Memorandum to Schools 122/2009
4 November 2009
Submission Of Enrolment 5 and SIAR 5 Data
Schools are reminded that ENROLMENT 5 and SIAR 5 data are due on MONDAY 16 NOVEMBER 2009.
This is the final date that the following Enrolment and Results data can be entered on VASS:
Enrolment in:
- VCE Units 1 and 2,
- Units of Competence (UoC) in unscored VET Certificate programs and
- VCAL Units.
Results for:
- VCE Units (Units 1, 2, 3 and 4),
- Units of Competence (UoC) for VES, VFE and NAP Certificates,
- Coursework Task Scores for VCE VET scored sequences (refer to pages 90 & 91 of the VCE and VCAL Administrative Handbook 2009 for the list of scored VCE VET programs), and
- VCAL Units
After this date, VASS will not allow schools to:
- Enter or amend enrolments for VCE Units 1 and 2 and enter or amend results for any VCE units
- Enter or amend Coursework Task Scores for VCE VET scored sequences
- Enter or amend enrolments in VET Certificates and UoCs and enter or amend results for any UoCs
- Enter or amend enrolments or results for VCAL Units.
SUMMARY OF ENROLMENT 5 DATA REQUIREMENTS
1. VCE ENROLMENTS
Produce class lists using the menu: STUDENT PROGRAM → VCE Reports → Class Lists and distribute to teachers for checking.
Produce Student Full Details Reports using the menu: STUDENT ADMIN → Student Full Details Report. These should be checked and signed by the students.
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.
Any Year 10 students with a Student Number commencing with ‘89’ appearing on the ‘Students Without Programs’ report do so because their Course Code is 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 2010. They will not be rolled over if their Course Code is VCE and they do not have an academic program of study this year.
2. VET CERTIFICATE ENROLMENTS
Check student VET Certificate enrolments using the menu: STUDENT PROGRAM → VET in Schools Reports → Certificate Enrolment Lists. This identifies students enrolled in VES, NAP and VFE type certificates. Check the far right column headed UOC Count. If the count is zero the enrolment is incomplete; the student has been enrolled in the Certificate only and not in any UoCs.
3. VCAL CERTIFICATE ENROLMENTS
Check student VCAL enrolments using the menu: STUDENT PROGRAM → VCAL Reports → Class Lists. Student Full Details Reports specifically for VCAL students can be produced 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.
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.
VASS will not allow a student to be transferred if an Exit Date has been entered for the student. The Exit Date should be removed using the menu: STUDENT ADMIN → Student Exit → Student Exit.The student can then be transferred to the new Home School.
5. STUDENT ELIGIBILITY REPORTS
5.1 VCE and VCE VET Eligibility
Run an Eligibility Report for Year 12 students using the menu: STUDENT PROGRAM → Student Program Enquiries Reports → Student Eligibility. This is to check 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 are reported unless the ‘Include Eligible Students’ box is checked.
5.2 VCAL Eligibility
Run the VCAL Student Eligibility report (STUDENT PROGRAM → VCAL Reports →VCAL Student Eligibility) to check that all VCAL students expecting to complete their VCAL Certificate this year can do so with 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. Students are only displayed on the Results Entry screens and Reports if they are 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.
SUMMARY OF SIAR 5 DATA REQUIREMENTS
VASS Administrators should devise suitable internal procedures for the collection, entering and auditing of all results. This includes a schedule in which teachers and Registered Training Organisations (RTOs) must submit their results in sufficient time for entry of the results into VASS and their subsequent auditing.
Schools are reminded that results MUST NOT be left blank.
1. VCE UNIT RESULTS
1.1 VCE Unit Results Input Sheets
Produce Unit Results Input Sheets for distribution to teachers using the menu: RESULTS ADMIN → VCE Reports → Unit Results.
1.2 Entry of VCE Unit Results
Unit results (i.e. ‘S’, ‘N’ or ‘J’) for all VCE Unit 1, 2, 3 and 4 studies should be entered using the menu: Results Admin → VCE Results Entry → Unit.
If a student is to be awarded an overall ‘S’ or ‘J’ result for a unit, it is not necessary to enter individual Outcome (OC) results. However if a student is to be awarded an ‘N’ result for a unit then all Outcome results must be entered for the student. At least one of these Outcome results must be an ‘N’. The overall unit result will be set to ‘N’ once the cursor has been moved to the next student.
The [Set Blank Unit Results to ‘S’] button can be used to set all Unit results to ‘S’. Any students with non ‘S’ results can then have their results modified appropriately. Once all unit results for the class have been entered click the [Save] button.
The entry of a ‘J’ result for the unit should be used where a student ‘is no longer attending the class and has not submitted work for assessment’. Refer to Section 7.1.4 page 81 and Section 4.2.8 page 39 of the VCE & VCAL Administrative Handbook 2009 for advice.
1.3 Check for Missing VCE Unit Results and Audit Procedures
After Unit results have been entered, identify any students with missing results by running the report: Results Admin → VCE Reports → Unit Results, with Display Missing Results Only? set to ‘Yes’.
2. VCAL UNIT RESULTS
2.1 VCAL Unit Result Input Sheets
Produce VCAL Unit Result Input sheets for distribution to teachers using the menu: RESULTS ADMIN → VCAL Reports → Unit Results.
2.2 Entry of VCAL Unit Results
Enter Unit results for all VCAL Units using the menu: RESULTS ADMIN → VCAL Results Entry → Unit. Enter an ‘S’ result if the student has Satisfactorily Completed the unit or ‘N’ if the student has Not Yet Completed the unit.
The [Set Blank Unit Results to ‘S’] button can be used to set all Unit results to ‘S’. Any students with non ‘S’ results can then have their result modified appropriately. Once all unit results for the class have been entered click on the [Save] button.
2.3 Check for Missing VCAL Unit Results and Audit Procedures
After VCAL Unit results have been entered, identify any students with missing results by running the report: RESULTS ADMIN → VCAL Reports → Unit Results, with Display Missing Results Only? set to ‘Yes’.
3. VES, VFE & NAP CERTIFICATE Unit of Competence (UoC) RESULTS
A student’s home school is responsible for entering all UoC results on VASS. Where an external Registered Training Organisation (RTO) is assessing the UoCs, the home school MUST obtain and enter ‘S’ (Satisfied) or ‘N’ (Not Yet completed) results.
3.1 UoC Result Input Sheets
Produce UoC Result Input sheets for distribution to teachers or RTOs using either menu: RESULTS ADMIN → VET in Schools Reports → Results/Input Sheets → By Class, or RESULTS ADMIN → VET in Schools Reports → Results/Input Sheets → By Student.
3.2 Entry of UoC Results
Enter VES, VFE & NAP Certificate UoC results using either menu: RESULTS ADMIN → VET in Schools Results Entry → Unit of Competence → By Class, or By Student.
The [Set Blank UoC Results to ‘S’] button can be used to set all UoC results to ‘S’. Any individual UoC result that should not be ‘S’ can be individually modified. Once all UoC results for the class have been entered click on the [Save] button.
If entering results for UoCs from a scored VCE VET program the following message may appear: ‘Messages returned from calculating component and GA scores: Incorrect number of optional task modules have been assessed.’ This message means that task scores have not yet been entered.
3.3 Check for Missing UoC Results and Audit Procedures
After UoC results have been entered, identify any students with missing UoC results by running the report: Results Admin → VET in Schools Reports → Results/Input Sheets → By Class, or Results Admin → VET in Schools Reports → Results/Input Sheets → By Student with Display Missing Results Only? set to ‘Yes’.
4. TASK SCORES FOR VCE VET SCORED SEQUENCES
4.1 VET Task Scores Input Sheets
Produce VET Task Scores Input Sheets for distribution to teachers or RTOs using the menu: Results Admin → VET in Schools Reports → Task Scores.
Students completing a scored Unit 3/4 sequence as part of their VCE VET program in 2009 can only have task scores, other than NA, entered if they have a VALID Assessment Plan. Print the Certificate Enrolment list (STUDENT PROGRAM → VET in Schools Reports → Certificate Enrolment Lists) and compare it to the VET Task Scores Input Sheets.
4.2 Entry of VET Task Scores
VET Task Scores cannot be entered until all relevant UoC results have been entered.
VET Task Scores MUST be entered for all students enrolled in a scored Unit 3/4 sequence regardless of their Assessment Plan status.
Enter VET Task Scores using the menu: Results Admin → VET in Schools Results Entry → Task Scores.
Students with a status of ‘No Plan’ and ‘Invalid Plan’ are included on both the Task Scores entry screen (see Figure 1) and the associated report - VET Task Scores Report.
Figure 1 – The VET Task Score entry screen includes students with Valid, Invalid and No Plan status.
Students with a status of ‘Invalid Plan’ need to have their Assessment Plan modified. To enter or modify any Assessment Plan details you MUST contact the Student Records and Results Unit (see Contact details at the end of this memo).
The [Confirm all students with No Plan are not undertaking Scored Assessment] button can be used to enter the result of ‘NA’ (Not Assessed) for all students not undertaking scored assessment who have an Assessment Plan status of No Plan. Alternatively an ‘NA’ can be entered in the ‘Total School Score’ field for a specific student not undertaking scored assessment. Students with a Valid plan entered but who are not undertaking scored assessment must have NA entered for each Assessment Task.
4.3 Check for Missing Task Scores and Audit Procedures
After Task scores have been entered, identify any students with missing results by running the report: Results Admin → VET In Schools Reports → Task Scores, with Display Missing Results Only? set to ‘Yes’.
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 Enrolments or Results should be directed to the Student Records and Results Unit on 9651 4376 (VCE); 9651 4371 or 9651 4379 (VET/VCAL) 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
