Ministry and District Reporting

1701 reporting - All Schools - 2:00 pm deadline
2022-02-01 14:00 (America/Vancouver)
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.

Review Ministry 1701 reporting reference documents
2022-01-24
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

Check and/or Reset passwords for Ministry webforms
2022-01-24
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

District SADE data release deadline – Middle and Secondary Schools
2022-01-21
Today is the deadline for release of SADE data.
Ministry SADE information:
https://www2.gov.bc.ca/gov/content/education-training/k-12/administration/program-management/data-collections/sade

District SADE data submission deadline – Middle and Secondary Schools
2022-01-14
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

SADE collection window opens
2022-01-01, 2021-10-01
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.

Ministry Class Organization ***FINAL*** Deadline 1:00pm
2021-10-22 08:00 - 13:00
Class Organization reporting for October 15, 2021 snapshot
Deadline to complete submissions: 2:00pm Thursday, October 21, 2021

Sade - Data Release Deadline October 22, 11:00am
2021-10-22 08:00 - 11:00
SADE Data Submission deadline: before or by October 15, 2021
SADE Data Release deadline: before or by October 22, 2021

Ministry Class Organization
2021-10-21 08:00 - 13:00, 2021-10-20 08:00 - 13:00, 2021-10-19 08:00 - 13:00, 2021-10-18 08:00 - 17:00, 2021-10-15 14:00 - 23:30

Sade Submission - Due October 15th at 11:00am
2021-10-15 08:00 - 11:00

IMPORTANT: SIS Reports - October version to retain for audit purposes
2021-10-05 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 September 29th data while completing your 1701 data review. 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/2021-22
MyEducation BC Compliance Audit Retention Records list of reports:
https://www2.gov.bc.ca/assets/gov/education/administration/resource-management/compliance-audits/2122/2122_myedbc_records_retention-compliance_audit.pdf

1701 Principal signoff – 2:00 pm deadline
2021-10-05 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 29th data in the Ministry webform
2021-10-04, 2021-10-01
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

Sept. 29 Final 1701 collection - All Schools - 2:00 pm
2021-09-29 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.

IMPORTANT: Sept. 29th SIS reports – Retain for 1701 audit purposes
2021-09-29
The Ministry of Education Compliance Program recommends that all schools generate and retain September 29 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/2021-22
MyEducation BC Compliance Audit Retention Records list of reports:
https://www2.gov.bc.ca/assets/gov/education/administration/resource-management/compliance-audits/2122/2122_myedbc_records_retention-compliance_audit.pdf

1701 - District reports available
2021-09-23 13:00, 2021-09-16 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
2021-09-23, 2021-09-16
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
2021-09-22 14:00, 2021-09-15 14:00
Preliminary 1701 Collection:
Schools extract and verify 1701 data and review reports for data accuracy. Schools post reports and verified data 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

Check and/or Reset Passwords for Ministry Webforms
2021-09-14
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

Review Ministry 1701 reporting reference documents
2021-09-14
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

Elementary and Middle Staffing Collection - Due at 11:00 am
2021-09-10 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.
