FAQs

 

Ontario Education Number
1. What is the Ontario Education Number (OEN)?
2. How is the OEN used?
3. Why does the government need information on students?
4. How can I find out more?

Student Data
1. What type of student data is collected in OnSIS and how is it going to be used?
2. What is MISA and how is it related to OnSIS?
3. What is the relationship between the Ontario Education Number (OEN) & Ontario School Information System (OnSIS)?
4. How does the previous student data collection (Legacy) differ from the current student data collection (OnSIS)?
5. What are the key dates for Student Collections in the 2005-2006 school year?

Educator Data
1. What is a Ministry Educator Number (MEN)?
2. What information is required when requesting an MEN?
3. Who is assigned an MEN?
4. How and when can educator administration data be updated?
5. Who can update the educator biographical data?

School/Board Administration
1. How can Board or School information profile be updated?
2. What is the purpose of Queries and how can they be accessed?
3. What is the purpose of Reports and how can they be accessed?

Security & Access
1. What is an LUA?
2. How can the OnSIS application be accessed?
3. What are the technical requirements for accessing OnSIS?
4. How can board and school users access the OnSIS application?
5. How can I find out more?


ONTARIO EDUCATION NUMBER

1. What is the Ontario Education Number (OEN)?

The OEN is a student identification number that is assigned by the Ministry of Education to elementary and secondary students across the province. The number, which is unique to every student, is used as the key identifier on a student's school records, and follows the student through his or her elementary and secondary education. The OEN is nine digits long (eight digits, plus a check digit), randomly assigned, and tied to stable information about the student (name, gender, date of birth). The OEN facilitates the collection and analysis of accurate and timely data about education in Ontario.

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2. How is the OEN used?

The OEN is used on student records. It will appear on the student's Ontario Student Record (OSR) folder and related forms

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3. Why does the government need information on students?

Schools and school boards collect data on such things as student attendance, student achievement and course choices. The OEN and the Ontario School Information System (OnSIS) will help generate more accurate, more reliable, and more complete statistics, providing a better basis for assessing needs and for developing policies to meet them.

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4. How can I find out more?

Support for schools and boards is available at 416-212-6366 or 1-888-275-5934.

Parents/students can contact the Ministry of Education at 416-325-2929 or 1-800-387-5514, or visit the ministry's web site at www.edu.gov.on.ca. For education-related information for each of Ontario's district school boards, they can refer to the board profiles posted on the ministry's website.

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STUDENT DATA

1. What type of student data is collected in OnSIS and how is going to be used?

OnSIS collects, at an elemental and aggregate level, student data originally collected in the Ministry's Legacy systems: October and March school reports, course/class enrolment, Prior Learning and Assessment and Recognition (PLAR), Student Information System (SIS) and Enrolment by postal code. Student data will be used for financial and statistical analysis as well as policy development, to enhance evidence-informed decision-making at the Ministry, board and school levels.

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2. What is MISA and how is related to OnSIS?

Managing Information for Student Achievement (MISA) represents ministry initiatives aimed at enhancing the capacity for evidence-informed decision-making at the ministry, board and school levels. Through MISA, OnSIS – a web-enabled collection system – was implemented to replace outdated methods of data collection currently used by the ministry.

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3. What is the relationship between the Ontario Education Number (OEN) & Ontario School Information System (OnSIS)?

OnSIS uses the OEN as the consistent unique identifier for all elemental-level student records and allows for the synchronization of student biographical data in OnSIS with the OEN system. This information greatly facilitates education research, planning, policy development and funding of school boards.

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4. How does the previous student data collection (Legacy) differ from the current student data collection (OnSIS)?

The previous Legacy Collections for Student data reports (SIS, MR, CS, PLAR, Enrolment by Postal Code) collected both aggregate and elemental data in separate files. OnSIS integrates the data it collects, at the elemental and aggregate levels using the OEN as the basis for connecting all information. OnSIS will improve accuracy, completeness and timeliness of data collection.

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5. What are the key dates for Student Collections in the 2005-2006 school year?

Elementary & Secondary Collections
(including Alternative Education & Adult Day School)
Submission Periods
October 2005 - 2006 November 1, 2004 – October 31, 2005 or
July 1, 2005 – October 31, 2005
March November 1, 2005 – March 31, 2006
June (Year End) April 1, 2006 – June 30, 2006
Night School
(Secondary Student Achievement Data: course, credit, mark – no class data)
Submission Periods
June – Full School Year September 6, 2005 – June 30, 2006
Summer School
(Secondary Student Achievement Data: course, credit, mark – no class data)
Submission Periods
Summer 2006 July 1, 2006 – August 31, 2006
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EDUCATOR DATA

1. What is a Ministry Educator Number (MEN)?

A Ministry Educator Number (MEN) is a unique identifier which will be assigned to all educators (board and school level) in the province. The MEN replaces the use of the Social Insurance Number (SIN) by the Ministry of Education. The format for this number is XXXX-X-XXXX. It will be used to facilitate the collection of educator assignment data at both board and school level.

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2. What information is required when requesting an MEN?

The following information (which must be verified by a legal source document) is required for educators when requesting a new MEN: first name, last name, date of birth, gender. If available, the Ontario College of Teachers Registry # is required; if not available, six zeroes can be entered in the interim.

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3. Who is assigned an MEN?

  • School Educators (reported through School Educator Data Submission)
    • Classroom teachers (an individual in charge of a class)
    • Teacher librarians
    • Guidance counsellors
    • Special education teachers
    • Itinerant teachers
    • Subject-specific rotary teachers
    • Speciality teachers (e.g. physical education)
    • Long-term occasional teachers (LTO) substituting for absent teachers
    • Teachers on a letter of permission
    • Teachers on leave, away on exchange or visiting on exchange
    • Principals and vice-principals

  • Board Educators (reported through Board Educator Data Submission)
    • Educational/Board Consultants who are teachers

  • Board Personnel (reported through OnSIS Administration – Board Personnel)
    • Supervisory Officers (academic and business), including Directors of School Boards and Secretaries of School Authorities.

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4. How and when can educator administration data be updated?

Educator administration data can be updated in real-time, any time during the year in the OnSIS application.

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5. Who can update the educator biographical data?

The educator biographical data can be updated by the board or the school that originally requested the Ministry Educator Number, as well as any other board or school that submitted data for the educator. The board and school are also responsible for updating and maintaining accurate data about the educator.

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SCHOOL/BOARD ADMINISTRATION

1. How can Board or School profile information be updated?

Board and School profile information includes Personnel and Site data. School data will also include School Council information. Access this function from: Administration Menu, School Administration. This information may be updated as it changes in real time.

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2. What is the purpose of Queries and how can they be accessed?

Queries provide users with quick and easy access to information that is stored in OnSIS. The Queries function can be accessed from: Queries, Reports & Extracts Menu.

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3. What is the purpose of Reports and how can they be accessed?

The Reports function provides the ability to generate a variety of pre-defined reports to support the administration of the various OnSIS functions. Reports functions can be accessed from: Queries, Reports & Extracts Menu.

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SECURITY & ACCESS

1. What is an LUA?

An LUA is a Local User Authority who:

– Is designated as the primary access and security contact between the ministry,
boards and schools;

– Authorizes user access to the MISA on-line applications;

– Understands access and security policies and procedures;

– Administers any necessary access and security documentation;

– Does not have access to the MISA on-line applications (OEN/OnSIS) but may request an additional OEN and/or OnSIS role.

Note: At least one LUA must be appointed to each publicly-funded school board. LUAs are designated by the Director of the School Board or the Secretary of the School Authority.

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2. How can the OnSIS application be accessed?

Each user requiring access to OnSIS must complete the appropriate security access form(s) – as listed below. Users may obtain these forms through their Local User Authority (LUA).

There are 14 types of security forms under the following 4 categories:

Series 1: Create a New User

1A: Request for a New User Account from the Ministry of Education
1B: Request for a New User Account from a Regional Office
1D: Request for a New User Account from a School Board
1E: Request for a New User Account from a Publicly-Funded School
1F: Request for a New User Account from a Private School
1G: Request for a New Local User Authority account

Series 2: Update an Existing User's profile/Role(s)

2A: Request to Update a User's Account from the Ministry of Education
2B: Request to Update a User's Account from a Regional Office
2D: Request to Update a User's Account from a School Board
2E: Request to Update a User's Account from a Publicly-Funded School
2F: Request to Update a User's Account from a Private School
2G: Request to Update a Local User Authority account

Form 3: Revoke all Access to a User's Account
Form 4: Request a New Password for an Existing User

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3. What are the technical requirements for accessing OnSIS?

Users can access the public Internet through numerous Internet Service Provider (ISP) access methods such as public dial-up access, high speed options such as Digital Subscriber Line (Symmetrical or Asymmetrical) T1, satellite, cable modem and various other technologies.

The following table depicts the minimum requirements as well as the recommended configuration to access the OnSIS web application for Internet Web Client.

  Minimum Requirements Recommended
Browser Internet Explorer Version 5.5 or Netscape Version 7.0 with 128-bit encryption.
JavaScript and Per-session Cookies must be enabled to login.
Internet Explorer Version 5.5 or Netscape Version 7.0 with 128-bit encryption.
RAM 64 MB 128 MB
OS Windows 98 Windows 2000
CPU Pentium 2 Pentium 3
Connectivity A dependable connection to the Internet (56 k modem connection) The faster the connection the better, especially if large files will be transferred. We recommend having at least an ADSL connection.
Skills Familiarity with browsers and web forms.  
Monitor Screen resolution setting of 800x600 pixels. Screen resolution setting of 1024x768 pixels.
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4. How can I find out more?

Inquiries from Schools
– OnSIS/OEN policies and procedures should be directed to the appropriate Board Coordinator
– Access and Security policies and procedures should be directed to the Board Local User Authority (LUA)

Inquiries from Boards should be directed to:
The OEN/OnSIS Coordination Group
Ministry of Education
777 Bay St, Suite 422
Toronto, ON M5G 2E5
Tel: 416.212.6366 or 1.888.275.5934
Fax: 416.212.2763
onsis_sison@edu.gov.on.ca
oen_niso@edu.gov.on.ca