Ministry and District Reporting

Elementary and Middle Staffing Collection
2023-09-07 11:00, 2023-09-08 11:00 (America/Vancouver)
The 2023-2024 school organizations and related details are due by 11:00am today. You can choose to work from either the SIS template or the Last Entry template in the top left-hand corner; please select whichever is easiest for you.
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 Class Info web application.

Review Ministry 1701 reporting reference documents
2023-09-11
The first preliminary September 1701 data collection for all schools is this Wednesday, September 13, 2023. Click on the link below for information on the September K-12 data collection:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/september

Check and/or Reset Passwords for Ministry Webforms
2023-09-11
This is an opportune time to check and/or reset passwords for Ministry webforms such as PEN, 1701, and 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

Preliminary 1701 Reporting – All Schools
2023-09-13 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 p.m. for district preliminary collection.
Ministry instructions and reference materials available at: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/september

1701 - Review all 1701 verification reports and correct data in the Student Information System
2023-09-14, 2023-09-21, 2023-09-28
Review all 1701 verification reports from the Ministry webform and make applicable corrections in the Student Information System to ensure accurate 1701 reporting.

1701 - District Reports Available
2023-09-14 13:00, 2023-09-21 13:00, 2023-09-28 13:00
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.

Preliminary 1701 Reporting - All Schools
2023-09-20 14:00, 2023-09-27 14:00

Sept. 29 Final 1701 collection - All Schools
2023-09-29 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
2023-10-02

DO NOT take anymore 1701 data extracts from the Student Information System; work with your September 29th data in the Ministry webform
2023-10-03
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

Deadline for finalizing data; 1701 Principal signoff
2023-10-04 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
2023-10-09

Check and/or Reset passwords for Ministry webforms
2024-01-22
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
2024-01-22
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

2:00 pm deadline 1701 Reporting - All Schools
2024-01-30
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
2024-01-31, 2024-02-07

District Program Coordinators: 1701 reports available at 1:00 pm
2024-01-31, 2024-02-07, 2024-02-12
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.

2:00 pm deadline 1701 Reporting – All Schools
2024-02-06

2:00 pm deadline: FINAL February 9th data extracts and reports
2024-02-09
CE and DL Schools: Course Active Date = September 30, 2023
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

IMPORTANT: February 9th SIS reports - 1701 audit purposes
2024-02-09
Generate and retain February 9th 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/2023-24

Do NOT take anymore 1701 data extracts from the Student Information System; work with your February 9th data in the Ministry webform
2024-02-12 - 2024-02-13
The Ministry requires a February 9th data snapshot for 1701 reporting. Any corrections must be made manually within the 1701 webform using your February 9th data file.
