System Updates

My Report Dashboard Training Manual - For any questions regarding "My Report Dashboard", please contact your School Division's Student Information System Coordinator.

Credit Transfer Training Manual (updated Aug 26, 2015) - For any questions regarding Credit Transfer, please contact credit.transfer@gov.sk.ca.

May 5, 2015 Spring Webinar

Presentation

Q and A

Sep 10 and 11 Fall Webinar

September Webinar Power Point Presentation

General Proficiency Awards

Online School Division Nomination Summary Instruction Sheet

Frequently Asked Questions for the September 30, 2014 Count Process

Frequently Asked Questions for the September 30 Count Process

Fall Data Collection 2014 Web Session Power Point Presentation

Webinar Question and Answer document

Immigration Quick Reference Guide (updated August 2014)

Frequently Asked Questions for the September 30, 2013 Count Process

Fall Data Collection 2013 Web Session Power Point Presentation

Webinar Question and Answer document

2013 Question and Answer document

Frequently Asked Questions for the September 30, 2012 Count Process

Fall Data Collection 2012 Web Session

Question and Answer document (updated Question 4, Section 4 - Aug 29, 2012)

Frequently Asked Questions for the September 30, 2011 Count Process

Question and Answer document

Fall of 2010 SDS Changes

Additions to the demographic screens (new student and update demographics) include:

Country of Origin (the country where the student last lived)
Physical Address is now required (a student will either have a Land Location or Municipality)
Saskatchewan Resident indicator ( Yes or No - Saskatchewan Resident refers to a student whose declared place of residence is inside of Saskatchewan and the student is provided with educational services by a designated school within Saskatchewan.)

Additions to the enrolment screens (new student, new enrolment, and edit enrolment) include:

Immersion Type (type of immersion the student is enrolled in. Choices are Cree Immersion, Ukrainian Immersion, and French Immersion)
Homebound Indicator (Yes or No - Home Bound Student refers to a student who is receiving their education from a school / school division but is unable to physically attend a school)
Tuition Status (used to collect tuition information for provincially funded students)

December 2007 SDS Changes

XML

Problem – When a school submitted an XML transaction to withdraw a student and the student was already withdrawn an error message was returned.

Response – That message is now a warning and includes the withdrawal information on file for the student.

Problem – Some Elementary schools in the past have not always had the complete legal name information of a student when enrolling a student. These students may be on the SDS without a middle name.

Response - When a school submits an XML file that contains a middle name, and the student does not already have a middle name on the SDS, the middle name will be inserted.

Web Application

Problem – A user could not tell from the Registration History screen the course code that was attached to a class.

Response – the course code is now appended to the end of the section identifier.

Problem – A user could not tell from the Teacher/Course Assignment screen the course code that was attached to a class.

Response – the course code is now appended to the end of the section identifier.

Problem – A user could not tell from the Class Registration List screen the course code that was attached to a class.

Response – the course code is now appended to the end of the section identifier.

Problem – The mass re-enrolment screen was including the current school year in the School Year drop down list. This was causing confusion and created the potential for students to be moved ahead to the next school year prematurely.

Response – The current school year will not appear in the drop down until May 1 of each year, therefore a user cannot move students ahead to the following school year until that date.

Reports

Students Without an Active Grade Report has been modified to print on fewer pages.

Locally Developed Report now prints in School Name order rather than Department Assigned Number order. (this affects School Regions and Divisions only)

Problem – Accreditation Reports for users that were attached to a school division or region affected by the region amalgamations were getting a report that displayed the same information up to 3 times.

Response – information is now displayed only once.

Previous Web Application Changes

Menu Changes - there have been numerous menu changes.

new button has been added for PAA Module Recording
new button has been added for entering Intensive Supports for Special Education
Teacher/Course Assignment has been moved to Registration
Educator reports have been moved to Educator

PAA Module Recording

Problem: Users did not have the ability to update PAA module information.

Response: Users now have the ability to update and remove PAA Modules

Problem: Users did not have the ability to generate a report to display module information for students.

Response: Users now have the ability to generate multiple reports.

Choosing the school year and the school displays details for all modules entered for the school for that particular school year.
Choosing the school year, the school, and a particular module displays information on all students who have taken that particular module.
Choosing the school year and Learning ID displays the modules for the given school year for that particular individual.
Choosing just the Learning ID displays all modules that the student has taken.

Student Withdraw

Problem: If a student was withdrawn prior to their classes being dropped the user no longer had access to the student to drop their classes.

Response: Users now have the ability to request the system drop all current classes for a student during the confirmation process of withdrawing a student.

Problem: Users had to leave the Student Enrolment screen and go to the Withdraw Student screen in order to withdraw a student.

Response: The withdraw function has been added to the Student Enrolment screen.

Electronic Transfer

Problem: Users did not have the ability to view the request and response files for the real-time xml transactions

Response: Users can now see the real-time requests and responses from the Electronic Transfer upload Status Page.

Remote Security Administration (RSA)

Problem: When a user left an organization, RSA's were not able to remove the organization role from the user's account without getting an error message stating that the user must have at least one organization.

Response: RSA's can now remove inactive organization roles from accounts.

Problem: RSA's were not able to search for user accounts that did not have an organization role.

Response: User accounts without an organization role now appear in the Search Results screen. Until a user has been added to your organization the username will not appear in the user drop-down for your organization.

Problem: If a user had multiple accounts all accounts were not returned in the search.

Response: All accounts are now returned.

Student Address Insert or Update

Problem: Too many mouse clicks were required to confirm the automatic postal code lookup.

Response: Users no longer are required to click 'ok' during the postal code lookup.

Class Registration Screen

Problem : It was difficult to determine from this screen whether or not students were registered to write a departmental examination for a particular course.

Response : Check boxes have been added to show whether or not a student is registered to write a departmental examination. Improvements have also been made to the screen flow to reduce time required.

Student Enrolment Screens

Problem : When students were enrolled using the “quick enrol” function, users were failing to go back and enter the grade enrolment information.

Response : The “quick enrol” function has been removed. The intent of this function was to enrol a student with limited information in order to print a profile for the purpose of counselling. The expanded counselling role eliminates the need for this function.

Problem : Program enrolment was defaulting to “regular program” as part of the initial enrolment process (sometimes not appropriate).

Response : This function has been removed from the school enrolment process. In the event that the program requires editing, this can be updated after the student is successfully enrolled in the school by clicking on the edit button.

New Student Screen

Problem: - It was taking too many screens (and time) to enter the alias and voluntary declaration information - too many key strokes were required to enter postal code.

Response : A user can now add the alias and voluntary declaration information at the time of creating the new student record. Also, once a municipality is chosen, the system will look up the postal code. If only one postal code is found, the system will populate the postal code field automatically.

Student Search Screen

Problem: - The system was not searching on the alias as part of the first search. Separate searches were required for each known name. Duplicate records were being created when the student was not found.

Response : Users can now enter up to 3 different names on the first search. The legal name and up to two aliases can be used. If it is determined that none of the names match, the user will then be directed to the New Student screen. The alias information entered on the Search Screen is automatically added to the student alias table. This change reduces the number of key strokes required to search for an existing student or to create a new student record. It also reduces the risk of creating a duplicate record.

If a user knows the Saskatchewan Learning ID number, the names should not be entered in the search screen. This also reduces the risk of creating a duplicate record.

Mark Corrections

Problem : Insufficient time was allowed for entering mark corrections after term end.

Response : The time allowed to enter corrections has been increased from 90 days to 120 days after course end date.

Individual Registration Confirmation

Problem : It was taking too much time and too many screens to add registrations.

Response : Links have been added to the confirmation page so that the user is no longer required to search for the student again when adding more than one registration for that individual.

XML Changes during the 2006–2007 school year included:

Withdrawal Date

Problem : The automatic withdrawal function was sometimes creating a withdrawal date that was not consistent with the withdrawal date from the previous school.

Response : XML now has the ability to move that end-date earlier as long as this doesn't cause a conflict with another enrolment.

Non-Base Enrolment

Problem : If a student had not been withdrawn by a previous school, the enrolment in the current school triggered a non base enrolment (which may not have been appropriate).

An overlap of enrolment dates also caused this to occur.

Response : The system now automatically reconciles the end date from the previous school with the start date for new school to allow the enrolment to be processed.

Enrolment Types

Problem : If a school sent in an XML file to enrol an existing student (has a record) and the school used the enrolment type of “New”, the transaction was rejected.

Response : The enrolment type “New” is no longer rejected if the XML enrolment is for a student already assigned a Saskatchewan Learning ID number.

QueryBySchool Request

Problem : Some students were missing a grade level.

Response : QuerybySchool function now returns the grade level when schools query for enrolment information for a group of students (a validation check).

New Reporting Functions/Revisions

New Report - Graduation Completion Requirements

Problem: Users were required to run individual graduation completion requirements reports for each student.

Response: Users now have the ability to run graduation completion requirements reports for all currently enrolled students. This report is submitted by grade, the same way as the batch student profiles.

Students Not Re-Enrolled Report

Problem: It was difficult to troubleshoot withdraw errors due to the fact that this report did not include the discontinuation reason.

Response: The report now includes that information.

Problem: Users could not run this report for Home-Based Students.

Response: The report can now be run for Home-Based Students.

New Report - Students Without an Active Grade

Problem: It was difficult to determine which students did not have an active grade enrolment and also which students had never been withdrawn.

Response: This report lists all students that are still attached to your school but do not have an active grade enrolment. In order to remove the students from this list a current grade enrolment will need to be created or the student will need to be withdrawn from your school. Ideally there should be no students appearing on this report.

Educator Profile Control Report

Problem: School division users were getting a value of 0 for the number of educators who filled out the educator profile.

Response: The correct number is now displayed.

Students Not Re-Enrolled Report

Problem: Users did not have the ability to import this report into a spreadsheet in order to record notes about the students.

Response: The report is now available to run as a pdf or as a tab delimited file.

Batch Student Profiles

Problem : Batch student profiles for larger schools were timing out.

Response : The report has been changed to display as a link on the report status page. Users must first submit the report and then check the report status. The report will show as “In Progress” until it is finished running at which time you will see the report link. This link will remain active for up to 10 days. Please ensure that you wait for the green report status bar to finish before you click on the report status button.

The following options for running batch profiles are now available:

By course end date
By students enrolled this year
By students enrolled last year

The base or non base option is available for each of the above reports.

Locally Developed Report

New - This report includes all courses that have been granted approval in your organization. It can be run by course type which includes Locally Developed, Locally Modified Up (Advanced), Locally Modified Down (11, 21, 31), Alternative Education, International Baccalaureate, and Advanced Placement.

Like Credit Report

Problem : Initially this report was run by course end date. Therefore, the report had to be run multiple times in order to receive a report of all of the like credits for a complete school year.

Response : The report can now be run for the entire school year or by course end date.

Grad Requirement Report

Problem : The report was too difficult to understand.

Response : The report was revised for clarity.

Process Clarification

Automatic withdrawing of students - when a base enrolment is attempted for a student who has not been withdrawn from the previous school, the student will be automatically withdrawn from the previous school and enrolled in the new school.
Automatic dropping of courses when an overlapping issue occurs - If a school is attempting to register a student in a course and the student is registered in that course at a school from which they have been withdrawn, the system will automatically drop that course and register the student in the course at the new school.
Allowing a 7 day overlap between the course end date of one course and the start date of the same course - If a student took a course at School A and the course had an end date of January 31, 2007 and then attempted to register in that same course (eg. to raise a mark) at School B and the course has a start date of January 28, 2007 - the registration will no longer be rejected. This will alleviate the issue where schools operate using different semester start and end dates.