Ministry and District Reporting

1701 Principal signoff – 2:00 pm deadline
2020-10-05 14:00 (America/Vancouver)
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.

IMPORTANT: SIS Reports – October version to retain for audit purposes
2020-10-05 14:30
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

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

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
2021-01-15 08:00 - 11:00

Middle and High Schools: District SADE data release deadline
2021-01-22 08:00 - 13:00
Middle and High Schools: District SADE data release deadline

January 22, 2021

Ministry data collections page: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/sade

Check and/or Reset passwords for Ministry webforms
2021-01-25
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
2021-01-25
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

1701 reporting - All Schools - 2:00 pm
2021-02-02 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.
2021-02-03, 2021-02-10
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
2021-02-03 13:00, 2021-02-10 13:00
Ministry 1701 district level reports will be 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 February 19th.

1701 reporting - All Schools - 2:00 pm
2021-02-09 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 date file to the X: drive by 2:00 pm for district preliminary collection.

IMPORTANT: February 11th SIS reports - 1701 audit purposes
2021-02-11
Generate and retain February 11th 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.

2:00 pm Deadline - Final February 11th data extracts and reports
2021-02-11 14:00
CE and DL Schools: Course Active Date = October 1, 2020
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

Family Day
2021-02-15

DO NOT take anymore 1701 data extracts from the Student Information System; work with your February 11th data in the Ministry web form
2021-02-16
The Ministry requires a February 11th data snapshot for 1701 reporting. Any corrections must be made manually within the 1701 web form using your February 11th data file.

1701 - Manual corrections in web form
2021-02-16 - 2021-02-17
Do NOT take new extracts or upload a new 1701 file. Please work with your February 11th final extract in the Ministry web form. Make manual corrections in the web form, if required. Correct your data in the Student Information System, if required.

IMPORTANT: February 17th SIS reports – 1701 audit purposes
2021-02-17
To capture all data in reports that would assist you in the event of a 1701 audit, generate and retain February 17th 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 11th that are effective February 11th.
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.

2:00 pm Deadline - 1701 Principal signoff
2021-02-17 14:00
The deadline for sending in the 1701 Principal signoff is 2:00 pm. Fax it to the IT department at (250) 475-4204. See the instructions for finalizing 1701 data which were sent via e-mail.

2:00 pm deadline - Tuesday, March 2, 2021 - 1701 Duplicate Resolution
2021-02-24 - 2021-03-02
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.

2020/21 Staffing Collection - Elementary and Middle Schools
2021-03-11 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.

2020/21 Staffing Collection- Elementary and Middle Schools
2021-03-30 08:00 - 11:00, 2021-04-13 08:00 - 11:00, 2021-05-11 08:00 - 11:00, 2021-06-01 08:00 - 11:00

1701 Snapshot - CE and DL schools only
2021-05-07
May K-12 1701 Data collection snapshot date for CE and DL schools only
Active Date: February 13, 2021
Ministry Reference material can be found here: https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/may

Elementary and Middle Staffing Collection - Due at 11:00 am
2021-09-07 11:00, 2021-09-08 11:00
The 2021-2022 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 Class Info web application.
