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Notice 183

Notice to Schools 183/2020 – 25 November 2020

Last day to amend student personal details, email addresses and consents

Principals/Directors, VASS Administrators and VCE, VCAL and VET Coordinators

The last day to amend student details and consents is Friday 4 December 2020.

All amendments to student addresses, email addresses, consents and personal details, and Year 10 students without programs must be made by this date.

Student addresses and personal details

This is the last day for manual amendments to student email addresses, postal addresses and personal details. This is very important for Year 12 students or any students undertaking a VCE or scored VCE VET Unit 3 and 4 study, because final results will be emailed on Wednesday 30 December 2020 and posted to the address recorded on VASS from Wednesday 6 January 2021.

After this date, the VCAA will not accept amendments to addresses, emails, consents and student personal details, including consent for the release of information. If a student’s address changes after this date, schools should advise them to arrange for their mail to be redirected to their new address.

A list of student names and addresses can be produced using the VASS menu ‘Student Admin > Other Student Reports > Personal Details Summary’ and selecting ‘Yes’ for ‘Include Address’. To check email addresses, go to ‘Student Admin > Export Student Details’ and follow the instructions in the Help document for that screen.

Student consents

The report ‘Student Admin > Student Consents > Results Not to be Released’ displays a list of students who have one or more of their consent flags set to ‘No’. It is important to check this report.

Students who have the ‘Consent for Media Release’ flag set to ‘No’ will not have their names published in the press if they obtain a study score of 40 or more.

If a student obtains a study score of 46 or more, they are eligible for consideration for a Premier’s Award. However, if they have the ‘Consent for Awards Processing’ flag set to ‘No’, their details cannot be extracted for inclusion in the DET data for the Awards.

Student Personal Details forms display the student’s choice from the previous year in the ‘Office use’ line for Sections D and E. Students are required to complete these forms annually and students indicate their consent to Sections D and E by signing those sections. If students do not indicate their consent by signing a section, any current information on VASS must be checked and, where appropriate, changed.

Student consents can be changed in bulk: ‘Student Admin > Student Consents > Change Student Consents’.

Student email address report

A report can be exported for checking the student email addresses from the VASS menu 'Student Admin > Export Student Details'.

Action required

Principals/Directors ensure amendments to student addresses, emails, personal details, consents and Year 10 students without programs are made by Friday 4 December 2020.

Critical dates

Friday 4 December 2020 – Last date to update to amend student details and consents

Additional information

Schools should conduct a final check of student addresses to ensure Australia Post standards are met and amend as necessary on VASS. It is important that addresses are entered in full, including apartment, flat, unit, house and property numbers.

When entering student addresses that are longer than the available character length, abbreviate in the most meaningful way possible and email with correct address.

For enrolment and results queries, contact Student Records and Results:
(03) 9059 5251 or (03) 9059 5257
fax (03) 9032 1591

For VASS queries, contact VASS Operations:
1800 623 681
fax (03) 9032 1591