Elementary OnSIS Submission
Please make sure you have completed the Pre-requisites for OnSIS document before you start your submissions along with Validate OENs in OnSIS
When OENs are manually entered for students, consider validating all students' OENs. Create an OEN batch file, submit the file to OnSIS, then process the ministry generated results file.
By doing the step above you will alleviate any OEN errors for your students when sending up your batch files.
Table of Contents
Contents
Indigenous Self-Identification. 18
After submitting batch files. 19
How to Export Verification reports out of Edsembli (formerly known as statistical report) 25
OEN/OnSIS Links
https://onsis.edu.gov.on.ca/Welcome.aspx https://oen.edu.gov.on.ca/welcome.aspx
Edsembli OnSIS Submission Guidelines (select the appropriate submission period when completing this process – we are using October as an example)
Data in OnSIS is updated through the process of creating batch files in Edsembli, uploading those batch files to OnSIS, and then processing the results generated by OnSIS (analyzing the errors/warnings). These 3 basic steps are repeated until all the data is submitted and is accurate. Since files need to be transferred between Edsembli and OnSIS, the steps may seem a little more complicated until you are comfortable uploading and downloading files.
Submit the data in the order of the cards, wait until you are finished working with the info on one card before moving to the next card.
Below are the files to be submitted one at a time (wait until the first file is completed and all corrections have been made before you send the next file.
Class info – Class List make this file to send to the ministry.
E1_BSID#_ClsLst_Date_Time.xml
Student info -make each file separately so it will be easier to fix errors on your students’ information
E2_BSID#_StuSclEnrol_Date_Time.xml
E3_BSID#_SpEd_Date_Time.xml
New – when creating the Second Language file you will notice it also clicks on the Student School Enrolment box, this is so the file will send the information for any inactive students that were active on the count date.
E2_5_BSID#_StuSclEnrol_SSecLangProg_Date_Time.xml
Educator assignment info – Educator class assignment, Educator subject assignment
E12_BSID#_Ed_ClassAssignElem_Date_Time.xml
E13_BSID#_Ed_SubjectAssignment_Date_Time.xml
Go to OnSIS – Class info -- create
Check the box beside Class list – please note that there is no extract required for October only
– select create batch file in the bottom right
When the batch file is created, a PDF file will also be generated to show you any potential errors or warnings that have been found. These reports provide an opportunity to correct the data in Edsembli before submitting the data.
If you see Preview – Validation Errors in your task details, you need to review as these are errors that can be corrected before you submit the file.
After making corrections in Edsembli, recreate the batch file. Note: you will need to check the purge box this time.
Purge and Prepopulate
Purge check boxes appear when creating batch files. They are an important concept to understand, using them is the only way to send files again using the original extracts. When the box is checked, an instruction is included in the batch file to tell OnSIS to reset specific data in OnSIS back to the state it was when the submission period was first opened.
The purge box is generally selected if you are re-submitting a batch file so that the contents of the previously submitted batch file are cleared, and the data is reset for another attempt.
When the purge box is checked, you may notice the purge box automatically checked the other file options as well. Depending upon the file type, other data may be impacted and automatically purged. Also, additional warning will appear when these purge check boxes are selected to clearly identify what data would be impacted.
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Download the XML file
Once the data is clean you will receive a notification in your task queue when your file is ready. The created batch files are XML files, and you can download these files in an area that can be easily found on your computer.
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Hint – quickly see the generated files by selecting the folder icon beside “location of batch files” on the file creation form.
Once the files are downloaded, they need to be submitted (uploaded) into OnSIS for the submission period you are doing.
In OnSIS, go to Data Collection and then select the Upload Batch file under the School Data Submission area for the appropriate reporting period. Click on the Browse button to select the batch file you downloaded to your computer.
Once you have browsed for the file (and it appears in the box), select the Submit File button. A message will appear indicating that it has been successfully submitted along with a button to upload another file.
In OnSIS, go to the Data Collection – View/Download Batch Results (from the School Data Submission section). The batch files will appear along with the status of Queue, Processing, or Processed.
Note: the status will not automatically update unless you refresh the page. You do not have to wait until your file processes, OnSIS will send you an email when it has completed.
When the file is processed, click on the file name (blue link) to see the summary of the processing results. Scroll to the bottom of the page and select “Download Results”, NOT the “Error Details” button.
When you select the Download results button, a prompt will appear to open or save the report. Select the “Save” button and save the file that ends with OUT on your computer so you can easily find it.
Process Results
Go to OnSIS – student info – process results
Once a batch file has been submitted to OnSIS, the file will be “processed” by OnSIS. The results of this processing will be saved in an OUT file, and it may contain important information about errors/warnings that should be analyzed. By processing this file in Edsembli, a report is generated that clearly provides the results in a concise and easy to read format.
Navigate to File Manager – Hint – you can click on the folder icon on the form that appears when you select any Process button. Select the “add” icon in the File bar. Browse to find the OUT file you downloaded to your computer, click on the file to put it in the file manager
When the file is visible in the file manager close the window and put a tick in the box and then Process Results File
You will receive notification when your file is ready in your task queue. The reports will be in PDF format. Hint – quickly see the generated files by selecting the folder icon on the form.
Download results
Download and save to results.
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Based on the results, returned from OnSIS, make the needed corrections to the data in Edsembli.
Go to OnSIS – Student info – create
Check the box beside Student School Enrolment – please note that the extract files required are already there for you – no need to associate them – select create batch file in the bottom right
The process for creating and submitting each file is the same as what you did for your first file you have completed.
If you see something on the cards that your school does not offer you do not have to use that file or submit it to the ministry, you can just skip it and move onto what your school does offer.
Go to OnSIS – Student info - create
Check the box beside Special Education – please note that the extract files required are already there for you – no need to associate them – select create batch file in the bottom right
The process for creating and submitting each file is the same as what you did for your first file you have completed.
Go to OnSIS – Student info - create
Check the box beside Second Language – please note that there is no extract required for the October submission – select create batch file in the bottom right
New – when creating the Second Language file you will notice it also clicks on the Student School Enrolment box, this is so the file will send the information for any inactive students that were active on the count date.
The process for creating and submitting each file is the same as what you did for your first file you have completed.
Updating Educators in OnSIS
Compare your staff in Edsembli to your staff in OnSIS educator data so that they mirror each other. Make all changes on the OnSUS website.
Some hints below to help with this process
- LTOs should be terminated with an end date
- ECEs should be teaching/non-teaching with no core elementary teacher box checked
- Itinerant Teachers (Music, French, phys ed) should be teaching-leading and the core elementary teacher box should NOT be checked
- ALL homerooms teachers should have the core elementary teacher box checked for that assignment
- If assignment ended between July 1 to August 31 – withdrawal date equals September 1
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SPE is SERT– Teaching, Specialty and Non-Teaching with the Instruction type as SED - Spec Ed
- P is Principal should be N - non-teaching with the Instruction type as ADM – Administration
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Hint: When updating Educators on leave
Health – SickWPay; SickWOPay; LTD
Parental – Mat; Parental Secondment – Secondment Self-Funded – SFL
Unfunded – LWOP; PartialLOA
If you have any new educators at your site you must add them to the ministry site.
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Go toEdsembli - OnSIS – Educator assignment info - create
Check the boxes beside Educator class assignment and Education Subject Assignment and Run these both together please note that the extract files required are already there for you – no need to associate them – select create batch file in the bottom right
You will upload the education class assignment and educator subject assignment batch file to OnSIS to associate the Homerooms and subjects to your staff.
Please ensure that the correct subjects are assigned to the itinerant teachers as well. If subjects are missing, click on the assign subject in the educator record.
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Navigate to the class area under the School Data Submission
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Please ensure that every homeroom has the appropriate teacher assigned to it.
If the homeroom is unassigned, click on the class code and update with current educator by arrowing from educators assigned to school to educators assigned to class
Please ensure the JKSK class (es) have the current ECE assigned as well. Typically, an SK/1 split does not have an ECE assigned.
March OnSIS only
Go to OnSIS – March Elementary – Report Card info -- create
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Check the box beside Student report cards – please note that there is no extract required
– select create batch file in the bottom right
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When the batch file is created, a PDF file will also be generated if any potential errors or warnings have been found. These reports provide an opportunity to correct the data in Edsembli before submitting the data.
If you see Preview – Validation Errors in your task details you need to review as these are errors first before going any further.
After making corrections in Edsembli, recreate the batch file. Please note that you will need to check the purge box this time.
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Indigenous Self-Identification
Go to OnSIS - More Verification Reports -- Go
Print the file that is generated.
Manually update the students who have self-identified as Indigenous accordingly within OnSIS in the school enrolment area.
After submitting batch files
After all of the data has been updated in OnSIS, all the errors and warnings have been addressed to the best of your knowledge, you must login into OnSIS and start the sign-off process for the submission period.
The sign-off process will run a validation report to ensure that the data is error free and will run verification reports that are checked to see that the numbers and totals are accurate. The numbers in these OnSIS generated reports should agree with the numbers generated in corresponding reports in Edsembli.
Validation Report
Navigate in your school data collection menu to sign-off.
Navigate to queries, reports and extracts and view reports to locate your validation file
Check off the validation file and download to your computer
Open the validation report and review. Correct all critical errors and correct all warnings that need updating. Most warnings are informational only and cannot be corrected but if you see any Critical Errors they must be fixed or your sign off will not go through.
Verification Reports
Navigate in your school data collection menu to sign-off.
Navigate to queries, reports and extracts and view reports to locate your validation file Within the verification area, check all reports and run immediately.
Once the reports have been processed then check all generated reports and download selected reports to verification folder.
How to Export Verification reports out of Edsembli (formerly known as statistical report)
Ensure the correct submission is selected and click print.
Save this report on your desktop.
Compare the Edsembli verification reports to the OnSIS reports to ensure all numbers match.
Sign–off
Navigate in your school data collection menu to sign-off.
If OnSIS verification reports match Edsembli data and you have reviewed the validation report warnings, please proceed with the sign off, of your school submission.
Confirm Sign-off
If warnings exist in your validation report, you will need to confirm sign-off as the last step.
Once the sign-off process has been completed, the data is locked in OnSIS so that it may not be changed. OnSIS provides a Request Data Correction Option if a submission period needs to be re-opened.
Re-opened submissions will need to go through the complete sign-off process again after the data correction has been made. If a Data Correction is required, please consult with the appropriate board personnel.
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