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Memorandum to Schools 19/2008

7 March 2008

Student Details Maintenance In VASS 2008

1. Student Details Maintenance

Schools would have by now rolled over students in VASS from 2007 into 2008 in the expectation that these students will be continuing with their VCE, VET and VCAL studies. Often students do not return but their personal details are now on your 2008 VASS database.

VASS will allow you to delete these non-current students off your 2008 database providing they do not have any VCE, VET or VCAL enrolments for 2008 and that an Exit Date has been entered

In order to maintain accurate student records, schools are encourage to delete all non-current students from their 2008 VASS database. Please note that students previous record including results are not lost and can be retrieved and put back onto your 2008 VASS database if required.

The accurate processing of this information is also of critical importance to the On Track Project. The project follows up students who left school in years 10-12 in the previous year. The aim is to obtain information about their transition from school and offer assistance to those identified as not studying or in full time employment. The deletion of non current students will ensure that the On Track survey is performed efficiently as well as targeting the correct number of consenting school leavers.

 

Step 1: Run and print the report STUDENT PROGRAMS → Student Programs Enquiries Reports → Students Without Programs. Year 10 students with the course type PDO (Personal Details Only) will not appear on this report.

Step 2: Identify any non current students you wish to delete and enter an Exit Date (e.g. 01/01/2008) for each student using the menu STUDENT ADMIN → Student Exit → Student Exit.

Step 3: Go to the menu STUDENT ADMIN → Modify Student Personal Details to find and display the details of the required student. Click on the <Delete> button at the bottom of the screen and follow the screen prompts. The student will then be deleted from your 2008 VASS database.

A list of your current students can be produced using the menu STUDENT ADMIN → Other Student Reports → Personal Details Summary. This report may be produced by year level and in student name order.

 

2. Deceased Students

When a student or ex-student dies it can be a very distressing time for the school community and the VCAA has full compassion for those involved. The VCAA student database is used by the Department of Education and Early Childhood Development to support a number of programs, including the On Track Project and that of the Victorian Electoral Commission in contacting prospective voters on their seventeenth birthday.

To prevent inadvertent additional grief to the family through contact from these programs, home schools are requested to communicate the death of a student or ex-student to the VCAA. This can be done by sending a letter signed by the principal to the Manager Student Records and Results Unit. The student record will be amended to indicate that the student has died. The student record will not appear in any data extract or report sourced from the VCAA database, including those available to the school through VASS.

 

CONTACTS

Schools are encouraged 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 to 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, or fax details to 9651 4470 or email: student.records@edumail.vic.gov.au

Any queries about the On Track Survey 2007 information should be addressed to Trish Corrie On Track Project Manager in the Data and Evaluation Division, Office for Planning, Strategy and Coordinationon 9637 2802 or 0408 392 951.

 

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