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Win School - Frequently Asked Questions

  1. When I log into the AGR site it says my password is invalid. Why is my password not working?
  2. When I log into the AGR Entry System I cannot see the menu on the left side of the screen. What should I do?
  3. How do I globally assign a value to total # min. instruction per cycle in the details module?
  4. How do I globally assign a value for "number of minutes per cycle in French" for students enrolled in a French program? With the steps below, it used the search feature of "select/replace/assign."
  5. What is the correct short code for the province?
  6. How do I globally assign first entry date?
  7. Why is First Entry Date a required field?
  8. Why do I need to have a student number (MCP) assigned to each student in my school?
  9. What if a student doesn’t have an MCP number?
  10. What is the smartitem name for MCP number?
  11. Why do I need to ensure that the student status codes are correct?
  12. How do I identify students who should not be included in the September 30th enrolment count?
  13. I’m getting an error that students have an invalid birth date. What does this mean?
  14. I am getting an error that the student age is invalid. What does this mean?
  15. How is student age calculated?
  16. I would like a printout of what I submitted to the department. How do I get this?
  17. We do not have a french program code for Intensive Core French. How do I enter this into our Winschool database?
  18. What is the correct date format for student birth dates?
  19. When I uploaded the student file to the department it showed 899 student records being uploaded. When I go to the department Web site it reports only 891 students in the file. What has happened to the other students?
  20. Are there specific templates for WinSchool that allow me to upload files to the AGR website? Our school recently switched from Windsor to WinSchool, and I do not have the necessary template(s) on my computer.
  21. How can I check to ensure that all students receiving Student Support and Direct Services have been assigned the correct codes?
  22. How can I update Student Support Codes for 2009-10 school year?
  23. How do I update students records with new student support exceptionalities and direct services information?

 

1. When I log into the AGR site it says my password is invalid. Why is my password not working?

Firstly, you should be using at minimum, Internet Explorer 6 or Firefox 2 to log into the site. Secondly, please ensure you are logged into the right site. The login site is located on the School Records and Certification site. At this site, if you do not have the recommended browser, there is a link to download it. If you are using Netscape you may click on the CONTINUE link and enter your user id and the department assigned password. If this still does not work please contact the department.

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2. When I log into the AGR Entry System I cannot see the menu on the left side of the screen. What should I do?

There may not be enough RAM on the computer. Too many applications may be open etc. Sometimes hitting the REFRESH in the browser fixes the problem because the page or images are cached on the users PC.

Before contacting the department try hitting the refresh button when you get into the AGR system. This should free up some memory on the computer. Also, before you try to access the site you should close any applications that may be open. If this does not work perhaps you can try connecting from another PC to see if there are problems elsewhere or if it is only happening on the original PC. If the problem continues, please contact the department support at agrsupport@gov.nl.ca.

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3. How do I globally assign a value to total # min. instruction per cycle in the details module?

  1. Launch details module.
  2. Select the students icon.
  3. Select all students.
  4. Select the "edit" menu then choose "select/replace/assign."
  5. "Selected items found" window opens, with "Work with selected items only" selected, click ok.
  6. Select the replacement tab.
  7. From the categories listed, select "Newfoundland."
  8. From the field palette list, select "total minutes of instruction per cycle."
  9. Enter a number in the value column, click ok.
  10. Close the report window.

A report is displayed listing the students that have the value replaced for total # min. instruction per cycle. Student that have a value different from the global value can be changed on an individual basis.

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4. How do I globally assign a value for "number of minutes per cycle in French" for students enrolled in a French program? With the steps below, it used the search feature of "select/replace/assign."

  1. Launch details module.
  2. Select the students icon.
  3. Select the "edit" menu then choose "select/replace/assign."
  4. Select the search tab.
  5. From the categories listed, select "Newfoundland."
  6. From the field palette list, double click on "French program type".
  7. Select a value from the listing for French program group. This will search for students in a certain program.
  8. Select the "replacement" tab.
  9. From the categories listed, select "Newfoundland."
  10. From the field palette list, double click on "French program type."
  11. Enter a value, click ok.
  12. Close the report window

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5. What is the correct short code for the province?

The short code is NL. In school setup, select details list then provinces. Change the short code from NF to NL.

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6. How do I globally assign first entry date?

  1. Launch Details Module
  2. Select the Student icon
  3. Select the students that you want to assign the first entry date
  4. Select Edit menu, then Select/Replace/Assign
  5. Select OK to the open to "Work with Selected items"
  6. Select the Replacement Values tab
  7. Under the Field Palette, select "student first entry date" then double click
  8. Change the value to the date required then select ok

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7. Why is First Entry Date a required field?

The first entry date is a required field because the department only records enrolment as of the last school day in September. Therefore, if a student arrives after September 30th or leaves before September 30th this student should not be included in the enrolment figures. WinSchool uploads a record for all students who are active in the database regardless of the first entry date. At the Department this field is used to filter out students who should not be included in the AGR database.

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8. Why do I need to have a student number (MCP) assigned to each student in my school?

This number is used at the department to ensure that only one record for each student is included in the department database. When a student file is received from a school, each MCP in the file is checked with students from other schools to ensure there are no duplicates (if a student is taking courses etc in more than one school the student must be assigned to the home school where he/she takes most of the course work).

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9. What if a student doesn’t have an MCP number?

If all attempts to obtain a valid MCP number for your student have failed a pseudo number can be assigned at the department. For students enrolled in high school courses, please contact the High School Certification Division at 729-3001.

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10. What is the smartitem name for MCP number?

The smartitem is called Alternate Student Number.

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11. Why do I need to ensure that the student status codes are correct?

The department reports on students who are in the school on the last day of September. If a student leaves before that time, their status code should be changed to reflect the new status (e.g., students who graduated in June should be recorded as graduated (code 21), students who have transferred to a school outside of the province (code 13, etc.).

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12. How do I identify students who should not be included in the September 30th enrolment count?

Students can be excluded at the department level by using the First Entry Date or the Status Codes. Students with a first entry date prior to October 1st and with a valid status code will be included in the department database. Any student who is not in your school on the last school day in September should not be included in your submission to the department. Please ensure all status codes and first entry dates for students are entered and valid.

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13. I’m getting an error that students have an invalid birth date. What does this mean?

It means that the birth date in your file has been incorrectly reported. For example if a child is born on September 23, 1987 the birth date should be reported in the year month day format as 19870927 (YYYYMMDD).

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14. I am getting an error that the student age is invalid. What does this mean?

The age range for students in the file is between 5 and 25 based on the student age as of December 31st. If you have students over the age of 25 who should be included in the AGR please contact the department. Do not include night school or other paying students in the AGR upload.

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15. How is student age calculated?

Student age is calculated as of December 31st. When the file is submitted the age is calculated using the birth date of the student. Please ensure that the correct birth date has been entered in the correct format. The format for birth date is YYYYMMDD.

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16. I would like a printout of what I submitted to the department. How do I get this?

You can print out any of the aggregated tables that you enter online by using the print button at the bottom of the form. However, for those submitting a student file, a printout of the tables on enrolment by age, grade, special services and French programs etc., will not be available until all edit checks (such as the check for duplicate records for a student) have been completed and corrected. This may take a couple of days after the student level file has been uploaded.

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17. We do not have a french program code for Intensive Core French. How do I enter this into our Winschool database?

  1. Launch School Setup
  2. Select Newfoundland lists, then French Program Type
  3. To add a new code, select the last code added then hit enter
  4. Enter the short code 07 and the description "Intensive Core French" then OK to save

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18. What is the correct date format for student birth dates?

The correct format for entering birth date is YYYYMMDD.

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19. When I uploaded the student file to the department it showed 899 student records being uploaded. When I go to the department Web site it reports only 891 students in the file. What has happened to the other students?

When you upload the student file to the department, edit checks on home school number, first entry date, duplicate MCP number and status code are performed. If a student does not meet certain criteria, based on what has been submitted in your database, they may be excluded. Therefore you must ensure that students are assigned to the correct home school, and have the correct MCP number, status code and first entry date.

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20. Are there specific templates for WinSchool that allow me to upload files to the AGR website? Our school recently switched from Windsor to WinSchool, and I do not have the necessary template(s) on my computer.

You have to launch the ASCII transfer module and open ANY transfer template and close it. However in the case of new users of WINSCHOOL, you don't have any templates listed so you need to create a bogus one and then close it. When you close the template the AGR template appears in the list of choices.

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21. How can I check to ensure that all students receiving Student Support and Direct Services have been assigned the correct codes?

By using the Student Support template, you can print a list of all students in your Win school database that are listed as Receiving Services.

Download the Student Support Template (ZIP Format)
Click on above link to download. Choose Open with Winzip. Choose Extract and Save it to C: Drive

Download the instructions to install the Student Support Template pdf (903KB)

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22. How can I update Student Support Codes for 2009-10 school year?

To update the codes for the 2009-10 school year,
  1. Launch School Setup module
  2. Select Newfoundland lists
  3. Select Reasons for Support Services
  4. Delete all the codes except 01-Not Applicable
  5. To enter the new codes, hit the enter key after the "e' in Applicable to gain access to a blank line.
  6. Begin entering the Short Codes and Descriptions with the updated Department of Education's 2009-10 Student Support Codes and Descriptions
Download the Instructions to update Student Support Codespdf (260KB)
Download the Department of Education's 2009-10 Student Support Codes and Descriptions pdf (16KB)

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23. How do I update students records with new student support exceptionalities and direct services information?

  1. Launch Details Module
  2. Click on the Student Record
  3. Click on Newfoundland Lists
  4. In the Student Support section, the reason for primary support should be used to record the exceptionality and type of programming
  5. In the Student Support section, the reason for secondary support should be used to record the direct services information from specific itinerants (Hearing, Vision, and Speech- Language). Direct Services refers to intervention delivered directly to the student by the itinerant (i.e., consultation). The itinerant and student meet on a regularly scheduled basis for skill development.
Note: Because Win school, uses the same location to store the Student Support Services Codes, be careful that only the exceptionality and type of programming is recorded in the reason for primary support and the direct services information is recorded in the reason for secondary support.

Download Instructions on Updating Student Records pdf (76KB)

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