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User Guide: First Time Users

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1. BOARD ADMINISTRATION Update Board Upload Board Batch File a View Download Board Batch Results SCHOOL ADMINISTRATION 4 Request New School Update School Upload School Batch File View Download School Batch File Data Collection Release Two Clicking on the Data Collection option will display the following menu Note Different levels of users will see different menu options The following is what a board level user would see A school level user would not see the Sign Off School Submission by the Board or the Data Correction options SCHOOL DATA SUBMISSION Add Update School Submission Upload Batch File a view Download Batch Results Sign of School Submission by the School 4 Sign of School Submission by the Board DATA CORRECTION Request Data Correction Queries Reports and Extracts All Releases Clicking on the Queries Reports and Extracts option will display the following menu QUERIES District Inquiry Board Inquiry School Inguiry PRE DEFINED REPORTS 4 Run Report 4 View Reports PRE DEFINED EXTRACTS 4 Run Extract a Extracts Administer Extracts Note A user will be automatically logged out timed out after a period of non activity about 15 minutes and redirected to the Login screen when attempting to use OnSIS after the timeout Remember to complete any activities before a time out occurs or all the new information that has been en
2. While the history pages will vary from record to record 1 boards and schools they all share a number of things in common To simplify and reduce the size of this guide a history page will not be shown for every process and function A sample View History page from a school site record is shown below The OnSIS application has been pre populated with information from the legacy Board School Information Database that includes all currently active boards and schools as well as closed ones Z School Site History Microsoft Internet Explorer E 8 x Historical Data For TO B66052 928810 Newtonbrook Newtonbrook 01 SCHOOL SITE HISTORY Action Update Date 2004 11 02 Name g type Newtonbrook 01 Main Phone Ext Fax Number 4163954459 Phone Number 4153953280 SFIS Number Date Closed 2004 06 30 Website Date Opened 1969 09 01 Email Address Comments Action Update Date 2004 07 08 Name Newtonbrook 01 Phone Number 4153953280 SFIS Number ain Phone Ext Fax Number 4163954459 Date Closed 2004 07 08 Website Date Opened 1969 09 01 Email Address Comments Action Update Date 2003 09 01 Name Newtonbrook 01 Phone Number 4163953280 SFIS Number Plyone Ext Fax Number 4163954459 Date Opened 1969 09 01 Email Address Website Close In this example there are three historical records for th
3. Enter the answer and re enter the answer for verification 3 Click OK The login screen will reappear 4 Enter the user name that was sent to you by e mail and your new password Accessing The OnSIS Home Page The next screen that will appear is the Security System home page Ontario Education Education onsis EDU SISOn Edu Feedback Help Ontario ite maintained by the Government of Ontario Canada Last modified date Friday October 3 2003 1 Click EDUCATION DUCATION OnSIS EDU This will display the OnSIS splash page Ministry of Education Ontario Minist re de l ducation Ontario School Information System Syst me d information scolaire de l Ontario OnSIS SISOn ENTER ENTRER EXIT QUITTER Ontario This application is maintained by the Government of Ont mi j o ntario Canada Cette application est se jour par le gouvernement de l Ontari 2 Click ENTER ENTRER The OnSIS Privacy Impact Assessment PIA page will appear Ministry of Education Ontario Minist re de l ducation hool Information ED WIES ED WIES marita scolaire de l Ontario OnSIS SISOn Authorized users are responsible for maintaining the confidentiality of the information to which they have been granted access User names and passwords are assigned to specific individuals and must not be shared School school board and district office staff are to
4. adhere to all relevant privacy legislation found in the Education Act Freedom of Information and Protection of Privacy Act and the Municipal Freedom of Information and Protection of Privacy Act Agree Accord Disagree D saccord Ontario This application is maintained by the Government of Ontario Canada Cette application est mise jour par le gouvernement de l Ontario Canada Note Read the following terms PIA Confidentiality Clause Authorized users are responsible for maintaining the confidentiality of the information to which they have been granted access User names and passwords are assigned to specific individuals and must not be shared School school board and district office staff are to adhere to all relevant privacy legislation found in the Education Act Freedom of Information and Protection of Privacy Act and the Municipal Freedom of Information and Protection of Privacy Act 3 Click Agree The OnSIS home page will be displayed x EEA JO Search 5 Favorites 2 Mame Purtan Eileen User Id 6461 05 George Hull Centre Queries Reports and You are in Data Collection Important Things to Remember This is a recap of some of the main points from this section OnSIS will automatically time out after a period of non activity about 5 minutes Once this occurs a user is brought back to the Login screen when attempting to use OnSIS Remember to complete any ac
5. x OnSIS z Ontario School Information System Home Help Contact Us Site Map Exit OnSIS francais Admin Board B66052 Toronto DSB User Id brdadmin Administration Menu Queries Reports and Extracts System Support You are in Administration Menu gt School Administration gt Update School CHOOL FORM District Code Board Number TO B66052 Toronto DSB School Number Status Previous Board 928810 School Open B85332 Language English School Name Prefix Suffix Newtonbrook SS Secondary School School Full Name School Long Name Newtonbrook SS Newtonbrook Secondary School Scliool Level Type School Type School Specail Condition Type 2 Secn Q Publ O n a Annexed to School Number Annexed to School Name Annexed Open Date Annexed Close Date School Semester Indicator Type School Grade Range Type Act of Legislation type Both ee A Not Applicable Date Opened 1969 09 01 Distance to Nearest School Comments rept showed 0 Personnel Sites Elements of a Results screen 1 Submit Successful message 2 Source form screen 3 Actions that can be now be taken Results Screens with Errors When a form is submitted with errors it will be returned with an error message at the top of the page The following is a sample screen with an error message Assigned Subject Microsoft Internet Explorer SEE REIS EH Data Collections CT CREDI eae Cee TET CB CT TESI ODE Sys
6. 11 01 Submission Activity Type Description CLASS ENROLMENT Student 654 695 056 Sdent Name 1 eeurse compltete Course Repeat Compulsory Course Substitution Course Scheduling Indicator Course Delivery Course Language of Instruction Type 1 1 1 v Class Course Code Selecta Class Select a Course Course Start Date Course End Date Attempted Credit Value Eamed Credit Value Final Mark Withdrawal Dropped Type RE Select a Withdrawal Type E Comments Li dd Course School Enrolment Save Delete p 1 i CLASS ENROLMENT LIST Class Class Start Date Class End Date Course Course Description Elements of an Update Mode screen 1 Save and Delete buttons Additional buttons may appear on different orms 2 Source form screen 3 Button to navigate to previous screen Results Screens Submit Successful The OnSIS application displays a read only results page whenever a process is successfully completed While the contents of these results pages will differ from function to function they will display information about the item that has been created deleted or modified To simplify and reduce the size of this guide results pages will not be shown for every process and function The following is a sample results page for updating school information 4 School Form Microsoft Internet Explorer i 8
7. Guide for MISA Applications Security Forms Introduction to E learning E learning Module Title Pages 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 handbook and all supplemental documents in full to ensure that they are aware of all aspects of OnSIS and related policies and procedures 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 Education 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 Using the OnSIS Application Navigating OnSIS Application Ontare Scheel information System 3 E Contact Us Site to Purton Eileen User Id SCHA Chili B4E7 05 George Hull Centre Le Queries Reports and Administration Data Collection poo are in Data Collection The OnSIS application uses a well designed console that is always visible and available This makes getting ayound very easy The console consists of the Functions Menu Bar Global Options Me
8. MINISTRY OF EDUCATION Information Management Branch Ontario School Information System d information scolaire de l Ontario Ontario School Information System OnSIS User Guide FIRST TIME USERS 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 USER GUIDE FOR FIRST TIME USERS aam 1 MINISTRY SUPPORT 2 USING THE ONSIS APPLICATION eere nnn nnn nnn 3 NAVIGATING THE ONSIS APPLICATION cccececcccececcccececcacacececcccceacsceneacsneceaceneaeas 3 GETTING AROUND ONSIS FORMS 7 COMMAND AND NAVIGATION BUTTONS ccecececcecececcecececcaceccccaceueceacenecuaceneaesnenss 7 MOVING AROUND ecaseessecascscbetietccseneeesaceunssaeeuendesaeuuneweseeuedesteceddeateusntesaueeneulenen 8 ENTERING DATA RN 8 STANDARD DISPLAY 11 ADD MODE SCREENS cccccececececececcccacacececececcauacacucececeaeacacseuceneaeauaeseseeuececeanaees 11 UPDATE MODE SCREENS cceccecececececececcaccececececeauacececececeauacsceseneeceavatsneneaeass 11 RESULTS SCREENS SUBMIT SUCCESSFUL ccccccccccccececececececeeea
9. ais Ontario This site maintained by the Government of Ontario Canada 2001 Queen s Printer for Ontario Last modified date Wednesday May 29 2002 4 Enter the user name and password that were sent to you via e mail and click Login Note Passwords are case sensitive They expire during the first login and must be changed 5 The following screen will appear asking that the password be changed Ontario Main Menu Feedback Help GO ACCESS Change Password User Name Old password New Password Verify Password Clear Continue Cancel hotbe the same as your old password hotbe made up of your name or user name not contain accented characters like be 8 characters long contain an upper case letter contain a number contain a special character like IF 7 amp O_ lt gt 6 In the User Name field enter the user name that was sent to you by e mail and that you entered previously 7 Inthe Old Password field enter the password that was sent to you by e mail and that you entered previously 8 Following the rules below make up a new password and enter it in the New Password field You may want to write it down before entering it Rules for Creating Passwords The password must be different from your previous password not contain your name or user name not contain accented characters like be at least 8 chara
10. ata Fill in all mandatory fields identified by an asterisk b Date fields Date fields are displayed with a mr calendar next to them If keying in the date use the following format YYYY MM DD E https onsistraining edu ga ri X Clicking on the calendar icon will September 2005 display a pop up Use the lt lt gt gt arrows to move to a new year Use the lt gt arrows to move to a new month Click the appropriate date in sun Mon Tue Wed Thu Fri the calendar and it will automatically el be inserted in the date field 5 lh ha 31 a us 18 21 22 93 94 Note n the Administration module when adding new sites the Date 25 26 27 28 29 so Opened field cannot be backdated An error message will be displayed if it is Save the record and then use E E the update function to record a past date SD zt El em c Validating data d Multi item lists Service Area Alberton Aldborough e Dropdown lists Select a Country ANTIGUA AND BARBUDA ARGENTINA Certain data must be validated before being submitted e g postal codes course codes OEN data After the date has been entered click Verify Multiple item lists allow for the choice of more than one selection Ina Windows environment multiple items can be selected by holding down the key and clicking on the items Dropdown
11. cters long contain an upper case letter contain a number contain a special character like 96 amp 4 2 Samples Duckie4 or 77School 9 Now enter the same password again in the Verify Password field 10 Click Continue Creating Secret Questions Ontario Secret Questions and Answers 1st Secret Question at es my son s tavounte Candy Answer Verify 2nd Secret Question tati Answaar p Verity Cheer Canoe onal ir pe no s 41 the l Ary may 1 wal contact ty Bian 3 nir 4 Main Menu b Two different secret questions and answers must be entered the first time that a user logs in This will enable the user to get a new password without having to fill out new forms and sending them to the ministry The secret question page can be accessed at any time to view change or remove the information Only the user should know these questions and answers The question should not be so general that anyone would know the answer e g Who is the Prime Minister of Canada However the question should not be so personal as to have freedom of information implications e g Why is my mother seeing the doctor Sample Acceptable Questions What is my mother s maiden name What is my dog s name Where was my father born 1 Enter the first question Enter the answer and re enter the answer for verification 2 Enter the second question
12. eaeaeaeaeaeaeaeaeas 12 RESULTS SCREENS WITH ERRORS ccecscececcccececececececcacacececececuavacscececeeceavaees 13 RESULTS SCREENS WITH WARNINGS ccccecececcececcccceccacacececcaceceaceceneaesnenearess 14 HISTORY CPE ENS EE TTE a 15 USING m 17 LOGGING IN FOR THE FIRST 19 APPENDIX A TECHNICAL REQUIREMENTS 25 MINIMUM AND RECOMMENDED REQUIREMENTS cccceccecccccecccccceccecueccecceecuesuesnees 25 This page is left intentionally blank Purpose of the ONSIS Application User Guide For First Time Users This guide has been developed as a resource to help first time users become familiar with how to login and navigate through the various menus and forms It also explains the standard displays and how to access the various help features 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 First Time Users school Data Submission Publicly Funded Elementary Schools including School Authorities school Data Submission Publicly Funded Secondary Schools including School Authorities School Data Submission Care Treatment and Correctional Facilities Batch Files oigning Off a Submission Handbook Memos Security
13. iles Results Summary Far Result Pages School List Batch File Upload Form Verity MEN Form District Administration board Administration school Administration Contents Index Search 3 Index find help using an Z list Type in the keyword to find district district personnel district sites maximum size Update a district Verity MEM 4 Search type in a keyword to find help for E 01515 Help Microsoft Internet each topic containing that word Use Contents Index Search multiple words to narrow down the search in the word s ta search for New school personnel Approve Mew School Farm Board Personnel List CTCF Personnel List CTCF Site List District Personnel List School Council Farm school Council Personnel List School Personnel List Logging In for the First Time 1 Enter the following url https www gsa gov on ca 2 The Go Access Security Splash screen will display yj GO ACCESS ACCES GO Microsoft Internet Explorer B 2 181 xl A Qsearch Favorites History ES 4 mi a lt 2 File Edit View Favorites Tools Help Address https www gsa gov on ca v Go Ontario GO ACCIES S E ACC E S GO 3 Select English The Login screen will appear Ontario UserName Password User Name Password Ia rt password Fran
14. is school Scrolling may be required to see all the records Using Help Onsis Click Help to get more information about a particular function School Personnel Form Purpase Each Help module has the following NIE e nd categories personnel proceed as Mikya k deuplay the Merily Form k bow one person to be assi cond poste n beepers Ihe nam ronde nd edhe army poriga il i Bhra Farm agin BE iate Perkin marmibie P 3 Chck Delete School Perzemmel tn delete miring school parzannal Uu Chek display The bel of ehai panrionnal 5 Cheek Vie Tha Papap des wil will be a How to Use this Screen L0 0 NNNM Expected Results Main Points to Remember Possible Errors where applicable Main points to remember Windows users can print a Help Screen by pressing CTRL P Help can be accessed in four different ways 1 Context sensitive obtain help for the form that is being worked on by clicking on Help in the Global Menu bar To access Help for the other three methods click Show at the top of the OnSIS help Screen Ontario School Information System Show SyncToc 2 Contents find help from a list of Contents help topics Each form has its own help page 071515 Page Batch Files Result Forms Board List District List Global Options Batch F
15. lists allow the selection of one item only They are pre populated with the most current information Format as g Postal Code Lookup 1 Enter the postal code It must be formatted as follows ANA Postal Code Look up NAN with a space PRESE ES Click Search Address to Malling Adireas save time in typing the Canada Post provides the populated address information Please complete additional address address A Postal Code Look up Street Number Suffix Unit Suite Apt Will pop up indicating a street m um name and or number if the Street Name m MEE ies site is located in a building pvo with single postal code Enter the street number if it is 1I 14 not displayed Click Next n E BLU MAN The address fields in the form will be populated with the information from the postal code look up City Town Province Postal Code Country When entering an OEN do not enter OEN the dashes 987808904 J hh Note Using the browser s Back button is not recommended Important information can be lost All navigation from page to page should be done using the buttons and links provided Standard Display Screens Add Mode Screens The following is a sample Add Mode Screen for enrolling a student to a class Class Enrolment Microsoft Internet Explorer EIE Board Name BE B27995 Walden IV School Name 532514 Muskoka Submi
16. login RAM 64 MB 128 MB OS Windows 98 Windows 2000 CPU Pentium 2 Pentium 3 Connectivity A dependable connection to the Internet 56 k modem connection The faster the connection the better especially if large files will be transferred We recommend having at least an ADSL connection 800x600 pixels Skills Familiarity with browsers and web forms Monitor ocreen resolution setting of Screen resolution setting of 1024x768 pixels
17. nu Bar Help exit and more You are in Navigator Bar User Identification Your name user name and organization will be displayed Help is always one click or phone call away Please see Ministry Support page of this document for contact details The Global Options Menu Bar gt 2 7 Search S Favorites OnSIS Ontario School Information System Purtan Eileen User Id SCHADMIN ce Queries Reports and Administration Data Collection You are in Data Collection These links are available from any screen except in pop ups The Function Menu Bar Purton Eileen User Id SCHA Chili 6467 05 George Hull Centre Queries Reports and Extracts Administration Data Collection You are in Data Collection The OnSIS functions are displayed a dark blue menu bar at the top of the screen When a function is selected it will turn light blue gt The Administration option relates to Release 1 Board and School data gt The Data Collection option relates to Release 2 Class and Student data gt The Queries Reports and Extracts option is common to all releases Administration Menu Release One Clicking on the Administration option will display the following menu Note Different levels of users will see different menu options The following is what a board level user would see A school level user would only see the School Administration menu
18. pplication will generate warning messages as a to warn a user that information entered may be incorrect The difference between a warning and an error is that an error will not allow the user to continue until the error has been corrected whereas a warning will only prompt the user to confirm the requested action and will allow the action to take place afterwards The following is a sample warning message E Class Ercodizment Microsoft Inter net Explorer A Himi 77995 Valde Ema Mama j arali ruso Bub Socially CMe cael Chat Salis 2090 Game 29 0074 OBE submi 15H alatus Cpen 3ubrr 7 Warning Microsoft Internet Explorer Warning instructions CLASS EAR LAE HTNLIST Class Tlam SaN Gale Curr Cede Couse Dezcrip aen Elements of a Results with Warnings screen 1 Warning pop up box 2 Warning explanation for generation of Warning pop up 3 Actions that can be now be taken When a warning message is encountered ensure that the requested action was intended and select Continue If a mistake has been made select Cancel to return to the original form Verify or make the necessary changes and resubmit the form History Screens Many of the functions in the OnSIS application have a button to View History The history displays a chronology of the changes made to a record
19. ssion Period Secondary School October Submission Data 2002 2003 Count Date 2002 10 31 Due Date 2002 11 30 Submission Status Open omission Activity Type 2002 11 01 Submission Activity Type Description CLASS ENROLMENT Student 854 598 8556 Student Name Cmurse cemptete Course Repeat compulsory Course Substitution Course Scheduling Indicator Course Delivery Course Language of Instruction Type Type1 Type Class Course Code Selecta Class v Selecta Course w Course Start Date Course End Date Attempted Credit Value Earned Credit Value Final Mark MEUM Withdrawal Dropped Type Withdrawal Date Select a Withdrawal Type E Comments school Enrolment Course Description CLASS ENROLMENT LIST Class Class Start Date Class4 Class 101 2002 10 31 002 11 30 Course Code MAT 1A Elements of an Add Mode screen 1 Save button 2 Source form screen 3 Button to navigate to previous screen Update Mode Screens The following is a sample Update Mode screen for updating a Class Enrolment Form Class Enrolment Microsoft Internet Explorer Board Name BE 627 995 Walden IV School Name 32514 Muskoka Submission Secondary School October Submission Data 2002 2003 Count Date 2002 10 31 Due Date 2002 11 30 Submission Status Open Submission Activity Type 2002
20. tem Support Zz You are in Data Collection gt School Submission gt Educator Assignment gt Assigned Subject he following error occurred e No Subject was selected School Name B73962 32514 Muskoka Submission Period Elementary School October Submission Data Lleademic Year 2002 2003 Effective Date 2002 10 31 ASSIGNED SUBJECT INFORMATION a ducator Name Positign Type 1 0 50 FTE Subjects Seleqt a Subject v Grade Seledt a Grade v Language Schoo Language v Comments Return tp List of Educators Return to Educator Assignment LIST OF ASSIGNED SUBJECTS Subject Grade Language ibject 1 Grade 1 Language 1 Subject 2 Grade 1 Language 2 t Local intranet Elements of a Results with Errors page 1 Error message 2 Source form screen Most errors occur as a result of Invalid data format e g postal codes dates e mail addresses Missing data e g mandatory fields Inconsistent data e g versus OnSIS information mismatch When an error is encountered make the necessary changes and resubmit the form To minimize errors it is important to have all the required information before beginning Before filling in any on line form scan the form for the red asterisks which indicate the mandatory fields which must be completed Results Screens with Warnings The OnSIS a
21. tered and not saved submitted will be lost Getting Around OnSIS Forms These rules and tips apply to all forms Command and Navigation Buttons Depending on the form screen that is being viewed different buttons will appear on the form These buttons are usually found at the bottom of the screen The buttons which follow have to do with creating and updating records Navigation buttons that enable a user to move from form menu to form menu are discussed in various sections that follow Creating records Add buttons and in some cases Verify buttons are used to create new records Once the record has been created the Save button is used to save it Updating records When a record is updated it must be saved or the changes will be lost Save The Delete button can be used to delete a record or attachment to a record For example if the Enrolment Form has other forms associated with it i e Special Education Second Language programs it cannot be deleted until the associated forms have been deleted If the Special Education form has exceptionalities associated with it then it cannot be deleted until the attachments have been deleted Delete Deleting Records Moving around Use the TAB key to go from field to field Use SHIFT TAB to go from field to field backwards Use the arrow keys to move around items in a list Point and click with mouse Entering Data The following is important to note when entering d
22. tivities before the system times out or all new information will be lost Using the browser s Back button is not recommended Important information can be lost All navigation from page to page should be done using the buttons and links provided Appendix A Technical Requirements Users can access the Internet through various access methods such as public dial up access or high speed connections Users accessing the OnSIS application through the public Internet must meet the following requirements Browser with Secure Socket Layer 2 0 using 128 bit encryption such as Internet Explorer 5 5 and above or Netscape 7 0 and above JavaScript and Per session Cookies must be enabled to login User must be registered with the Ministry in order access the application The Ministry will provide a process and forms for user registration Acrobat 6 0 reader for reading and printing PDF files this plug in can be downloaded for free from the Adobe web site htip Awww adobe com Minimum and Recommended Requirements The following table depicts the minimum requirements as well as the recommended configuration to access the OnSIS web application for Internet Web Client Minimum Requirements Recommended Browser Internet Explorer Version 5 5 or Internet Explorer Version 5 5 or Netscape Version 7 0 with 128 bit Netscape Version 7 0 with 128 bit encryption encryption JavaScript and Per session Cookies must be enabled to

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