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Memorandum to Schools 26/2008

7 April 2008

ENROLMENT 2 DATA

Schools are reminded that Enrolment 2 data is due on MONDAY 28 APRIL 2008.
This is a critical date and the following enrolment data MUST be finalised by this date. After this date VASS will not allow schools to:

1. Enrol in VCE Unit 3 & 4 sequences or withdraw from Unit 3.
2. Enrol or withdraw enrolments from Units of Competence (UoCs) for VCE VET scored Unit 3 and 4 sequences. (See pages 26 & 27 VCE and VCAL Administrative Handbook 2008 to check which VCE VET programs offer a scored assessment in 2008). Note: Assessment Plans do not have to be finalised until Enrolment 4 due date of Friday 15 August.
   As outlined in the April 2006 VCAA Bulletin, all students completing a scored VCE VET 3-4 sequence are required to sit the GAT.
3. Register or un-register International Baccalaureate (IB) students. Note: All IB students (year 11 and 12) need to be registered.
4. Enrol returning Interrupted Studies students.
5. Enter Partnership details for VCE Unit 3 and Unit 3/4 combined Coursework.

Schools should ensure that students have completed and signed the relevant Student Personal Details Form in the VCE and VCAL Administrative Handbook 2008 (pages 182-185 for VCE students, pages 186-189 for VCAL students, page 190-191 for GAT students, and pages 192-193 for IB students).

Schools are also strongly advised to have the majority of their VCE Units 1 & 2, VET & Further Education Certificates (VET/FE) and VCAL enrolments entered on VASS by Monday 28 April 2008 as both VET in Schools and VCAL provider funding for government schools is based on the enrolments on VASS on this date.

 

STUDENTS WITHOUT A PROGRAM

A list of students with no VCE, VCAL or VET in Schools enrolments for this year and a course code of VCE may be produced using the menu: Student Program → Student Program Enquiries Reports → Students Without a Program.

Any students appearing on the report, who are undertaking VCE Unit 3 and 4 studies or completing a scored VCE VET unit 3 and 4 sequence this year , MUST have their enrolments finalised by the Enrolment 2 due date of Monday 28 April 2008

Any students appearing on the report, who are undertaking VCE Units 1 and 2, VCAL or VET studies this year, must have their enrolments finalised by the Enrolment 5 due date of 17 November.

Any Year 10 students appearing on the report who are NOT undertaking a program in 2008 should have their course code changed to ‘PDO’.

 

1. VCE CHECK LIST

1. ADVICE FOR VCE ASSESSING SCHOOLS (Particularly Single Study LOTE Providers and VSL Schools)

VCE Unit enrolments are not finalised until each student is allocated to a class by both their Home AND Assessing school. Therefore, all schools, including Single Study LOTE and VSL schools, 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 this report is checked and actioned by the Enrolment 2 due date of Monday 28 April 2008.

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, 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 central database. It is strongly recommended that Assessing Schools liaise closely with the students’ Home school on all enrolment matters. An Assessing School Enrolment Notification form can be found on page 196 of the VCE and VCAL Administrative Handbook 2008.

Where students are enrolled in VCE Dance Units 1, 2, 3 and 4 (DA011, DA022, DA033, DA034) taught by a private provider, the Home School is responsible for the student’s enrolment and results entry. The private provider’s assessing school code should be entered.

 

2. MC023/4 MUSIC PERFORMANCE: SOLO - INSTRUMENT CODES

Students enrolled in MC023/4 (Music Performance: Solo unit 3 and 4) MUST have the correct musical instrument listed against their enrolment to ensure that the student is scheduled for the appropriate performance examination.

To produce a list of students and their musical instruments for checking by the class teacher use the menu: STUDENT PROGRAM → VCE Reports → Class Lists. Enter the Unit Code MC023. Change the Report Type to Detailed list on Screen and click on the [Run VCE Class List Report] button.

 

3. EN093/4 ENGLISH AS A SECOND LANGUAGE (ESL), UNITS 3 & 4

Students who meet the criteria for eligibility for ESL status should have a tick in the ‘Applied for ESL status’ field, the ‘ESL Status’ field set to ‘Approved”, and ‘Country of Origin’ , ‘Date of Last Arrival’ and ‘Cumulative Residence in Australia’ data entered using the menu: Student Admin → Modify Student Personal Details. A report of students ESL status can be produced using the menu: Student Admin → Other Student Reports → Student ESL Status.

 

4. ENROLMENT IN LOTE SECOND LANGUAGE, UNITS 3 & 4

A student CANNOT be enrolled in LO393/4 (Chinese Second Language 3/4), LO483/4 (Chinese Second Language Advanced 3/4), LO403/4 (Indonesian Second Language 3/4), LO473/4 (Korean Second Language 3/4) and/or LO463/4 (Japanese Second Language 3/4) unless prior approval has been granted by the VCAA.

The Second Language Application forms can be found on the VCAA website:
http://www.vcaa.vic.edu.au/schooladmin/forms/vce/vce.html#H2N102D4

If a student meets the criteria for any of these studies and approval has not yet been sought then the Student Records and Results Unit should be contacted immediately. A report of students Second Language application status may be produced using the menu: Student PROGRAMS → VCE Reports → Second Language Applications.

 

5. OTHER IMPORTANT REPORTS

The following reports must be printed and checked by students and staff to confirm the accuracy of student details and enrolments:

• STUDENT ADMIN → Student Full Details Report.
• STUDENT ADMIN → Other Student Reports → Personal Details Summary.
• STUDENT PROGRAM → VCE Reports → Class lists.
• STUDENT PROGRAM → VCE Reports → Students Assessed Elsewhere.

 

2. VET AND VCAL CHECKLIST

The following reports must be printed and checked for accuracy:

STUDENT PROGRAM → VET in Schools Reports → Certificate Enrolment Lists.
Students must be enrolled in both the VET certificate and the Units of Competence (UoC’s). Check that the figure in the UoC Count column is not zero as this means that that you have not enrolled the student into any Units of Competence.

STUDENT PROGRAM → VCAL Reports → Certificate Enrolment Lists and STUDENT PROGRAM → VCAL Reports → Class Lists
Students must be enrolled in both the VCAL certificate and the relevant VCAL Units.

 

3. STUDENT ELIGIBILITY – VCE, VET & VCAL

Schools are reminded that the Eligibility programs are a critical operation and absolutely MUST be run for those students expecting to complete VCE, VET and VCAL programs this year. This is to ensure that students expecting to successfully complete their programs are able to do so with their current enrolment.

The Eligibility programs should be rerun whenever enrolment changes are made or following the entry of results in particular VCE unit 3 results.

 

3.1 VCE and VET (VES/NAP) Eligibility

VCE & VET (VES and NAP) Student Eligibility is checked using the menu: Student Program → Student Program Enquiries Reports → Student Eligibility.

Please note that eligibility for certificate type VFE programs is not checked by the VCAA and therefore is not included in the Eligibility Report.

The Eligibility Report MUST be run for all year 12 students intending to complete their VCE this year and students in any year level who intend to complete a VET (VES/NAP) Certificate this year.
Any irregularities must be investigated and actioned immediately.

 

3.2 VCAL Eligibility

VCAL Student Eligibility is checked using the menu: STUDENT PROGRAM → VCAL Reports → Student Eligibility.

The Eligibility Report MUST be run for students in any year level who intend to complete a VCAL Certificate this year.

• The VCAL Eligibility report displays the following information:
• Individual student details.
• VCAL Certificate details and an eligibility summary.
• VCAL unit, VCE unit and VET Certificate details and whether/how they contribute to the VCAL Certificate.
• Where the Eligibility? field on a students VCAL Eligibility report is set to N this means that the student is
• ineligible to complete the VCAL certificate and the deficiencies will be displayed in the Strands not yet
• satisfied: field.

 

4. STUDENT CONSENTS – Disclosure to other organisations: - Media Release, Awards Processing, On Track Release

All students undertaking a program must complete their relevant Student Personal Details form each year. The Student Personal Details form gives the student the option of agreeing to three consents for the disclosure of information to other organisations: Media Release, Awards Processing and On Track Release. This is particularly important for Year 12 students, students expecting to complete VCE or a VCAL or VET certificate in 2008 and students undertaking a VCE unit 3 & 4 or a scored VCE VET unit 3 &4 sequence.

The purpose of the three consents and the consequences of leaving the Consents flags set to ‘No’ is explained in the document ‘Consent flags on VASS’ whichmay be downloaded using the menu: SYSTEMS ADMIN → Downloads. Enter the Keyword Consent and click on the [Find] button.

Schools are reminded that if Student Personal Details have been imported into VASS then ALL three consents are set to default to ‘No’. Also the Student Rollover function does NOT change the students’ consents.

STUDENT CONSENTS → Results Not to be Released. This report identifies students who have one or the three Consent flags set to ‘No’. When the three consent flags are set to ‘Yes’ for a student then that student will 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 CONSENTS → Change Student Consents.

 

5. PARTNERSHIPS FOR UNIT 3 and UNIT 3/4 COMBINED COURSEWORK

Schools with fewer than 5 enrolments in any VCE Unit 3/4 study are required to form a partnership with another school for the purpose of statistical moderation of coursework. The partnership details must be entered into VASS before Monday 30 April using the menu: SCHOOL PROGRAM → VCE→ Partnerships. For further information please refer to Memorandum 23/2008 - Small Group Partnerships unit 3 Coursework, unit 3 & 4 Coursework/ School assessed Tasks and Section 4.6, page 45, VCE and VCAL Administrative Handbook 2008.

 

CONTACTS

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 email enquiries to vass.support@edumail.vic.gov.au or Fax to 9651 4551.

Any queries regarding Enrolments or Partnerships should be directed to the Student Records and Results Unit on 9651 4402 or 1800 653 045 for non-metropolitan schools. Alternatively email enquiries to student.records@edumail.vic.gov.au or Fax to 9651 4470.

 

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