Detailed - Elementary OnSIS Submission

Modified on Fri, 8 Jul, 2022 at 12:46 PM

 

 

 

 

 

 

 

 

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

 

Graphical user interface

Description automatically generated

 

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

Edsembli OnSIS Submission Guidelines (select the appropriate submission period when completing this process – we are using October as an example) 3

Purge and Prepopulate4

Download the XML file5

Process Results7

Download results8

March OnSIS only16

Indigenous Self-Identification18

After submitting batch files19

Validation Report 20

Verification Reports22

How to Export Verification reports out of Edsembli (formerly known as statistical report) 25

Sign–off 26

Confirm Sign-off 26

 

 

 

 

 

 

 

 

 

 

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

Text

Description automatically generated with low confidence

 


 

 

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

Graphical user interface, application, Teams

Description automatically generated

 

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.

.


 

 

 

 

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.

 

 



Graphical user interface, application  Description automatically generated


 

 

 

Hint – quickly see the generated files by selecting the folder icon beside “location of batch files” on the file creation form.

 

Graphical user interface, application

Description automatically generated


 

 

 

 

 

 

 

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

 

Text

Description automatically generated with medium confidence

 

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

Graphical user interface, application, Teams

Description automatically generated

 

When the file is visible in the file manager close the window and put a tick in the box and then Process Results File


 

 

 

Graphical user interface, application, Teams  Description automatically generated

 

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.

 



Graphical user interface, application  Description automatically generated


 

 

 

Based on the results, returned from OnSIS, make the needed corrections to the data in Edsembli.


 

 

 

Go to OnSIS – Student info – create

 

Graphical user interface, website

Description automatically generated

 

 

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

 

 

Graphical user interface, application, email

Description automatically generated

 

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

 

Graphical user interface, text, application, email

Description automatically generated

 

The process for creating and submitting each file is the same as what you did for your first file you have completed.

 

Graphical user interface, text, application, email  Description automatically generated


 

 

 

 

 

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.

 

Graphical user interface, application

Description automatically generated

 

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
  •  


    Graphical user interface  Description automatically generated with medium confidence
     
    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

 



Graphical user interface  Description automatically generated


 

 

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.

 

 




 

 

Go toEdsembli -  OnSIS – Educator assignment info - create

Graphical user interface

Description automatically generated with low confidence

 

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

 

Graphical user interface, application, Word

Description automatically generated

 

 

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.

 

 



Graphical user interface, application  Description automatically generated


 


 

Navigate to the class area under the School Data Submission

 



Graphical user interface, text, application, email  Description automatically generated


 

 

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

Graphical user interface, application

Description automatically generated

 

 

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

 




 

 

Check the box beside Student report cards – please note that there is no extract required

– select create batch file in the bottom right

 

 




 


 

 

 

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.

 

 




 

 

 


 

 

 

Indigenous Self-Identification

 

Go to OnSIS - More Verification Reports -- Go

Graphical user interface, website

Description automatically generated

 

Print the file that is generated.

Graphical user interface, application

Description automatically generated

 

 

Manually update the students who have self-identified as Indigenous accordingly within OnSIS in the school enrolment area.


 

 

 

 

            Graphical user interface, text, application, email

Description automatically generated

 

 

 

 

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.

Graphical user interface, text, application, email

Description automatically generated

Graphical user interface, text, application

Description automatically generated

 

 

 

Navigate to queries, reports and extracts and view reports to locate your validation file

 

 

 

Graphical user interface

Description automatically generated with medium confidence


 

 

Graphical user interface, text, application

Description automatically generated

 

 

Check off the validation file and download to your computer

Graphical user interface, application

Description automatically generated

 

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.

 

Graphical user interface, text, application, email

Description automatically generated

 

Graphical user interface, text, application

Description automatically generated

 

Navigate to queries, reports and extracts and view reports to locate your validation file Within the verification area, check all reports and run immediately.


 

 

Graphical user interface, text, application

Description automatically generated

 

Once the reports have been processed then check all generated reports and download selected reports to verification folder.


 

 

 

 

Table

Description automatically generated with medium confidence


 

 

 

How to Export Verification reports out of Edsembli (formerly known as statistical report)

 

Graphical user interface

Description automatically generated with medium confidence

 

Ensure the correct submission is selected and click print.

 

Graphical user interface, application, Word

Description automatically generated

 

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.

 

Graphical user interface, text, application, email

Description automatically generated

 

Graphical user interface, text, application, email

Description automatically generated

 

 

 

 

 

Confirm Sign-off

 

If warnings exist in your validation report, you will need to confirm sign-off as the last step.

 

Graphical user interface, text, application, email

Description automatically generated

 

Graphical user interface, text, application, Word, email

Description automatically generated

 

 

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.

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article