Download SIS User Guide - Alberta Education

Preface
SIS User Guide
Table of Contents
PREFACE ................................................................................................... I
PURPOSE OF THIS USER GUIDE .................................................................................................................I
Capturing the SIS Data Elements.................................................................................................................. i
School and School Authority Personnel Training .......................................................................................... i
Communicating the Current & Future Goals of Client Relationship Services ................................................ i
UPDATES TO THIS GUIDE ...........................................................................................................................I
HOW TO USE THIS GUIDE ......................................................................................................................... II
Identify Your Needs ...................................................................................................................................... ii
The User Guide as a Reference Manual ..................................................................................................... iii
HELP DESK ............................................................................................................................................ III
HELP DESK SERVICES............................................................................................................................. III
ONLINE SERVICES FOR STUDENTS........................................................................................................... IV
1. STUDENT INFORMATION SYSTEM OVERVIEW ............................ 1-1
SIS BACKGROUND ............................................................................................................................... 1-1
BENEFITS OF THE SIS .......................................................................................................................... 1-1
ROLES AND RESPONSIBILITIES.............................................................................................................. 1-1
Schools..................................................................................................................................................... 1-1
School Authorities .................................................................................................................................... 1-2
Client Relationship Services, Alberta Education
Contact (780) 427-5318 ................. 1-2
School Finance, Alberta Education
Contact (780) 427-2055 ............................................................. 1-2
Learner Assessment, Alberta Education Contact (780) 427-0010 ........................................................ 1-3
Special Programs, Alberta Education Contact (780) 422-6326 ............................................................. 1-3
GENERAL ADMINISTRATIVE RULES ........................................................................................................ 1-4
Implementation of Data Standards ........................................................................................................... 1-4
Student Registration Submissions............................................................................................................ 1-4
Modification of Student Information .......................................................................................................... 1-4
Electronic Submission .............................................................................................................................. 1-4
Data Verification - Edulink ........................................................................................................................ 1-4
Signed Authorizations .............................................................................................................................. 1-4
Processing Cut-Off Dates ......................................................................................................................... 1-5
Communication ........................................................................................................................................ 1-5
SIS REGISTRATION PROCESS .............................................................................................................. 1-6
Student Data Preparation ......................................................................................................................... 1-6
Registering Students ................................................................................................................................ 1-6
Verifying Vital Statistics Documents ......................................................................................................... 1-6
Recording and Coding SIS Data Elements............................................................................................... 1-6
File Extraction........................................................................................................................................... 1-7
Student Data Verification .......................................................................................................................... 1-7
Edulink...................................................................................................................................................... 1-7
Communicate any Changes Made ........................................................................................................... 1-7
SIS Registration Submission .................................................................................................................... 1-8
SIS Registration Submission Dates .......................................................................................................... 1-8
Electronic Data Exchange Specifications ................................................................................................. 1-8
SIS Registration Processing ..................................................................................................................... 1-8
SIS Registration ....................................................................................................................................... 1-9
SIS Confirmation/Modifications ................................................................................................................ 1-9
SIS Modifications Processing ................................................................................................................... 1-9
Provincial Extract...................................................................................................................................... 1-9
FALL REGISTRATION SCHEDULE ......................................................................................................... 1-10
SPRING REGISTRATION SCHEDULE ..................................................................................................... 1-10
COUNT DATES AND SUBMISSION DATES ............................................................................................... 1-11
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Updated on September 2009