School Level Data

This form is used to collect school level data for pupil enrolment and the number of staff. Only enrolment data for pupils of the board under age 21 is included on this form. Enrolment data for other pupils, high credit, and pupils over the age of 21 is entered at board level on Schedule 13, instead of here. Full time equivalent (FTE), average daily enrolment (ADE), and the FTE of staff should be reported to two decimal places.

School List

The list of schools on the School Level Data form is determined through the school level data verification process. In November 2024, the ministry asked school boards to verify the list of all operating schools based on the ministry’s most current information in ECIS, and return the reviewed lists to the ministry by January 15, 2025 (Memorandum 2024: SB25). The ministry has reviewed the submitted lists and contacted school boards for any additional information, if necessary. Any schools that are NOT on the final list will not be entitled to school-based funding for the 2024-25 Financial Statements and 2025-26 Estimates and Revised Estimates.

Please note that the school list is used to measure distances between schools, which is used to assign campus type (used in the calculation of school-based funding, such as the School Management Component on Section 3G) and to determine eligibility for enhanced top-up (used in the calculation of the components for Enhanced Top-up for School Operations and School Renewal on Sections 5A and 5B). Therefore, it is essential that school boards confirm which schools are expected to have enrolment of day school pupils under the age of 21 as part of this process.

TABs: Elementary, Secondary

• The school board’s elementary schools and secondary schools, including remote learning schools, with corresponding Campus IDs and Adjusted On the Ground Capacity (OTG) values per ECIS, are populated on separate tabs. If an OTG number is incorrect, please log into ECIS to correct the data, then wait for the daily refresh to update EFIS; at that point, you can push the updated data using the “Data Refresh - DSB” function in the task list. Please refer to the EFIS 2.0 User Guide for more details. Note that remote learning schools are identified by Campus IDs that begin with “SR” instead of “SC”.

• The total full-time equivalent for pupils under age 21 (including the FTE for part-time pupils) at October 31 and March 31 is entered on this form, broken down into categories for junior kindergarten, senior kindergarten, grades 1 to 3, grades 4 to 6, and grades 7 to 8 for elementary, and grades 9 to 12 for secondary. In the Financial Statements cycle, all pupil FTEs are loaded to this form based on the OnSIS enrolment shown in the OnSIS Data folder.

• Independent study for secondary is input at ADE level. In the Financial Statements cycle, independent study ADE is preloaded based on OnSIS enrolment shown in the OnSIS Data folder.

• For all non-remote learning school facilities, ADE is calculated for each grade category by averaging the October 31 and March 31 FTE values. Remote learning schools do not have ADE calculated on this form because the ADE calculated here is used for the school-based funding components (e.g., School Management Component, Enhanced Top-up for School Operations, etc.), which do not apply to remote schools. However, the board-level ADE on Schedule 13 is calculated using the October 31 and March 31 FTE values from this form, which do include remote learning schools. This board-level ADE from Schedule 13 is used for all funding calculations that use total ADE.

• Prior year ADE has been preloaded into the ADE: 2025-26 column, based on ministry-reviewed data in the prior year’s Revised Estimates. In the Estimates and Revised Estimates cycles, the column is coloured blue and these numbers should be adjusted to their updated values. The values are not adjustable in the Financial Statements cycle.

  • Prior year ADE is used in the calculation of the enhanced top-up portion of the Declining Enrolment Adjustment (DEA) Allocation on Section 7E, for facilities that are eligible for top-up and that were open in both the prior and current school years.
  • As noted above, the prior year school-level ADE will be zero for any remote learning school facilities since they do not qualify for school-based funding components such as the enhanced top-up portion of DEA.

• Each school’s administrative staffing data at October 31 should be entered in the columns for principals, vice-principals, and secretarial staff.

TAB: OTG Adjustment

This tab is only relevant for school boards that had schools transferred from school authorities. Where schools provided elementary programs that included grades 9 and 10, the OTG of the secondary facility is deemed to be the same as the secondary enrolment; and the OTG of the elementary facility is deemed to be the total capacity of the school minus the secondary enrolment. The calculation happens automatically on this tab.