Ministry and District Reporting

1701 - District Reports available
2022-09-22 13:00 (America/Vancouver)
Reports available to district program managers to review and follow up with schools directly regarding required corrections to student 1701 programs to ensure accurate 1701 program funding. The Ministry of Education has indicated that no corrections to 1701 data will be made by the Ministry after they receive 1701 files from districts after September 29th.

IMPORTANT: Sept. 29th SIS Reports - Retain for 1701 Audit Purposes
2022-09-29
The Ministry of Education Compliance Program recommends that all schools generate and retain September 29th reports from the student information system (SIS) for 1701 audit purposes. These are some of the suggested reports from the Ministry audit team:

Attendance;
Student Schedule/Course change history logs showing add/drop records for all students who withdrew between the beginning of school to November 4;
1701 verification reports and extracts, including the 1701 DL Reconciliation extract (for DL and CE schools);
Admission and Withdrawal;
Class Lists;
Secondary (Cross-enrolled) Students;
Student Timetables;
Student Verification Form (address);
Student Program Assignments

Save reports in a secure network drive that your school office administrative staff can all find easily and access in the event of a 1701 compliance audit.
The Ministry compliance audit team indicates that the list of reports supports the audit process but does not replace the Audit instructions found here:

Sept. 29th Final 1701 collection - All Schools - 2:00 pm
2022-09-29 14:00
Schools extract and verify 1701 data and review reports for data accuracy. Schools post reports and verified data file to x: drive by 2:00 p.m.
Ministry instructions and reference materials available at:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/september
STOP! – After today’s collection, please stop taking 1701 extracts from the student information system. The Ministry of Education requires a September 29th data snapshot; extracts taken in October will be wrong. Any corrections to your September 29th data must be made manually in the Ministry of Education’s Verification and Secure File Upload Access tool that you have been using to verify your 1701 data throughout September.

National Day for Truth and Reconciliation
2022-09-30

SADE collection window opens
2022-10-01
Student Achievement Data Exchange (SADE) – See Ministry references and instructions at:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/sade
This Ministry data collection applies to SD61 middle and high schools, as well as distributed learning and continuing education schools.

Do NOT take anymore 1701 data extracts from the Student Information System; work with your September 29th data in the Ministry webform
2022-10-03
Review all 1701 reports from September 29th.
Do NOT take anymore 1701 extracts from the student information system (SIS). Make corrections manually in the Ministry 1701 webform (Verification and Secure File Upload Access) that make the data accurate to September 29th. Make the same corrections in the SIS.
Ministry 1701 webform (Verification and Secure File Upload Access) at: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/september

1701 Principal signoff – 2:00 pm deadline
2022-10-04 14:00
The deadline for sending in the 1701 Principal sign-off is 2:00 pm. See the instructions for finalizing 1701 data which were sent via e-mail.

Thanksgiving Day
2022-10-10

Oct. 14, 2022 Class Organization snapshot
2022-10-14 14:00 - 17:00
School data from MyEducation BC will be uploaded to the Class Information app by the afternoon of October 14 to enable schools to begin working on the Ministry Class Organization Collection. October 20th is the deadline for schools to complete this work and upload their data to the Ministry Class Organization webform (accessed via the Ministry Verification and Secure File Upload Access at https://www.bced.gov.bc.ca/exams/tsw/sld/

2:00pm Deadline Ministry Class Organization Collection
2022-10-20 14:00 - 17:00
All schools to complete their Ministry Class Organization in the Ministry Verification and Secure File Upload Access webform. https://www.bced.gov.bc.ca/exams/tsw/sld/

Check and/or Reset passwords for Ministry webforms
2023-01-23
This is an opportune time to check and/or reset passwords for Ministry webforms such as PEN, 1701, TRAX. Do this early so you are ready when there is a deadline.
Most webforms are available at:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections

Review Ministry 1701 reporting reference documents
2023-01-23
The first preliminary February 1701 data collection for all schools is next week. Click on the link below for information on the February K-12 data collection:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/february

Preliminary 1701 reporting - All Schools
2023-01-31 14:00, 2023-02-07 14:00
Schools extract 1701 data from the Student Information System and upload it to the Ministry 1701 Verification and Secure File Upload Tool. Review all verification reports generated to identify required data corrections to make in the Student Information System. Schools post reports and the verified data file to the X: drive by 2:00 pm for district preliminary collection.

1701 – Review all 1701 verification reports and correct data in Student Information System
2023-02-01, 2023-02-08
Review all 1701 verification reports from the Ministry webform and make applicable corrections in the Student Information System to ensure accurate 1701 reporting.

District Program Coordinators: 1701 reports available at 1:00 pm
2023-02-01, 2023-02-08
Ministry 1701 district level reports will be available in your program’s X: drive folder. Please review the reports and follow up directly with schools as soon as possible to make applicable corrections in the Student Information System to ensure accurate 1701 program funding.

IMPORTANT: February 10th SIS reports - 1701 audit purposes
2023-02-10
Generate and retain February 10th reports from the Student Information System (SIS) for 1701 audit purposes. These are some suggested reports from the Ministry audit team:

Attendance
Course change logs
1701 verification reports and extracts
DL/CE schools only: DL Reconciliation Extract
Admission and Withdrawal
Class Lists
Secondary Students (e.g. Cross-enrolled Students)
Student Timetables
Student Verification Form (address)
Student Program Assignments

Save these reports in a secure network drive that your school office administrative staff can easily find and access in the event of a 1701 audit.
Further information about the Ministry 1701 compliance audit program came be found here:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/resource-management/compliance-program/2022-23

FINAL February 10th data extracts and reports
2023-02-10 14:00
CE and DL Schools: Course Active Date = September 30, 2022
Schools extract and verify 1701 data and review reports for data accuracy. Schools post reports and the verified data file to the X: drive by 2:00 pm. Ministry instructions and reference materials are available at:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/february

Do NOT take anymore 1701 data extracts from the Student Information System; work with your February 10th data in the Ministry webform
2023-02-13 - 2023-02-15
The Ministry requires a February 10th data snapshot for 1701 reporting. Any corrections must be made manually within the 1701 webform using your February 10th data file.

1701 – Manual corrections in webform
2023-02-13 - 2023-02-15
Do NOT take new extracts or upload a new 1701 file. Please work with your February 10th final extract in the Ministry webform. Make manual corrections in the webform, if required. Correct your data in the Student Information System, if required.

IMPORTANT: February 15th SIS reports – 1701 audit purposes
2023-02-15
To capture all data in reports that would assist you in the event of a 1701 audit, generate and retain February 15th reports from the Student Information System (SIS) for 1701 audit purposes.
Question: Why generate these reports again?
Answer: Your school staff may have made changes in the SIS after February 10th that are effective February 10th.
These are some of the suggested reports from the Ministry audit team:

Attendance
Course change logs
1701 verification reports and extracts
DL/CE schools only: DL Reconciliation Extract
Admission and Withdrawal
Class Lists
Secondary Students (e.g. Cross-enrolled Students)
Student Timetables
Student Verification Form (address)
Student Program Assignments

Save these reports in a secure network drive that your school office administrative staff can all find easily and access in the event of a 1701 audit.
Further information about the Ministry 1701 compliance audit program came be found here:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/resource-management/compliance-program

1701 Principal sign-off
2023-02-15 14:00
The Principal sign-offs are due today. This indicates the Principal is authorizing the data be submitted to the Ministry for funding. See the instructions for finalizing 1701 data which were sent via e-mail.

Family Day
2023-02-20

1701 Duplicates posted to the web
2023-02-24
Not all schools will have 1701 duplicates. We only contact the schools that have a 1701 record duplicated with another school. This information is expected to be posted to the Verification and Secure File Upload Access tool by February 24th.

1701 Duplicate Resolution Deadline
2023-02-28 14:00
Read the district and Ministry reference material on the x: drive. Additional Ministry references can be found at:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/february
Log into the 1701 web form. If you have non-allowable duplicates that must be resolved, contact the other school that has included the student in their 1701 data to determine which school will retain the student in their 1701 data. Process the resolution on-line in the 1701 web form or fill out the required form if the resolution is not a release. Check for completion of releases from other schools who have agreed to release the students from their 1701 data. In the event of a dispute with the other school, or no response from the other school, prepare attendance, student timetable and other documentation supporting your school’s inclusion of the student in your 1701 data.

Preliminary Staffing Collection Today
2023-03-16 11:00
The 2023-2024 school organizations and related details are due by 11:00am today. For the first collection, there is no data presented in the web app and all entries will be manually created. Keep an eye on your Inbox for further instructions.

Preliminary Staffing Collection Today
2023-04-04 11:00
The 2023-2024 school organizations and related details are due by 11:00am today.
All schools will see the data in the web app that had been entered from the previous collection or if you worked on your data yesterday.
If there are no changes to be made, please just click the Complete Submission button so that we know that your data is ready for collection; or
If there are changes you’d like to make, enter your changes, click Save Changes, and then click Complete Submission.
Click on this link to go to the Preliminary Staffing web app. Please review the Instructions page if you have not done so already.
Within the Preliminary Staffing web app there are 3 tabs: Headcount, Projected Enrollment, Rationale For Enrollment Change. Most of your work will be done in the Headcount tab.

Good Friday
2023-04-07
