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Memorandum to Schools 107/2008

5 November 2008

Submission of enrolment 5 data

Schools are reminded that Enrolment 5 data is due on MONDAY 17 NOVEMBER 2008.

This is 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 17 November 2008 is the FINAL DATE for the entry 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 Lists. 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 in most cases also the Assessing School for second semester studies 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.

 

5. Student Eligibility Reports

5.1 VCE and VCE VET Eligibility

Prior to Monday 17 November 2008, an Eligibility Report should be run for Year 12 students using 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.

5.2 VCAL Eligibility

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 Assessing Schools (including Single Study LOTE and VSL 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 ASSESSING SCHOOL (YOUR SCHOOL) MUST ENTER CLASS CODE – VCE is checked and students assigned to classes before Monday 17 November 2008.

NOTE: Students will only be displayed on the Results Entry screens and Reports if they have been assigned to a Class

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.

7. Consent for the Disclosure of Information to Other Organisations

When students undertaking VCE, VET, VCAL or IB programs complete their Student Personal Details form each year, they are given the option in Section B of the form of agreeing to three consents regarding the disclosure of information to other organisations. These consents are:

• Media Release – signing this consent, the student agrees to the publication of their name and school to the media if they achieve a Study Score of 40 or greater.
• Awards Processing - signing the Awards Processing consent, the student agrees to the release of their personal details to relevant Government Departments for the selection of students for the Premier’s VCE Awards and the Australian Students Prize or VCAL Awards.
• On Track Release - signing the On Track consent releases a student’s name and contact information to DEECD so that they can be invited to participate in the On Track project.

When students are registered on VASS the three consents flags must be set to either ‘Yes’ or ‘No’.

Schools are advised to run the report STUDENT ADMIN » Student Consents » Results Not to be Released for Year 12 students which identifies where at least one of the above 3 consents have been flagged as ‘No”

Due to Privacy legislation neither the school nor the VCAA can assume that students will agree to these consents.

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 03 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 03 9651 4402 or 1800 653 045 for non-metropolitan schools. Alternatively, fax enquiries to 03 9651 4470 or email: student.records@edumail.vic.gov.au

 

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