User Guide: School Data Submission – Elementary
Contents
1. ep et AE Lay 12 OVERVIEW OF ACCESSING CLASS LEVEL 9 13 CLASS INFORMATION FORM ceeeee emen hnn mener rnnt renr EAE rE ne rese rrr se rrr terri terris enis 13 OVERVIEW OF ACCESSING STUDENT LEVEL FORMS 17 ACCESSING FORMS FROM THE SCHOOL ENROLMENT FORM 17 ACCESSING STUDENT LEVEL 9 18 STUDENT INFORMATION FORM eeeee emm enn rennen h nnne trrte rise terre rrr iter rise rris rens 21 SCHOOL ENROLMENT 23 SPECIAL EDUCATION FORM enis 28 REMEDIAL PROGRAM 3 3 3 3 rere terne rre 31 SECOND LANGUAGE PROGRAM FORM sjstcsisictuatetssievinentsaropedanivadecs 33 This page is left intentionally blank Purpose of the OnSIS Application School Data Submission User Guide This guide has been developed as a resource to help users understand the School Data Submission features of the Ontario School Information System OnSIS application It provides the information that users will need to access and use School Data Submission features The guide combines step by step instructions with a comprehensive look at each of the functions2. OnSIS User Guide 24 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Board Residence Status Select a Residential Sta Status In Canada Select Status Year Of Entry Country Birth Select a Country Province Birth Select a Province French Admission m Enrolment Start Date mE YYYY MM DD Enrolment End Date m Admission From Select a Mobility Country Select a Country Province Select a Province Language Previous School Select a Language Transfer Retirement Code Select a Mobility Cade Country Exit Select a Country Province Exit Select a Province Notes 8 Students should be listed as Pupils of the Board unless they fall into one of the following categories independent study or students for whom the board charges a tuition fee with the exception of tuition fees charged to parents or guardians that reside on tax exempt land 9 Country Province of Birth If the student was born outside of Canada select a country If the student was born in Canada select a province Only country or province may be selected NOT both If the student was born in Ontario leave these fields blank 10 French Admission For French Language schools only Use this field to indicate only students whose first language spoken is NOT French 11 The Enrolment Start Date is the fir
3. This guide is supplemented by the following Release Two documents and resources the list includes this document OnSIS Presentations e Business Overview e Technical Application e Security Overview e Security Administration OnSIS User Guides e First Time Users e School Data Submission Publicly Funded Elementary Schools including School Authorities e School Data Submission Publicly Funded Secondary Schools including School Authorities e School Data Submission Care Treatment and Correctional Facilities e Batch Files Signing Off a Submission Other Reference Material e Handbook e Memos e Security Guide for MISA Applications e Security Forms e E learning Module Title Pages e CD ROM Release 2 E learning e CD ROM Release 2 Student Data Resource Materials Also available on the website are the OnSIS Mailbox and Helpdesk contact information OnSIS users are strongly encouraged to read this user guide and all supplemental documents in full to ensure that they are aware of all aspects of OnSIS and related policies and procedures OnSIS User Guide 1 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Ministry Support Inquiries from schools and boards regarding the Ontario School Information System and related policies and procedures should be directed to Ontario School Information System OnSIS Group Information Management Branch Ministry of E
4. follow the instructions as shown to correct the submission and click Save again 3 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 4 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the form Deleting Remedial Program Record Note If a student is no longer in a remedial program in the current submission period his her record must be deleted 1 Click Delete 2 A confirmation message will be displayed asking Are you sure that you wish to delete Click OK Returning to the School Enrolment Form 1 Click School Enrolment at the bottom of the screen to return to that form OnSIS User Guide 32 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Second Language Program Form This form can be accessed only by clicking Second Language Program at the bottom of the School Enrolment form Second Language Programs include French as a Second Language FSL English as a Second Language ESL and Native Languages NL FSL includes Core Extended and Immersion programs Note This form is pre populated from the previous submission as long as that submission was in the same academic year At the start of a new academic year this form will be blank This is not the same as the Special Education form which is
5. 2005 Publicly Funded Elementary Schools Deleting Class Information Record Use only if a class record has been created by mistake Note The delete button will appear only if no students are assigned to the class 1 Click Delete at the bottom of the screen 2 Aconfirmation message asking Are you sure that you wish to delete will appear Click OK To Return To School Data Submission School Collection Menu 1 Click Class List at the bottom of the screen and from this screen click School Collection Menu OnSIS User Guide 16 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Overview of Accessing Student Level Forms SCHOOL DATA SUBMISSION School Collection 4 Class Student List of Students Click Add a Student Menu Student or Verification Student Hyperlink Add Only Student School Information Enrolment Form Form Note Both the Student Information form and the School Enrolment form must be completed and both must have been successfully submitted before the student s name will be added to the list of students Accessing Forms from the School Enrolment Form Special Remedial Second Education Program Language OnSIS User Guide 17 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Accessing Student Level Forms The List of Students Enrolled is used to add a new student or to select an enrolled student Not
6. Submission Period ademic Year Submission Status Data Correction Flag Count Date B E Public Elementar 2004 2005 Open False 2004 10 31 BEJPublic Elementary 2004 2005 Pending Opening False 2005 06 30 B EM Public Elementary 2004 2005 Pending Opening False 2005 03 31 OnSIS User Guide OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools School Collection Menu Clicking on a submission period will display the Add Update School Submission screen for the period that has been selected This screen is also referred to as the School Collection Menu Ontario School Information System Home Help Contact Us Site Exit OnSIS francais Name Purton Eileen User Id SCHADMIN2 312983 Lincoln Avenue PS Fen ueries Reports and Administration Data Collection 9 Extracts You are in Data Collection gt School Data Submission gt amp dd Update School Submission Board BE B66060 Durham DSB School 312983 Lincoln Avenue PS Submission Period B E O Public Elementary 2004 2005 Count Date 2004 10 31 Due Date 2005 06 27 Submission Status Open Submission Activity Type 2005 06 06 School Data Submission sign off errors encountered SCHOOL DATA SUBMISSION Submission Period List The School Data Submission School Collection Menu A Function Menu Submission Period Information The submission period inf
7. in the OEN application it appears as Robert resulting in the first name fields not matching Or a middle name may have been entered on the OnSIS form but not in the OEN application Schools will need to make an update to one of these systems so that when OnSIS verifies this information it will be an exact match 3 If the selected student passes the OEN authentication the Student Information form will be displayed See below Note The only way to access the remedial second language and special education forms is to click Student Information and then Student Enrolment OnSIS User Guide 20 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Student Information Form The Student Information form allows an authorized user to view edit a student s information It also provides access to the School Enrolment form STUDENT INFORMATION indicates that this data must be provided OEN 654 863 364 Legal First Name Legal Second Name Legal Last Name Matthew Blake Language First Spoken Birth Date Gender English v 1995 10 27 Male Comments School Enrolment List of Students Enrolled Add Update Student Information Record Note The only field into which data can be entered on this form is Language First Spoken as all other fields will have been populated from the OEN database If the Student Information record is being updated as opposed to being created the Lang
8. MINISTRY OF EDUCATION Information Management Branch ator de scolaire de TOMIA E OnSIS SIsOn Ontario School Information System OnSIS User Guide ScHOOL DATA SUBMISSION PUBLICLY FUNDED ELEMENTARY SCHOOLS including School Authorities Release Two For School Boards and School Authorities November 2005 Version 1 1 This page is left intentionally blank Table of Contents PURPOSE OF THE ONSIS APPLICATION SCHOOL DATA SUBMISSION I i3iacll c 1 MINISTRY SUPPORT 2 GETTING 3 MODULE FOR FIRST TIME 9 3 LOGGING INTO ONSIS cect ee tee ee 4 OVERVIEW OF ACCESSING THE SCHOOL DATA SUBMISSION MENU 5 ACCESSING THE SCHOOL DATA SUBMISSION 7 SGHOOL GOLLEGTION MENU S peg esce e cn eod vet ec ec io e eren e 9 SCHOOL COLLECTION FORMS 11 COUNT DATES AND RANGES oecite rens 11 IMPORTANT INFORMATION REGARDING COUNT DATES seccccececceceecececeeecanececaneeeneeees 11 PRE POPUEKTED DAT S I t
9. always pre populated regardless of academic year Notes a More than one second language can be added by clicking on Add Second Language Program at the bottom of the screen after each language has been entered b Only one FSL program can be recorded for an English student in a single submission period If the second language program is ESL then the hours per year and minutes per day must be 0 d For all FSL programs only minutes can be entered The normal ranges for FSL programs in minutes are Core 20 59 Extended 60 149 Immersion 60 149 e For all NL programs enter the number of hours for the year even though the actual instruction is recorded in minutes The minimum number of hours that can be entered is 60 and the maximum number of hours is 900 SECOND LANGUAGE PROGRAM indicates that this data must be provided Student 654 863 364 Matthew Blake Second Language Program Type Select a Second Language Hours of Instruction per Year Minutes of Instruction per Day Comments School Enrolment OnSIS User Guide 33 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Add Update Second Language Program Record 1 Enter the information or make the necessary changes and click Save 2 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 3 If a warning message is
10. asterisks and then click Verify 4 If the verification is not successful modify the fields identified as not matching and retry the verification Important Note The student that is being enrolled will not appear on the Student List until the School Enrolment form has been completed and successfully saved Updating a Student Record 1 Click the blue hyperlink for the student that is to be updated The Student Information form will be displayed 2 If the selected student fails the OEN authentication the Verification Criteria form above will be displayed along with an error message Note Validation Error When a user clicks the blue hyperlink OnSIS verifies the OEN by comparing the fields submitted by OnSIS first name middle name last name date of birth and gender against what is in the OEN record In some cases clicking the blue hyperlink may produce a validation error message If this happens check the student s OEN record in the OEN application against the data that has been entered either on the screen or in SMS system The data in both the OEN application and what is being submitted to the OnSIS application OnSIS User Guide 19 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools must match exactly It is possible that a change may need to be made to of these records For example the student s first name may be Bob in the data being submitted through OnSIS whereas
11. d the Class End Date will usually be the last day of school in June In cases where an additional class is created after the first day of school then the start date for that class would be the first day that the teacher begins teaching that class Add Update Class Information Record 1 2 To add a new class enter the information and then click Save Once a record has been successfully saved an Add Class button will appear at the bottom of the screen If additional classes are to be added click this button enter the information and click Save To update information for an existing class click the blue hyperlink for that class make the necessary changes and then click Save If an error message is displayed follow the instructions on the screen to correct the data and click Save again If a warning message is displayed check to ensure that what has been entered is correct If it is not click Cancel make any necessary changes and then click Save again If the information is correct click Continue Note A warning message stating that the Class Start and or Class End Date is outside the submission period may appear If the dates are correct click Continue if not fix the data 5 If the submission is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen OnSIS User Guide 15 OnSIS Release Two School Data Submission November
12. displayed click Continue if the data is correct or Cancel if the data needs to be corrected 4 If successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Deleting a Second Language Entry Note If a student is no longer in a second language program in the current submission period his her record must be deleted At the bottom of the form all second languages that have been entered are displayed in the Second Language list LIST OF SECOND LANGUAGE PROGRAMS Second Language Program Type Hours of Instruction Minutes of Instruction FSL Immersion D 300 1 Click the blue hyperlink under Second Language Program Type for the entry that is to be deleted and then click Delete 2 Aconfirmation message will be displayed asking Are you sure that you wish to delete Click OK Returning to the School Enrolment Form 1 Click School Enrolment at the bottom of the screen to return to that form OnSIS User Guide 34 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools
13. ducation Suite 422 777 Bay Street Toronto ON M5G 2E5 Telephone 1 888 275 5934 or 416 212 6366 Monday to Friday excluding holidays 8 30 am to 4 30 pm Email onsis_sison edu gov on ca Fax 416 212 2763 Extranet Web Site http onsisinfo edu gov on ca OnSIS User Guide 2 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Getting Started Module for First time Users This module of the user guide deals with the forms lists that elementary public schools will be using OnSIS users who have not had previous OnSIS training should go through the following module first in order to acquire the skills that will be necessary to successfully use this module e User Guide First Time Users This module can be downloaded from the OnSIS web site at http onsisinfo edu gov on ca OnSIS User Guide 3 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Logging into OnSIS 1 To log into OnSIS go to the following extranet URL https WWW gsa gov on ca 2 Click English 3 Enter your user name and password 4 Under Education ducation click OnSIS EDU 5 Click Enter 6 Click Agree to the OnSIS Privacy Impact Assessment Page 7 The OnSIS Home Page will be displayed including a blue function menu bar OnSIS Ontario School Information System Home Help Name Purton Eileen User Id eileenpurton 312983 Lincoln Avenue Queries Report
14. e An end date needs to be input if the student left the school during the submission period within the date range Students with an end date will not be pre populated in the next submission period 1 From the School Data Submission School Collection menu page 7 click Student and the List of Students Enrolled will appear In the beginning no students will appear since none have been added Note The list of students can be displayed in different ways by clicking on the blue subheadings For example to display the list by grade click Grade To sort the list by OEN click OEN LIST OF STUDENTS ENROLLED Student Name Grade EN Blake Matthew M Kindergaten 654 863 364 LeClerc Marie F Kindergaten 851 427 625 Adding a Student Record 1 Click Add Student The form which follows on the next page will appear OnSIS User Guide 18 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools ALL INFORMATION PROVIDED MUST BE IDENTICAL TO THE DATABASE VERIFICATION CRITERIA indicates that this data must be provided Do not enter hyphens Legal Last Name Legal First Name Legal Second Name Date of Birth E Gender Select a Gender v List of Students Enrolled 4 3 If the verification is successful the Student Information form will display See next page 2 Complete the mandatory fields red
15. e for the submission period Select Country Exit only if the student is leaving Canada Select Province Exit only if the student is moving to another province Whether country or province is selected will depend on the code that is selected e g education in another country education in another province territory Add Update a Student s School Enrolment Record 1 To add a new student enter the information and click Save 2 To update a student record make the necessary changes and click Save 3 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 4 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 5 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Click one of the buttons at the bottom of the screen to add more data for the student e g special education second language program or remedial program Delete a Student s School Enrolment Record Use only if a record has been created by mistake otherwise enter an enrolment end date on the form Note A student may be deleted only if the student does not have any remedial special education or second language program record associated with him her OnSIS User Guide 26 OnSIS Release Two School Data Submission November 2005 Public
16. ecific function and therefore related options will not appear on the screen For example some schools may only have access to uploading data by batch and then sign off Therefore these schools will not see the Add Update School Submission 2 The School Data Submission menu will appear Click Add Update School Submission OnSIS Ontario School Information System Mame Purton Eileen User Id SCHADMIN2 312983 Lincoln Avenue PS Administration Collection You are in Data Collection Home Help Contact Us Site Map Exit OnSIS francais SNHOOL DATA SUBMISSION Add Update School Submission Upload Batch File a view Download Batch Results a Sign off School Submission by the School 3 The Submission Period List will appear This list presents a list of open submission periods for the selected school Notes a Before a submission period can be opened the previous submission period must have been closed or signed off b Boards and schools will be notified via e mail as to when they can begin submitting data 1 Click the submission period hyperlinked list for the period that is to be accessed OnSIS User Guide 7 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Submission Period List Screen BE B66060 Durham DSB 312983 Lincoln Avenue PS SUBMISSION PERIOD LIST
17. hool Jl BE B66060 Durham DSB 312983 Lincoln Avenue PS SUBMISSION PERIOD LIST Submission Period Academic Year Submission Status Data Correction Flag Count Date O Public Elementary 2004 2005 Open False 2004 10 31 B Pubt ementary 2004 2005 Pending Opening False 2005 06 30 B E M Public Elementary 2004 2005 Pending Opening False 2005 03 31 SCHOOL DATA SUBMISSION Class a Student OnSIS User Guide 5 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools A user with more than one school will have a different home page upon login as shown below and will have to choose the appropriate school that is to be accessed from the dropdown menu OnSIS Ontario School Information System Purton Eileen User Id eileenpurton Home Help Contact Us Site Exit OnSIS francais 312983 Lincoln Avenue Administration Data Collection IURE NCC Extracts You are in OnSIS Home Page Welcome Eileen Purton b 312983 Lincoln Avenue 312983 Lincaln Avg amp ue v OnSIS User Guide 6 School Data Submission Publicly Funded Elementary Schools OnSIS Release Two November 2005 Accessing the School Data Submission Menu 1 Click the Data Collection option Note Different users will see different functions on the School Data Submission menu Some users may not have access to a sp
18. hool Information form This form is associated with the School Enrolment form and a deletion can only be made by clicking Delete on the School Enrolment form If Delete is selected both the School Information record and the School Enrolment record will be deleted OnSIS User Guide 22 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools School Enrolment Form This form can only be accessed by clicking on School Enrolment at the bottom of the Student Information form The School Enrolment form captures a student s record at a particular school e g when he she enrolled when he she left and general information about the student within the school By clicking the buttons at the bottom of the School Enrolment form see below the following forms can be accessed Remedial Program Second Language Program Special Education Student Information To return to the list of enrolled students click List of Students Enrolled Note The buttons below will not be displayed until after the School Enrolment form has been completed and successfully saved Remedial Program Second Language Program Special Education Save Delete List of Students Enrolled Student Information Notes 1 The default is Main School If this is not the student s main school click to make this box blank The main school for a student holds the OSR 2 If Special Education is checked off a special educati
19. ly Funded Elementary Schools Note A student may not be deleted if that student and his her information were pre populated from an earlier submission period In this case an enrolment end date must be entered 1 Click Delete 2 Aconfirmation message will be displayed asking Are you are sure that you wish to delete Click OK OnSIS User Guide 27 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Special Education Form This form can be accessed only by clicking on Special Education at the bottom of the School Enrolment form If Special Education was checked off on the School Enrolment form then this form must be completed If this form is filled out Special Education on the School Enrolment form must be checked off An exceptional pupil is one whose behavioural communicational intellectual physical or multiple exceptionalities are such that he or she is considered to need placement in a special education program A student is designated as exceptional by an Identification Placement and Review Committee IPRC established by the school board under Regulation 181 98 These pupils must have an IEP Non identified students with special needs are students who are deemed by the board to require special education programs and or services but who have not been formally identified by an IPRC process These students should have an IEP to reflect the special education programs and service
20. nsferred e Student Information e Special Education e Student School Enrolment If this is not the first submission period for the academic year the following additional data will be pre populated as long as the student has not graduated or transferred e Class Information e Remedial Program e Second Language Program OnSIS User Guide 12 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Overview of Accessing Class Level Forms SCHOOL DATA SUBMISSION Class School Collection Student List of Classes Add a Class or Create a Class click Class Class Information Form Hyperlink Class Information Form The Class Information form allows an authorized user to view add edit and delete class information To access the Class Information form click the blue hyperlink of an existing class or click Add Class at the bottom of the List of Classes screen 1 From the School Data Submission School Collection menu page 7 click Class and the following screen will appear For the first submission period of every academic year October 31st the List of Classes information will be blank All classes will need to be added This will also apply to second semester classes for the March submission 2 In the beginning no classes will appear since none have been added OnSIS User Guide 13 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Scho
21. ols LIST OF CLASSES Class Start Date End Date GRADE1AJ 2004 09 01 2005 06 30 GRADE1PBD 2004 09 01 2005 06 30 GRADE2SLD 2004 09 01 2005 05 30 Add Class School Collection Menu Adding New Class 1 Click Add Class Updating a Class 1 Click the blue hyperlink for the class to be to viewed updated The Class Information form will appear It will be blank below if Add Class was selected and filled in if the blue hyperlink of an existing class was used Note Future releases will also require that a teacher be assigned to the class CLASS INFORMATION indicates that this data must be provided Class Code Class Start Date m Class End Date m HM Class Type Select a Class v Language Of Instruction Select Language Classroom Type Select a Classroom Type i Comments OnSIS User Guide 14 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Notes a Class Code Many schools use the grade level followed by the teacher s initials e g O1ETP 01AJ The Class Code field should contain no spaces and will accommodate a maximum of 17 alphanumeric characters Follow the protocol set up by the school or board within these parameters Each class code must be unique within a submission period The Class Start Date will usually be the first day of school in September an
22. on form must be completed for the student If you check this box and do not fill out the Special Education form you will receive an error message upon trying to sign off your school 3 If the school assigns a number to students other than the OEN it may be entered in the Student School Number field 4 If the student s postal code is not known the school s postal code must be entered instead in the Postal Code field 5 Even though Class is not a mandatory field a class must be selected from the dropdown menu or an error will be generated at sign off OnSIS User Guide 28 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools 6 If when entering information in the JK K Timetable field Time Other was selected a description of the program in the Half Time Other Description field must be entered 7 Arelationship exists between the Attendance Type and FTE fields A half time student should be recorded in the FTE field as 0 50 and a full time student should be recorded as 7 00 SCHOOL ENROLMENT indicates that this data must be provided Student 412 181 307 Dane Taylor Main School Special Education Student School Number Postal Code Student s Class Select a Class Grade Select a Grade Attendance Select an Attendance Typ Should read JK K Timetable JK Timetable Select a JK Timetable Ty Half Time Other Description
23. ormation identifies the board and school name and number as well as important information about the submission period such as the name of the submission period and date range the count date and the due date The current status of the submission is also shown e g Open Closed OnSIS User Guide 9 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools The Submission Activity Type provides information regarding the last activity performed by the user for this submission e g Data Submission Sign Off Completed School Data Submission Clicking on the elements in this menu Class and Student will display the various lists and forms for the collection period Function Menu The function menu provides users with access to tools to help them purge and pre populate information from all or selected class and or student forms validate verify and sign off a submission upload a batch file and view batch file results These tools are described more fully in the Signing off a Submission module OnSIS User Guide 10 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools School Collection Forms The following are the school collection forms for elementary public schools Class Level Forms e Class Information Student Level Forms Student Information School Enrolment Special Education Remedial Program Second Language Program Count Dates and Range
24. s For the regular school year the count dates and ranges are October 31st Count Date July 1st to October 31 March 31st Count Date November 1st to March 31 June 30th Count Date April 1st to June 30th Important Information Regarding Count Dates When completing a form enter the information as it was on the Count Date i e for the October report if a student was enrolled in a remedial program from September 6 to October 21 do not record the student as having been in a remedial program since at the Count Date October 31 the student was not enrolled in the program OnSIS User Guide 11 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Enter all students who are leaving the school at the end of the year i e June 30 as retirements or transfers on the School Enrolment Form in the end of year submission Use the Enrolment End Date of July 1st instead of June 30th This will ensure that the student is still counted as part of June 30th enrolment but will not be pre populated for the next submission period Pre Populated Data If a student was enrolled in a school in a previous submission period and does not have a transfer retirement date and code his her data will be pre populated into the new submission period If this is the first submission period for the academic year then the following data will be pre populated as long as the student has not graduated or tra
25. s and Extracts ContactUs Site Exit OnSIS francais Administration Dat Collection You are in OnSIS Home Page 8 A user with access to more than one school will have to use the dropdown menu to access the appropriate school Welcome Eileen Purton 312983 Lincofi Avenue 312983 Lincoln Avenue OnSIS User Guide 4 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Overview of Accessing the School Data Submission Menu This section provides an overview of the OnSIS menu structure that leads to the School Data Submission menu for a user with only one school OnSIS Ontario School Information System Home Help ContactUs Site Exit OnSIS francais Name Purton Eileen User Id SCHADMIN2 312983 Lincoln Avenue PS Queries Reports and Extracts Administration Data Collection You are in OnSIS Home Page Welcome Eileen Purton 312983 Lincoln Avenue PS OnSIS Ontario School Information System Home Help Contact Us Site Map Exit OnSIS francais Mame Purton Eileen User Id SCHADMIN2 312983 Lincoln Avenue PS Queries Reports and Extracts Administration Data Collection You are in Data Collection SCHOOL DATA SUBMISSION Add Update School Submission Upload B3 ite a view Download Batch Results a sign off School Submission by the Sc
26. s that they are receiving Notes a This form will be pre populated from previous submissions b If the student has been identified as exceptional the following fields are mandatory Individual Education Plan IPRC Review IPRC Review Date Exceptionality Code Main Exceptionality and Special Education Placement If the student is Non Identified then the following fields are mandatory Individual Education Plan Non Identified and Special Education Placement The date entered for the IPRC Review should be the date of the student s most recent IPRC To enter additional exceptionalities click Add Exceptionality at the bottom of the screen f Only one main exceptionality may be identified Oo 7 amp 2 OnSIS User Guide 28 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools SPECIAL EDUCATION indicates that this data must be provided Student 755 523 6867 Ashley O Neill Individual Education Plan Yes IPRC Review Yes IPRC Review Date 2005 01727 Exceptionality Code Learning disability Main Exceptionality Yes Non Identified Student Mo Special Education Placement Resource Assistance Comments Add Exceptionality School Enrolment SPECIAL EDUCATION LIST THIS SUBMISSION Identified Non identified Main Exceptionality IPRC Learning disability Yes Yes SPECIAL EDUCATION LIST PREVIOUS SUBMISSION Identified Non identified Main Exceptionality IPRC Co
27. st day that the student was enrolled in the school In the case of a Grade 7 student who has been enrolled in the school since JK it is the date that he she enrolled in JK that should be entered Enrolment End Date should represent the first day of non attendance and must be within the date range for the submission period For the June 30th submission period use July 1st as the Enrolment End Date for all students OnSIS User Guide 25 School Data Submission Publicly Funded Elementary Schools OnSIS Release Two November 2005 who will not be returning to the school If an end date has been entered for a student that student will not be pre populated in the next submission period 12 Under Admission From select a country only if the student came from outside of Canada Select a province only if the student came from another province Whether country or province is filled in will depend on the code that is selected e g student entering from another country student entering from another province territory If a county is selected the Year of Entry field must also be completed year and month only If a province has been selected the Language of Previous School field must also be completed 13 Transfer Retirement Code Complete only if the student departs from the school during the submission period date range Enter an Enrolment End Date The date entered should represent the first day of non attendance and must be within the date rang
28. students receiving remediation in language arts mathematics or both language arts and mathematics Also report non exceptional and exceptional students receiving speech and languages services from a language speech teacher and or a speech language pathologist employed by the board Note This form is pre populated from the previous submission as long as that submission was in the same academic year At the start of a new academic year this form will be blank This is not the same as the Special Education form which is always pre populated regardless of academic year Notes a Click either the Language Speech Teacher or Language Speech Pathologist check box but not both b If a student is not receiving the services of either Language Speech Teacher or a Language Speech Pathologist then leave the field check boxes blank Should a warning message be displayed when the record is being submitted click Continue REMEDIAL PROGRAM indicates that this data must be provided Student 412 181 307 Dane Taylor Remedial Program Select a Type v Student receives services provided by Language Speech Teacher Language Speech Pathologist OnSIS User Guide 31 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Add Update Remedial Program Record 1 Enter the information or make the necessary changes and click Save 2 If an error message is displayed
29. uage First Spoken field will not be modifiable if the Main School flag on the School Enrolment form is not checked as the School Information form can be modified only by the main school Note After the data has been entered into the Student Information record and saved the School Enrolment form must then be completed and saved or the student information will be lost 1 When enrolling a new student enter the language first spoken from the Language First Spoken dropdown menu and click Save 2 To update a student change the language first spoken and click Save 3 If an error message is displayed follow the instructions as shown to correct the submission and click Save again See note on pages 19 and 20 regarding the OEN and OnSIS data not matching OnSIS User Guide 21 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools 4 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen 5 Once the Submit Successful message has been displayed click School Enrolment at the bottom of the screen to access this form as it must be completed at the same time in order for the student information to be permanently saved 5 Warning Continue on to the next form and complete it or the student will not be added to the list of students Note No Delete button will appear on the Sc
30. unt Date Add Update Special Education Record 1 To add a student s information enter the information and click Save 2 To update a student s information make the necessary changes and click Save To update an existing exceptionality that appears in the Special Education List for this submission click the blue hyperlink 3 If an error message is displayed follow the instructions as shown to correct the submission and click Save again 4 If a warning message is displayed click Continue if the data is correct or Cancel if the data needs to be corrected 5 If the submit is successful the form will be refreshed with the updated information and the message Submit Successful will appear at the top of the screen Click School Enrolment at the bottom of the screen to return to that form OnSIS User Guide 29 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools 6 After the record has been successfully saved Add Exceptionality button will appear allowing additional exceptionalities to be added if applicable Deleting a Special Education Exceptionality Note If the student is no longer identified with exceptionality his her record for that exceptionality must be deleted Otherwise it will be saved in the current submission If a student has no exceptionalities then Special Education in the School Enrolment form must be unchecked At the bottom of the form all e
31. xceptionalities that have been entered or pre populated from a previous submission are displayed in the Special Education list for either the current submission or previous submissions SPECIAL EDUCATION LIST THIS SUBMISSION Identified Non identified Main Exceptionality IPRC Learning disability Yes Yes SPECIAL EDUCATION LIST PREVIOUS SUBMISSION Identified Non identified Main Exceptionality IPRC Count Date No record s found Note Only exceptionalities that appear in the current submission list can be deleted 1 Click the blue hyperlink under Identified Non Identified for the entry that is to be deleted and then click Delete 2 Aconfirmation message will be displayed asking Are you sure that you wish to delete Click OK Returning to the School Enrolment Form 1 Click School Enrolment at the bottom of the screen to return to that form OnSIS User Guide 30 OnSIS Release Two School Data Submission November 2005 Publicly Funded Elementary Schools Remedial Program Form This form can be accessed only by clicking on Remedial Program at the bottom of the School Enrolment form Remedial programs are designed to help students experiencing difficulty in specific aspects of their regular class programs The difficulties may be the result of absences from school prior lack of progress immaturity and so on rather than the existence of an identified exceptionality Use this form to report
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