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SRB SIS Knowledge Base

Return Course Mark File - SIRS

Version

SIRS 4.2.1012 and newer

Overview

Alberta Education has changed the process for RCM files. Edulink has been discontinued by Alberta Education. Districts are now required to download RCM files from PASI. Additionally, the RCM file has been separated into two files, Diploma Exam Marks and Official Marks (aka. Blended Marks) which includes credits earned, where applicable. These instructions explain the new process in SIRS 4.2.1012 and newer.

NOTE: Although this document contains information of the Alberta Education Extranet export process, please contact Alberta Education, not  SRB Education Solutions, should you encounter any issues within Extranet. Click Here to email Alberta Education tech support or call (780) 427-5318 (toll-free by first dialing 310-0000).

Downloading files from Alberta Education's Extranet

Diploma Exam Marks This file contains only the grade from the Exam.  It does not include the blended mark or credits.

Log into the Alberta Education Extranet and navigate to the Courses and Marks. Click View Diploma Exam Marks

 

View Diploma Exam Marks CROPPED.png

 

On the resulting form, shown below, enter the following selections:

  • Authority: Choose your Division
  • School: Choose individual School or All Schools. Best Practice: Individual School.
  • Exam Type: Diploma
  • School Year:  Choose the appropriate school year
  • Exam Period: Choose the appropriate Exam Period

Click Get Diploma Exam Mark.  This will populate the grid with all Diploma Exam Marks from the Exam Period selected.

Click Export to Excel. Save the report to your machine or server. You will import it into SIRS later.

 

Diploma Exam Marks edit.jpg

 

Official Marks  This file contains the blended mark and credits earned, if applicable.

Log into the Alberta Education Extranet and navigate to Courses and Marks. Click View Official Marks

 

View Official Marks REVISED.png

 

On the resulting form, shown below, enter the following selections:

  • Authority: Choose your Division
  • School: Choose individual School or All Schools. Best Practice: Individual School.
  • Official Mark Type: Diploma
  • Last Updated on: Enter the appropriate date range. 
  • Official Mark Status: Choose the appropriate Status

Click Get Official Mark.  This will populate the grid with all Official Marks from the date range selected.

Click Export to Excel.  Save the report to your machine or server. You will import it into SIRS later. 

 

Official Marks.jpg

 

 NOTE: If you have any questions about any of the above instructions concerning the Alberta Education Extranet, please contact Alberta Education Help Desk

Importing files into SIRS

Before you begin the process of importing the two RCM files into SIRS heed these ground rules:

  • You are SIRS 4.2.1012. If you need to update, your technical staff will need a password from us to download it from here
  • Before importing, it is important to run a backup of your data.
  • Diploma Exam Mark File first
  • Official Mark File second.  
Back up your Database before importing any data

In SIRS 4.2.1012 or newer, go to: Student > Government Reporting > Data Transfers with Alberta Education. Click Return Marks.

New Form isolated.JPG

Pick RETURN MARKS.png

Step 1: Import Diploma Exam Marks file

  • Using the browse button, navigate to the Diploma Exam Marks Excel file and select.
  • Enter the appropriate school year.  NOTE: If an incorrect year is entered, course mark records will not update.
  • Select Print Error Report
  • Select Update Existing Marks History Records
  • Click Process File
  • Print the Error Report. This will tell you which records were not found and therefore, not updated. Any records which were not found and need to be updated, must be updated manually, using Quick Add  here: Student >  Student History. If you believe students are on the Report who should not be, contact Alberta Education or phone (780) 427-5318 (toll-free by first dialing 310-0000).

Step 2: Import Official Marks file

  • Using the browse button, navigate to the Official Marks Excel file and select.
  • Enter the appropriate school year.  NOTE: If an incorrect year is entered, course mark records will not update.
  • Select Print Error Report
  • Select Update Existing Marks History Records
  • Click Process File
  • Print the Error Report. This will tell you which records were not found and therefore, not updated. Any records which were not found and need to be updated, must be updated manually, using Quick Add  here: Student >  Student History. If you believe students are on the Report who should not be, contact Alberta Education or phone (780) 427-5318 (toll-free by first dialing 310-0000).

IMPORTANT: Go to  Student >  Student History and confirm that the imports were successful

EQUALLY IMPORTANT: To check out our RCM files FAQs, CLICK HERE.

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