School Updates (New, Proposed, Closed)
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STUDENT CENSUS
PROCESS |
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HOW TO ACCESS USER GUIDES OR FACT SHEETS BELOW **** |
- right click on a link below
- select 'Save Target As...' (Firefox) 'Save Link As.." (Internet Explorer) and accept default location of desktop
- click the save button
- When 'File Download' is complete click close button
- Files can now be accessed, move to an appropriate directory on your system if retaining for school records.
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INSTRUCTIONS -- SCHOOLS USING INTEGRIS (SIS) |
COUNT STUDENTS ONCE & AT ONE SCHOOL
Ensure TRANSFER NOTES for all new students to your school have been forwarded and any students who have left your school have been exited off your SIS/MAZE systems in a timely manner as per the Department of Education Enrolment Policy (Effective 12 June 2008) PRIOR to running the census.
Students who have not returned to school at the beginning of the year (except where the absence has been explained in writing or those on the Participation List) should not be counted in the census. Please amend student’s attendance type to ‘Census – Not Counted’.
REPEATING CURRENT YEAR
Any students tagged as repeating in 2011 (or any previous year) BUT have progressed to the next year level in 2012 should have the tag removed. The Repeating Current Year field can be found in SIS on the miscellaneous tab in Student Details when in Edit Mode.
AUDIT & RISK MANAGEMENT BRANCH (AUDIT)
Audit and Risk Management Branch (Audit) will be conducting an audit of 2012 Semester 1 Student Census data during Term 1. The audit sample will increase substantially from those audits conducted previously in 2010 and 2011 and will include IPS and non-IPS schools. Please run the following three (3) reports from the Lesson Attendance Module in SIS and keep a copy with all other census printouts:
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Admin Reports/Roll Reports/Admissions or Leavers Report/Leavers - as at 17th February 2012
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Admin Reports/Roll Reports/Roll Count by Date as at 17th February 2012
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Lesson Attendance Reports>Analysis Reports>Attendance Analysis for Students>select Student Find, then New Query>on Student Search panel click Find>on Student Search Results panel click Select, then Yes>on Lesson Attendance Reports panel go to date range from 1/2/2012 to 17/2/2012, then Print
Step 1
Schools are advised to complete all validation processes within the current WA Census Module 4.24 (refer to manual below) and produce Forms A1, B1, CS1, EL1, FF1 and SCS1 BEFORE logging on to the new Student Census (central office system, step 3 below) to view data. This means errors, concerns and warnings in Student Census (central office system) should be kept to a minimum. Ensure data in SIS (school system) is updated and verified prior to 17 FEBRUARY 2012. All updated student data in SIS (school system) will be processed over night. Student Census (central office system) will reflect updated school student data the NEXT DAY (depending on processing speeds, if data is not updated in the morning please check later in the day. If updated data is still not available, please log a call with CSC). Print a hard copy of A1, B1, CS1, EL1, FF1 and SCS1 and keep for your school's records for AUDIT PURPOSES - DO NOT use the export option in SIS as it is no longer required. If any errors remain that require updating in SIS (school system), repeat this step until data is corrected.
- For
assistance at any time, log a call with the Customer Service Centre
(CSC) on 9264 5555 or
for regional callers
1800 012 828 or send an e-mail to customer.service.centre@det.wa.edu.au - WA Census Module 4.24 Sem 1 2012 Manual
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Transportable and Accommodation data are to be completed for Primary Schools, Junior Primary School, District High Schools, Remote Community Schools, and Early Childhood Centres. Senior High Schools and Senior Colleges are to provide Transportable data only.
As this is the first year, in which information is required to be collected for each room/space, the Transportable and Accommodation data will take some time to complete. However, this will make all future Census data entry easier and quicker to complete as details provided in this Census will be saved and used as base information for your school.
Please print the 'Cleaning Plan' for your school from Schools Online (administration version) and cross reference the room names/numbers used locally at the school against the room/spaces on the plan before attempting to complete the ‘Transportable’ and ‘Accommodation’ tabs in Step 3. This will assist you in identifying the room/spaces being referred to in the new Census system.
- EL1 Instruction Sheet
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Integris
(SIS) updates complete - go to Step 2
Step 2
- I have updated school's SIS system as per Step 1 and have retained copies of the A1, B1, CS1, EL1, FF1 and SCS1 forms.
- I have run and retained copies of the three (3) reports required by Audit and Risk Management Branch outlined above.
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I have the school 'Cleaning Plan' prepared
as outlined in Step 1
(Cleaning Map
will not be available until 13 Feb 2012)
- Read the Census Accommodation Manual
- Please read the Student Census - User Guide - go to Step 3
Step 3
Authorised officers (principals, deputy principals and registrars) can access the new Student Census with their single login 'E number' and password and work through the 'Student Census - User Guide' see step 2.- Student Census - completed with no ERRORS present
- School's data has been accepted as correct
- February 2012 Student Census Completed
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INSTRUCTIONS --- PUBLIC SCHOOLS USING MAZE |
Step 1
Any public or independent public schools are required to produce a 'csv' file which will be uploaded into the new Student Census. Details on how to produce this file and data required is provided below.
- For
assistance at any time, log a call with the Customer Service Centre
(CSC) on 9264 5555 or
for regional callers
1800 012 828 or send an e-mail to customer.service.centre@det.wa.edu.au -
Transportable and Accommodation data are to be completed for Primary Schools, Junior Primary School, District High Schools, Remote Community Schools, and Early Childhood Centres. Senior High Schools and Senior Colleges are to provide Transportable data only.
As this is the first year, in which information is required to be collected for each room/space, the Transportable and Accommodation data will take some time to complete. However, this will make all future Census data entry easier and quicker to complete as details provided in this Census will be saved and used as base information for your school.
Please print the 'Cleaning Plan' (not be available until 13 Feb 2012) for your school from Schools Online (administration version) and cross reference the room names/numbers used locally at the school against the room/spaces on the plan before attempting to complete the ‘Transportable’ and ‘Accommodation’ tabs in Step 3. This will assist you in identifying the room/spaces being referred to in the new Census system.
- CSV - Data File Fact Sheet - MAZE Version
- Data File Structure (if required) contact CSC on 9264 5555 or for regional callers 1800 012 828
- This school has produced required 'csv' file
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go to Step 2
Step 2
- I have run the equivalent MAZE reports required by Audit and Risk Management Branch outlined above.
- I have the school 'Cleaning Plan' prepared as outlined in Step 1 (Cleaning Map will not be available until 13 Feb 2012)
- Read the Census Accommodation Manual
- Please read the Student Census - User Guide - go to Step 3
Step 3
Authorised officers (principals, deputy principals and registrars) can access the new Student Census with their single login 'E number' and password and work through the 'Student Census - User Guide' see step 2.
- Using the 'upload csv' facility, load school's data file
- Data file has been loaded with success, any adjustments or additions have been made
- Student Census - completed with no ERRORS present
- School's data has been accepted as correct
- February 2012 - Student Census Completed