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User Guide: Educator Administration

1. EDUCATOR ADMINISTRATION a Request Ministry Educator Number Update Educator Information a a E Vpload Educator batch Me Dat le ULILGLU D g a View Download Batch Results The Educator Search Form will be displayed OnSIS User Guide 24 Educator Administration OnSIS Release 3 February 2007 Educator Search Form This form allows an authorized user to search the database for an educator in order to make updates to the educator s biographical information including career experience Note Some users may have read only access to this information depending on their level of authorization EDUCATOR SEARCH FORM MEN XXXX X XXXX OR Search includes search on Former Names Last Name First Name Second Name s Initial Date of Birth YYYYMM DD Gender EE Male Female Either Search OnSIS User Guide 25 OnSIS Release 3 Educator Administration February 2007 Searching for an Educator a Search by Ministry Educator Number MEN Enter the entire MEN and click Search The search result will display detailed biographical information for that individual on the Update Educator Information Form if an exact match is found A search using a partial MEN is also possible 1 Enter an asterisk in the MEN field with a partial Ministry Educator Number and click Search The search result appears on the Educator Match Form which displays a list of all matching individuals with the partial M
2. Add Career Experience D Request Another MEN Er OnSIS User Guide 21 OnSIS Release 3 Educator Administration February 2007 The Career Experience Form will be displayed CAREER EXPERIENCE case hat thig data not be probidad Caudry t Province School Level Himmi Of ears Chan en Caren Experian a List Total Career Expartonde CL Sliced Lesa Of Yana Proa T ory Add Another Career Expenence Request nother MEH The following mandatory field checklist highlights the information that a user will require before completing the form Mandatory Field Checklist red asterisk Educator Career Experience Country or Province not both Number of Years School Level 2 Enter the information Note If career experience is from a Canadian province leave the Country field blank and select a province lf experience is from outside of Canada select a country the Province field is then inaccessible 3 Click Submit 4 If an error message is displayed follow the instructions on the screen to correct the data and click Submit again 5 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 Submit again If the information is correct click Continue OnSIS User Guide 22 OnSIS Release 3 Educator Administration February 2007 6 If the submission is successful the form will be refre
3. First Name Second Name s Initial Electra Date of Birth Gender 1960 01 27 Female Source Document Verified OCT Registry 000000 Comments Add Career Experience Request Another MEN 8 Click PRINT as it is recommended that thispagebe kept on file in hard copy Note Once an MEN has been assigned the user can Add Career Experience information or Request Another MEN Add Career Experience is described in a following section To return to the Educator Administration menu select Administration from the blue menu bar at the top of the screen OnSIS User Guide 19 OnSIS Release 3 Educator Administration February 2007 New Educator Match Form As previously mentioned when a user submits the Request Ministry Educator Number Form OnSIS matches the data on the form to all educator records in the database to see if that person is already on file with a Ministry Educator Number MEN If similar records are found the Educator Information Submitted screen will be displayed This screen lists possible matching records found based on the information supplied by the user See next page The upper part of the screen under the heading Educator Information Submitted displays the educator s name date of birth gender and OCT Registry Number as entered by the user The lower part of the screen under the heading Matches Found displays a list of matching records separated by Active and Terminated MEN matches The MEN column provid
4. Last Name Suffix Select a Saluta y Purton First Name Second Name s Initial Madison Emily Date of Birth YYYY MM DD Gender 97506726 E C Male Female Source Document Verified OCT Registry E Reason for Change Select a Reason eason for MEN Status Change Terminated Related MEN 000010000 peered uE 0000 OnSIS User Guide 33 OnSIS Release 3 Educator Administration February 2007 Multiple MENs If it is found and confirmed that an educator has been assigned multiple MENs over time the MEN s that must no longer be used has have to be terminated 1 In the Reason for Change field select Update Related MEN from the drop down menu 2 In the MEN Status field select Terminated from the drop down menu 3 In the Reason for MEN Status Change field select Related MEN Exists from the drop down menu 4 In the Related MEN field enter the MEN number of the record that will continue to be Active Before terminating an educator s MEN a user should contact the ministry to determine whether data linked to the MEN s was submitted in previous school or board data submissions prior to deciding which MEN s to terminate MEN 0426 7 4911 Creation Date of MEN Last Update of Record 2006 02 22 2006 02 22 Salutation Last Name Select a Saluta y Purton First Name Second Name s Brooklyn Emily Date of Birth YYYY MM DD fiseoni27 E Source Document Verified r Reason fo
5. and Jones Smith would be located OnSIS User Guide Educator Administration 45 OnSIS Release 3 February 2007 Segment name search s also supported in the case of an embedded space or hyphen name Jones and Smith would be located Other combinations are not supported i e Smith Jones Smith Jones would not be located Segment name search is applicable to the Last Name field but not to the Given and Second Name fields A name with an embedded space apostrophe or hyphen of three or more words in a single name field for example Van de Kamp will be treated as three separate name searches of VandeKamp crunched together Segment name search is also supported in the case of embedded space and hyphen name Van de and Kamp would also be located Other combinations are not supported i e Van de de Kamp and would not be located Example Jones Smith will return existing educators with the following last names provided other entered fields are also matched as per the high med low matching algorithm Jones Smith Jones Smith Smith Jones Example O Neil will return existing educators with the following last names provided other entered fields are also matched as per the high med low matching algorithm O Neil ONeil O Neil Additional Notes The matching process also includes historical educator records former names A maximum of 100 S
6. 0263 7 6319 Purton Madison Emily 1975 06 26 F 000000 0320 7 6341 Tsapralis Madison Emily 1975 08 20 F 000000 MATCHES FOUND TERMINATED O MEN Name Date of Birth MF OCT No potential matches found for Educator In this example searching for a hyphenated name Purton Tsapralis results in matches for a former name Purton Click on the MEN hyperlink of any records that are strong potential matches to see more detailed information OnSIS User Guide 15 OnSIS Release 3 Educator Administration February 2007 Looking at the detailed information provided it appears that the first and second MEN records are matches for this educator In cases such as this when it appears that the same educator has been issued more than one MEN a user should cancel the request and contact the ministry to assist in resolving the problem EDUCATOR MATCH FORM MEN STATUS 0432 8 6103 Active Salutation Last Name Suffix Tsapralis First Name Second Name s Initial Brooklyn Emily Date of Birth Gender 1980 01 27 Female Source Document Verified OCT Registry 000000 Former Name s Last Name First Name Second Name s l Changed Purton Brooklyn Emily 2006 02 22 Board School of MEN Request B66060 038164 Beaverton PS Disayreement s Type Description Date Opened Information on this MEN Created Date Changed Reason for Change 2006 02 22 2006 02 22 Update Name s MEN Status Date Status Changed Reason for
7. 1 For each file that is to be deleted check the box in the Delete Checkbox column beside that file 2 Click Delete Checked Files A confirmation popup will be displayed 3 Click OK to delete the file s The Batch File Results List will be refreshed and redisplayed without the deleted files 4 Click Cancel to cancel the deletion of the file s BATCH FILE RESULTS LIST Click on the file name to view results Filename Date Submitted Status Delete Checkbox MEN Add xml 2006 03 02 10 45 23 In Error lv MEN Add xml 2006 03 06 12 13 39 Processed M Delete Checked Files To return to the Educator Administration menu select Administration from the blue menu bar at the top of the screen OnSIS User Guide 44 OnSIS Release 3 Educator Administration February 2007 Appendix A Educator Administration Search Criteria REQUEST MEN SEARCH CRITERIA The following table contains the predefined matching logic criteria Criteria Field name 1 Field name 2 Field name 3 Match Level 1 Last Name Given Name DOB HIGH 2 Last Name Second Name DOB HIGH 3 Last Name Given Name Second Name MEDIUM 4 Given Name Second Name DOB MEDIUM 5 Last Name DOB Gender MEDIUM 6 Given Name DOB Gender LOW 7 Second Name DOB Gender LOW 8 Last Name Second Name Gender MEDIUM 9 Given Name Second Name Gender LOW 10 Last Name Given Name Gender MEDIUM The high level matches burgundy will return r
8. Registry is also required See note below Note that OCT Registry must have a valid value unless a the educator is on a Letter of Permission i e is NOT Ontario College of Teachers certified and has received a Letter of Permission from the Ministry OR b is newly qualified and his her OCT Registry is pending issuance from the Ontario College of Teachers c is a private school teacher In the above scenarios enter 000000 In the case of b ensure that the OCT Registry is updated if and when one is issued Notes a Check the Source Document Verified field only if a valid source document was provided e g Birth Certificate Marriage Certificate The name must be entered into OnSIS according to the source document b OnSIS retains the information exactly as entered including upper and or lower case entries For example Entered Retained As Mary Ann Jones Mary Ann Jones MARY ANN JONES MARY ANN JONES Mary Ann JONES Mary Ann JONES c If the educator has multiple middle names these should be entered under the Second Name s field For example Mary First Name Ann Elizabeth Catherine Second Name s Jones Last Name OnSIS User Guide 11 OnSIS Release 3 Educator Administration February 2007 Adding a New Educator 1 Enter the educator s biographical information ensure that all of the mandatory fields indicated by an asterisk are completed Verify that the information entere
9. password 4 Under Education ducation click OnSIS 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 Y Contact Us Site Map Exit OnSIS fran ais Name Purton Eileen User ld SCHAdmin1 918130 1 E Weldon SS Administration Data Collection Queries Reports and Extracts You are in OnSIS Home Page Welcome Eileen Purton 918130 1 E Weldon SS 8 A user with access to more than one school will have to use the dropdown menu to select the appropriate school Welcome Eileen Purton 918130 1 E Weldon SS y 918130 1 E Weldon SS OnSIS User Guide 6 OnSIS Release 3 Educator Administration February 2007 Overview of the Educator Administration Module The Educator Administration module allows a user to request a Ministry Educator Number MEN and maintain a base of biographical information on Ontario educators Business processes that are included in the Educator Administration application are gt Request New Ministry Educator Number MEN gt Update Educator Information including Career Experience gt Upload Batch File gt View Download Batch Results When a new graduate from a faculty of education or a teacher from out of province is hired the board or school must add the educator to OnSIS by requesting a Ministry Educa
10. saved 8 Select where the file is to be saved and click Save A message will be displayed stating that the download is complete Click Close to return to the Detail Report screen 9 Click Previous Page at the bottom of the screen to return to the Batch File Results Summary 10 Click Download Results from this screen A pop up window will be displayed Click Open The following form is an example of what may be displayed when the file is opened lt xml version 1 0 encoding UTF 8 gt lt ONSIS_BATCH_FILE_RESULT gt lt HEADER gt lt VERSION gt 1 0 lt VERSION gt lt BATCH_TYPE gt Educator Administration lt BATCH_TYPE gt lt BATCH_FILE_ID gt 0001 lt BATCH_FILE_ID gt lt DATE gt 2005 12 14 lt DATE gt lt TIME gt 14 28 43 lt TIME gt lt SMS gt EDU lt SMS gt lt RESULT gt T lt RESULT gt lt DATA_ERROR_DETAILS gt lt HEADER gt lt DATA gt lt EDUCATOR gt lt ACTION gt ADD lt ACTION gt lt MEN gt lt LAST_NAME gt Clinton C lt LAST_NAME gt lt SUFFIX gt lt FIRST_NAME gt Peter B lt FIRST_NAME gt lt SECOND_NAME gt lt INITIAL gt lt OCT gt 123456 lt OCT gt lt SOURCE_DOC_VERIFIED_FLAG gt T lt SOURCE_DOC_VERIFIED_FLAG gt lt GENDER gt M lt GENDER gt lt DOB gt 1970 01 01 lt DOB gt 11 Make any necessary corrections recreate the file and upload it again OnSIS User Guide 43 OnSIS Release 3 Educator Administration February 2007 Deleting A Batch File
11. DUCATOR ADMINISTRATION a Request Ministry Educator Number a Update Educator Information 2 Upload Educator Batch file a View Download Batch Results OnSIS User Guide 9 OnSIS Release 3 Educator Administration February 2007 Requesting a Ministry Educator Number The Request Ministry Educator Number Form allows a user to add a new Ontario educator to the database 1 To access the Request Ministry Educator Number Form click Request Ministry Educator Number from the Educator Administration menu UCATOR ADMINISTRATION 2 Request Ministry Educator Number 2 Update Educator Information a Upload Educator Batch file a View Download Batch Results The following form will be displayed REQUEST MINISTRY EDUCATOR NUMBER FORM indicates that this data must be provided Search includes search on Former Hames Salutation Last Name Suffix Select a Saluta y First Name Second Name s Initial Date of Birth YYYY MM DD Gender C Male Female Source Document Verified OCT Registry r Comments El Submit MEN Request OnSIS User Guide 10 Educator Administration OnSIS Release 3 February 2007 The following mandatory field checklist highlights the information that a user will require before completing the form Mandatory Field Checklist red asterisk Educator Information Last Name Gender First Name Source Document Verified Date of Birth OCT
12. EN if a match is found Note When searching with partial data a message will be displayed if over 100 potential matches are found It will ask the user to narrow the search by adding additional information i e more digits in the MEN or biographical data associated with the educator Entered Potential Matches 123 1234 5 6789 1235 4 6789 1236 4 5789 etc 123 9876 5 4123 6789 4 5123 etc 123 4569 1 2378 9812 3 4567 9876 5 4123 6789 4 5123 etc 2 Click the hyperlink for the educator record that is to be updated or to verify whether the educator is an actual match The Update Educator Information Form will be displayed OnSIS User Guide 26 OnSIS Release 3 Educator Administration February 2007 b Search by Name Date of Birth and or Gender 1 Enter the name and or date of birth and or gender Click Search If a potential match is found the search result appears on the Educator Match Form 2 Click the hyperlink for the educator record that is to be updated or to verify that the educator is an actual match The Update Educator Information Form will be displayed Note The system also searches former names in the educator database For this reason the name displayed in the match list may not reflect the name submitted by the user A search based on part of a name is also possible 1 Enter an asterisk in the name field with part of a name Click Search If a potential match is found
13. Kamp and would not be located Example Jones Smith will return existing educators with the following last names provided other entered fields are also matched as per the high med low matching algorithm Jones Smith Jones Smith Smith Jones Example O Neil will return existing educators with the following last names provided other entered fields are also matched as per the high med low matching algorithm O Neil ONeil O Neil Additional Notes The matching process also includes historical educator records former names A maximum of 100 System Parameter matches will be returned It is recommended that a search by OCT Registry be combined with other data e g name OnSIS User Guide 48 OnSIS Release 3 Educator Administration February 2007
14. MEN Status Change Active 2006 02 22 Information on Related MEN s MEN MEN Status Career Experience List Total Career Experience 3 00 School Level Eo Years Province Country Elementary school 3 00 Ontario Assignment List om d Schoo Position Start Date End Date Withdrawalleave Print Modify Submitted Information Issue MEN Educator Match List OnSIS User Guide 16 OnSIS Release 3 Educator Administration February 2007 The first part of the form lists former names and the board school of the MEN request The second part lists information on changes to the MEN information on related MENs career experience and assignments From this screen a user can 1 Click Print to create a printable version of the screen 2 Click Modify Submitted Information and modify the data previously entered on the Request Ministry Educator Number Form 3 Click Issue MEN to force a request for an MEN if it has been verified that the educator does not match an existing MEN 4 Click Educator Match Form to return to the list of potential matches To return to the Educator Administration menu select Administration from the blue menu bar at the top of the screen OnSIS User Guide 17 OnSIS Release 3 Educator Administration February 2007 Overview of Career Experience All teaching career experience both within and outside of Ontario is to be recorded in OnSIS including post secondary and private school teaching experience Career Exper
15. Ministry of Education Information Management Branch EA ds gps Ontario School Information Syste m Syst me d information scolaire de l Ontario User Guide February 2007 OnSIS User Guide 2 OnSIS Release 3 Educator Administration February 2007 Table of Contents PURPOSE OF THE ONSIS APPLICATION EDUCATOR ADMINISTRATION USER GUIDE 4 MINISTRY SUPPORT tia il oi IN side eu 5 LOGGING ON TOONS Sirnaan a ie teams ain eq enr na 6 OVERVIEW OF THE EDUCATOR ADMINISTRATION MODULE 7 WHO IS ASSIGNED A MINISTRY EDUCATOR NUMBER us 8 ACCESSING THE EDUCATOR ADMINISTRATION MENU 9 REQUESTING A MINISTRY EDUCATOR NUMBER iii 10 Adding a New EducCator ecos reci eee 12 New Educator Match Forms eine net pd died 14 OVERVIEW OF CAREER EXPERIENCE redana e E a ee E ESEE EEA Ea AA 18 Career Experience Form neadan aeee ada 21 UPDATE EDUCATOR INFORMATION ss resipi aae ae iai aei a E a E eaaa an 24 Educator Search Forms ci aii a ir 25 Searching for an Educators cociente 26 Update Educator Information Form 30 Multiple MENS ccoo a ia Ae 34 UPLOAD EDUCATOR BATCH FILE coito a a a a a r 37 Viewing Downloading Batch Results 39 Deleting a Daten flen issues ali iaa 44 APPENDIX A EDUCATOR ADMINISTRATION SEARCH CRITERIA 45 Request MEN Search Criteria eeneeeeeeneeeteeeeeaeaes 45 Update Educator Information Search Criteria cn
16. This form allows an authorized user to update biographical data related to an educator on the database Some users may have read only access to an educator s biographical information depending on their level of authorization Note An authorized user can update an educator s record only if that user is part of the organization that a requested the educator s MEN or b previously submitted Board or School Educator Data Submission s for the educator The following mandatory field checklist highlights the information that a user will require before completing the form Mandatory Field Checklist red asterisk Educator Information Last Name Gender First Name Source Document Verified Date of Birth MEN Status OCT Registry is also required See note below Note that OCT Registry must have a valid value unless a the educator is on a Letter of Permission i e is NOT Ontario College of Teachers certified and has received a Letter of Permission from the Ministry OR b is newly qualified and his her OCT Registry is pending issuance from the Ontario College of Teachers c is a private school teacher In the above scenarios enter 000000 In the case of b ensure that the OCT Registry is updated once issued Note A change to any mandatory field and or to Second Name s requires that the Source Document Verified check box be checked That is the user must ensure that supporting documentation is prov
17. a list of all matching individuals with the partial names will be displayed on the Educator Match Form 2 Click the hyperlink for the educator record that is to be updated or to verify that the educator is an actual match The Update Educator Information Form will be displayed Search criteria partial name Potential matches Beth Beth Bethany Beth Beth Elisabeth Elizabeth Mary Beth Beth Beth Bethany Elisabeth Elizabeth Mary Beth Ilsabetha OnSIS User Guide Educator Administration 27 OnSIS Release 3 February 2007 c Special Characters Spaces Segment Names etc The search results include any potential matches with accents spaces segment names Last Name only mixed upper lower case special characters e g hyphen apostrophe Search criteria Example name Potential matches No spaces in between names MaryEllen MaryEllen Mary Ellen Mary Ellen Note Ellen Mary and Ellen Mary would not result in a potential match for the above example A name with 3 or more words is in a single name field Van de Kamp Van de Kamp VandeKamp Vande Kamp Van deKamp Van De Kamp Note Van de only and de Kamp only would not result in a potential match for the above example A name with special characters O Neil Mich le O Neil ONeil O Neil Mich le Michele Mich le OnSIS User Guide Educator Admini
18. achers itinerant teachers subject specific rotary teachers specialty teachers e g physical education long term occasional LTO teachers assigned to a school for a longer specified time who are substitutes for absent teachers teachers on a letter of permission teachers who are on leave teachers visiting on exchange teachers away on exchange principals vice principals instructors private schools only For private schools instructors also require an MEN Board Educators reported through Board Educator Data Submission e educational board consultants who are teachers Board Personnel reported through OnSIS Administration Board Personnel e supervisory officers academic and business including Directors of Education and Secretaries of School Authorities Note Trustees do not require an MEN and are reported through Board Personnel OnSIS User Guide 8 OnSIS Release 3 Educator Administration February 2007 Accessing the Educator Administration Menu 1 From the blue main menu bar select Administration to access the Educator Administration menu OnSIS Ontario School Information System Home Help Contact Us Site Map Exit OnSiS fran ais 918130 1 E Weldon SS Data Collection Queries Reports and Extracts Welcome Eileen Purton 918130 1 E Weldon SS pi SCHOOL ADMINISTRATION a Update School a Upload School Batch File a View Download School Batch File E
19. atch File EDUCATOR ADMINISTRATION Request Ministry Educator Number a Update Educator Information a Upload Educator Batch file a View Download Batch Results The following form will appear BATCH FILE UPLOAD FORM Click on Browse to select a batch request file to upload Once you have selected a file click on Submit File Recommended for files under 100 megabytes Works with most browser installations Recommended for files over 100 megabytes Browser must have Java installed according to Ministry recommendations See help or contact technical support for further information on Java installation Browse Submit File Maximum file size accepted in mb 100 3 Click the radio button for the file size that will be uploaded OnSIS User Guide 37 OnSIS Release 3 Educator Administration February 2007 4 Click Browse to locate and select a file for uploading from the directory listings associated within the current user Once the file is selected the Batch File Upload Form reappears 5 Click Submit File to upload the file If the file upload is completed successfully the Batch File Upload Resultis presented with the message File has been uploaded successfully If no file was selected the Batch File Upload Form reappears with an error message OnSIS Ontario School Information System Name Syed_Dev Aleem User ld 4leemsy_dey Administration Data Collection Queries Reports and E
20. career experience that is to be updated make the necessary changes and click Submit 3 If an error message is displayed follow the instructions on the screen to correct the data and click Submit again 4 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 Deleting Career Experience Information 1 Click the blue hyperlink for the school level experience that is to be deleted The Career Experience Form for that experience will be displayed 2 Click Delete at the bottom of the screen A confirmation message will be displayed asking Are you sure you wish to delete Click OK Note An error message will appear disallowing the Delete if board or school educator data submissions are linked to the educator and if it is the only Career Experience record To return to the Educator Administration menu select Administration from the blue menu bar at the top of the screen OnSIS User Guide 36 OnSIS Release 3 Educator Administration February 2007 Upload Educator Administration Batch File Batch File Upload Form The Batch File Upload Form allows authorized users to select an Educator Administration batch file for uploading and subsequent processing within OnSIS Accessing Batch File Upload 1 Click the Administration option 2 Inthe Educator Administration menu select Upload Educator Administration B
21. ccurs contact your 3 Look at the Status column If the file has not been processed wait a few moments and then refresh the screen or return later OnSIS User Guide 39 OnSIS Release 3 Educator Administration February 2007 4 When the status of the file is Processed click the blue hyperlink for the file that is to be viewed The Batch File Results Summary for that file will be displayed as per the following example Note that one Educator record was uploaded and rejected in error and two Career Experience records were uploaded and rejected in error BATCH FILE RESULTS SUMMARY File Name MEN xml Date Uploaded 2006 02 16 Time Uploaded 14 46 32 File Date 2005 12 14 File Time 14 28 43 File Size 0 001899 MB Originating Subsystem SMS EDU Educator Career Experience umber of records gt 2 Records processed successfully 0 0 Records rejected in error 1 2 OnSIS User Guide 40 OnSIS Release 3 Educator Administration February 2007 To see a list of errors in a file that has been successfully uploaded click Detail Report at the bottom of the screen BATCH FILE SUMMARY REPORT File Name MEN xml File Date 2005 12 14 File Time 14 28 43 Educator Salutation Type MEN Last Name Clinton C Suffix First Name Peter B second Name Middle Initials OCT Number 123456 Source Document T Gender M Date of Birth 1970 01 01 MEN Status 1 MEN Status Change Reason Reason for Change Re
22. ce increment i e educator data was submitted during the previous school year via board or school Educator Data submission Active Supervisory Officer assignments from board personnel are also used to calculate career experience increments Leave Assignments e g health parental sabbatical are Active and are used to calculate the career experience increment Withdrawal Assignments e g retired are Inactive and are not used to calculate the career experience increment i e educator data was not submitted during the previous school year via board or school Educator Data submission or existing assignments were ended Any existing Career Experience records will remain unchanged Full Time Equivalency FTE is not used to calculate the career experience increment OnSIS User Guide 19 OnSIS Release 3 Educator Administration February 2007 The following provides examples of how the automated career experience increments are calculated by the OnSIS system Scenario Action Educator has elementary school assignment only Ontario elementary experience is incremented by 1 00 Educator has secondary school assignment only Ontario secondary experience is incremented by 1 00 Educator has elementary and secondary school assignment Ontario elementary secondary experience is incremented by 1 00 includes mixed panel schools such as junior high schools Educator has board personnel assignm
23. d reflects that of the source document e g Birth Certificate Marriage Certificate etc Click the Source Document Verified field if it does Enter the correct six digit Ontario College of Teachers OCT Registry Number for the educator If the educator is not an OCT member or does not yet have an OCT Registry Number enter six zeroes 000000 Click Submit MEN Request If an error message is displayed follow the instructions on the screen to correct the data and click Submit MEN Request 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 Submit MEN Request again If the information is correct click Continue Note When a form is submitted OnSIS matches the data on the form to all educator records in the database to see if that person is already on file with a Ministry Educator Number MEN OnSIS User Guide 12 OnSIS Release 3 Educator Administration February 2007 7 If the submission is successful the screen will be refreshed with the form New Ministry Educator Number Assigned For and the message MEN Assignment Successful will appear at the top of the screen along with a unique identifier for that educator Three buttons will also be displayed at the bottom of the screen MEN Assignment Successful MEN 0275 6 4210 NEW MINISTRY EDUCATOR NUMBER ASSIGNED FOR Salutation Last Name Suffix Tsapralis
24. drop down menu and click the Source Document Verified check box The changes entered must reflect the source document Reason for Change Select a Reason v Select a Reason Update Date of Birth Update Gender Update Name s Update OCT Registry Update Related MEN If an error message is displayed follow the instructions on the screen to correct the data and click Submit again If a warning message is displayed check to ensure that what has been entered is correct If itis not click Cancel make any necessary changes and then click Submit again If the information is correct click Continue 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 32 OnSIS Release 3 Educator Administration February 2007 Deleting an MEN An MEN cannot be deleted from OnSIS A user can only change the status of an MEN from Active to Terminated or Terminated to Active with an accompanying reason for the MEN status change This is done in the Update Educator Information Form In the following example the educator s status has been changed from Active to Terminated the reason being that the educator is deceased UPDATE EDUCATOR INFORMATION FORM indicates that this data must be provided MEN STATUS 0263 7 6319 Active Creation Date of MEN Last Update of Record 2006 02 22 2006 03 02 Salutation
25. ecords that have the highest possibility of being related to an individual that has been entered The medium level matches green will return records that have a good possibility of being related to an individual that has been entered The low level matches blue will return records that have an outside chance of being related to an individual that has been entered NOTE Search Criteria 9 has been turned off Null Values Null values will not be considered a match Only fields where the user entered or selected some values will be used by the Matching Logic Algorithm For example if the user leaves the Second Name field blank records with blank Second Name fields will not be returned as matches Date of Birth For the dates of birth where the day is less then 13 the algorithm will try to match on the switched month and day also For example for August 10 the routine will look for a match on August 10 and October 8 Special Characters Embedded Spaces etc The matching process will support accents and special characters e g hyphen apostrophe with or without embedded spaces and mixed upper lowercase Search without special characters crunched together is supported and applies to given second and last name fields A name with an embedded space apostrophe or hyphen for example Jones Smith will be treated as three separate name searches of JonesSmith crunched together JonesSmith Jones Smith
26. ent only Ontario other experience is incremented by 1 00 Educator has board educator assignment only Ontario other experience is incremented by 1 00 Educator has board personnel and board educator assignment Ontario other experience is incremented by 1 00 Educator has elementary school assignment and board educator assignment Ontario elementary experience is incremented by 1 00 Educator has secondary school assignment and board educator assignment Ontario secondary experience is incremented by 1 00 OnSIS User Guide Educator Administration 20 OnSIS Release 3 February 2007 Career Experience Form This form allows the user to add an Ontario educator s previous teaching career experience number of years at a specific school level and country or province Adding Career Experience As previously mentioned once a new Ministry Educator Number has been successfully assigned two buttons will appear at the bottom of the screen Add Career Experience and Request Another MEN 1 Click Add Career Experience on the form New Ministry Educator Number Assigned For to add career experience for a new educator NEW MINISTRY EDUCATOR NUMBER ASSIGNED FOR Salutation Last Name Suffix Hamilton Piercy First Name Second Name s Initial Jonathon Briggs Date of Birth Gender 1968 05 16 Male Source Document Verified OCT Registry 000000 Comments SS
27. es hyperlinks to read only MEN details for the user to view before determining if a new MEN is required for the educator The number of matching records is displayed in the Matches Found title bars Active Terminated and the list is ordered by best match criteria high medium low The best match criteria are determined by a combination of matches between gt Last first second name s gt Date of birth gt Gender The different levels of best match criteria are colour coordinated gt strong match burgundy gt medium match green gt weak match blue Note Potential matching records may show the individual s former name if he or she changes his or her name for any reason marriage or divorce for example OnSIS User Guide 14 OnSIS Release 3 Educator Administration February 2007 Note In the example below the first two active matches are burgundy strong matches and the last two are green medium matches Those matches displayed in burgundy may be a potential match for the educator information that was submitted The names are similar and the birth dates are an exact match EDUCATOR INFORMATION SUBMITTED Name Date of Birth MF Purton Tsapralis Brooklyn Emily 1980 01 27 Female Click on the MEN to view additional information MATCHES FOUND ACTIVE 4 MEN Name Date of Birth MF OCT 0426 7 4911 Purton Brooklyn Emily 1980 01 27 F 000000 0432 58 6103 Tsapralis Brooklyn Emily 1980 01 27 F 000000
28. ided prior to updating these fields A value in Reason for Change drop down menu must also be provided OnSIS User Guide 30 OnSIS Release 3 Educator Administration February 2007 UPDATE EDUCATOR INFORMATION FORM indicates that this data must be provided MEN STATUS 0256 0 0867 Active Creation Date of MEN Last Update of Record 2006 01 19 2006 05 11 Salutation Last Name Suffix Select a Saluta Bailey First Name Second Name s Initial Peter Crozier Date of Birth YYYMM DD Gender M2620820 E3 Male Female Source Document Verified OCT Registry O 000000 Reason for Change Update Date of Birth MEN Status Reason for MEN Status Change Active y Select a Reason Related MEN 0000 0000 Former Name s Last Name First Name Second Name s l Changed Disagreement s Type Description Date Opened Information on Related MEN s MEN MEN Status Career Experience List Total Career Experience 0 00 School Level 2 of Years Province Country Assignment List Board School Position Start Date End Date Withdrawal Leave Submit Career Experience Educator Match List Modify Search Information New Search OnSIS User Guide 31 OnSIS Release 3 Educator Administration February 2007 Updating Educator Biographical Information 1 Make the necessary changes and click Submit Note For changes made to biographical information select a reason from the drop down menu in the Reason for Change
29. ience can be added at the time that a Ministry Educator Number MEN has been newly requested e g if an educator is new to Ontario but has experience outside of Ontario or through Update Educator Information e g to correct an existing record or add a new one The maximum total career experience is 60 for public school educators The maximum total career experience is 70 for private school educators Full Time Equivalency FTE is not a factor in determining the amount of career experience For example an educator with an FTE of 0 50 who has worked for the entire school year has one year of experience Career experience should be reported for all active educators including those on leave e g health parental sabbatical If an educator taught both elementary and secondary levels simultaneously the school level for this career experience is Elementary Secondary to avoid double reporting of experience in both the elementary and secondary panels The school level Other could include post secondary teaching experience or teaching in an ungraded school For convenience all Career Experience records are also displayed read only when an educator is linked to a board or school through board or school Educator Data submission It is the responsibility of the board or school to ensure that the displayed Career Experience records are accurate Correct any inaccuracies through Update Career Experience via Update Educator Information i
30. lated MEN Reference Number Unsuccessful Request for new Ministry Educator Number has failed name matched found Result Educator Name OnSIS User Guide 41 OnSIS Release 3 Educator Administration February 2007 5 To print the error report click Print Report at the bottom of the page Result Unsuccessful Educator Submitted Educator Processed Educator Rejected Educator Career Submitted Educator Career Processed Educator Career Rejected NON oO Print Report Download Report Previous Page 6 To download the results click Download Report at the bottom of the page The following pop up will appear BATCH FILE RESULTS SUMMARY File Download 3 i xj File Name Date Uploaded Do you want to open or save this file Time Uploaded File Date E Name Aleemsy_dev1602200624545PMMEN 1 xml OUT Type XML Document 2 61 KB File Time PS From onsisdev edu gov on ca File Size 9 Originating Subsyst dom soe cs rience Number of records Records processe While files from the Internet can be useful some files can potentially Records rejected it harm your computer If you do not trust the source do not open or save this file What s the risk Recommende OnSIS User Guide 42 OnSIS Release 3 Educator Administration February 2007 7 Click Save Another pop up screen will be displayed providing the option of selecting where the file is to be
31. n Educator Administration Some boards or schools may choose to correct update or add Career Experience records via batch file submission OnSIS User Guide 18 OnSIS Release 3 Educator Administration February 2007 Automatic Increment of Career Experience At the beginning of each school year OnSIS will automatically increment all active educator Career Experience records based on the school level s for which data was submitted in the previous school year through board or school Educator Data submission Active educators with board personnel assignments which require an MEN e g Supervisory Officers will also have their career experience incremented under the school level Other If a Career Experience record does not exist for Ontario for a given school level and if the board or school Educator Assignment data was submitted in the previous school year the system will automatically create the appropriate school level record if required and increment the record accordingly Note If an educator s career experience is not provided the experience will default to 0 zero and show 1 one year in the appropriate school level for the following school year This may result in inaccurate data if left uncorrected Always ensure that Career Experience is accurate and complete To simplify the OnSIS career experience auto increment process the following rules are applied Only Active assignments are used to calculate the career experien
32. r Change MEN Status Terminated Reason for MEN Status Change Related MEN Exists y OnSIS User Guide 34 Educator Administration STATUS Active Suffix Initial Gender C Male Female OCT Registry 000000 OnSIS Release 3 February 2007 Adding Additional Updating Existing Career Experience The following buttons appear at the bottom of the screen when the Update Educator Information Form is displayed Submit Career Experience Educator Match List Modify Search Information New Search Click Career Experience Previously entered career experience information appears in the Career Experience List under the Career Experience Form Career Experience for Purton Keegan Sean 0343 4 9589 CAREER EXPERIENCE indicates that this data must be provided Country Province Select a Country v Ontario hi School Level Number Of Years Select a Level v Comments Career Experience List Total Career Experience 5 00 School Level of Years Province Country Secondary school 5 00 Ontario Educator Match List Modify Search Information OnSIS User Guide 35 OnSIS Release 3 Educator Administration February 2007 1 To add additional career experience for this educator enter the information in the blank form and click Submit 2 To update existing career experience for this educator click the blue hyperlink for the
33. rca 47 OnSIS User Guide 3 OnSIS Release 3 Educator Administration February 2007 Purpose of the OnSIS Application Educator Administration User Guide This guide has been developed as a resource to help users understand the Educator Administration features of the Ontario School Information System OnSIS application The guide combines step by step instructions along with a comprehensive look at each of the functions Users are strongly encouraged to read this user guide and all supplemental documents posted on the What s New section of the OnSIS application to ensure that they are aware of all aspects of OnSIS and related policies and procedures OnSIS User Guide 4 OnSIS Release 3 Educator Administration February 2007 Ministry Support Inquiries regarding the Ontario School Information System and related policies and procedures should be directed to Ontario School Information System OnSIS Coordination 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 ontario ca Fax 416 212 2763 Extranet website http onsisinfo edu gov on ca OnSIS User Guide 5 OnSIS Release 3 Educator Administration February 2007 Logging on to OnSIS 1 To logon to OnSIS go to the following extranet URL https www gsa gov on ca 2 Click English 3 Enter your user name and
34. shed with the updated information the message Submit Successful will appear at the top of the screen and the career experience that was just entered will be displayed in the Career Experience List Submit Successful Career Experience for Riley Smith Dawn Leigh 0525 9 6461 CAREER EXPERIENCE indicates that this data must be provided Country Province AUSTRALIA School Level Number Of Years secondary school 37 00 Comments Career Experience List Total Career Experience 37 00 School Level of Years Province Country Secondary school 37 00 AUSTRALIA Information on how to update and delete career experience is presented in the next section Update Educator Information From this screen a user can 1 Click Add Another Career Experience to add additional experience in another school level 2 Click Request Another MEN to obtain an MEN for another new educator To return to the Educator Administration menu select Administration from the blue menu bar at the top of the screen OnSIS User Guide 23 OnSIS Release 3 Educator Administration February 2007 Update Educator Information Note Information on an educator can be updated only by the original requestor of the MEN or an authorized user who has previously submitted educator data via a board or school educator data collection To access the Update Educator Information Form click Update Educator Information from the Educator Administration Menu
35. stration 28 OnSIS Release 3 February 2007 In the above cases when searching with partial information the Educator Match Form will be displayed It displays a list of possible matching records found based on the information supplied in the Educator Search Form by the user The upper part of the screen under the heading Educator Search Information Submitted displays the search information as it was entered by the user The lower part of the screen under the heading Matches Found displays a list of matching records separated by Active and Terminated MEN matches Strong matches will be displayed in burgundy medium matches in green and weak matches in blue EDUCATOR SEARCH INFORMATION SUBMITTED MEN Last Name Purton Second Name s Date of Birth YYYY MM DD MATCHES FOUND ACTIVE 5 First Name Initial Gender Name Purton Brooklyn Purton Eileen MEF OCT Emily Purton Keegan Sean Purton Madison Tsapralis Brooklyn Emily Emily MATCHES FOUND TERMINATED O F 000000 E 000000 M 000000 F 000000 F 000000 MEN Name OnSIS User Guide Educator Administration Date of Birth M 29 OnSIS Release 3 February 2007 Update Educator Information Form The Update Educator Information Form is accessed either directly from the Educator Search Form if an exact match occurred or from the Educator Match Form by clicking the hyperlink for the educator
36. tor Number The OnSIS application will perform a search for the possible prior existence of the person in the system based on the biographical information submitted i e names including former names date of birth and gender If no potential matches are found or if the user confirms that none of the potential matches displayed are that educator OnSIS will then generate a unique identifier that will be assigned to and remain with that educator as an identifier for all OnSIS activities connected with that person When adding or changing biographical educator data the user must validate the legitimacy of the transaction by checking off a verification field indicating that an appropriate source document was provided e g Birth Certificate Marriage Certificate Once a user has created an MEN OnSIS will not allow it to be deleted A user can only terminate an MEN and provide a reason for the MEN status change OnSIS User Guide 7 OnSIS Release 3 Educator Administration February 2007 Who is assigned a Ministry Educator Number MEN A Ministry Educator Number MEN is a unique identifier that is assigned to an educator For public school boards those requiring an MEN include qualified teachers excluding assistants and also the following School Educators reported through School Educator Data Submission classroom teachers an individual in charge of a class teacher librarians guidance counsellors special education te
37. would locate Beth Mary Beth Elizabeth Elisabeth Bethany etc Special Characters Embedded Spaces etc The search process will support accents and special characters e g hyphen apostrophe with or without embedded spaces and mixed upper lowercase Search without special characters crunched together is supported and applies to given second and last name fields A name with an embedded space apostrophe or hyphen for example Jones Smith will be treated as three separate name searches of JonesSmith crunched together JonesSmith Jones Smith and Jones Smith would be located Segment name search is also supported in the case of an embedded space or hyphen name Jones and Smith would be located Other combinations are not supported i e Smith Jones Smith Jones would not be located Segment name search is applicable to the Last Name field but not to the Given and Second Name fields OnSIS User Guide 47 OnSIS Release 3 Educator Administration February 2007 A name with an embedded space apostrophe or hyphen of three or more words in a single name field for example Van de Kamp will be treated as three separate name searches of VandeKamp crunched together Segment name search is also supported in the case of embedded space and hyphen name Van de and Kamp would also be located Other combinations are not supported i e Van de de
38. xtracts You are in Administration gt Educator Administration gt Upload Educator Batch file BATCH FILE UPLOAD RESULTS File has been uploaded successfully EN xml Upload Another File 6 To upload another file click Upload another File To return to the Educator Administration menu select Administration from the blue menu bar at the top of the screen OnSIS User Guide 38 OnSIS Release 3 Educator Administration February 2007 Viewing Downloading Batch Results The View Download Batch Results Form allows the user to select an Educator Administration batch processing result file to view print download or delete View Download Batch Results 1 Click the Administration option 2 In the Educator Administration menu select View Download Educator Administration Batch Results EDUCATOR ADMINISTRATION a Request Ministry Educator Number a Update Educator Information a Upload Educator Batch file a View Download Batch Results The Batch File Results List will be displayed BATCH FILE RESULTS LIST Click on the file name to view results Filename Date Submitted Status Delete Checkbox CreateEducator xml 2006 02 10 16 12 50 Processed Li MEN xml 2006 02 16 14 46 32 Processed E Delete Checked Files Note If the batch upload does OnSIS the Status will be di system support person t exactly match the specifications required by ayed as In Error If this o
39. ystem Parameter matches will be returned The OCT Registry is not part of the Matching Logic Algorithm OnSIS User Guide 46 OnSIS Release 3 Educator Administration February 2007 UPDATE EDUCATOR INFORMATION SEARCH CRITERIA The Educator Match List is ordered by best match criteria high medium low 1 If the input parameters are last name and first name A If last name and first name are not empty and do not include and DOB is not empty Matching records with these parameters are considered Strong match burgundy B If last name and first name are not empty and do not include and DOB is empty Matching records with these parameters are considered Medium match green 2 All the other matched records are considered Low match blue Search by MEN Entering the Ministry Educator Number and clicking on the Search button will display information for that individual on the Update Educator Information Form Entering a partial Ministry Educator Number i e user enters as 123 or 423 or 123 to locate an educator and clicking on the Search button will display a list of all matching individuals with the partial MEN Search by Name Date of Birth Gender Entering the name and or date of birth and or gender and clicking on the Search button will display a list of all matching individuals Entering in a name field for example Beth will locate Beth Bethany etc Beth

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