Memorandum to Schools 68/2009
25 June 2009
Submission of Enrolment 3 Data
Schools are reminded that Enrolment 3 data is due on Monday 20 July 2009. This data should contain 2009 VCE, VET and VCAL enrolment data that are known and available to schools.
AFTER THIS DATE VASS WILL NOT ALLOW STUDENTS TO BE WITHDRAWN FROM VCE UNIT 4 STUDIES.
Schools should be aware that withdrawing from a VCE Unit 4 may affect a students eligibility to complete the VCE or VCAL in 2009.
1. TRANSFERRING STUDENTS
When a student is transferring from your school to another school for 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/FE UoC results, VCE VET Assessment Tasks and VCAL results.
- The original Home School should not withdraw the student from any semester two enrolments, particularly Unit 4 enrolments, unless requested to do so 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.
2. STUDENTS NOT ALLOCATED TO CLASSES
Students will appear on the STUDENT PROGRAM → Student Program Enquiries Report → Students Not Allocated to Classes report for one of two reasons:
- The student has been transferred during the year. Transferring a student removes the Home School Class Code for VCE, VET & VCAL classes. It is then the responsibility of the new Home School to enter the new class code and change the assessing school code if appropriate.
3. STUDENT ELIGIBILITY – VCE, VET & VCAL
Schools are reminded that the Eligibility programs MUST be run for those students expecting to complete VCE, VET and VCAL programs this year. This is to ensure that students expecting to 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.
Schools are strongly advised to enter Unit results for VCE Unit 3 studies as soon as possible. This is because Year 12 students who have obtained an “N” result for a Unit 3 study may subsequently now be flagged as not being eligible to complete the VCE.
3.1 VCE and VET (VES/NAP) Eligibility
VCE and VET (VES and NAP) Student Eligibility is checked using the menu: Student Program → Student Program Enquiries Reports → Student Eligibility.
Please note that VFE certificates are not included in this Eligibility Report.
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.
4. ENTRY OF FOCUS AREAS FOR ART & DESIGN & TECHNOLOGY STUDIES
AR033/4 Art, DT033/4 Design and Technology, FY033/4 Food and Technology, ME033/4 Media Studies, SA03/4 Studio Arts, SE033/4 Systems Engineering and VC033/4 Visual Communication & Design are Reviewed by Visitation and require the entry of a focus area.
If there is no appropriate focus option or if the students are working in more than one media, it is acceptable to leave the focus code as ‘non-specified’. Alternatively, the menu STUDENT PROGRAM → VCE → Change Focus Area can be used to change focus codes for individual students or an entire class.
5. STUDENTS WITHOUT PROGRAMS
A list of students with no enrolments for 2009 may be produced and checked using the menu: STUDENT PROGRAM → Student Program Enquiries Reports → Students Without a Program. Students appearing on this report who should be enrolled in a VCE or VET/FE or VCAL program for 2009 must have their enrolments finalised by the appropriate closing date.
Year 10 students entered onto VASS as PDO (Personal Details Only) as part of the On Track project should not appear on this report. If any do appear it is because they have been flagged with the course code VCE instead of PDO.
6. DUPLICATE STUDENTS
The Duplicate Student Report (Student Admin → Other Student Reports → Duplicate Student Search) should be produced to ensure that no students have enrolments under two Student Numbers.
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 enrolments or VCE, VET, VCAL eligibility should be directed to the Student Records and Results Unit on 9651 4376 (VCE) or 9651 4379 (VET/VCAL) or fax details to 9651 4470 or email: student.records@edumail.vic.gov.au
Any queries regarding VASS should be directed to the Administrative Support Unit on
1800 827 721 or 9651 4482. 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
Enquires regarding focus areas should be directed to Susan Meadows, Assessment Operations Unit on 9225 2214.
