Ministry and District Reporting

Middle and High Schools: District SADE data release deadline
2020-10-23
Ministry data collections page: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/sade

District SADE data submission deadline TODAY - middle and secondary
2020-10-16
Today is the deadline for Submission of Sade Data
Ministry SADE information
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/sade

IMPORTANT: SIS Reports – October version to retain for audit purposes
2020-10-05 14:30 (America/Vancouver)
Generate and retain October reports from the student information system (SIS) for 1701 audit purposes. These reports will contain any corrections that were made to Sep. 30 data while completing your 1701 data review. These are some of the suggested reports from the Ministry compliance audit team:

Attendance;
Student Schedule/Course change history logs showing add/drop records for all students who withdrew between the beginning of school to Nov. 1;
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 Forms;
Student Program Assignment

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: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/resource-management/compliance-program/2020-21

1701 Principal signoff – 2:00 pm deadline
2020-10-05 14:00
The deadline for sending in the 1701 Principal sign-off is 2:00 pm. Fax it to the I.T. department at (250) 475-4204. See the instructions for finalizing 1701 data which were sent via e-mail.

DO NOT take anymore 1701 data extracts from the Student Information System; work with your September 30th data in the Ministry webform
2020-10-02
Review all 1701 reports from September 30.
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 30. 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

Ministry SADE Data Collection Window Opens
2020-10-01
The first SADE collection for the 2020/2021 school year opens on Thursday, October 1, 2020:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/sade

DO NOT take anymore 1701 data extracts from the Student Information System; work with your September 30th data in the Ministry webform
2020-10-01
Review all 1701 reports from September 30.
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 30. 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 – FINAL Sep. 30 data extracts and reports - 2:00pm
2020-09-30 14:00
September 30 Final 1701 Ministry collection
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 30th data snapshot; extracts taken in October will be wrong. Any corrections to your September 30th 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.

IMPORTANT: Sep. 30 SIS reports – retain for 1701 audit purposes
2020-09-30
The Ministry of Education Compliance Program recommends that all schools generate and retain September 30 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 1;
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:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/resource-management/compliance-program/2020-21

1701 - District Reports available
2020-09-24 13:00, 2020-09-17 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 30th.

1701 – Review all 1701 verification reports and correct data in Student Information System.
2020-09-24, 2020-09-17 11:30
Review all 1701 verification reports from the Ministry webform and make applicable corrections in the Student Information System to ensure accurate 1701 reporting.

1701 Reporting - All Schools - 2:00 PM
2020-09-23, 2020-09-16 14:00
Preliminary 1701 Collection:
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

Middle and Elementary Staffing Collection - Due at 11:00am
2020-09-17 11:00, 2020-09-16 11:00, 2020-09-15 11:00
That the 2020-2021 school organizations and related details are due by 11:00am today. If you have already submitted please resubmit today as they refresh every morning. Thank you.

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 Class Info web application.

Check and/or reset passwords for Ministry Webforms
2020-09-15 12:00
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
2020-09-15 11:30
The first preliminary September 1701 data collection for all schools is tomorrow. 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

Deadline for district 1701 submission - Gr. 8/9 cross-enrollments and summer learning
2020-07-17
See Ministry data collection page for instructions and reference materials: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections

1701 principal signoff - summer learning and Grade 8/9 cross-enrollments for 2019-2020
2020-07-15
Ministry data collections page: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections

Fax sign-offs to: 250-475-4204

Middle and High Schools: District SADE data release deadline
2020-07-10 08:00 - 11:00
Ministry data collections page: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections

1701 snapshot - summer learning
2020-07-10
July 10, 2020 final snapshot of data for summer learning funding. See Ministry data collection page for instructions and reference materials: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections

Middle and High Schools: District SADE data submission deadline
2020-07-06

Ministry SADE data Collection Window Opens
2020-07-02
Ministry SADE data collection information: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/sade

Year-end Administrative Day (& School closing day/year end)
2020-06-26

Last Day of School for Students
2020-06-25

Preliminary Staffing Collection - Due at 11:00am
2020-06-03 08:00 - 11:00
The 2020-2021 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.

Victoria Day
2020-05-18
