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Memorandum to Schools 111/2008

21 November 2008

ENROLMENT 6 DATA

Schools are reminded that Enrolment 6 data is due on Friday 28 November 2008.

1. STUDENT ADDRESS AND PERSONAL DETAILS INFORMATION

This is the final date for amendments to student address and personal details. This is very important for Year 12 students or any students undertaking a VCE or Scored VCE VET Unit 3 and 4 study as final results will be posted to the address as recorded on VASS as at 28 November 2008.

After this date, the VCAA will not accept amendments to address and student personal details including consent for the release of information. If a students address changes after this date, they should be advised to arrange for their mail to be redirected to their new address.

Schools are also advised to run the ‘Students Without Programs’ report for Year 10 students using the menu: STUDENT PROGRAM → Student Program Enquiries Reports → Students Without Programs.  

With the exception of Year 10 students with the Course Code PDO (Personal Details Only), this report identifies those students who do not have a current academic program of study.

PLEASE NOTE: Any Year 10 students appearing on the ‘Students Without Programs’ report do so because their Course Code has been set to VCE. If these students are not undertaking a VCE, VET or VCAL program this year then their Course Code should be changed to PDO (Personal Details Only) using the menu STUDENT ADMIN→ Change Student Course Code.

This is important as VASS will allow Year 10 students with the Course Code PDO to be rolled over to VCE Year 11 in 2009.

They will NOT be rolled over into 2009 if their Course Code is VCE and they do not have an academic program of study this year.

 

2. STUDENT CONSENTS: AUTHORISED DISCLOSURE OF INFORMATION TO OTHER ORGANISATIONS

VASS Administrators are advised to check which students have one or more of their consent flags set to ‘No’ for Media Release, Awards Processing and On Track using: STUDENT ADMIN → Student Consents → Results Not to be Released. (see sample report below).

When the three consent flags are set to ‘Yes’ for a student then that student does not appear on this report

The consent flags can be changed for an individual student using: STUDENT ADMIN → Modify Student Personal Details or on a form group basis using: STUDENT ADMIN → Student Consents → Change Student Consents. 

IMPORTANT CONSENT INFORMATION FOR YEAR 12 STUDENTS

When students complete their Student Personal Details 2008 Form they are given the option of agreeing to three consents for Disclosure to other organisations.  These consents are:

  • Media Release – signing this consent the student agrees to the publication of their name and school to the newspaper 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’.  They cannot be left blank as they are mandatory fields.  Due to Privacy legislation neither the schools nor the VCAA can assume that students will agree to these consents.

When student personal details are imported into VASS the three consents are automatically set to ‘No’.  This is because the consents are mandatory fields and so they cannot be left blank, also it cannot be assumed that all students will select ‘Yes’.  It is then up to the VASS Administrator to change the consents according to the information contained on the signed Student Personal Details form each year.

When student personal details are rolled over from year to year on VASS to create a record for the new school year then the consents flags are not changed by the rollover process but remain as previously set.

The consequences of leaving the flags set to ‘No’ are that:

  1. The student’s name will not appear in the media if they have a study score of 40 or greater,
  2. The student will not be considered for a Premier’s or Australian Student’s Prize award, and
  3. The student’s name will not be released to DEECD for the purpose of the On Track project. 

A large number of Year 12 students with the On Track release flag set to ‘No’ will result in a low participation rate and the possible non publication of your school’s On Track data.

It is the responsibility of each school to ensure that students’ consent flags are correctly set, that is, they reflect the choice authorised by the students on their Student Personal Details forms.  This is particularly important for Year 12 students.

 

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 student address and personal details 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

 

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