OnSIS Secondary School Submission 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.

Include SHSM_PROGRAM_FLAG Tag

Select Yes to include SHSM_PROGRAM_FLAG Tag . This field is not selected by default. Select this flag if you are participating in the SHSM Program Project

This field appears only if the Submission Type is a Private School and reporting school year is 2024-2025 or later.

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 count date.

• March submission is from the day after the October submission count date until the March count date. Not applicable for private schools.

• June submission is from the day after the March submission count date until the June count date. For Private schools is from the day after the October submission count date until the June count date.

• Suspension/Expulsions submission is from the start of the current school year until the June count 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:

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

Data Element

Description

[Table]FieldName

ONSIS_BATCH_FILE

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

n/a

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 Element

Description

[Table]FieldName

DATA

This is the outer tag for all data

n/a

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,JUNPRVSEC2

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

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

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.

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

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_DESC

Educator Gender description. This field is only populated when Gender is set to S for the Educator

[S_ON_USR_X].Gender_Identity_Desc.

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

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

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

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'.

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 GetStudentEnrolmentFieldBSID 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 GetStudentEnrolmentFieldBSID 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.

Set to F if Scholarship approved by another board.

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

If [S_ON_STU_X]OtherBrdScholarshipFlg = 1 then ONTARIO_SCHOLARSHIP_FLAG is set to F

ONTARIO_SCHOLARSHIP_DATE

Ontario scholarship approval date of student.

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

Not extracted if Scholarship approved by another board.

Only extracted if the date falls within the current submission period 

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

If ONTARIO_SCHOLARSHIP_FLAG is set F then this field is not extracted

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 GetStudentEnrolmentFieldBSID 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 GetStudentEnrolmentFieldBSID 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 GetStudentEnrolmentFieldBSID 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 GetStudentEnrolmentFieldBSID 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.

[GetStudentEnrolmentFieldBSID]Regular_IS_ADE (to 4 decimal places)

The GetStudentEnrolmentFieldBSID 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.

[GetStudentEnrolmentFieldBSID]High_Credit_IS_ADE (to 4 decimal places)

The GetStudentEnrolmentFieldBSID 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_DESC

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

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

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

• snapshot value is extracted if defined otherwise

• function PSSR_ON_Common.GetStudentOnlineLearningRequirement is used: if NAflag or OptedOutFlag = 1 then report 2, if Earned to date is 2.0 then report 1 otherwise Null is reported.

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

PLAR_ATTENDANCE_TYPE

The rationale behind granting a maximum of 14 grade 11 and 12 credits through challenge and equivalency processes.

Valid values:

010 - College diploma

020 - University degree

030 - Certificate of Apprenticeship and/or Qualification

S_ON_STU_X[PLAR_ATTENDANCE_TYE]

TheTfield is only populated if the MATURE_STUDENT_FLAG is T

For non-returning students it is also extracted from the student record, the PAE file will not include this field.

SHSM_PROGRAM_FLAG

This field displays True (T) if any of the following criteria are met. If none of these criteria are met then the field displays False (F).

• Student Enrolled in SHSM program flag is set to Yes on the student record,

• The student is enrolled in an SHSM Program in the school running the report and at least has one SHSM program where the All Requirement Met date specified is on or before the diploma date.

The school is identified based on the school number and not school BSID.

• The student is enrolled in an SHSM program that is active on the count date where all of the following are true:

  • SHSM Program Entry Date is earlier than or same date as the Submission End Date.

  • SHSM Program Exit Date is 0/0/0 or later than the Submission End Date or SHSM Program Exit Date is on or after the last in-session date of the school year or
    SHSM Program Exit Date is on or after the last day of the student in the school (Exit date is on or after the Enrolment_End_Date)

This field appears only for private schools and if the Include SHSM_Program_flag tag is selected on the run page

[S_ON_STU_X]InSHSMProgOverrideFlag

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".

From August 2024 submission onwards the following logic applies:

If [ON_OnSIS_Snapshot]STUMATURE (1 = T/ 0/Null = F) is reported if a snapshot record exists for the submission. Otherwise, if [S_ON_STU_X]Mature_Student = 1 then T. Otherwise, F.

Before August 2024

If [S_ON_STU_X]Mature_Student is 1 then T. Otherwise, F.

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 4^th 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.

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.

• or equal to [CC]DateLeft (if CC]DateLeft is one day greater than [CC]date Enrolled) 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.

• 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".

• BEM1O and BEP2O are not course repeat logic pairs. Even if this flag is selected for these courses, the courses will be reported separately.

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"

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

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

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".

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".

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

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

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)

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.

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

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

for June submission, EXIT_TYPE is generated if the SAL program exit date [SpEnrollments]Exit_Date is <= July 1st.

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

If ACTION is "DELETE"

[ON_SAL_RECORDS] exit_type

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]

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.

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

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

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

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

SHSM_PROGRAM_FLAG

This field displays True (T) if any of the following criteria are met. If none of these criteria are met then the field displays False (F).

• Student Enrolled in SHSM program is set to Yes.

• The student is enrolled in an SHSM Program in the school running the report and at least has one SHSM program where the All Requirement Met date specified is on or before the diploma date.

The school is identified based on the school number and not school BSID.

• The student is enrolled in an SHSM program that is active on the count date where all of the following are true:

  • SHSM Program Entry Date is earlier than or same date as the Submission End Date.

  • SHSM Program Exit Date is 0/0/0 or later than the Submission End Date or SHSM Program Exit Date is on or after the last in-session date of the school year or
    SHSM Program Exit Date is on or after the last day of the student in the school (Exit date is on or after the Enrolment_End_Date)

This field appears only for private schools and the Include SHSM Program Flag tag is selected on the run page,

[S_ON_STU_X]InSHSMProgOverrideFlag

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_DESC

Student 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.

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

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