Enrolment data loaded from OnSIS

2024-25 enrolment data from OnSIS is loaded directly into EFIS and refreshed on a nightly basis until October 1, 2025. School boards should ensure the enrolment reported in EFIS is correct. If an enrolment adjustment is required, it should be done in OnSIS and updated in EFIS through the nightly refresh process.

From the “OnSIS Data” folder in the task list, review enrolment data that has been loaded from OnSIS. The items within this folder are as follows:

• Loaded Enrolment Data: This folder has two forms (Loaded Elementary Enrolment and Loaded Secondary Enrolment), each with multiple tabs for type of enrolment data. This data comes from OnSIS and shows enrolment by school on the October and March count dates. A few exceptions exist: for French as Secondary Language, Indigenous Language and FNMI Studies, the March Enrolment columns on the OnSIS forms include pupil credit counts on both March and June count dates.

• Ministry Adjustment - Input: This folder has two forms, one for each panel, which show any ministry adjustments that have been entered to change the loaded OnSIS data before it is populated into the board’s submission. Any audit adjustments that are processed after a ministry enrolment audit would be visible on these forms. The forms are read-only for school board users.

• Ministry Adjustment Review: This form shows only the schools that have been adjusted through the ministry adjustment input forms. There are two tabs, one for each panel.

• OnSIS Enrolment Data Review: This is the final enrolment by school from OnSIS, after any ministry adjustments. This data is reflected in all the applicable forms in all working and draft versions of the school board’s submission.

FTE calculations for students reported by multiple secondary schools in the same school board

Please note that the FTE calculations for students reported by multiple secondary schools in the same school board on the same count date as the FTE included in EFIS may be adjusted and/or reallocated to the student’s main school.

For 2024-25, each secondary school was able to report their own FTE that the student generated in the case where a student attended two different secondary schools at different times (e.g., school A for quadmester 1 and school B for quadmester 2) within the same board. However, to mitigate any potential funding impact to boards, the ministry will be adjusting and/or reallocating the student’s FTE in EFIS for the students that would need to be adjusted/reallocated for each board on each count date. This will align with how boards would have reported student FTE data in previous years for shared students.

Facility Based Enrolment Distribution

This form is used in the Financial Statements to distribute enrolment between facilities that share a BSID (i.e. running the same program, such as parent and annex schools). There are two tabs, one for elementary and one for secondary. School boards will see only those schools that share a BSID.

• For each grade category and count date, the loaded amount from OnSIS is shown fully allocated to the one facility with the lowest SFIS number. The school board can then distribute between all facilities that share a BSID.

• To distribute enrolment between facilities, negative values should be input on the row where the OnSIS enrolment was initially loaded. Offsetting positive values should be input on the other facility row(s) where the enrolment actually belongs. Please note that the total values input in each distribution column must net to zero.

• To view the final enrolment values in each facility by grade category, refer to the School Level Data form.