not "01" (pupil of the board), HIGH_CREDIT_FTE is 0.00.

    HIGH_CREDIT_FTE is 0.00 for an "other student" (board residence status of '07') or 'board pupil' (board residence status of 01) who is enrolled only in independent study classes ([S_ON_SEC_X]IsIndependentStudy_Class or [S_ON_CC_X]IsIndependentStudy_Class flag is on) at the school of primary enrolment. HIGH_CREDIT_FTE is 0.00 when Not Main School Flag is 'T'.

    For cross-enrolled students i.e. whose board_residence_status (<STU_BRD_RES_STAT_TYPE) is '08' HIGH_CREDIT_FTE is always '0.00'.

    In a June submission, high credit FTE is set to 0.00 if <ENROLMENT_END_DATE> is defined; otherwise, it is set to the value calculated as of the last day on which the student is enrolled.

    In an October submission, for non-returning students, high credit FTE is set to 0.00.

    The same rules apply both to returning and non-returning students, except as noted to the left.

    The value is calculated by the GetStudentEnrolmentField function, described in the Enrolment Fields Report

    Special rules for Qud/Octomester model, refer to Appendix M and Enrolment Fields Report.


    For non-returning students,

    • from the latest enrolement that ends before the count date.
    • Quad/Octomodel ( March/June submissions): from PAE file


    ADE

    Independent Study average daily enrolment.

    ADE is not extracted if selected submission type is "Private School".

    Only current year classes are examined when calculating this value. ADE is calculated for only the independent study courses taken at the school running the report.

    For students who are enrolled and left school within the same submission period, ADE is calculated even if they did not have any other qualified records, such as class enrolment, SAL program, or SHSM program.

    If the student is enrolled in two primary schools in the same submission period, each school reports only the ADE for their school. [S_ON_CC_X]DateEnrolled must be prior to the student's enrolment exit date.

    If board residence status is '01' (pupil of the board) and attendance type is 'FT' (full time), Regular IS ADE is 0.0 regardless of enrolment in independent study classes.

    If board residence status is '09' (E-learning) then ADE is 0.0

    If school is an Online school then High Credit ADE is 0.0

    If the student is enrolled in a SAL Program:

    • If Sal_Prog_Type = '001' and Minutes of Day School Instruction = < 70, then Attendance type is set to 'PT' and ADE is calculated according to IS Work Units.
    • If Sal_Prog_Type = '002' and Minutes of Day School Instruction = > 70, then attendance type is set to 'FT' and ADE is set to Zero.

    Exception:

    For the March Submission, If a student was enrolled in Independent Study classes and PT on the October count date and then switched to Full-Time Regular Day or to a Full-Time SAL Student, then the student's Regular IS ADE is extracted for the period from Nov 1 to January 31.

    Extracted starting with the 2014-2015 school year - that is, 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.

    Reported to 4 decimal places.

    For new model:schools, total FTE for students moving schools in the semester is calculated based on the FTE from all schools students enrolled in the semester. When total FTE is > 0.7 the attendance type is FT otherwise, it is PT. If Attendance type is PT, ADE is calculated.otherwise it is set to Zero.

    [GetStudentEnrolmentField]Regular_IS_ADE (to 4 decimal places)

    The GetStudentEnrolmentField function calculates this value according to the ministry Calculating Independent Study (IS) ADE specification based on the work units completed data for independent study classes in the [S_ON_CC_X] table. The function is described in the Enrolment Fields Report.


    HIGH_CREDIT_ADE

    High credit independent study average daily enrolment.

    HIGH CREDIT ADE is not extracted if selected submission type is "Private School".

    For students who are enrolled and left school within the same submission period, the value is extracted even if they did not have any other qualified records, such as class enrolment, SAL program, or SHSM program.

    If board residence status is '01' (pupil of the board) and attendance type is 'FT' (full time), High Credit ADE is 0.0 regardless of enrolment in independent study classes.

    If board residence status is '09' (E-learning) then High Credit ADE is 0.0

    If school is an Online school then High Credit ADE is 0.0

    Exception:

    For the March Submission, If a student was enrolled in Independent Study classes and PT on the October count date, and then switched to Full-Time Regular Day, then the student's Regular IS ADE is extracted for the period from Nov 1 to January 31.

    Extracted starting with the 2014-2015 school year - that is, 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.

    For new model:schools, total FTE for student moving schools in the semester is calculated based on the FTE from all schools student is enrolled in the semester. When total FTE is > 0.7 the attendance type is FT otherwise is PT. If Attendance type is PT, the HIGH_CREDIT_ADE is calculated .otherwise it is set to Zero.

    [GetStudentEnrolmentField]High_Credit_IS_ADE (to 4 decimal places)

    The GetStudentEnrolmentField function calculates this value according to the ministry Calculating Independent Study (IS) ADE specification based on the work units completed data for independent study classes in the [S_ON_CC_X] table. The function is described in the OnSIS Secondary School Submission Report.

    SPECIAL_EDUCATION_FLAG

    Flag indicates if the student receives special education.

    OnSIS Business Rules:

    Flag indicates if the student receives special education in the latest, active Special Education program within the submission period. The value must match the existence of records in the Special Education table.

    For a student who left the reporting school, the SPECIAL_EDUCATION_FLAG is T or F, based on whether or not the student was in the Special Education program as of the student's last day in school.

    If ACTION is "ADD" or "UPDATE" then determined if student has at least one spenrolment record where gen.specIndicator = 1. The student must be enrolled in the latest, active special education program as of the submission period count date, or if the student withdraws from school, the student must be enrolled in the special education program as of the last day of school enrolment

    No special rules for students not enrolled on the count date (Quad/Octomester model)

    .

    If ACTION is "UPDATE" for a non-returning student then [ON_School_Enrollments]Special_Education_Flag

    GENDER_TYPE

    Student's 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.

    For non-returning students and deleted students, the tag is not generated.

    GENDER_DESCStudent'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.

    For non-returning students and deleted students, the tag is not generated.

    ONLINE_GRADUATION_REQUIREMENT_TYPE

    Student's online learning graduation requirement status.

    Valid Values:

    1- Successfully completed

    2 - Not applicable

    For non-returning students with a diploma in the submission period, Online_Graduation_requirement_value is calculated as of count date otherwise will be populated from the PAE file

    ENROLMENT_START_DATE

    Enrolment start date. Format = yyyy/mm/dd

    For cross-enrolled students (i.e. <MAIN_SCHOOL_FLAG> = 'F') the enrolment start date is the earliest [CC]DateEnrolled that falls within the submission period from the classes that cause the cross enrolment.

    If ACTION is "ADD" then earliest of

    • [Students/ReEnrollments]entryDate,
    • The earliest of [CC]DateEnrolled that is within the submission period from the classes in which the student is enrolled at the schools(primary or cross-enrolment) with selected BSID.


    Special rules for students not enrolled on the count date (Quad/Octomester model)

    • Student with FTE to report, the student is not enrolled as of the count date and has an entry record for the school after the count date (example for Nov).
      • Case 1: Student New to the school

        • Student's enrolment start date is reported as the count date. This will ensure that the student is considered as Active on the count date, and his FTE will be counted by OnSIS.
      • Case 2: Student exist in the PAE file.
        • Student's enrolment start date is reported as the start date from the PAE file. .

    If ACTION is "UPDATE" or "DELETE", then [ON_School_Enrollments]Enrolment_Start_Date

    ENROLMENT_END_DATE

    Enrolment end date. Format = yyyy/mm/dd

    For cross-enrolled students (i.e. <MAIN_SCHOOL_FLAG> = 'F') the enrolment end date is the latest [CC]DateLeft that falls within the submission period from the classes that cause the cross enrolment. If the latest date left is after the end of the submission period, the student is still considered cross-enrolled and no enrolment end date is submitted.

    For all submissions, if a student's withdrawal date in PowerSchool does not fall within the current submission period, no enrolment end date is submitted.

    In a June submission,

    • if the student's withdrawal date is after the last day in the school's calendar (i.e. the student was enrolled on the last day of school) then the submitted enrolment end date is empty.
    • For Quad/Octomester model) If the Student is transferred out during the June submission and have Student_mobility_type_exit one of (18, 61, 62, 63, 64, 65, 66, 67, 68, 69, 70, 71, 72, 73), the Enrolment end date is calculated otherwise it is set to blank i(i.e. the student was enrolled on the last day of school). Refer to OnSIS Reference table for Student_mobility_type_exit code descriptions.


    In an October submission

    • if the student appears in the PAE file (i.e. no enrolment end date was submitted in June) but the student is not enrolled for the current year and the student's last withdrawal date after the last day of previous school year but before July 1, then July 1 is submitted.
    • Otherwise, if the student appears in the PAE file and is not enrolled for the current year and the latest withdrawal date is July 1 or later, then the withdrawal date is submitted.

    OnSIS Business Rules:

    If the student does not depart the school during the submission cycle, the enrolment end date and Transfer/Retirement code will remain blank.

    If ACTION is "ADD" or "UPDATE" then the latest of

    • [Students/ReEnrollments]ExitDate
    • The latest [CC]DateLeft that is within the submission period, from the classes in which the student is enrolled at the schools (primary or cross-enrolment) with selected BSID.

    Special rules for students not enrolled on the count date (Quad/Octomester model)

    • Student with FTE to report and has departed the school during the submission and prior to the count date.
      • Student's enrolment end date is set to empty.
    • Student with FTE to report and has departed the school during the submission and prior to the count date and have an entry record after the count date (example for Nov).
      • Student's enrolment end date is set to empty.

    If ACTION is "UPDATE" for a non-returning student, then set end date in this order:

    • If Main School Flag is F or it is the October submission, set to first day of submission period
    • If [Students]/[ReEnrollments]ExitDate less than [ON_School_Enrollments]Enrolment_Start_Date, set to first day of submission
    • Otherwise, [Students/ReEnrollments]Exit Date



    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".

    If ACTION is "ADD" or "UPDATE", when [S_ON_STU_X]Mature_Student = 1, then 'T'; otherwise, 'F'

    If ACTION is "UPDATE" for a non returning student then [ON_School_Enrollments]Mature_Student_Flag

    REACH_AHEAD_FLAG

    Flag indicating if student is a Reach Ahead student (T/F).

    When Main School Flag is 'T', set to 'F'

    PowerSchool Business Rules:

    A reach-ahead student is a special case where a student in elementary school is taking courses at a secondary school. This student must be a grade 8 student enrolled in an elementary school. The classes for the student to qualify for the reach-ahead program are a language program and/or another class in the secondary school where the course grade type is '1' or '2'.

    OnSIS Business Rules:

    October 2010++ Submission Periods

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

    Calculate for cross enrolled students

    If ACTION is "UPDATE" set to the value in ON_School_Enrollments; otherwise,

    If [CC]Course_Number exists and is a Language Course (Language Courses will have [courses]alt_course_number starts with 'L' or has the 4th character equal to '1' or '2') then Set to 'T' Otherwise, Set to 'F'

    For students that are not cross enrolled, this tag will not show.

    OYAP_FLAG

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

    Not extracted if selected submission type is "Private School".

    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,

    ON_OnSIS_Snapshot]OYAP_FLAG if the snapshot record exists; otherwise, [S_ON_STU_X]OYAP.


    Student Class Enrolment Segment

    Selection Criteria

    • A Class Enrolment segment is submitted with an action of UPDATE (not DELETE) if a class is present in the EXSMS-0004 PAE file but no corresponding class is present in PowerSchool for the student. The segment is generated to 'close out' the class in OnSIS.
    • A Class Enrolment segment is submitted if the student is enrolled on or prior to the submission end date and left on or after the start of the submission. A Class Enrolment segment is submitted if the student withdraws from the class prior to the submission period end date and there is a final mark or the full disclosure flag is on. A final mark is one where, for credit courses, [StoredGrades]PotentialCrHrs is > 0 and, for non-credit courses the latest mark posted for the course. The full disclosure flag is [S_ON_SGR_X]Transcript_W.
    • A Class Enrolment segment is submitted for an Action of UPDATE with Withdrawal Type D if the student is enrolled prior to the submission start date and leaves prior to the submission end date and prior to the course end date and:
      • There is no final grade, and the full disclosure is off OR
      • There is an ESL,ELD, Credit Recovery course and no final grade is posted OR
      • There is an ESL,ELD, Credit Recovery course and the full disclosure flag is on
    • A Class Enrolment segment is submitted for an Action of ADD with Withdrawal Type D if the student is enrolled on or after the submission start date and leaves prior to the submission end date and prior to the course end date and
      • ESL,ELD, Credit Recovery course and the full disclosure flag is on
    • 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 is submitted when:
      • the student left the course after the submission end date
      • OR if the student has more than one enrolment in the same class, the final grade record for the course has a Date Complete date ([S_ON_SGR_X]Credit_Date), (or if undefined [StoredGrades]DateStored) on or before the submission period count date. If a student has only one enrolment in a class, the date credit is earned does not matter. If more than one enrolment is present the final mark must be associated with the latest enrolment. If the date associated with the final mark is after the submission period count date, the segment is generated but the mark and credit value is not sent - it will be sent in submission period in which the credit was earned.
      • OR the historical grade has a date stored (storedgrades.datestored) prior or equal to the submission end date
    • A segment is not generated for classes in which no students are enrolled as of the submission period count date (i.e. for which no <CLASS> segment is generated).
    • Classes where the class enrolment start date and class enrolment end date are the same are not submitted.
    • A class is not submitted if the student enrolls in and withdraws from the class within the same submission period unless a final mark has been posted for the class. A student whose class exit date is the first day after the submission period is not deemed to have left within the submission period (e.g. if [CC]DateLeft is November 1st, the student is enrolled in the class as of the October count date.
    • Classes where the Ministry Defined Course Code starts with PLE, QEE, QSE, QMA, QAP are not submitted.
    • A segment is not generated for an Action of ADD when the student left the course prior to the submission end date and prior to the end of the course term and there is no final mark or full disclosure
    • If the student is enrolled in the class until the last day or second last day of the term (either dropped or active) and there is no stored grades record, a <STUDENT_CLASS_ENROLMENT> record is generated with the following values:
    • COURSE_INCOMPLETE is 'T'
    • COURSE_COMPLETE is 'F'
    • EARNED_CREDIT is 0.00
    • FINAL_MARK is 0
    • WITHDRAWAL_TYPE is blank
    • WITHDRAWAL_DATE is blank

    Note for multiple schools with same BSID

    • All classes from all schools belonging to the selected BSID are included.

    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"

    If the class appears in the EXSMS-0004 PAE file but is not found in PowerSchool for the student, ACTION is set to 'UPDATE'.

    n/a

    CLASS_CODE

    The CLASS_CODE is used to uniquely identify the class. This value is generated by the OnSIS Create Class Codes process.

    Embedded spaces are removed. Converted to upper case.


    MINISTRY_DFND_CRS

    Ministry Defined Course Code

    OnSIS Business Rules:

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

    The combination of element CLASS_CODE plus MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS plus LANGUAGE_TYPE plus CREDIT_VALUE is used to uniquely identify the class segment.

    If action is ADD or UPDATE then [Courses]Alt_Course_Number if [S_ON_CRS_X]Course_Type = 'M'

    If action is UPDATE then [ON_Segment]ministry_dfnd_crs

    INSTITUTION_TYPE

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

    If action is ADD or UPDATE then [S_ON_CRS_X]Institution_Type

    If action is UPDATE then [ON_Segment]institution_type

    LOCAL_DEV_CRS

    Locally Developed Course Code

    OnSIS Business Rules:

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

    The combination of element CLASS_CODE plus MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course) or LOCAL_DEV_CRS plus LANGUAGE_TYPE plus CREDIT_VALUE is used to uniquely identify the class segment.

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

    If action is UPDATE then [ON_Segment]locally_dev_crs

    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'.

    CREDIT_VALUE

    Credit Value


    [Courses]Credit_Hours

    COURSE_DELIVERY_TYPE

    Course Delivery Type

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

    [S_ON_SEC_X]Delivery_Type

    '1' (Regular Day) if undefined.

    OTHER_COURSE_INFO

    Additional course info for the same course.

    Valid values:

    • 1 - Credit Recovery
    • 2 - Ministry Developed Content
    • 3 - Upgrading Credit Course
    • 4 - Online

    [S_ON_SGR_X]/[S_ON_SEC_X]/OthCrsInfo_Cred_Recovery

    [S_ON_SGR_X]/[S_ON_SEC_X]/OthCrsInfo_Ministry_Content

    Valid Actions are ADD, DELETE.

    Action of ADD is generated for new values.

    Action of DELETE is sent if PowerSchool data is different than data in the PAE file

    COURSE_SEM_TYPE

    Course Scheduling Indicator

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

    As described in the ON Derived Fields Document

    Derived from [Terms]Portion

    WITHDRAWAL_TYPE

    If a student has withdrawn from this course during the current submission period and the withdrawal occurs after the end of the submission period, then the submitted withdrawal type is NULL (empty), except for the June submission. If the student does not leave the class early for the June submission, but the Transcript_W flag = 1, the withdrawal type is set to 'W'.

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

    If [StoredGrades]Grade is missing or null and the student is enrolled in the class until the last day or second last day of the term, the withdrawal type is blank.

    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

    If the segment is generated because the class appears in the EXSMS-0004 PAE file but is not found in PowerSchool for the student, WITHDRAWAL_TYPE is set to 'W'.

    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 Transcript_W = 0 AND [storedgrades]grade is null, then 'D'


    WITHDRAWAL_DATE

    Format = yyyy/mm/dd

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

    If [StoredGrades]Grade is missing or null and the student is enrolled in the class until the last day or second last day of the term, the withdrawal type is blank.

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

    The Withdrawal_Date is set to Course_End_Date when Withdrawal_Type is W.

    If the segment is generated because the class appears in the EXSMS-0004 PAE file but is not found in PowerSchool for the student, WITHDRAWAL_DATE is set to the first day of the submission period.

    If [S_ON_SGR_X]Transcript_W = 1 then <COURSE_END_DATE>

    IEP_FLAG

    This corresponds to the IEP check box on the paper secondary report card and is set using the same logic the paper report uses to determine whether the box is checked or unchecked.

    A value is extracted only if <COURSE_END_DATE> is defined and <WITHDRAWAL_TYPE> is undefined (i.e. the student has completed the class); otherwise an empty value is sent.

    Set to 'T' or 'F'.

    Refer to the OnSIS Secondary School Submission Report

    PROGRAM

    This corresponds to the ESL/ELD box on the paper secondary report card and is set using the same logic the paper report uses to determine whether the box is checked or unchecked.

    A value is extracted only if <COURSE_END_DATE> is defined and <WITHDRAWAL_TYPE> is undefined (i.e. the student has completed the class); otherwise, an empty value is sent.

    Set to 'ESL/ELD' or empty.

    Refer to the OnSIS Secondary School Submission Report

    CLASSES_MISSED

    Note: Classes_Missed tag is applicable only to Public Schools.

    This corresponds to Classes Missed on the paper secondary report card and is calculated from when the student started the class until the earlier of the submission period end date and the date he or she ended the class, using the same logic as the paper report.

    The Classes Missed calculation includes attendance types 'A', 'C' and 'G' (Absent, Contacted, G-Days). This rule does not apply to the Day/Class Consecutive Absent Report or the Secondary Report Card. Classes missed due to G days set at the school calendar during the period the student is enrolled in the school are also counted.

    Reported only if: <COURSE_END_DATE> is defined, <WITHDRAWAL_TYPE> is undefined, and <COURSE_DELIVERY_TYPE> is not one of: 2 (independent study), 16 (correspondence/self study), 18 (e-learning not LMS), or 19 (e-learning LMS).

    Set to a value between 0 and Total_Classes.


    SCHOOL_CLOSURE_CLASSES_MISSED

    Starting 2021-2022 onwards this tag is included to collect absence during school closure.

    Note: SCHOOL_CLOSURE_CLASSES_MISSED tag is applicable only to Public Schools.

    This is the count of calendar days marked as G days of the school where the class is taken, from the day the student started the class to the the earlier of the submission period end date or the date the student ended the class.

    Reported only if: <COURSE_END_DATE> is defined, <WITHDRAWAL_TYPE> is undefined, and <COURSE_DELIVERY_TYPE> is not one of: 2 (independent study), 16 (correspondence/self study), 18 (e-learning not LMS), or 19 (e-learning LMS).

    Set to a value between 0 and CLASSES_MISSED.

    TIMES_LATE

    Note: TIMES_LATE tag is applicable only to Public Schools.

    This corresponds to Times Late on the paper secondary report card and is calculated from when the student started the class until the earlier of the submission period end date and the date he or she ended the class, using the same logic as the paper report.

    Reported only if: <COURSE_END_DATE> is defined, <WITHDRAWAL_TYPE> is undefined, and <COURSE_DELIVERY_TYPE> is not one of: 2 (independent study), 16 (correspondence/self study), 18 (e-learning not LMS), or 19 (e-learning LMS).

    Set to a value between 0 and Total_Classes.

    Refer to the OnSIS Secondary School Submission Report.

    TOTAL_CLASSES

    Note: TOTAL_CLASSES tag is applicable only to Public Schools.

    This is calculated from the student start date of the class until the earlier of the submission period end date and the student end date.

    If the student enters and departs several times within the submission period, the student's earliest start date and latest end date will be used.

    Reported only if: <COURSE_END_DATE> is defined, <WITHDRAWAL_TYPE> is undefined, and <COURSE_DELIVERY_TYPE> is not one of: 2 (independent study), 16 (correspondence/self study), 18 (e-learning not LMS), or 19 (e-learning LMS).

    Set to a value between 0 and 999 inclusive. .

    PSSR_ON_Common.get_section_num_classes([Students]SchoolId OR [ReEnrollments]SchoolID, [Sections]Id, min[CC]DateEnrolled, Max [CC]DateLeft or count date if earlier)

    COURSE_START_DATE

    Course Start date Format = yyyy/mm/dd

    The later of [CC]DateEnrolled or [Students]EntryDate.

    If Action is ADD and date above is prior to the submission period start date, the submission period start date is used.

    COURSE_END_DATE

    Course End date Format = yyyy/mm/dd

    If the <COURSE_END_DATE> is greater than the submission period end date, this element is not submitted.

    The Withdrawal_Date is set to Course_End_Date when Withdrawal Type is W.

    [S_ON_SGR_X]Credit_Date, if defined and less than [CC]DateLeft and less than or equal to the submission period count date.

    [CC]DateLeft, if <= Count Date and <= Last Day of Term.

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

    Last Day of Term, if [CC]DateLeft > Count Date and Last Day of Term = Count Date.

    Otherwise, set to empty.

    EARNED_CREDIT_VALUE

    Credit value earned.

    Value is set to 0.00 if [StoredGrades]Grade is missing or null and the student is enrolled in the class until the last day or second last day of the term.

    This value is set to 0.00 when one of the following is true:

    • Transcript_A/M Flag is ON, or
    • Course_Number begins with 'K, or
    • Grade is 'ALT'

    [Storedgrades]EarnedCrHrs where [StoredGrades]grade is not null

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

    When StoredGrades]Course_Number begins with 'K' OR [S_ON_SGR_X]Transcript_A/M is True OR [StoredGrades]Grade = 'ALT', THEN [Storedgrades]EarnedCrHrs = 0.00

    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), or if the withdrawal_type = 'W', or if it is the end of the academic year for the school.

    For full disclosure courses the mark sent is that from the StoredGrades record in which Transcript_W is on.

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

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

    Set to "0" if [StoredGrades]Grade is missing or null and the student is enrolled in the class until the last day or second last day of the term.

    Final Mark does not apply to October submission period

    [Storedgrades]Grade

    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:

    If [StoredGrades]Grade is missing or null or 'I' (for grade 11 or 12 courses) and the student is enrolled in the class until the last day or second last day of the term, set to 'F'.

    '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 submission period, the course repeat flag for the first (earliest) instance of a course is "F". The flag is "T" for all subsequent instances.

    Note: 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_enrolment> segment is considered compulsory set the <Compulsory_Course_Flag> element to 'T'; otherwise, set the element empty.

    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 Appendix J - Assigning Credit To Diploma Categories

    If credit has not yet been earned for the course, the diploma category is assigned as if credit has been earned.

    Set to 'T' or 'F'

    COURSE_INCOMPLETE_FLAG

    Flag indicating this course is incomplete

    PowerSchool Business Rules:

    If [StoredGrades]Grade is missing or null or 'I' ( for grade 11 or 12 courses) and the student is enrolled in the class until the last day or second last day of the term, set to 'T'.

    If COURSE_COMPLETE_FLAG = 'T', set to 'F'.

    If [CC]DateLeft > [Terms]LastDay, set to 'F'.

    If [StoredGrades]Grade is missing or null:

    • if either [CC]DateLeft or [Terms]LastDay <= the submission period end date, set to 'T'; otherwise, set to 'F'

    If [StoredGrades]Grade is present:

    • Set to 'T' if [S_ON_SGR_X]Transcript_W = 1; 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"

    Special Education Segment

    Selection Criteria

    • If a student is enrolled in a special program that qualifies for a special education program ([Gen]spedindicator = 1), then the special education segment will exist. The student must be enrolled in the program on the submission period count date.
    • A student may have multiple occurrences of Special Education records during any submission cycle. One, and only one, occurrence of a Special Education record with a defined Exceptionality Type per submission cycle must have the Main Exceptionality Flag set to ON.
    • This segment is not generated for private schools.

    Action 'DELETE'

    • Student is in PAE ON_SPECIAL_EDUCATIONS table but does NOT exist in PowerSchool Special Ed Program with that Exceptionality.
      • PAE [ON_SPECIAL_EDUCATIONS]Enrollment_Key = [Students]State_studentnumber.
      • Student does NOT have a Special Education Program that is active for that exceptionality. A DELETE segment is generated if a Special Programs does not exist with the following rules:
        • PowerSchool Special Ed Program is still active as of the submission end date.
          • [SpEnrollments]Enter_Date less than or equal to Submission End Date.
          • [SpEnrollments]Exit_Date is null or 1/1/1900 or greater than Submission End Date.
        • PAE Exceptionality matches PowerSchool Exceptionality
          • [ON_SPECIAL_EDUCATIONS]Exceptionality_Type = [S_ON_SEN_X]Exceptionality
          • When [S_ON_SEN_X]Exceptionality is null or has a value of 'NONIDE', the field will be compared as a space.
        • Special Education Program is associated with a Special Education Program.
          • The [SpEnrollments]ProgramID is associated with a special program - [Gen]SpedIndicator = 1 for [Gen]ID associated with [SpEnrollments]Program

            If a student withdraws from school prior to the submission period but is enrolled in the program at the time of withdrawal, a DELETE is not generated.

    Action 'ADD' and UPDATE'

    • Student is enrolled in a Special Education Program that is active.
    • For 'ADD' no record exists in PAE for School/Student/Exceptionality.
    • For 'UPDATE', record found in PAE for School/Student/Exceptionality.
      • PowerSchool Special Ed Program is still active as of the submission end date or, if the student withdraws from school prior to the end date, is active in the program as of the last day of school enrolment.
      • [SpEnrollments]Enter_Date less than or equal to Submission End Date.
      • [SpEnrollments]Exit_Date is null or 1/1/1900 or greater than Submission End Date (or the last day of school enrolment if withdrawn from school prior to the end date).
      • Special Education Program is associated with a Special Education Program.
      • The [SpEnrollments]ProgramID is associated with a special program - [Gen]SpedIndicator = 1 for [Gen]ID associated with [SpEnrollments]ProgramID.

      Note for Multiple Schools with same BSID

      • Student's special Education program can belong to any school of the selected BSID.

      Data Element

      Description

      [Table]FieldName

      SPECIAL_EDUCATION

      This is the outer tag for student special education

      n/a

      ACTION

      This is the action associated with this submission

      Value: "ADD" "UPDATE" "DELETE"

      n/a

      EXCEPTIONALITY_TYPE

      Field can be null. This field is conditional field. Exceptionality Type Code must be completed if the Non Identified Student Flag = "F". Exceptionality Type Code must be empty if the Non Identified Student Flag = "T".

      Exceptionality type must be present if MAIN_EXCEPTIONALITY_FLAG is "T".

      Element EXCEPTIONALITY_TYPE is used to uniquely identify the special education.

      If ACTION is "ADD" or "UPDATE" then [S_ON_SEN_X]EXCEPTIONALITY

      A database value of "NONIDE" is reported as blank as that value is valid only for care and treatment centre facilities.

      If ACTION is "DELETE" then [ON_SPECIAL_EDUCATIONS] EXCEPTIONALITY_TYPE

      SPECIAL_EDU_PLMNT_TYPE

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

      If ACTION is "ADD" or "UPDATE" then [S_ON_SEN_X]PLACEMENT

      If ACTION is "DELETE" then [ON_SPECIAL_EDUCATIONS] SPECIAL_EDU_PLMNT_TYPE

      NON_IDENTIFIED_STUDENT_FLAG

      Flag indicating if student is non-identified.

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

      If ACTION is "ADD" or "UPDATE"

      If [S_ON_SEN_X]EXCEPTIONALITY does not exist then T else F

      When null or 'NONIDE' then 'T'

      Otherwise, 'F'

      If ACTION is "DELETE" then [ON_SPECIAL_EDUCATIONS] NON_IDENTIFIED_STUDENT_FLAG

      MAIN_EXCEPTIONALITY_FLAG

      Flag indicator for Special education funding.

      This is used to identify the prime exceptionality of a student.

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

      If ACTION is "ADD" or "UPDATE" [S_ON_SEN_X]MAIN_FLAG

      When 1 then 'T'

      When 0 then 'F'

      Otherwise, 'F'

      If ACTION is "DELETE" then [ON_SPECIAL_EDUCATIONS] MAIN_EXCEPTIONALITY_FLAG

      IPRC_REVIEW_DATE

      Identification, Placement and Review Committee date. Format = yyyy/mm/dd

      Only defined if IPRC_STUDENT_FLAG is "T".

      If ACTION is "ADD" or "UPDATE" [SpEnrollments]ON_IPRC_DATE

      If ACTION is "DELETE" then [ON_SPECIAL_EDUCATIONS] IPRC_REVIEW_DATE

      IPRC_STUDENT_FLAG

      Flag indicator for identification, placement and review committee.

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

      This element will be automatically set to 'T' when the EXCEPTIONALITY_TYPE element is populated.

      If ACTION is "ADD" or "UPDATE"

      Set to 'T' if [S_ON_SEN_X]EXCEPTIONALITY is not NULL

      Otherwise, 'F'

      If ACTION is "DELETE" then [ON_SPECIAL_EDUCATIONS] IPRC_STUDENT_FLAG

      INDIVIDUAL_EDUCATION_PLAN_FLAG

      Flag indicator for individual education plan.

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

      If ACTION is "ADD" or "UPDATE"

      [S_ON_SEN_X]IEP_FLAG

      When 1 then 'T'

      When 0 then 'F'

      Otherwise, 'F'
      If ACTION is "DELETE" then [ON_SPECIAL_EDUCATIONS] INDIVIDUAL_EDUCATION_PLAN_FLAG

      Second Language Segment for ESL/EDL

      Selection Criteria

      • The segment is generated for any ESL/ELD class enrolments.
      • There can be zero or more <SECOND_LANGUAGE_PROGRAM> segment for a given student.
      • The segment is generated if the student is enrolled in an ESL/ELD Class whose ministry course code i.e., [Courses]alt_course_number starts with 'ESL', or 'ELD'. Placeholder courses (i.e. [Courses]ON)Course_Type = 'P') are not considered.
      • The segment is generated by the school at which the class is taken.
      • Students must be enrolled in the class on the submission period count date, or if withdrawn, on the last day the student was enrolled in school.
      • For schools using Quadmester or Octomester model:
      • Student must be enrolled in the class on any of Day 16 dates defined for the Quadmester or the Octomester.
      • If the school is using Quad/Octomester model, only the Day 16 dates defined for the Octcomester model are examined.

        For the October submission, the system will examine Day 16 dates defined for the first half of the year, and for the March submission will examine the dates defined for the second half of the year.

      • The segment is not generated for private schools..

      Note for multiple schools with same BSID

        • The ESL/ELD Class can belong to any school of the selected BSID

      Data Element

      Description

      [Table]FieldName

      SECOND_LANGUAGE_PROGRAM

      This is the outer tag for student second language program

      n/a

      ACTION

      This is the action associated with this submission

      Value: "ADD", "DELETE"

      PowerSchool Business Rules:

      If Second_language_program identified by Type exists in PowerSchool but does not exist in ON_SECOND_LANGUAGES then the segment is generated with ADD action.

      If the Second_Language_program identified by Type exists in ON_SECOND_LANGUAGES but does not exist in PowerSchool then the segment is generated with DELETE action.

      All DELETE actions are generated before any ADD actions.

      n/a

      TYPE

      The element TYPE is used to uniquely identify the second language program.

      PowerSchool Business Rules:

      For a ESL/ELD course- values can be '004' (if the course code starts with ESL), '005'(if the course code starts with ELD)

      If the Action is ADD then Type value determined from First 3 characters of [Courses] Alt_course_number.


      If Action is DELETE then [ON_SECOND_LANGUAGES] Type

      MINUTES_PER_DAY_OF_INSTRUCTION

      Minutes per day of instruction.

      PowerSchool Business Rules:

      The <MINUTES_PER_DAY_OF_INSTRUCTIONS> is always 0 for Secondary Schools.

      Regardless of Action type - this is always 0

      Second Language Segment for French Language (or Student with French Language Course Enrolments)

      Selection Criteria

      • The segment is generated for any French class enrolments.
      • There can be at most one French <SECOND_LANGUAGE_PROGRAM> segment for a given student. These are segments where <TYPE> is one of "001", "002", "003", or "006". If a student is enrolled in classes or programs that result in more than one such segment, only the one with the highest <TYPE> value is generated.
      • The segment is generated by the school at which the class is taken.
      • Dropped courses are not considered for generating second language program. Dropped courses have cc.dateleft on or before the Count date and have no final mark i.e., with no withdrawal, final or fail mark.
      • Placeholder courses (i.e. [Courses]ON)Course_Type = 'P') are not considered.

      Semestered Schools

      • Second Language Program segment is generated (unless the PAE extracts already shows that this student already has an enrolment in a second language program type '001', '002', or '003'):

        • If the student is enrolled/cross enrolled in a French Class whose ministry course code, that is Courses.alt_course_number starts with 'FSF', 'FEF' or 'FIF' in the current submission as of the submission period count date, or if withdrawn, as of the last day the student was enrolled in school. If the student is enrolled in more than one French class of the same type in the submission period only one segment for that type is generated.

          March submission period, student can be enrolled in French classes starting and ending in submission period with a mark for the segment to generate- CURRENT SUBMISSION FRENCH CLASSES.

           

        • If the student is not enrolled in any French Classes in current submission period, but is enrolled in French classes in current year (either completed with mark or future classes starting after count date).

        • If student is not enrolled any French class in current year, then check if student is enrolled in classes taught in French (Sections/Courses.Instruction_Lang = 'F') in the current submission period. If student is enrolled in French language class in current year then consider student's previous year French class - PREVIOUS YEAR FRENCH CLASSES.

        • If there is no French Class in the previous year, then a Second Language Segment based on Language Program Type of the current year French language Class. If Language Program type not defined on the French language section then 'Language Program Type' and if not defined on the District level French program Type setting - FRENCH LANGUAGE CLASSES.

      Quad/Octomeste schools:

      • If the student is enrolled/cross enrolled in any French classes whose ministry course code i.e., Courses.alt_course_number starts with 'FSF', 'FEF', or 'FIF in the current submission then a Second Language Segment is created for French (unless the PAE extracts already shows that this student already has an enrolment in a second language program type '001', '002' or '003'). The student must be enrolled in the class as of the submission period count date, or if withdrawn, as of the last day the student was enrolled in school (last day in the cross-enrolled school) or completed the class with a final mark.
      • If the student is not enrolled in any French class in the current submission, but is enrolled in future French classes in the current year, the segment will be generated
      • If the student is not enrolled in any French class in the current year, but is enrolled in a class taught in French in the current year, the report uses previous year French classes (Extended and Immersion) with a mark (withdrawn mark is included) to generate the French second language program otherwise the segment is generated using the Language program type (of the class taught in French) selected on Courses or Sections and if none defined uses the District level default French program type

      Special cases

      Students Enrolled students after the count date

        • If the student has a french class based on the above rules, the segment is generated for the student.

        Students cross enrolled after the count date

          • Student is cross enrolled in the semester where the count date falls (in any class) and student is cross enrolled in a French class in the school year (Semester 1 or 2), the student is included in the submission (unless the PAE extracts already shows that this student already has an enrolment for the French second language).

          Multiple Schools with the same BSID

          • The French Class or the Class taught in French can belong to any school of the selected BSID
          • The segment is generated by the school at which the class is taken.
          • Dropped courses are not considered for generating second language program.
          • Placeholder courses (i.e. [Courses]ON)Course_Type = 'P') are not considered.

          Data Element

          Description

          [Table]FieldName

          SECOND_LANGUAGE_PROGRAM

          This is the outer tag for student second language program

          n/a

          ACTION

          This is the action associated with this submission

          Value: "ADD", "DELETE"

          PowerSchool Business Rules:

          If Second_Language_Program identified by Type exists in PowerSchool but does not exist in ON_SECOND_LANGUAGES then the segment is generated with ADD action.

          If Second_Language_Program segment exists in ON_SECOND_LANGUAGES, a DELETE action is generated if the students is not entitled for a French Second language anymore (ex: French course is dropped).

          All DELETE actions are generated before any ADD actions.


          n/a

          TYPE

          The element TYPE is used to uniquely identify the second language program.

          1. If the student is currently enrolled in a French class on the count date, the course code is used to set the value of <TYPE>. If more than one course exists with the same dates, then the MAX <Type> is used.
          2. If the student is not currently enrolled in a French class on the count date and is currently taking another class that is taught in French, then ([Sections/Courses]Instruction_Lang = 'F'

          A French class is one where the alternate course number starts with one of: 'FEF, 'FIF', or 'FSF'

            • If the student is enrolled in a French class in the current submission period, the course code for the most recent French class (cc[dateenrolled]) in which the student was enrolled in the current school year is used to set the value of <TYPE>.
              Note: Courses dropped* before the count date are not included. Withdrawn courses are included. If more than one course exists with the same dates, then the MAX <TYPE> is used.

          *Dropped course =
          IF dateleft is <=than count date then
          ,
          if store grade record exist then
          ,
          if [storedgrades]grade is null and TRANCRIPT_W = 0 then dropped; otherwise not dropped,
          else dropped course

              • If no recent French class course code exists for the student, the earliest upcoming French class course code in the current school year is used to the set the value of <TYPE>.
              • If no French class course code exists in the current school year, then if the student has taken a French class in the previous school year, the most recent enrolment in the previous school year is used to set the value of <TYPE>.
              • If there is no French class course code, the value of [S_ON_SEC_X]Lang_Pgm_Type for the class taught in French is used and the value of <TYPE> is set as follows:
                • If a student is enrolled in more than one class taught in French, and different Lang_Pgm_Type values are present, the latest [CC]DateEnrolled is used to determine the value of <TYPE>; otherwise, if the MAX <TYPE> is used if the dates are the same.

          If <TYPE> cannot be determined using one of the methods above, and if a value is defined for "Default French Language Program Type", <TYPE> is set to that default value.

          PowerSchool Business Rules:

          For a French course, values can be '001'(FSF-Core- C), '002'(FEF-Extended-E), or '003' (FIF-Immersion-I).

          If the Action is ADD and the value is to be determined from the French class course code the value is determined from First 3 characters of [Courses] Alt_course_number:

          • '001' if ministry course code starts with 'FSF
          • '002' if ministry course code starts with 'FEF'
          • '003' if ministry course code starts with 'FIF'

          If Action is ADD and the value is to be determined from [S_ON_SEC_X]Lang_Pgm_Type value for the class (use [S_ON_CRS_X]Lang_Pgm_Type if the value in the Sections table is undefined):

          • '001' if language program type is 'C'
          • '002' if language program type is 'E'
          • '003' if language program type is 'I'
          • '006' if language program type is 'N

          If Action is ADD and the value cannot be determine by one of the methods above, use the value of [Prefs]Value where [Prefs]Name = "ON_French_Pgm_Type".

          If Action is DELETE then [ON_SECOND_LANGUAGES] Type

          Always "030" (Private - FSL) for private schools regardless of program type.

          MINUTES_PER_DAY_OF_INSTRUCTION

          Minutes per day of instruction.

          PowerSchool Business Rules:

          The <MINUTES_PER_DAY_OF_INSTRUCTIONS> is always 0 for Secondary Schools.

          Always "0" for public schools.

          For private schools, if the number of minutes is zero, set to "001".

          Second Language Segment for Native Language

          Selection Criteria

            • The segment is generated for any Native class enrolments
            • There can be zero or more <SECOND_LANGUAGE_PROGRAM> segment for a given student.
            • The segment is generated if student is enrolled in a Native Language Class (that is, whose ministry course code Courses.alt_course_number starts with 'LN'). Placeholder courses (that is, [Courses]ON)Course_Type = 'P') are not considered.
            • The segment is generated by the school at which the class is taken.
            • Student must be enrolled in the class as of the submission period count date, or if withdrawn, as of the last day the student was enrolled in school.
            • For schools using Quadmester or Octomester model:
            • Student must be enrolled in the class on any of Day 16 dates defined for the Quadmester or the Octomester.
            • If the school is using Quad/Octomester model, only the Day 16 dates defined for the Octcomester model are examined.

              For the October submission, the system will examine Day 16 dates defined for the first half of the year, and for the March submission will examine the dates defined for the second half of the year.

          Note for multiple schools with same BSID

          • The Native Language class can belong to any school within the selected BSID.

          Data Element

          Description

          [Table]FieldName

          SECOND_LANGUAGE_PROGRAM

          This is the outer tag for student second language program.

          n/a

          ACTION

          This is the action associated with this submission.

          Value: "ADD", "DELETE"

          PowerSchool Business Rules:

          If Second_language_program identified by Type exists in PowerSchool but does not exist in ON_SECOND_LANGUAGES then the segment is generated with ADD action.

          If the Second_Language_program identified by Type exists in ON_SECOND_LANGUAGES but does not exist in PowerSchool then the segment is generated with DELETE action.

          All DELETE actions are generated before any ADD actions.

          n/a

          TYPE

          Second language program type.

          Always "027" (NL - Native) for public schools.

          Always "031" (Private - Native) for private schools regardless of program type.

          MINUTES_PER_DAY_OF_INSTRUCTION

          Minutes per day of instruction.

          Always "0" for public schools.

          For private schools, if the number of minutes is zero, set to "001".

          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).
          • 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 storedgrade.ON_CREDIT_DATE, only one <PLAR> segment is generated using the latest completion date from that set of records to define <DATE_APPROVED>.
          • The Secondary School Batch submission will submit only stored grade records where the CREDIT_DATE falls between the submission start date and the submission end date.
          • The course type is S_ON_CRS_X.Course_Type is 'M'.
          • The Secondary School Batch submission will submit only stored grade records with a non-blank PLAR_TYPE.
          • 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). The value in [StoredGrades]ON_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.
          • 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., S_ON_SGR_X.SCHOOL_NUMBER 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.

          Note for multiple schools with same BSID

          • Student's PLAR credit can belong to any school of the selected BSID.

          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.

          [S_ON_SGR_X]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 Secondary 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 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.
            • If the Graduation School is empty, the following applies (Note summer school enrolments are ignored when determining 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.

          Note for Multiple Schools with same BSID

          The <DIPLOMA> segment is only generated for the school the student is enrolled in. If the Student's Graduation School value matches a school with the same selected BSID as the school the report is run for, the <DIPLOMA> segment is included.

          Data Element

          Description

          [Table]FieldName

          DIPLOMA

          This is the outer tag for student DIPLOMA

          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 [ON_Diplomas]Enrollment_Key equals [Students]State_StudentNumber and 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 (SSHGD) 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/certificates.

          [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

          E Option Sheet Segment

          The E Option Sheet data collection is not reported as of March 2021.

          The Secondary School Data Submission File allows for the collection of Student E Option Sheets. A student can only have one E Option Sheet segment for a school.

          Selection Criteria

          • Segment is not generated if the selected submission type is "Private School".
          • A student can only have one E Option Sheet segment for a school.
          • The segment is generated only in a March submission.
          • There must be a ScheduleReguests table entry with courses for the student for next year.
          • The segment is generated for each student unless any of the following are true:
            • [Students]Sched_NextYearGrade < 9
            • <STUDENT_SCHOOL_ENROLMENT><ENROLMENT_END_DATE> is on or before the submission period end date and there are no course requests for the student (i.e. no <E_OPTION_SHEET_COURSE> segments are to be generated).
            • Course Requests are courses that exist in ScheduleRequests table for next year's term.
            • 'NORETU' courses are not included.
            • Courses must have course type of 'M', 'L' or 'P'.

            Note for multiple schools with same BSID

            • Courses included belongs to any school of the selected BSID.

            Data Element

            Description

            [Table]FieldName

            E_OPTION_SHEET

            This is the outer tag for enrolled student OPTION SHEET.

            n/a

            ACTION

            This is the action associated with this submission.

            Value: "ADD"

            Always "ADD"

            OPTION_SHEET_ACADEMIC_YEAR

            ACADEMIC YEAR as it appears on the OPTION SHEET.

            Format = YYYY-YYYY

            [ScheduleRequests]yearid (formatted to 4 digit format)

            OPTION_SHEET_GRADE

            GRADE as it appears on the student OPTION SHEET.

            Format = nN

            When the ACTION of E_OPTION_SHEET is ADD than this field is mandatory.

            [Students]sched_nextyeargrade (if greater than 12, set to 12)

            E Option Sheet Course Segment

            The E Option Sheet Course data collection is not reported as of March 2021.

            Selection Criteria

            • Segment is not generated if the selected submission type is "Private School".
            • Within an E Option Sheet, there is an E Option Sheet Course Segment for each [ScheduleRequest] record for this student.
            • The segment is not generated for courses with an undefined alternate course number.
            • The segment is not generated for courses with an alternate course number of "NORETU".
            • Courses must have course type of 'M', 'L' or 'P'.
            • The Alternate Course Number must be in the ScheduleCourseCatalogs table.

            Data Element

            Description

            [Table]FieldName

            E_OPTION_SHEET_COURSE

            This is the outer tag for enrolled student OPTION SHEET COURSE. If deleting entire OPTION SHEET then not required; otherwise, required.

            n/a

            ACTION

            This is the action associated with this submission.

            Value: "ADD"

            Always "ADD"

            MINISTRY_DFND_CRS

            Only one of MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course), LOCAL_DEV_CRS or PLACE_HLDR_CRS can have values not more than one, but one has to be entered.

            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.

            Only one of MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course), LOCAL_DEV_CRS or PLACE_HLDR_CRS can have values not more than one, but one has to be entered.

            [S_ON_CRS_X]Institution

            LOCAL_DEV_CRS

            Only one of MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course), LOCAL_DEV_CRS or PLACE_HLDR_CRS can have values not more than one, but one has to be entered.

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

            PLACE_HLDR_CRS

            Only one of MINISTRY_DFND_CRS (including INSTITUTION_TYPE for Dual Credit Course), LOCAL_DEV_CRS or PLACE_HLDR_CRS can have values not more than one, but one has to be entered.

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

            COURSE_TYPE

            OPTN_SHT_COURSE_TYPE. OPTN_SHT_COURSE_TYPE_CODE

            Values:

            1 - Compulsory

            2 - Elective

            3 - Alternate

            If [ScheduleRequests]globalalternatecourse = 1 then 'A'

            Otherwise, if [S_ON_CRS_X]Compulsory = 'T' or '1' then 'C'

            Otherwise, 'E'

            CRS_IDENTIFIER

            Additional character to allow duplicate course codes. This field will store only one character.

            Course identifier is defined only when more than one course has the same ministry course code (i.e. more than one [Courses] record with the same value for Alt_Course_Number). If a ministry course code is used for only one course, the course identifier is blank.

            If [Courses]Course_Number is longer than 5 characters, use the 6th character of Course_Number; otherwise, blank.

            Other Credit Segment

            Selection Criteria

            • Only stored grade records where CREDIT_TYPE is not null.
            • Segment is generated for courses with Course_type set to M or L ([S_ON_CRS_X]_Course_Type).
            • However, other Credits segments are NOT created if the [S_ON_SGR_X]PLAR_TYPE is set, or if the associated ministry course code is one of: PLE99, PLE99, QEV1W, QEE99, QMA99, QAP99, QSE99.
            • 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  BSID # Course Completed At [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 BSID # Course Completed At [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]Institution, and [S_ON_SGR_X]CREDIT_DATE, generate a <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

            Additional course info for the same course.

            Valid values:

            • 1 - Credit Recovery
            • 2 - Ministry Developed Content
            • 3 - Upgrading Credit Course
            • 4 - Online

            [S_ON_SGR_X]/[S_ON_SEC_X]OthCrsInfo_Cred_Recovery

            [S_ON_SGR_X]/[S_ON_SEC_X]OthCrsInfo_Ministry_Content

            Valid Actions are ADD, DELETE.

            Action of ADD is generated for new values.

            Action of DELETE is sent if PowerSchool data is different than data in the PAE file


            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

            SALEP Segment

            Selection Criteria

            • A SALEP Special Program with the [S_ON_GEN_SPECPROG_X]SAL_FLAG set to true, must be created for the District.
            • SALEP Segments for a student are created if the Special Education has the 'SAL_Program_Type' field set to a value.
            • The segment is generated only if the SAL program enrolment entry date is on or before the count date and the exit date ([SpEnrollments]Exit_Date is after the start date of the submission period (for October submission this is value of [Prefs]Name = "Oct_Start_Date" or, if undefined, July 1st - enrolments ending on the October submission start date are excluded).
            • When generating an ADD, the segment is generated only if the student is also enrolled in a school at the time he or she is enrolled in the SAL program.
            • In October and March submissions, the segment is not generated if the student enters and withdraws from the SAL program in the same submission period.
            • In June submissions, the segment is generated even if the student enters after the start of the submission period and withdraws in the same submission period
            • If Sal_Prog_Type = '001' and Minutes of Day School Instruction = < 70, then ATTENDANCE_TYPE is set to 'PT'.
              If Sal_Prog_Type = '002' and Minutes of Day School Instruction = > 70, then ATTENDANCE_TYPE is set to 'FT'.

            Note for Multiple Schools with same BSID

            • Student's SALEP special program included can belong to any school of the selected BSID.

            Data Element

            Description

            [Table]FieldName

            SALEP

            This is the outer tag for SALEP.

            OnSIS Business Rules:

            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"

            DELETE segments are generated before ADD segments.

            n/a

            TYPE

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

            OnSIS Business Rules:

            Note: In the case of UPDATE action, if an empty tag or no tag is provided, the field will be ignored.

            The valid codes are "001" and "002"

            If ACTION is "ADD" or "UPDATE"

            General custom field 'SAL_FLAG'

            [S_ON_GEN_SPECPROG_X]SAL_Program_Type

            If ACTION is "DELETE"

            [ON_SAL_RECORDS] program_type

            STATUS_TYPE

            Status Type

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

            Note: In the case of UPDATE action, if an empty tag or no tag is provided, the field will be ignored.

            [S_ON_SEN_X]SAL_Status

            EXIT_TYPE

            Note: In the case of UPDATE action, if an empty tag is provided, the field will be updated to a null value. If no tag is provided, the field will be ignored.

            EXIT_TYPE is generated if the SAL program exit date [SpEnrollments]Exit_Date is <= to the submission count date

            If ACTION is "ADD" or "UPDATE" [S_ON_SEN_X]SAL_EXIT_REASON

            If ACTION is "DELETE"

            [ON_SAL_RECORDS] start_date

            START_DATE

            When the ACTION of SALEP is "ADD", this element is mandatory. Format = yyyy/mm/dd.

            Note: In the case of UPDATE action, if an empty tag or no tag is provided, the field will be ignored.

            If ACTION is "ADD" or "UPDATE" [SpEnrollments]Enter_Date

            If ACTION is "DELETE"

            [ON_SAL_RECORDS]End_Date

            END_DATE

            Note: In the case of UPDATE action, if an empty tag is provided, the field will be updated to a null value. If no tag is provided, the field will be ignored.

            If ACTION is "ADD" or "UPDATE" [SpEnrollments]Exit_Date

            For non-returning students, if Action is UPDATE, set to <ENROLMENT_END_DATE>.

            No value is returned if the exit date is after the submission period count date, EXCEPT in a June submission where, if the program Exit Date is July 1st, END_DATE is set to July 1st.

            COMPONENT

            This is the outer tag for SALEP/COMPONENT

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

            n/a

            ACTION

            This is the action associated with this submission

            Value: "ADD" "DELETE"

            n/a

            TYPE

            This is the Component Type

            If ACTION is "ADD" or "UPDATE"

            VIRTUALTABLESDATA. USER_DEFINED_TEXT

            If ACTION is "DELETE"

            Then empty If ACTION is "DELETE"

            [ON_SAL_RECORDS]

            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 more than one SHSM program enrolment meets the criteria above, the first such enrolment when sorted as follows is used:
                • Entry date (descending)
                • Exit date (descending)
                • DCID (descending)
            • 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 SHSM Program segment is generated for non-returning students if ALL of the following are true. The segment is generated with an action of UPDATE and all elements are set from the associated EXSMS-0028 PAE record:
                • 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.
                • Student has a record in the EXSMS-0003 (School enrolment) PAE file (i.e., student was sent in the previous submission with no value for <ENROLMENT_END_DATE>).
                • A value is sent for <ENROLMENT_END_DATE> in the current submission.
                • Student has a record in the EXSMS-0028 (SHSM Program) PAE file in which "All Requirements Met Date" has a value.
                • Student has a D2 record in the EXSMS-0029 (SHSM Courses) PAE file which should be considered SHSM for the student - based on being enrolled in a SHSM program as of the "All Requirements Met Date" and using the common function that identifies which a student's courses meet SHSM credit requirements - but for which there is no D1 record in the EXSMS-0029 PAE file for that course. The comparison is done using the key fields in the PAE tables (ON_SHSM_COURSES for the D1 records and ON_CRS_ENROLS for the D2 records) - the key fields are everything except credit type.
                • Course End Date" in the D2 record is on or before "All Requirements Met Date".

            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_GEN_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

            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

            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.

            Determining which of a student's courses are deemed SHSM courses is done using the SHSM program in which the student is enrolled as of the submission period count date (or the latest SHSM program if no longer in an SHSM program).

            • 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:
              • [S_ON_CRS_X]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 or 0
              • <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
            • course_delivery_type
            • 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
                  • course_delivery_type
            • 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 - if [S_ON_SGR_X]School_Number is not defined the report uses [StoredGrades]SchoolID to determine the school associated with the course)
              • 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
            • If a parent SHSM Program segment is generated for a non-returning student as described above, a child SHSM Course segment is generated for each 'missing' SHSM course (i.e. there is an EXSMS-0029 PAE D2 record for the course, but no D1 record) with action set to ADD and the values taken from the corresponding D2 record. This allows SHSM courses to be reported for a student who graduated in a previous submission but completed SHSM courses at another school (e.g. a night school) that were not reported until after the previous submission.

            Data Element

            Description

            [Table]FieldName

            SHSM_COURSE

            Note: The SHSM Course data collection 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).

            If the course appears in a D2 record in the EXSMS-0029 PAE file (i.e. was previously uploaded as a class enrolment), Course Delivery Type is set from the PAE record and Credit Type is set empty.

            If the course does not appear in the PAE file, if the course is sent as a class enrolment, Course Delivery Type is set to the value in the class enrolment segment and Credit Type is set empty.

            If the course does not appear in the PAE file and is not uploaded in the current submission as a class enrolment (which occurs when a <SHSM_PROGRAM> ADD is generated):

            • if only one of delivery type or credit type is defined, the defined value is sent in the SHSM course segment
            • if both delivery type and credit type are defined, delivery type is sent

            For ADDs, 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

            • If the course does not exist in ON_SHSM_CRS_ENROLS and a class enrolment segment is being sent, use [S_ON_SEC_X]Delivery_Type
            • Otherwise, '1'

            For Action DELETE

            • If the course exists in ON_SHSM_CRS_ENROLS use that delivery type
            • Else if a class enrolment segment is being sent, use the delivery type from that enrolment
            • Else use delivery type from ON_SHSM_COURSES


            CREDIT_TYPE

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

            If the course appears in a D3 record in the EXSMS-0029 PAE file (i.e. was previously uploaded as an other credit), Credit Type is set from the PAE record and Course Delivery Type is set empty.

            If the course does not appear in the PAE file, if the course is sent as an other credit in the current submission, Credit Type is set to the value in the other credit segment and Course Delivery Type is set empty; if sent as a class enrolment in the current submission the Credit Type is set empty and Course Delivery Type is set to that in the class enrolment.

            For ADDs, 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

            Note: If the completion date as determined to the right is earlier than November 1st, 2013, the latest in-session date on or prior to that date is used. This is done to accommodate incorrect dates sent in the October 2013 submission.

            For Action ADD

            If a matching record is found in the ON_SHSM_CRS_ENROLS PAE table, and the course end date is not null in that record, use that end date.

            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, unless [CC]DateLeft is <= [Terms]LastDay, in which case use [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.

            If the stored grade contains a decimal place, the value is rounded to the nearest integer.

            For Action ADD

            [Storedgrades]grade

            rounded and formatted as 000

            For Action DELETE

            [ON_SHSM_COURSES] final_mark

            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)
            Data ElementDescription[Table] Field Name
            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

            Student Non-Enrolment Segment

            Selection Criteria

            • This is subtag of STUDENT.
            • This segment is not generated if a Student School Enrolment segment is generated for the student in the same submission file.
            • Student should have an enrollment before the submission period in the school running report.
            • Student should not be enrolled or cross enrolled in current submission period in the school running the report.
            • For a non-enrolled student, the segment is generated only if the student has any of the following to report: Diploma, SHSM, or if the student's Scholarship date that falls within the submission period.
            • DIPLOMA sub-segment is generated in October, March or June if the Diploma Certificate Requirements Met Date, [S_ON_STU_X]Diploma_Date, falls within the submission being processed for a non-enrolled student (see DIPLOMA segment).
            • SHSM sub-segments are generated in October, March or June if the SHSM Certification date, [S_ON_STU_SHSM_Cert_C]Date_Completd, falls within the submission being processed for a non-enrolled student (see SHSM Program segment) and the student is enrolled in a SHSM program 
              • SHSM Program’s All Requirements Met date if defined then should fall in submission period OR SHSM Program’s All Requirements Met Date should be >= Submission Start Date AND SHSM Program is active in the submission period meaning exitDate of the program is NULL or after the count date AND
              • SHSM Certificate expiry date should be after the count date
              • Apart from above, Student should be enrolled in the school at some point before this submission period for the SHSM Certificates to generate in the current submission period.
            • Scholarship date is generated if it falls in the submission period and the student has no enrolment in any school ( ignoring summer school enrolments) and the school running the report is the student's latest school that is not summer before the scholarship date.

            Data Element

            Description

            [Table]FieldName

            STUDENT_NON_ENROLMENT

            This is the outer tag for non-enrolled student

            n/a

            ACTION

            This is the action associated with this submission

            Value: "ADD"

            PowerSchool Business Rules:

            The only valid action for the segment is 'ADD'.

            A <STUDENT_NON_ENROLMENT> segment has four elements; <Action>, <Grade_type> and <Main_School_Flag>, as well as one or more <E_OPTION_SHEET> subtag.

            n/a

            GRADE_TYPE

            PowerSchool Business Rules:

            <Grade_Type> element has the current grade_level of the student

            [students]Grade_Level

            MAIN_SCHOOL_FLAG

            <Main_School_Flag> is always 'T' for this segment

            OnSIS Business Rules:

            This element is mandatory when the ACTION is "ADD"

            Always 'T'

            LAST_DEPARTURE_DATE

            No longer submitted

            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.

            Refer to Appendix F.

            COMMUNITY_INVOLMENT_ACCU_HOURS

            Community Involvement Accumulated Hours to Date

            OnSIS Business Rules:

            Community Involvement hours should not exceed 999.If student has no community involvement hours recorded, set to 0.

            If ACTION is "ADD" or "UPDATE" calculated from [S_ON_STU_COMMUNITY_HOURS_C]Number_Of_Hours

            ONTARIO_SCHOLARSHIP_FLAG

            Ontario Scholarship Approval

            Flag indicating if student is recommended for an Ontario scholarship.

            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.

            If ACTION is "ADD" or "UPDATE" then [S_ON_STU_X]Scholarship_Date

            If ACTION is "UPDATE" for a non-returning student then [ON_School_Enrollments]Ontario_scholarship_date

            SPECIAL_EDUCATION_FLAG

            Flag indicates if the student receives special education.

            OnSIS Business Rules:

            Flag indicates if the student receives special education. Value must match the existence of records in the Special Education table. Default to "F".

            If ACTION is "ADD" or "UPDATE" then determined if student has at least one spEnrollment record where gen.specIndicator = 1. The student must be enrolled in the special education program as of the submission period count date.

            If ACTION is "UPDATE" for a non-returning student then [ON_School_Enrollments]Special_Education_Flag

            GENDER_TYPE

            Student Gender

            Valid Values: M, F, N (Prefer not to disclose) and S (Prefer to Specify)

            [Students]Gender

            getStudentGenderReportValues function in the Appendix I is used to get the student's gender type from the codes sets tables.

            GENDER_DESCStudent Gender description. This field is only populated when Gender is set to S for the student.getStudentGenderReportValues function in the Appendix I is used to get the student's gender desc from the codes sets tables.
            ONLINE_GRADUATION_REQUIREMENT_TYPE

            Student's online learning graduation requirement status.

            Valid Values:

            1- Successfully completed

            2 - Not applicable

            • snapshot value is extracted if defined otherwise

            • PSSR_ON_Common.GetStudentOnlineLearningRequirement function in the Get Student Online Learning Requirement page is used: if NAflag or OptedOutFlag = 1 then report 2, if Earned to date is 2.0 then report 1 otherwise Null is reported.

            Course Calendar Segment

            The Course Calendar data collection is not reported as of March 2021.

            Selection Criteria

            • Segment is not generated if the selected submission type is "Private School".
            • Data sent only in March submission.
            • If data exists in the ON_Course_Calendar PAE table for the school being processed, generate with UPDATE action.
            • Otherwise, generate the <COURSE_CALENDAR> segment with ADD action.
            • <COURSE_CALENDAR_COURSE> segment is a child segment of the <COURSE_CALENDAR> segment.

            Data Element

            Description

            [Table]FieldName

            COURSE_CALENDAR

            This is the outer tag for school COURSE CALENDAR.

            n/a

            ACTION

            This is the action associated with this submission

            Value: "ADD" or "UPDATE"

            n/a

            COURSE_CALENDAR_ACADEMIC_YEAR

            OnSIS Business Rule:

            ACADEMIC YEAR for which COURSE CALENDAR represents.

            Format = YYYY-YYYY

            PowerSchool Business Rule:

            The <ACADEMIC_YEAR> element defines the next school year

            n/a

            Course_Calendar_Course Segment

            Selection Criteria

            • Segment is not generated if the selected submission type is "Private School".
            • This is sub segment of Course_Calendar.
            • Generate Action "ADD" if [courses]alt_course_number + institution type + course identifier (see below) does not exist in PAE [ON_COURSE_CALENDARS] key.
            • Generate Action "UPDATE" if [courses]alt_course_number + institution type + course identifier (see below) exists in PAE [ON_COURSE_CALENDARS] key.
            • Generate Action "DELETE" if PAE [ON_COURSE_CALENDARS] key does not match a [courses]alt_course_number + institution type + course identifier (see below) in PowerSchool
            • If [Courses]Alt_Course_Number is undefined, the first 5 characters of [Courses]Course_Number are used for the ministry course code.
            • A segment is generated for each course associated with the school (from ScheduleCourseCatalogs) for the current catalog (as indicated by [ScheduleCatalogs]Active = 1). More than one segment may be present for a given ministry course code, these are differentiated by the Crs_Identifier element (see below).
            • A segment is generated when the Course Type is M, L or P.
            • A segment is not generated for courses where course name = "NORETU".

            Note for multiple schools with same BSID

            • All unique courses from all schools of the selected BSID are included

            Data Element

            Description

            [Table]FieldName

            COURSE_CALENDAR_COURSE

            OnSIS Business Rules:

            This is the outer tag for SCHOOL COURSE CALENDAR COURSES.

            If deleting entire COURSE CALENDAR then not required; otherwise, required.

            n/a



            ACTION

            This is the action associated with this submission

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

            n/a

            MINISTRY_DFND_CRS

            OnSIS Business Rules:

            Only one of MINISTRY_DFND_CRS, LOCAL_DEV_CRS or PLACE_HLDR_CRS can have values not more than one, but one has to be entered.

            For Action ADD or UPDATE

            If [S_ON_CRS_X]COURSE_TYPE = 'M' then

            [Courses]Alt_Course_Number defines this field (if undefined use first 5 characters of [Courses]Course_Number)

            For Action DELETE

            [ON_Course_Calendars] ministry_dfnd_crs

            INSTITUTION_TYPE


            [Courses]ON_Institution

            LOCAL_DEV_CRS

            OnSIS Business Rules:

            Only one of MINISTRY_DFND_CRS, LOCAL_DEV_CRS or PLACE_HLDR_CRS can have values not more than one, but one has to be entered.


            For Action ADD or UPDATE

            If [S_ON_CRS_X]COURSE_TYPE = 'L' then

            [Courses]Alt_Course_Number defines this field (if undefined use first 5 characters of [Courses]Course_Number)

            For Action DELETE

            [ON_Course_Calendars] local_dev_crs

            PLACE_HLDR_CRS

            OnSIS Business Rules:

            Only one of MINISTRY_DFND_CRS, LOCAL_DEV_CRS or PLACE_HLDR_CRS can have values not more than one, but one has to be entered.


            For Action ADD or UPDATE

            If [S_ON_CRS_X]COURSE_TYPE = 'P' then

            [Courses]Alt_Course_Number defines this field (if undefined use first 5 characters of [Courses]Course_Number)

            For Action DELETE

            [ON_Course_Calendars] placeholder_crs

            CRS_IDENTIFIER

            Course identifier is defined only when more than one course has the same ministry course code (i.e. more than one [Courses] record with the same value for Alt_Course_Number). If a ministry course code is used for only one course, the course identifier is blank.

            If [Courses]Course_Number is longer than 5 characters, use the 6th character of Course_Number; otherwise, blank.

            SCHOOL_CRS_NAME

            OnSIS Business Rules:

            Extended course name used by board/school. Mandatory when CRS_IDENTIFIER present; otherwise, not required.

            For Action ADD or UPDATE

            [S_ON_CRS_X]COURSE_NAME

            For Action DELETE

            [ON_Course_Calendars] school_course_name

            compulsory_IND_FLAG

            OnSIS Business Rules:

            It identifies whether the COURSE is offered as compulsory COURSE.

            "T" - Yes

            "F" - No

            If Action = ADD than this field's value is mandatory.


            For Action ADD or UPDATE

            Derived based on priority of courses credit type. Pass [scedulecoursecatalogs]creditType to function which looks for priority 1. Set to 'T' if priority 1 found; otherwise, set to 'F'

            For Action DELETE

            [ON_Course_Calendars] compulsory_flag

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