Student and Personnel Data Collection Timelines for Fall 2015

Submission

Student Data System (SDS)

For the 2015-16 school year, there are no new data changes in SDS.

There are no changes to the Director’s verification report from 2015-16. It will include counts of the following items:

  • Total number of K-12 students
  • Number of Prekindergarten (PreK students) including:
  • Total PreK students
  • Ministry designated PreK students
  • Other PreK programs and supports for three and four year old students
  • Total number of students age 22 or older on September 30, 2015
  • Number of PreK-12 students by gender
  • Total number of PreK-12 non-Saskatchewan resident students
  • Resident type breakdown PreK-12
  • Number of tuition students PreK-12
  • Total number of English as an Additional Language (EAL) students in Grades 1-12
  • Number of immersion students PreK-12
  • Number of home-basedstudents

Ensuring the accuracy of this information is very important to completing an accurate calculation of each school division’s funding amounts.

Electronic Educator Profile (EEP)

  • The EEP pilot project will continue to expand. Seven school divisions will submit the EEP data for the teachers in their school division via a data file transfer. It is anticipated that this process will replace the completion of the EEP by most individual teachers over the next few years. This project is being undertaken in order to streamline the data collection process and improve the data quality by receiving data from 28 sources rather than close to 13,000.
  • Educators are required to indicate that the information entered in their profile accurately reflects their current teaching assignment. Principals are required to indicate that they have used the supplied report to verify the information for all educators who work at their school. Directors are required to indicate that they have taken measures to verify the information for the educators in their school division.

Note: The verification of the EEP by Directors is completed separately from the enrolment verification process.

  • The term Student Support Services Teacher refers to roles such as learning resource teacher, special education teacher, and response to intervention teacher.
  • The term English as an Additional Language (EAL) Teacher replaces the former term English as a Second Language (ESL) Teacher.
  • Home Room Educator – In order to assist in streamlining the shipping and receiving of materials, the Home Room Educator field has been added to Grade Enrolment. Educators are required to fill out their educator profile in order for their name to appear in the Home Room Educator drop-down menu. When enrolling a student in grades K-9, choose the appropriate Home Room teacher name from the drop-down menu.
  • Refer to the table below for data collection and verification timelines.

Non-Instructional Personnel and Administration (NIPA)

The period for data submission through Non-Instructional Personnel and Administration (NIPA) web application for 2015-16 school year will be Monday September 21, 2015 to Friday October 9, 2015 at

5 pm. The NIPA data finalization deadline will be Friday October 23, 2015. Data must be as of September 30.

These deadlines will enable the Educational Funding Branch to reconcile enrolments by mid-October.

Information captured through NIPA includes data related to school division governance, software licensing, school division owned buses, educational assistants, instructional support staff, and student data not captured through the Student Data System.

Data collection and coordination prior to the September 21 opening of the data submission period is encouraged.

Any additional NIPA updates will be communicated to school divisions in August 2015.

Submission deadline: Friday October 9, 2015 at 5 pm.

Data Finalization deadline: Friday October 23, 2015

Other Information

A Frequently Asked Questions document related to the data collection and validation process for both students and educators will be available in August and will be found at:

Data Submission Activities / Due Date
Deadline for the enrolment of students in the SDS / Thursday, September 17, 2015
Deadline for educators to complete the EEP / Monday, September 14, 2015
Administrator/EEP verification / Monday, September 21, 2015
Deadline for validation of student data by school division. Snapshot taken at 4pm / Wednesday, September 30, 2015 @ 4:00 pm C.S.T.
(SDS will be locked until further notice: check the SDS Home Page)
Deadline for school divisions to enter EAL data / Thursday, September 17, 2015
Ministry snapshot taken of EAL data / Wednesday, September 30, 2015 @ 4:00pm
Director sign-off of student enrolment counts / Wednesday, October 7, 2015
Copy of sector staffing profile provided to directors by Educator Services / Friday, October 9, 2015
Director sign-off on staffing profile / Friday, October 23, 2015
September 30th enrolment finalized / Friday, October 23, 2015
Sector Staffing Profile finalized / Thursday, October 29, 2015
Timeline for entering Non-Instructional Personnel and Administration data / Monday, September 21, 2015 to Friday, October 9, 2015 @ 5:00 PM
Finalized by Friday, October 23, 2015
Deadline for school divisions to identify students requiring intensive supports / Thursday, December 17, 2015 @ 5:00pm
Run reports from SDS for intensive supports data (Ministry of Education) / Friday, December 18, 2015 @ 8:00am

Once again, thank you and your staff for your attention to this important data collection process and your anticipated time and effort in responding to these changes for the 2015-16 school year. If you have any questions or concerns please contact the following:

  • Electronic Educator Profile – Educator Services - (306) 787-6099
  • Student Data System – Student Services - (306) 787-6012
  • Finance Policy– Education Funding - (306) 787-2793
  • NIPA – Data Value and Interpretation - (306) 787-6997