Data Collection Timelines Data submission activitiesDue Date Deadline for the enrolment of students in the SDS September 17 th, 2012 Deadline for educators to complete the EEP Administrator EEP Verification September 17 th, 2012 September 21 st, 2012 Validation of student data by school divisionSeptember 28 th, 2012 School Division level validation of EEP ’ s completed by Director of Education or designate. Deadline is noon on the 28th. September 28 th, Noon Student EAL proficiencySeptember 28 th, 2012 Snapshot taken of the student and educator data for Education Funding purposes (Ministry of Education) September 28 th, :00 pm C.S.T Sign off of Student and Educator dataOctober 5 th, 2012 Timeline for entering in Non-Instructional Personnel and Administration data October 1 st, 2012 to October 18 th, 2012 Run reports from SDS for intensive supports data (Ministry of Education) December 20 th, 2012
Electronic Educator Profile Completed by all educators by September 17 Division level validation report for director/CFO School level validation report for administrators These reports can be accessed at
SDS Initial Student Enrolments Reported as of end of day (5:00 pm) September 17, Verification reports available using SDS and Discoverer Key enrolment fields for September 30th: Base, SK Residency, Age/Birthdate, Tuition, Immersion, PreK Compare against SIS counts Investigate any discrepancies
School Division Enrolment
Division Enrolments - Validation
School Enrolments - Validation
Student Detail Report – use wisely!
Student Detail Report
Enrolment Activity – 5 day period
Home Room Educator
PreKindergarten Students – SK Learning #, birthdate, name
September 30 th Enrolments Fine tune data September Data checklist spreadsheet will be provided by Education Funding to Directors/CFOs shortly to ensure all critical fields are identified and cross referenced to SDS validation reports. Snapshot taken of SDS for Education funding purposes. Captured as of 8 pm September 28 th, Sign off of Student and Educator Data by Directors by October 5 th, 2012.
October 1st Follow up Each Director is expected to approve their reported numbers on the Director Signoff report and submit via back to Education Funding Branch by October 5, 2012 Each Director is expected to confirm in writing that the reported numbers are correct and submit that confirmation by October 5, Education Funding Branch will review all corrections on the Director Signoff report on a case by case basis and inform School Divisions accordingly.
EAL Proficiency Students assessed with Common Framework Reference (CFR) level (A1.1, A1.2 etc) Workshops taking place with School Division personnel re: assessment process Data entry/conversion task to move data into local SIS & enter/or transfer to SDS More details to come. EAL is due September 28 th, All EAL start dates should be in 2012/2013 school year.
Accessing Support Validation reports are self-serve for all School Divisions. School Division SDS support representatives are the first point of contact for all school and division staff regarding issues relating to SDS. SDS representatives escalate to Ministry level. SDS Homepage – System Updates: Question and Answer document provides up to date answers to common questions. SDS support representative are encouraged to reference this document prior to escalating to the Ministry. School Division SDS support reps reporting SDS web application availability issues or requiring File Transfer / XML support should System outages posted at School level staff should contact the Ministry of Education Student Records staff directly at (306) ; or by at for assistance with: ◦Inconclusive match – Duplicate Learning Ids ◦Name/birthdate/learning id mismatch
Thank you Please contact us if you have questions: Education Funding – Karen Almasi EEP Support – Heidi Wong SDS Support Team – Student Records SIS Support – Charline Wilson Intensive Supports – Darren Kalaman EAL – Nadia Prokopchuk
Questions Please identify your division and your role (for our use only) We will compile the questions and responses to share with all participants