Memorandum to Schools 68/2008
6 August 2008
Submission Of Enrolment 4 Data
Schools are reminded that submission date for Enrolment 4 data is Friday 15 August 2008. After this date VASS will not allow schools to enter or amend VET Assessment Plan data or Registered Training Organisation (RTO) details for scored VCE VET programs.
The final date for enrolment in VCE Units 1 and 2, Units of Competence (UoC) in Unscored VET certificate programs and VCAL Units is 17 November 2008.
1. VET ASSESSMENT PLANS
Students undertaking a Scored VCE VET program at Unit 3 and 4 level are required to have a Valid Assessment Plan in order to enter task scores for Graded Assessment 1.
To check the Assessment Plan status for each student in Certificates with Scored VCE VET Unit 3 and 4 sequences run the report: STUDENT PROGRAM → VET in Schools Reports→ Certificate Enrolment Lists.
- Select either a specific certificate or ‘ALL’ certificates.
- To print a list of all students enrolled in the certificate/s the Assessment Plan Status should be set to ‘ALL’.
Students completing scored assessment for the purpose of receiving a Study Score in 2008 MUST have a ‘Valid’ Assessment plan status.
An ‘Invalid’ status means that an Assessment Plan has not been correctly entered.
Each Unit of Competence that comprises the VCE VET unit 3-4 sequence is displayed on the Assessment Plan Details screen. See Figure 1. On the right of each Unit of Competence is a blank field where the selected Assessment Tasks will be displayed.
The binoculars icon on the right of each of these fields allows the user to retrieve a pop up screen listing the Available Tasks. After clicking on the binoculars icon, the Task Options box will appear listing the eight optional assessment tasks. See Figure 2.
A ‘No Plan’ status means that an Assessment Plan has not been entered. This is the default status. Schools need to ascertain whether their students intend to complete scored assessment.
Students that choose not to complete scored assessment do not need an Assessment Plan entered (eg. VCAL students not undertaking scored assessment), however, an NA still needs to be entered in the Total School Score field (for the relevant VET Certificate) using menu RESULTS ADMIN → VET in Schools Results Entry → Task Score before the SIAR 5 deadline 17 November 2008.
A blank Assessment plan status means that the student does not have a complete Unit 3 and 4 sequence enrolment - an Assessment Plan is not required. Please check that all students expecting to obtain a Study Score this year from an enrolment in a Scored VET certificate DO NOT have a BLANK Assessment Plan status.
Please check the far right hand column headed UOC count and if it shows 0(zero) it means that the student has been enrolled in the certificate but has not been enrolled in any Units of Competence. Enrolment in a VET certificate without any UoC enrolments does not constitute a valid enrolment.
A list of the VET programs with scored assessment can be found in Section 3.2.1 on pages 26 to 27 of the VCE and VCAL Administrative Handbook 2008. VCE VET Coursework requires students to complete 3 assessment tasks. Further administrative requirement details can be obtained from the VET pages of the “VCE Data Entry All Studies” document which is available as a download from VASS using the menu: SYSTEM ADMIN → Downloads.
VET Assessment plans can be entered or amended using: STUDENT PROGRAM → VET in Schools → Modify Assessment Plan or via the Assessment plan link in: STUDENT PROGRAMS → VET in Schools → Enrolment. The sample Assessment Plan Details screen in Figure 1 is for a student with a complete enrolment in a scored 3/4 stream. The Assessment Plan status will initially be set to No Plan.
Figure 1 - The Assessment Plan Details screen
Each Unit of Competence that comprises the VCE VET unit 3-4 sequence is displayed on the Assessment Plan Details screen. See Figure 1. On the right of each Unit of Competence is a blank field where the selected Assessment Tasks will be displayed.
The binoculars icon on the right of each of these fields allows the user to retrieve a pop up screen listing the Available Tasks. After clicking on the binoculars icon, the Task Options box will appear listing the eight optional assessment tasks. See Figure 2.
Figure 2 - The Task Options screen
The count of the number of tasks is based on the Task Number and not the Description, e.g. if a student is undertaking the following 3 assessment tasks: Work Performance (two Units of Competence), a Work project (one UoC), and a Portfolio (one UoC), then both the Work performance UoCs should have the same task number otherwise they will be counted as different tasks.
- Highlight the required Task then click on the [Select] button.
- Continue this process until all required UoCs have been assigned a task.
- Click on the [Save] button and follow the screen prompts. The Assessment Plan status will be automatically updated.
- If the Assessment Plan is valid then the status will be updated to Valid Plan.
- If the Plan is invalid then the status will be displayed as Invalid Plan. There are a number of reasons why an Assessment Plan could be invalid. A brief checklist for entering an Assessment Plan includes:
1. Ensuring that the correct number of assessment tasks have been assigned. A single assessment task can be assigned to more than one UoC but no more than 3 different Assessment Tasks can be used in the one plan.
If the words Invalid Plan are displayed in red, the student’s Assessment Plan details will need to be modified. The reason the plan is invalid will also be displayed in red. See Figure 3. The example below shows an Invalid Plan because exactly 3 different tasks have not been selected for Stream B. Four tasks have been selected which make the Assessment Plan invalid (i.e. Task 1 Work performance, Task 3 Work project, Task 5 and 6 Product under the GA column. In this example the Product task would perhaps need to be either both 5 or 6 in order to make a valid plan).
The RTO would need to be contacted to determine which tasks need to be changed so that exactly 3 different tasks are displayed in order to have a valid assessment plan.
Figure 3 – Invalid Plan: exactly 3 different tasks have not been selected, screen
2. Do not assign too many UoCs to any one single assessment task. Each program has a maximum amount of hours (see Maximum Task Percentage in Table 1) that can be allocated to one single assessment task.
The minimum hours required for each Scored Unit 3/4 stream is listed in Table 1.
|
VCE VET Program |
Unit 3-4 stream(s) / Sequence |
Min hrs for 3-4 seq |
No of Tasks required |
Max Task % |
|
BSB20101 - Business (Administration) |
B – Units 3-4 (BU05) |
210.00 |
3 |
53.00 |
|
CHC20202 - Community Services Work |
B – Units 3-4 (CT11) |
190.00 |
3 |
48.00 |
|
21078VIC - Dance |
B – Units 3-4 (DN03) |
255.00 |
3 |
55.00 |
|
21566VIC – Engineering Studies (Cert II) |
B – Units 3-4 (EG07) |
200.00 |
3 |
60.00 |
|
21565VIC – Engineering Studies (Certificate III) |
B – Units 3-4 (EG08) |
200.00 |
3 |
60.00 |
|
21583VIC - Electrotechnology |
B – Units 3-4 (ET06) |
240.00 |
3 |
42.00 |
|
21327VIC - Equine Industry |
B – Units 3-4 (EQ02) |
210.00 |
3 |
60.00 |
|
FNS30107 - Financial Services |
B – Units 3-4 (FS02) |
205.00 |
3 |
60.00 |
|
21278VIC - Furnishing |
B – Units 3-4 (FN08) |
200.00 |
3 |
60.00 |
|
THH21802 - Hospitality (Operations) |
B – Food & Beverage (HS06) |
182.00 |
3 |
66.00 |
|
|
C – Food & Bev Scored 3-4 (HS02) NAP |
182.00 |
3 |
66.00 |
|
ICA30105 – Information Technology |
B – Units 3-4 (IN21) |
215.00 |
3 |
50.00 |
|
PML30104 Laboratory Skills |
B – Units 3-4 (LB18) |
190.00 |
3 |
50.00 |
|
CUF30601 – Multimedia |
B – Units 3-4 (MU02) |
215.00 |
3 |
66.00 |
|
CUS30101 – Music |
B – Units 3-4 (MI07) |
245.00 |
3 |
50.00 |
|
CUS30201 – Music Industry (Tech Prod) |
B – Units 3-4 (MI09) |
230.00 |
3 |
55.00 |
|
SRO20206 – Outdoor Recreation |
D – Units 3-4 (SR19) |
167.00 |
3 |
51.00 |
|
SRC20206 – Community Recreation |
C – Units 3-4 (SR21) |
167.00 |
3 |
51.00 |
Table 1 – Scored VET Program Summary
- Further information regarding Scored VCE VET Certificates may be found on the VCAA website at the following link. http://www.vcaa.vic.edu.au/vet/programs/scoredasses.html
- A copy of the VET Quick Guide for VASS Administrators 2008 may be downloaded in VASS using the menu SYSTEM ADMIN →Downloads. Enter the Keyword <VET>.
2. TRANSFERRING STUDENTS
When a student has been transferred to your school you should refer to the STUDENT PROGRAM → Student Program Enquiries Reports → Students Not Allocated to Classes report. When a student is transferred, the Home School class code is ‘blanked’ out. Enrolments in VCE and VCAL units and/or VET UoCs MUST be modified so that the student is in a valid class for all enrolments at the new home school. If the student is not in a valid class for all enrolments it is not possible to enter results for those enrolments.
When a student is transferring from your school to another school for the second semester, the following steps MUST be taken:
- Prior to transferring the student, the original Home School should enter any first semester Unit results, scores for Coursework, School Assessed Tasks, VET UoC results, VCE VET Assessment Tasks and VCAL results.
- The original Home school should not withdraw the student from any semester two enrolments unless requested by the new Home School.
Once all appropriate results have been entered, the original Home School can transfer the student using the menu: STUDENT ADMIN → Student Transfer.
3. STUDENT ELIGIBILITY REPORT
Schools are reminded that a Student Eligibility Report, (STUDENT PROGRAM → Student Program Enquiries Reports → Student Eligibility) must be run for Year 12 students several times during the year, but particularly after the entry of Semester one unit results and after any changes are made to Semester two enrolments. This is to ensure that students expecting to complete the VCE at the end of this year are able to do so with their current enrolment.
4. 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, MUST run the 'Students Not Allocated to Classes' report (STUDENT PROGRAM → Student Program Enquiries Report → Students Not Allocated to Classes). It is essential that this report is checked and actioned several times before the Enrolment 4 due date of Friday 15 August.
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.
In VASS, Assessing schools (except Private Dance providers) are able to enrol students into units 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
Information regarding the use of specific VASS menus and functions may be obtained by clicking on the Help button on the appropriate screen.
Any queries regarding VET enrolment and Assessment Plan queries 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 e-mail: student.records@edumail.vic.gov.au
Any queries related to VASS should be directed to the Administrative Support Unit on 9651 4482 or 1800 827 721. Alternatively, the Unit can be contacted by fax on 9651 4551 or e-mail: vass.support@edumail.vic.gov.au
For further advice on Scored Assessment (process, rules and requirements) please contact the Curriculum Branch–Vocational Education Unit on 9651 4458 or email: vet.vcaa@edumail.vic.gov.au
