Schools are reminded that Enrolment 1 data for VCE, VCAL and VET is due on Monday 22 February 2010.
Schools MUST ensure that students have completed and signed the relevant Student Personal Details Form in the VCE and VCAL Administrative Handbook 2010 (pages 178-181 for VCE students, pages 182-185 for VCAL students, page 186-187 for GAT students, and pages 188-189 for IB students). These forms may also be downloaded in VASS using menu SYSTEM Admin → Downloads
IMPORTANT: Whilst Monday 22 February is “Not a Final Date for Enrolments” schools are strongly advised to finalise their VCE Units 3 and 4 enrolments as well as enrolments in Units of Competence/Modules from scored VCE VET Units 3 and 4 sequences as a first priority.
Schools should also attempt to have as much of their VCE Units 1 & 2, unscored VET/FE and VCAL enrolments entered on VASS by Monday 22 February 2010.
Enrolment 1 data is used for initial planning associated with the June and October/November examinations; to determine the School Coursework Audit and for DEECD reporting purposes.
The following enrolments MUST be finalised by the Enrolment 2 date, WEDNESDAY 28 APRIL 2010:
All students completing a scored VCE VET 3-4 sequence as outlined in the VCE and VCAL Administrative Handbook 2010 (pages 88-89) are required to sit the GAT.
The DEECD Post Compulsory Division will use enrolment data on VASS as at WEDNESDAY 28 APRIL 2010 to determine funding for government schools.
Information regarding VET funding may be found on Department of Education and Early Childhood Development Bulletin number S454-2009 at the following link.
https://www.eduweb.vic.gov.au/edulibrary/Schools/Circulars/2009/s454-2009_vetis_funding.doc
Information regarding VCAL funding may be found on Department of Education and Early Childhood Development Bulletin number S445-2009 at the following link.
https://www.eduweb.vic.gov.au/edulibrary/Schools/Circulars/2009/s445-2009_vcal_coordination_funding.doc
The VCAA is not responsible for VET or VCAL funding. Please use either of the above links to access further information in relation to VET or VCAL funding.
The ‘Checklist of important steps for VASS Administrators First Enrolment File 2010’ may be downloaded using the menu SYSTEM ADMIN → Downloads. The Checklist is a very useful document as it sets out important steps, tips and advice to assist VASS Administrators prepare VCE, VET and VCAL Enrolment 1 data. The VCE Quick Guide for VASS Administrators, VET Quick Guide for VASS Administrators and VCAL Quick Guide for VASS Administrators may also be downloaded.
VASS Administrators are requested to check that all their schools details displayed using the menu SCHOOL ADMIN → Modify School Details are correct. If the information is correct please click on the [Confirm Details] button. If the information needs updating please make and [Save] the required changes then click on the [Confirm Details] button. The confirmed school information will be used to send information to your schools postal and email addresses.
It is critical that all VCE providers including Single Study Language schools select ONLY the VCE units they will be offering and assessing using the menu SCHOOL PROGRAM → VCE → Select Units to be Offered. Home schools should not include units being assessed by other schools as this incorrectly gives the VCAA and other schools the impression that you are offering and assessing these units.
Schools importing Student Personal Details and Student Programs into VASS MUST ensure that the data meets the required file definitions as specified in the ‘VASS Import Document’ which may be downloaded in VASS using the menu SYSTEM ADMIN → Downloads. Schools are advised to read this document before attempting to import data into VASS.
During the Import Process, VASS will attempt to match the student’s record details with student records already on the VCAA Central database. This is to avoid the creation of duplicate student records. If the new student’s details match an existing student on any 3 of the 4 criteria (Surname, First Name, Date of Birth, Gender) then the incoming student will be placed on the Import Hold Table. These students have not been allocated a Student Number but have the word Import instead.
A student details record that has been created with the VCAA Student Number shown as ‘IMPORT’ cannot be enrolled in a VCE, VET/FE or VCAL program until a student number has been allocated to the record. The method of processing these students is described in the ‘VASS Import Document’
When a student’s personal details are added either on line using the menu: STUDENT ADMIN → Add Student, VASS will attempt to match the student’s record details with student records already on the VCAA Central database. This is to avoid the creation of duplicate student records. If the new student’s details match an existing student on any 3 of the 4 criteria (Surname, First Name, Date of Birth, Gender) then a ‘Student Search Results’ dialog box will appear.
The details of potential student matches will be displayed. The listed students should be studied carefully to ensure that the new student being created is not already on the database. Do not click on the [OK] button unless you are absolutely certain that the student details you have entered and the student displayed are one in the same student, otherwise click on the [Save as New Student] button. If unsure click on the [Pending] button and contact the Student Records and Results Unit for advice.
The Student Record must exist on your 2010 VASS database before you can transfer to another school using the menu STUDENT ADMIN → Student Transfer " Transfer Student
VASS will not allow a student to be transferred if a 2010 ‘Exit Date’ has been entered against the student using the menu: STUDENT ADMIN → Student Exit → Student Exit. If this is the case then the ‘Exit Date’ should be Removed and the student then transferred to the new Home School.
7. ENGLISH AS A SECOND LANGUAGE (ESL) EN093/4
Students who meet the eligibility criteria for ESL should have their ‘Eligible for ESL status’ set to ‘Approved’ using the menu STUDENT ADMIN → Modify Student Personal Details.
VASS will only allow a student with an ‘Approved’ ESL status to be enrolled in EN093/4 (English ESL 3/4).
Schools can check Students ESL status using the menu: STUDENT ADMIN → Other Student Reports → Student ESL Status.
Schools must ensure that all ESL students are correctly enrolled in their chosen English. Flagging a student as approved for ESL does not automatically enrol them into EN093/4. Schools can check Students ESL status using the menu: STUDENT ADMIN → Other Student Reports → Student ESL Status.
Students 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) or LO463/4 (Japanese Second Language 3/4) until prior approval has been granted by the VCAA Student Records and Results Unit.
Schools can check the status of Second Language applications using the menu: STUDENT PROGRAM → VCE Reports → Second Language Applications.
If a student meets the criteria for any of these studies, and approval has not yet been sought, the appropriate form must be accessed from the VCAA website and then forwarded to the Student Records and Results Unit by 22 February 2010 for approval. ALL three pages of the application form must be completed by ALL students. All relevant documentation must also accompany the application.
Applications that are not complete or are submitted after 22 February 2010 will only be processed if the student or school provides extenuating circumstances.
As Private Dance Providers do not have access to VASS, Home schools are responsible for enrolling students into Dance with the Private Dance Provider as the assessing school. The Home school is also responsible for the entry of results and coursework scores. Students can be allocated to a class for each unit for which they are enrolled using the menus: STUDENT PROGRAM → VCE → Enrolment or STUDENT PROGRAM → VCE → Change Student Class Code.
Enrolments are not complete until each student is allocated to a class by both their Home AND Assessing school. Therefore schools, including Single Study Language providers 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 2 due date of Wednesday 28 April 2010.
Assessing schools are able to enrol students into VCE Units providing the VCAA Student Number is known. However, 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 our 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 may be found on page 192 of the VCE and VCAL Administrative Handbook 2010.
It is critical that an Eligibility Report be run for Year 12 students at all Enrolment Cycles. 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. Each time a school amends the program of a Year 12 student, that student’s eligibility should be checked by running a new Eligibility Report for that student.
Additionally, schools offering VET in Schools programs should check for students who expect to complete their VET Certificate this year. The report is produced using the menu: STUDENT PROGRAM → Student Program Enquiries Reports → Student Eligibility.
Schools are also advised to run and action the following reports:
Before a student can be enrolled in a VET program, the following steps must be taken:
The Registered Training Organisation (RTO) is a mandatory field when enrolling students in VET/FE certificates. A student CANNOT be enrolled in a VET/FE certificate without the RTO information being provided. Once a student has been enrolled in a VET/FE certificate the RTO can be modified but not omitted. The Add/Modify RTOs function can be accessed using menu SCHOOL PROGRAM → VET in Schools → Add/Modify RTOs.
Note: If the required RTO for a VET/FE certificate is not available, please contact the Student Records and Results Unit before proceeding with enrolments in that VET/FE certificate.
Enrolments in Units of Competence/Modules from scored VCE VET Units 3 and 4 sequences must be finalised by the Enrolment 2 due date of Wednesday 28 April 2010.
A ‘VALID’ Assessment Plan is required for students intending to complete scored assessment (ie, access the Study Score) in 2010.
Schools should refer to the following for further information on VCE VET arrangements in 2010.
VET REPORTS
Schools are advised to run the following reports where appropriate:
VCAA Notice to Schools No 3 /2010 contained information regarding new menus and enhancements to existing functions to accommodate the new VCAL setup and enrolments processes. Refer to Notice to Schools 12 / 2010 for instructions on setting up and enrolling students into VCAL Programs
Schools should refer to the VCE and VCAL Administrative Handbook 2010 Section 2, page 11 for further information on VCAL in 2010.
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.
Important headings in the VCAL Eligibility report are shown in Table 2.
| In VCAL Certificates section | |
|
Primary VCAL? |
Y – VCAL; N – VCE. Identifies the enrolment status of the student. Value defaults to ‘Y’ and should only be changed to ‘N’ if the student’s primary intention is to complete VCE and not VCAL. |
|
Result:
|
‘Result’ is the student’s actual certificate result. The default value is ‘N’ |
|
Strands Satisfied: |
The Curriculum Strands the student is eligible to satisfy with current enrolment. |
|
Strands not yet satisfied: |
The Curriculum Strands the student will not satisfy with current enrolment. |
|
Total Credits achieved: |
The total number of credits the student will accrue. |
|
VCAL Credits achieved: |
The number of credits the student will accrue that are for VCAL units. |
|
Credits achieved at Certificate level or above: |
The number of credits the student will accrue where the training completed is at the VCAL certificate level or above. |
|
In VCAL units; VCE units & VET Certificates sections |
|
|
Level |
The highest certificate level of the component of training. |
|
Allocated? |
Identifies whether the component of training contributes towards the VCAL Certificate |
|
Strands |
The Curriculum Strand(s) to which the component of training has been allocated for the specific VCAL Certificate. |
|
In VET Certificates section only |
|
|
Value |
The nominal hour value of the UOC/Module. |
Table 2: Important headings in the VCAL Student Eligibility report
VCE, VET and VCAL Quick Guide for VASS Administrators 2010 may be obtained from the VCAA website at the following link. http://www.vcaa.vic.edu.au/schooladmin/vass/usingvass.html#H3N10118.
These Quick Guides are a valuable resource for all Coordinators and VASS Administrators in particular those new to these roles in 2010.
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 4376 or 9651 4379 or email: student.records@edumail.vic.gov.au