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PURPOSE OF THIS GUIDE

By Connie Scott,2014-07-06 13:58
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THIS GUIDE IS BEING DEVELOPED AS A RESOURCE TO HELP YOU USE THE ONTARIO SCHOOL INFORMATION SYSTEM (ONSIS) APPLICATION. IT PROVIDES THE INFORMATION THAT YOU WILL ...

    MINISTRY OF EDUCATION MINISTRY OF EDUCATION

    Information Management Branch Information Management Branch

Ontario School Information System Ontario School Information System

    (OnSIS) (OnSIS)

    Release One User Guide

    For School Boards and

    School Authorities

    January 2005 (Version 1.1)

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    Table of Contents

    Purpose of the ONSIS Application User Guide ..................................................... 1 Connecting to the OnSIS Application .................................................................... 3 Instructions Logging On For The First Time ................................................... 3 Instructions Logging On After The First Time ................................................. 7 What Do I Do If I Forget My Password? .......................................................... 12 How Do I Change My Password? .................................................................... 13 Logging off of the OnSIS Application and the Ministry’s Security System ....... 14 Using the OnSIS Application ............................................................................... 15 Navigating The OnSIS Application .................................................................. 15 Getting Around OnSIS Forms.......................................................................... 19 Error Messages ............................................................................................... 22 Results Pages ................................................................................................. 23 History Pages .................................................................................................. 24 Using Help ....................................................................................................... 25 Important Things to Remember ....................................................................... 27 The Administration Menu .................................................................................... 29 Board Administration Options ............................................................................. 31 Update Board ...................................................................................................... 33 Update Board Form (Profile Information) ........................................................ 33 Board Sites ...................................................................................................... 39 School Administration ......................................................................................... 45 Request New School .......................................................................................... 47 Update School .................................................................................................... 53 School List ....................................................................................................... 54 School Profile Information ............................................................................... 55 School Council ................................................................................................ 57 School Personnel ............................................................................................ 65 School Sites .................................................................................................... 71 Close, Re-open or Delete a School ................................................................. 79 The Queries, Reports and Extracts Menu ........................................................... 83 Queries ............................................................................................................... 85 School Query................................................................................................... 86 Board Query .................................................................................................... 90 Reports ............................................................................................................... 93 Report Guidelines ............................................................................................ 94 Run A Report................................................................................................... 95 Report List ....................................................................................................... 98 Report Status .................................................................................................. 99 Access the Report ......................................................................................... 101 Appendix A Technical Requirements ............................................................. 105 Appendix B Valid Combinations When Requesting a New School ................ 107 Appendix C Glossary of Terms ...................................................................... 111

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    Purpose of the ONSIS Application User Guide

    This guide is being developed as a resource to help you use the Ontario School Information System (OnSIS) application. It provides the information that you will need to access and use the application. The guide combines step-by-step instructions, along with a comprehensive look at each of the functions.

    The guide is customized for different users. There may be references made to functions, which are not available to you, and therefore are not seen on your screen.

    This guide is supplemented by the following document, available at http://onsisinfo.edu.gov.on.ca:

    ; OnSIS Handbook for School Boards and District Offices

    These documents have important information about OnSIS policies, procedures and the supporting application. Please look them over.

    For inquiries related to the Ontario School Information System, contact:

    Coordinator

    Ontario School Information System (OnSIS) Coordination Group

    Information Management Branch

    Ministry of Education

    12th Floor, Mowat Block

    900 Bay Street

    Toronto ON M7A 1L2

    Telephone: 1-888-275-5934 or 416-212-6366

    Email: onsis_sison@edu.gov.on.ca

    Fax: (416) 212-2763

    User Guide for the OnSIS Application - 1 - Purpose of the OnSIS Application User Guide January 2005

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User Guide for the OnSIS Application - 2 - Purpose of the OnSIS Application User Guide

January 2005

    Connecting to the OnSIS Application

    (Through The Ministry’s Security System)

    ; Minimum and recommended technical requirements for using the OnSIS

    application can be found in Appendix A at the back of this guide.

    ; Appropriate paper forms will be provided and must be completed before a

    username and password will be provided.

    ; Logging on will result in:

    o A secure connection between your computer and the OnSIS

    application via the Internet through the Ministry’s security system.

    o Access to specific OnSIS functions (and menus) based on the role

    you have been assigned, e.g., board administrator, school user.

    ; You must change your password after the first log-in but are not required

    to change it on a regular basis after that.

Instructions Logging On For The First Time

    Action Result

    Enter the URL: Access the bilingual splash page for the Ministry users: Ministry of Education’s Security System called

    https://intra.gsa.gov.on.ca/ GO-ACCESS.

    Board/authority users:

    https://www.gsa.gov.on.ca/ Note: Do not use this URL for training or

    on your browser’s address bar. testing purposes.

    Note: If you have any difficulties logging in, call 1-888-275-5934 or

    416-212-6366 for help during office hours.

Security splash page

Action Result

    Select English or Français You will be taken to the Security System’s

    log-in page.

    User Guide for the OnSIS Application - 3 - Connecting to the OnSIS Application January 2005

Log-in Screen

Action Result

    Bookmark this page or create The method for doing this depends on your a shortcut on your desktop for browser and operating system. This will save

    easier access in the future. you from having to type in the URL each time

    you want to access OnSIS.

    Enter the user name and

    password provided to you by

    e-mail.

Note: Passwords are case

    sensitive. They expire during

    the first log in and must be

    changed.

     You will be prompted to change your password Click on Login. during the first log on.

    If you make a mistake, click on Information in fields will be erased allowing you Clear. to start again.

    Click on Français to change Page will be redisplayed in French.

    working language to French.

    Note: You will be automatically logged off (timed out) after a period of non-

    activity (about 5 minutes). You will be brought back to the Login screen when

    you attempt to use OnSIS. Any work that is not saved will be lost.

    User Guide for the OnSIS Application - 4 - Connecting to the OnSIS Application January 2005

Change Password Screen

You will need to change your password the very first time you log in. You are not

    required to do so after that, although it is recommended you do so periodically.

    Action Result

    Enter the user name and code (password) You will see ********* in the provided to you. password fields.

    Enter your new password twice - once in the

    New Password field and once in the Verify

    Password field.

    Your password must: If unsuccessful, make sure that ; not be the same as your old password you have included all the ; not be made up of your name or user necessary components of the

    name password.

    ; not contain accented characters like è,

    á, ô, Ç or É

    ; be at least 8 characters long

    ; contain an upper case letter

    ; contain a number

    ; contain a special character like

    ~!#$%?&*()_+-=<>.,;:{}[]|/\

    Samples: Duckie4% or $77School

    Click on Continue. You will see the message “Your

    password has been

    successfully changed”.

    If you make a mistake, click on Clear Erase information in fields and

    start again.

    Click on Cancel. Return to log-in screen.

    Note: Clicking on Feedback will connect you with a central security desk. Instead, call 1-888-275-5934 or 416-212-6366 for help during office hours.

    User Guide for the OnSIS Application - 5 - Connecting to the OnSIS Application January 2005

Secret Questions

You must input two different secret questions and answers the first time you log

    in. This will enable you to get a new password yourself, if you forget yours. You

    can access the secret question page anytime to view, change or remove the

    information. You are the only one who will know these questions and answers.

Action Result

    Enter the first question. The question should not be so general that

     anyone would know the answer, e.g., Who is the

    Enter the answer. Prime Minister of Canada?

     However, the question should not be so personal Re-enter the answer for as to have freedom of information implications, validation. e.g., Why is my mother seeing the doctor?

    Note: You cannot use Sample Questions: What is my mother’s maiden accented characters in the name? What is my child’s teacher’s name?

    secret questions or Where was my father born?

    answers. nd question is also mandatory. If you forget Enter the second question. The 2

    your password, you will be prompted for the Enter the answer.

    answer to each question. Re-enter the answer for

     validation.

    Click on OK The questions and answers will be validated.

     Where errors are made, you will get messages

     such as:

     Answers to question one do not match.

     Please try again.” OR “All input fields must be Correct any errors that may provided. Please correct and try again!”

    have occurred.

     You will be prompted to log on again.

    Enter your user name and You will be taken to the Security System’s home password. page.

    User Guide for the OnSIS Application - 6 - Connecting to the OnSIS Application January 2005

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