Memorandum to Schools 109/2007
12 November 2007
SUBMISSION OF ENROLMENT 5 DATA
Schools are reminded that Enrolment 5 data is due on Monday 19 November 2007.
Thisis the final date for enrolment in VCE Units 1 and 2, Units of Competence (UoC) enrolments in unscored VET Certificate programs and VCAL Units.
After this date, VASS will not allow schools to:
- Enter or amend enrolments for VCE Units 1 and 2,
- Enter or amend enrolments in VET Certificates and UoCs,
- Enter or amend enrolments for VCAL Units.
1. VCE ENROLMENTS
Monday 19 November 2007 is the FINAL DATE for the e ntry or amendment of VCE Units 1 and 2 enrolments for both semester 1 and 2.
Schools are advised to produce class lists using the menu: STUDENT PROGRAM → VCE Reports → Class Lists and distribute them to teachers for checking.
Schools must also produce Student Full Details Reports using the menu: STUDENT ADMIN → Student Full Details Report. These should be checked and signed by the students.
Schools are also advised to run the ‘Students Without Programs’ report for Year 10 and 11 students using the menu: STUDENT PROGRAM → Student Program Enquiries Reports → Students Without Programs . With the exception of Year 10 students with the course type PDO (Personal Details Only), this report identifies those students who do not have a current academic program of study.
2. VET CERTIFICATE ENROLMENTS
Schools are advised to check their student VET Certificate enrolments using the menu: STUDENT PROGRAM → VET in Schools Reports → Certificate Enrolment List s . This report identifies students enrolled in VES, NAP and VFE type certificates. Please check the far right column headed UOC Count. If the count is zero this means that the enrolment is incomplete; the student has been enrolled in the Certificate only and not in any UoC’s.
3. VCAL CERTIFICATE ENROLMENTS
Schools are advised to check their student VCAL enrolments using the menu: STUDENT PROGRAM → VCAL Reports → Class Lists . Schools may also produce Student Full Details Reports specifically for VCAL students using the menu: STUDENT ADMIN → Student Full Details Report. Select ‘VCAL Students only’ then ‘VCAL details only’.
4. TRANSFERRING STUDENTS
When a student has transferred to your school from another school during the second semester, you become the new Home School and therefore MUST ensure that the student’s VCE , VET and VCAL enrolments for the year are correct. The new Home School must amend the Assessing School Code against each of the student’s enrolments AND enter the new class code.
First semester Unit results, scores for Coursework, School Assessed Tasks, VET UoC results, VCE VET Assessment Tasks and VCAL results should have been entered by the students former Home School prior to transferring the student. If this has not been done then you should contact the student’s former Home School .
The transfer process deletes the class code but leaves the original assessing school code. Students should not be withdrawn from any semester two enrolments by the transferring school unless requested to do so by the new Home School.
PLEASE NOTE : VASS will not allow a student to be transferred if an Exit Date has been entered against the student. The exit date should be removed using the menu: STUDENT ADMIN → Student Exit → Student Exit. The student can then be transferred to the new Home School.
5. STUDENT ELIGIBILITY REPORTS
5.1 VCE and VCE VET
Prior to Monday 19 November 2007 , an Eligibility Report should be run for Year 12 studentsusing the menu: STUDENT PROGRAM → Student Program Enquiries Reports → Student Eligibility . This is to ensure that all students expecting to complete their VCE and/or VCE VET certificate at the end of this year are able to do so with their current enrolment.
Only students who are not eligible will appear on the report unless the ‘Include Eligible Students’ box is checked.
The report is produced using the menu: STUDENT PROGRAM → Student Program Enquiries Reports → Student Eligibility .
- Select the appropriate Year Level (i.e. 12)
- Leave the Form Group field blank
- Select All Certificate Details
- Check the box next to Include Eligible Students if you wish to include these students
- Click on the Run Student Eligibility Report button
- Click [OK] in the dialog box confirming that the eligibility report has been successfully scheduled
- To check the status of the report click regularly on the Recheck Status button
- When the status has changed from Executing to Completed the report can be accessed by clicking on the View Eligibility Report button
- Student Full Details Reports can also be viewed/printed for all students appearing on the Eligibility Report by clicking on the Display Student Full Details Report button
- To run eligibility report click on the New Student Eligibility Report button.
5.2 VCAL
Schools are advised to run the VCAL Student Eligibility report ( STUDENT PROGRAM → VCAL Reports → VCAL Student Eligibility ) to ensure that all VCAL students expecting to complete their VCAL Certificate this year can do so on their current enrolment.
6. ADVICE FOR HOME AND ASSESSING SCHOOLS
VCE enrolments are not finalised until students have been allocated to a class by both their Home AND Assessing School . Therefore all schools, including Single Study LOTE and VSL schools, responsible for assessing VCE units MUST run the 'Students Not Allocated to Classes' report using the menu: STUDENT PROGRAM → Student Program Enquiries Report → Students Not Allocated to Classes . It is essential that the report which displays HOME SCHOOL (YOUR SCHOOL) MUST ENTER CLASS CODE is checked and second semester enrolments actioned before the Enrolment 5 due date of Monday 19 November 2007.
The menus: STUDENT PROGRAM → VCE → Enrolment or STUDENT PROGRAM → VCE → Change Student Class Code can be used to allocate students to a class for each unit for which they are enrolled.
Assessing Schools are able to enrol students into VCE units in VASS, providing the student’s Student Number is known. Assessing Schools such as Single Study LOTE or VSL schools are requested NOT to create student personal details records as this may result in duplicate records being created on the VCAA central database. It is strongly recommended that Assessing Schools liaise closely with the students’ Home School on all enrolment matters.
CONTACTS
Schools are strongly advised to use the help button on the appropriate screen for information regarding the use of specific VASS menus and functions.
Any queries regarding VASS should be directed to the Administrative Support Unit on 9651 4482 or 1800 827 721. Please leave a message on our Voice Mail service if we are unable to answer your call immediately. Alternatively, fax enquiries to 9651 4551 or email: vass.support@edumail.vic.gov.au
Any queries regarding enrolments should be directed to the Student Records and Results Unit on 9651 4402 or 1800 653 045 for non-metropolitan schools. Alternatively, fax enquiries to 9651 4470 or email student.records@edumail.vic.gov.au
