Ministry of Education
Information Management Branch
School Data Submission:
Course Calendar and Option Sheet
User Guide
March 2007
About this Guide
This guide has been developed as a resource to help users of OnSIS
understand how to:
ƒ
create course calendars and option sheets for enrolled and nonenrolled students.
ƒ
upload the course calendar and option sheet submissions to OnSIS.
ƒ
sign-off the submission.
This guide and other documents and resources can be downloaded from
the What’s New? section on the OnSIS site at
http://onsisinfo.edu.gov.on.ca. Here you will find links to the latest:
ƒ
User Guides
ƒ
Audio Presentations
ƒ
E-learning Modules
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.
Please note that some of the screens in this guide may not appear
exactly as they do in the OnSIS application.
Inquiries
Inquiries regarding the Ontario School Information System and related
policies and procedures should be directed to:
Ontario School Information System (OnSIS)
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: [email protected]
Fax: 416-212-2763
Extranet Web Site: http://onsisinfo.edu.gov.on.ca
iii
Contents
About this Guide.........................................................................................ii
Inquiries.....................................................................................................iii
Overview ................................................................................................... 5
Section A: Course Calendars ............................................................... 6
Step 1: Select the submission period ....................................................... 7
Step 2: Review the list of courses ............................................................ 8
Step 3: Update the Course Calendar ..................................................... 10
Section B: Option Sheets.................................................................... 16
Step 1: Select the submission period ..................................................... 16
Step 2: Select the courses for the student ............................................. 17
Adding an Option Sheet for an Enrolled Student....................... 17
Adding an Option Sheet for a Non-Enrolled Student................. 23
Section C: Uploading the Batch Files to OnSIS................................ 28
Step 1: Select and upload the batch file................................................. 28
Step 2: View and download the batch results ........................................ 30
Step 3: Review and correct errors.......................................................... 33
Deleting a Batch File............................................................................... 34
Section D: Signing Off the Submission............................................. 35
Step 1: Validate the submission ............................................................. 36
Step 2: Verify the submission................................................................. 38
Step 3: Sign-off the submission.............................................................. 42
Other Functions .................................................................................... 43
Purge and Pre-populate.......................................................................... 43
Request Data Correction ........................................................................ 46
iv
School Data Submission: Course Calendar and Option Sheets
Overview
The School Data Submission: Course Calendar and Option Sheets
module allows schools to create course calendars and option sheets for
enrolled and non-enrolled students for the following academic year.
Steps Covered in this User Guide
step
task
form
Section A:
School Calendars
Step 1
Select the submission period.
Submission Period List
Step 2
Review the courses for the
next academic year.
Course Calendar
Step 3
Update the Course Calendar.
Course Calendar Entry
Section B:
Option Sheets
Step 1
Select the submission period.
Submission Period List
Step 2
Select the Courses and create
the Option Sheet.
List of Students Enrolled
List of Non-Enrolled Students
School Enrolment Form
Option Sheet
Option Sheet Entry
Section C:
Uploading the Batch File
Step 1
Select and upload the batch
file.
Batch File Upload
Step 2
View and download batch
results.
Batch File Results List
Step 3
Review and correct errors.
Section D:
Signing Off the Submission
Step 1
Validate the submission.
Batch File Results Summary
Sign Off School Submission
View Report List
Step 2
Verify the submission.
Data Submission Public
Secondary School Report
View Report List
Step 3
Sign-off the submission.
Sign-Off School Submission
School Data Submission: Course Calendar and Option Sheets
5
Section A:
Course Calendars
Course calendars are submitted by all publicly funded and private
inspected secondary schools in Ontario. One course calendar is
submitted for the next academic year as part of the March collection in
the current year.
Courses defined in the course calendars must be from the list of Ministry
Defined Courses and approved Locally Developed Courses. The list of
3,000 courses can be viewed or downloaded from the What’s New page
of OnSIS.
►
6
From the OnSIS main menu:
1.
Select Data Collection on the blue menu bar.
2.
Select Add/Update School Submission from the School Data
Submission menu.
Course Calendars and Option Sheets
Step 1
Select the submission period.
1.
About submission
periods
From the Submission Period List, select the submission period by
clicking the hyperlink with an open status.
A new submission period cannot be opened until the previous
submission period has been closed or signed-off. Boards and
schools are notified by e-mail when they can begin submitting data.
Boards and schools submit data through online input into OnSIS or
by uploading a batch file.
Section A: Course Calendars
7
Step 2
2.
The School Data Submission menu is displayed.
3.
Select Course Calendar.
Review the list of courses for the next
academic year.
When you choose Course Calendar from the School Data Submission
menu, the Course Calendar that was defined for the current academic
year is displayed. Note that you will be creating the Course Calendar for
the next academic year.
8
Course Calendars and Option Sheets
The Course Calendar form is read-only. It lists the courses—Ministry
Defined Courses (MDC), Locally Developed Courses (LDC) and Other
Courses—for the current academic year listed by Course Code and
Course Name. If the course is compulsory, a check is shown in the
compulsory check box. You may or may not use the Compulsory
checkbox to indicate a compulsory course.
The list of courses is pre-populated from the current year’s academic
calendar.
If courses have not been added to the Course Calendar…
If this is the first time a course calendar is being created, the message
“No courses have been entered into the Course Calendar for this
academic year” appears.
Section A: Course Calendars
9
Step 3
Update the Course Calendar.
1.
Click on the Course Calendar Entry button.
The Course Calendar Entry Form is displayed.
This is the form you will use to select the courses for the Course
Calendar. The form shows all Ministry Defined Courses (MDC), Locally
Developed Courses (LDC), and Other courses grouped by course
grades and subject.
header information
(read-only)
search fields: for entering
the search criteria for listing
courses
list of courses: shows the
results of the search or, by
default, the Ministry Defined
Courses, Locally Developed
Courses and Other Courses.
Note the Page Indicator in the lower left of the screen that shows you
that there are more pages in the list.
10
Course Calendars and Option Sheets
2.
Narrow your search of courses by entering any combination of
search criteria—MDC/LDC/Other, Course Grade, Subject Area and
Course Code.
You can find a specific course by entering the Course Code.
An Example of a Search
To list all Grade 11 Math courses:
ƒ Select Grade 11 from the Course Grade pull-down menu.
ƒ Select Mathematics from the Subject Area pull-down menu.
ƒ Click Search.
Courses can be sorted—by clicking on the headings—alphabetically by
selected (checked) or not selected (unchecked), alphabetically by
Course Code or alphabetically by Course Name.
Section A: Course Calendars
11
►
To add a course to the calendar:
1.
important
Click the checkbox to the left of each course that you will be
adding to the Course Calendar.
Remember to click Save on each page to save your selections
before going to the next page.
If you don’t click Save on each page, your selections will not be
saved.
►
2.
If the course is compulsory, click the Compulsory checkbox. Note,
however, that the Compulsory checkbox is not a mandatory field.
3.
To add all the courses listed to your Course Calendar, click on the
Check All button and all courses in the list will be selected.
To add a course identifier:
When the description for the course or section differs from the Ministry
Defined Course description or the Locally Developed Course description,
you can add your own description by adding an identifier.
12
1.
Click the + button (Add Identifier) on the course that you want to
add.
2.
A copy of the description of the course is added below the course.
Course Calendars and Option Sheets
3.
Enter a description of the course in the text box next to the course
code to make the code unique. Any single alpha-numeric value
may be used.
4.
Enter a different course name, if necessary.
After you Save the changes successfully, the course name will be added
to the Course Calendar.
Section A: Course Calendars
13
►
To remove a course from the calendar:
On the Course Calendar Entry screen,
1.
Uncheck the selected box for the course.
2.
Click Save.
A Submit Successful message appears at the top of the screen. The
revised list of courses will be displayed again.
14
Course Calendars and Option Sheets
►
To delete a calendar:
On the Course Calendar form,
1.
Click Delete.
The message “Are you sure you wish to delete the Course
Calendar?” is displayed.
2.
deleting a calendar
with option sheets
►
Click OK.
If you have already created option sheets for students using a
Course Calendar and then delete the calendar, you will receive a
critical error when you submit the submission.
To view the latest Course Calendar:
1.
Click on Course Calendar.
Section A: Course Calendars
15
Section B:
Option Sheets
Option Sheets must be completed for every enrolled student or nonenrolled student who intends to take a course in the next academic year.
Each course that you select for the student’s Option Sheet must be listed
in the Course Calendar you have defined for the upcoming academic
year.
Enrolled and Non-enrolled students can have multiple option sheets for
multiple schools, but only one option sheet can be created per school.
►
Step 1
From the OnSIS main menu:
1.
Select Data Collection on the blue menu bar.
2.
Select Add/Update School Submission from the School Data
Submission menu.
Select the submission period.
1.
16
Course Calendars and Option Sheets
From the Submission Period List, select the submission period by
clicking the hyperlink with an open status.
2.
Step 2
The School Data Submission menu is displayed.
Select the courses for the student.
Adding an Option Sheet for an Enrolled Student
On the School Data Submission menu,
1.
Select Student.
Section B: Option Sheets
17
The List of Students Enrolled in the school displays.
Adam, Paul
765-999-543
Adam, Kyle
777-865-456
Allende, David
111-987-666
Alexa, Sally
342-876-887
Allen, Kathy
342-234-666
Amir, John
564-092-098
898-098-345
2.
Select the student for whom you are adding the Option Sheet.
The Student Information screen is displayed.
234-912-123
Paul
3.
18
Course Calendars and Option Sheets
Click on the School Enrolment button.
The School Enrolment form for the student is displayed.
765-999-543 - Patrick Smith
Section B: Option Sheets
19
4.
Scroll to the bottom of the screen and click on the Option Sheet
button in the lower left corner of the screen.
The Option Sheet form is displayed.
234-912-123
Paul Adam
Grade 10
The Option Sheet is a ‘read-only’ form that shows information taken from
the student’s School Enrolment form: the name of the student, the
student’s OEN, Current Grade, the Academic Year, the Option Sheet
Grade and if the student is a Special Education student.
5.
20
Course Calendars and Option Sheets
Click the Option Sheet Entry button.
Grade 9
The Option Sheet Entry form displays the first page of the Course
Calendar. Note that only courses available in the Course Calendar are
shown on the Option Sheet.
Section B: Option Sheets
21
►
To complete the Option Sheet Entry form:
1.
Select an Option Sheet Grade from the pull-down menu.
This is usually one grade higher than the Current Grade. The
Option Sheet Grade is selected once, the first time you open the
Option Sheet Entry form for the student and does not need to be
selected again.
22
2.
Select each course that the student intends to take by clicking in
the Selected checkbox.
3.
Choose the Course Type (compulsory, elective or alternative).
Note that course type is not a mandatory field, but if you add the
course type after you save the page, remember to save the page
again.
4.
If the student is in a Special Education program, as indicated on
the student’s School Enrollment form, indicate this by selecting the
Special Education checkbox.
5.
Click Save.
6.
If there are any warnings, a pop-up over the screen displays any
errors that need to be corrected before you continue.
7.
Click Continue.
Course Calendars and Option Sheets
8.
Make any required changes and click Save again.
To return to the option sheet header, click Option Sheet to display the
courses for the enrolled student.
234-912-123
Paul Adam
10
Adding an Option Sheet for a Non-Enrolled Student
All Grade 8 students who are moving to a secondary school are
considered non-enrolled students. An option sheet must be completed
for every non-enrolled student who has requested courses in the
selected school for the next academic year. Note that pre-registered
students are considered non-enrolled and, therefore, will appear on the
List of Non-enrolled students.
If an Option Sheet contains courses in which the first character of the
course code begins with K, the student is flagged as a special education
student.
Section B: Option Sheets
23
From the School Data Submission Menu,
1.
Select Non-Enrolled Student.
The List of Non-Enrolled Students screen is displayed. Note that nonenrolled students, unlike enrolled students, will not be pre-populated
from the previous year.
24
Course Calendars and Option Sheets
2.
Select the student by clicking the hyperlink.
The student’s information form is displayed.
3.
Click on the Option Sheet button.
The Option Sheet for the student is displayed. If courses have already
been added to the student’s option sheet they will be listed.
Section B: Option Sheets
25
4.
►
In the lower right corner of the form, click on the Option Sheet
Entry button.
To complete the Option Sheet Entry form:
To complete the Option Sheet for the non-enrolled student, follow steps
1 to 8 for completing an option sheet for an enrolled student.
►
To add a student to the list of non-enrolled students or enrolled
students:
1.
Click Add Student on either the List of Non-Enrolled Students or
the List of Enrolled Students.
You will need to verify the student’s OEN.
26
Course Calendars and Option Sheets
The Verification screen is displayed.
2.
Enter the Legal Last Name, First Name, DOB, and gender.
3.
Click Verify.
After you verify the student, his or her name appears on the List of NonEnrolled Students or the List of Enrolled Students. Note that adding a
student to the non-enrolled list does not enroll the student in the school.
Section B: Option Sheets
27
Section C:
Uploading the Batch File to OnSIS
The steps below describe how to upload the course calendar and the
option sheet batch files to OnSIS. Follow these steps only if the school
submits data to OnSIS via a batch file.
If you have followed the steps in Section A and B to create the Course
Calendar and Option Sheets online, skip this section and go to Section
D, Signing Off the Submission.
Step 1
Select and upload the batch file.
1.
Select Data Collection on the blue menu bar.
2.
Select Upload Batch File from the School Data Submission menu
or Upload Batch File from the School Data Submission Function
memu within the submisison.
On the Batch File Upload screen:
3.
28
Course Calendars and Option Sheets
Select the type of file to be uploaded by clicking on the radio
button.
4.
Click Browse to locate the file for uploading. Select the file. The
path of the file name will be inserted in the window to the left of the
Browse button.
5.
Click Submit File.
If the file has been uploaded successfully, the message “File has been
uploaded successfully” appears.
Section C: Uploading the Batch File to OnSIS
29
To upload another batch file…
ƒ
Step 2
Click Upload Another File and repeat steps 4 and 5.
View and download the batch results.
1.
Select Data Collection on the blue menu bar.
2.
Select View/Download Batch Results from the School Data
Submission menu or View Batch Results from the Function Menu
within the open submssion.
If the batch upload does not match the OnSIS specifications exactly, the
Status will be displayed “In Error.” If this occurs and you cannot
determine the cause, contact your data management vendor or your IT
department.
30
Course Calendars and Option Sheets
The status of the batch file can be “In Queue” (waiting to process), “In
Error” (OnSIS was unable to process the batch file because of errors), or
“Processed”.
►
To view the results:
1.
When the status of the batch file changes to Processed—you may
have to press F5 to refresh the latest status—click on the hyperlink
for the batch file.
The Batch File Results Summary is displayed.
Section C: Uploading the Batch File to OnSIS
31
32
Course Calendars and Option Sheets
The Batch File Results Summary gives you information about the upload,
such as the date and time you uploaded the file, the size of the file and
the originating system. It also shows you the number of records
processed successfully and the number of records that were rejected
with errors.
To download the results…
Click Download Results, click Save and specify the location to save the
file or click Open to view the file.
To return to the list of batch files…
Click Batch File List.
If some of the records were rejected with errors…
The Batch File Results Summary will list the number of records that were
in error.
ƒ
To see a list of the errors, click Error Details.
If your board’s system does not validate some of the data before you
upload—for example, an Assignment End Date has been defined outside
the submission period—the error will be listed.
Step 3
Review and correct errors.
From the Error Details screen you can click Print Report to send the file
to the printer or save or open the report by clicking Download Report.
ƒ
Make any necessary changes to the batch file, upload the file again
and view the results to ensure that the data is correct.
A sample batch file is shown below:
Section C: Uploading the Batch File to OnSIS
33
Deleting a batch file
Batch file results can be deleted after they have been processed
successfully.
On the Batch File Results List screen, check the box in the Delete
Checkbox beside the file.
34
1.
Click Delete Checked Files. A confirmation popup appears with
the message “Are you sure you wish to delete these files?”
2.
Click OK. The Batch File Results List will be refreshed and
redisplayed without the deleted files.
Course Calendars and Option Sheets
Section D:
Signing Off the Submission
Signing off a submission occurs after the school has either entered the
data online or has uploaded a batch file.
There are three steps to signing off the submission:
Step 1:
Step 2:
Step 3:
►
Validation
Verification
Sign-Off
To select the submission period for sign-off:
1.
Select Data Collection on the blue menu bar.
2.
Select Sign-off School Submission by the School from the
School Data Submission menu or Sign-off from the Function
Menu within the open submission.
Section D: Signing Off the Submission
35
3.
Step 1
Select the open submission period by clicking on the hyperlink.
Validate the submission.
The validation process checks the data in your submission for
inconsistencies with the business rules of OnSIS. The result of the
validation process is the Validation Report which lists all critical errors
and warning errors.
when is data
validated?
If your school enters data online, OnSIS will validate many of the
business rules and check the data that your school has submitted
with data entered by other boards across Ontario.
If your school uploads a batch file from its Student Management
System (SMS), OnSIS validates the business rules before you
upload the batch file. Warnings are not checked until the Validation
Report is run.
1.
36
Course Calendars and Option Sheets
On the School Data Submission Sign-off screen, click Validation.
The Sign-off screen tells you that the “Validation Request has been
initiated.”
The results of the validation process are shown in the Validation Report.
When the Validation Report has been generated, you will receive an
email.
2.
To view the Validation Report:
Click on the hyperlink in the e-mail you received.
or
Go to Queries, Reports and Extracts > Pre-Defined Reports > View
Reports.
The View Report List is displayed.
Section D: Signing Off the Submission
37
3.
Click on the hyperlink for the report.
In the Report Viewer Options window, click View or Download.
The report will appear on your screen in the same format as below.
4.
Check and correct all critical and warning errors.
After making the necessary corrections, run the Validation Report.
(If the data is accurate, go to Step 2, Verify the Submission.)
Step 2
5.
If you have made changes to the batch file in order to correct
errors, you will need to upload the batch file again.
6.
Repeat steps 1 to 5 until there are no errors.
Verify the submission.
Verification reports have been created to summarize the data being
submitted to OnSIS and to make it easier for schools to confirm data.
The verification reports must be run before sign-off can be initiated and
should be re-run if any errors are detected.
Once the school has identified errors, corrections may be made online in
OnSIS or in the school data management system, then followed by
resubmitting a new batch file. Validation and Verification reports must be
re-run to ensure that the data has no additional errors.
For record-keeping, schools should keep a complete copy of the final
validation and verification reports.
38
Course Calendars and Option Sheets
1.
On the School Data Submission Sign-off screen, click Verification.
The Data Submission School Report is displayed.
Section D: Signing Off the Submission
39
2.
Select the Academic Year and the Submission Period.
Note that the name of your school will appear automatically on the
form.
40
Course Calendars and Option Sheets
3.
Check off the reports that need to be verified or click the buttons to
select All Reports, Check All Detailed Reports or Check All
Summary Reports.
4.
If necessary, change the Report Language and the Report
Format.
5.
Click Run Immediately or Run Later.
6.
If you chose Run Immediately, click View Report List to view the
list of the reports you have chosen to run. To refresh the list, click
Refresh.
The list of reports is shown in two sections: Reports Not Yet Generated
and Generated Reports. You can add previously generated reports to
the list by clicking the checkbox for Previously Viewed Reports and then
clicking Refresh.
7.
To view a generated report, click its blue hyperlink.
In the Report Viewer Options pop-up window, you can View, Download
or Delete the report.
Note that a report will be deleted automatically when the number of days
defined in the Days Kept on File option has elapsed. After a report is
viewed, it is moved to the Previously Viewed List.
Section D: Signing Off the Submission
41
Step 3
Sign-off the submission.
After the Validation Report has been run and the critical errors have
been corrected, a Sign-Off button appears on the Sign-Off School
Submission by School screen.
1.
Click Sign-Off.
When you Sign-Off the Submission:
42
ƒ
You notify OnSIS that you have signed off the submission. The
message “Sign-off request has been initiated” appears on the School
Data Submission Sign-off screen.
ƒ
A Validation Report and full set of Verification Reports are
automatically run.
Course Calendars and Option Sheets
If no critical errors are listed in the Validation Report…
You will be sent an e-mail that the sign-off was successful.
If critical errors are listed in the Validation Report…
The Sign-Off will be cancelled.
If warnings are listed in the Validation Report…
Two additional buttons will be listed. Click Confirm Sign-Off if you
confirm that the data submitted is accurate or Cancel Sign-Off if
data needs to be corrected.
Other Functions
Purge and Pre-populate
The Purge and Pre-populate function allows you to remove sections of
data that you have entered since the opening of the new submission,
then pre-populate the sections as they were at the beginning of the
submission. The function is useful when you have entered enough data
in error that would be easier to remove rather than correct. You can
choose to purge and pre-populate certain forms or all forms.
►
To purge and pre-populate:
1.
Select Data Collection on the blue menu bar.
2.
Select Add/Update School Submission from the School Data
Submission menu.
3.
Select the open submission.
4.
On the School Data Submission menu, select Purge and Prepopulate Data.
Section D: Signing Off the Submission
43
The School Data Submission screen appears.
44
5.
Click the check boxes to select the forms you wish to purge and
pre-populate.
6.
Click Purge and Pre-Populate Data.
Course Calendars and Option Sheets
7.
In the pop-up window, click OK to proceed with the Purge and Prepopulate.
8.
You will be asked again if you are sure that you want to Purge and
Pre-Populate. If so, click OK.
The following screen is displayed with the message, “Data from selected
tables have been purged and pre-populated.”
Section D: Signing Off the Submission
45
Request Data Correction
If you need to change data after you have signed-off the submission, you
will need to submit a request to the ministry to re-open the submission
period. This is done through Request Data Correction.
46
1.
Select Data Collection on the blue menu bar.
2.
Select Request Data Correction from the Data Correction menu.
3.
Select School Data from the Request Data Correction List.
4.
On the Submission Period List, select the closed submission
period for which you wish to make changes.
Course Calendars and Option Sheets
The School Data Correction Request Form is displayed.
5.
note
Enter the reason for re-opening the submission, then click Submit.
If you are working in a current submission period (for example,
March) and require a correction to the previous submission period
(for example, October), you must Purge and Pre-Populate the
current March submission period to ensure that the changes you
make to the October submission period are pre-populated in the
March submission period.
The message “Data Correction Request has been sent to IMG for
review” appears.
Section D: Signing Off the Submission
47
After you have been notified by e-mail that the submission period has
been re-opened, you can make changes to the submission period by
either entering data online, or uploading a batch file, then following the
submission sign-off procedures.
48
Course Calendars and Option Sheets