Student Data Capture System help for schools · A new 64-bit enabled Student Data Capture System...

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SDCS user guide Student Data Capture System help for schools May 2018

© The State of Queensland (Queensland Curriculum and Assessment Authority) 2018

Queensland Curriculum and Assessment Authority PO Box 307 Spring Hill QLD 4004 Australia Level 7, 154 Melbourne Street, South Brisbane

Phone: +61 7 3864 0299 Email: [email protected] Website: www.qcaa.qld.edu.au

mailto:[email protected]

Contents 1 Overview ________________________________________ 1 1.1 New in 2018 ............................................................................................. 3 1.2 List of terms .............................................................................................. 4 1.3 Getting started .......................................................................................... 5

Access and identification ............................................................................................. 5 Accessing QCAA’s secure website ............................................................................. 5

1.4 Program installation .................................................................................. 6 Compatibility ................................................................................................................ 6 System security ........................................................................................................... 6

2 The program _____________________________________ 7 2.1 Menu and Tab overview ........................................................................... 7

File menu ..................................................................................................................... 7 View menu ................................................................................................................... 8 View Tabs: Overview ................................................................................................... 8 Reports menu ............................................................................................................ 16 Help menu ................................................................................................................. 17

2.2 Adding enrolments.................................................................................. 18 2.3 Importing data into SDCS ....................................................................... 19 2.4 Ceasing enrolments ................................................................................ 29

Exiting Year 12 .......................................................................................................... 31 2.5 Form S1 .................................................................................................. 31

Producing ................................................................................................................... 31 Receiving ................................................................................................................... 31

3 Data submissions ________________________________ 32 3.1 Overview ................................................................................................ 32

Calendar due dates ................................................................................................... 32 Procedure for creating and uploading data files........................................................ 32 Data submission due dates and requirements .......................................................... 34

3.2 Enrolment data submission .................................................................... 35 Enter enrolment details on the Students Tab ............................................................ 35 Enter enrolment on the Subjects Tab ........................................................................ 36

3.3 Data submission 1 .................................................................................. 36 Visa students ............................................................................................................. 36

3.4 Data submission 2 .................................................................................. 40 3.5 Data submission 3 .................................................................................. 40

Initial proposal data ................................................................................................... 41

SDCS user guide Student Data Capture System help for schools

Queensland Curriculum & Assessment Authority May 2018

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QCS Test ................................................................................................................... 42 3.6 Data submissions 4 and 5 ...................................................................... 45

Changes to LoAs and SAIs after data submission 4 ................................................. 46 Determining group sizes ............................................................................................ 46 Common errors and solutions ................................................................................... 46

3.7 Final amendment data submission ......................................................... 49 Student addresses ..................................................................................................... 49

4 Data management processes ______________________ 50 4.1 Notional Sound for literacy and numeracy .............................................. 50

Requirements are met if at least one of the following are achieved ......................... 50 To enter a Notional Sound into SLIMS ...................................................................... 50 To remove an incorrect Notional Sound .................................................................... 51

4.2 Backing up files ...................................................................................... 51 Unable to proceed message...................................................................................... 52

4.3 Mid-year certification .............................................................................. 53 4.4 International Baccalaureate .................................................................... 53

Incomplete four-semester learning ............................................................................ 56 4.5 Move Cohorts ......................................................................................... 56 4.6 Override keys ......................................................................................... 57

Missed QCS Test....................................................................................................... 57 Subject Error Message / Approval letter issued for VPR .......................................... 57 Non Concessional for a Subject ................................................................................ 57 How to enter an override key for a student ............................................................... 57 How to enter an override key for a subject ................................................................ 58

4.7 QCIA ....................................................................................................... 58 Guidelines for Statement of Participation and Statement of Achievements ............. 59 Enrolments and associated curriculum plans ............................................................ 59 Comment bank .......................................................................................................... 59 Eligibility Reports ....................................................................................................... 59

4.8 SAIs (Subject Achievement Indicators) .................................................. 59 Exporting data from SDCS ........................................................................................ 60 Single subject export ................................................................................................. 60 Data Submission / Exchange Disk Export ................................................................. 61 Alternative to importing from BonSAI ........................................................................ 61

4.9 Semesters and units of credit information .............................................. 63 Other rules ................................................................................................................. 63 Study pattern samples ............................................................................................... 64

4.10 Subjects and proposals .......................................................................... 68 Determining group sizes ............................................................................................ 68 Distance Education .................................................................................................... 68 Shared campus .......................................................................................................... 68



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Transfer...................................................................................................................... 69 Variable Progression Rate ......................................................................................... 69 Visa students ............................................................................................................. 71 Proposals ................................................................................................................... 71 Variance between Class List table and Subject Summary ....................................... 74 Superseded/obsolete subjects .................................................................................. 74

4.11 Subject weights ...................................................................................... 74

5 QCAA-generated reports __________________________ 75 5.1 Student Eligibility Report (Mar/Jun/Aug/Oct) .......................................... 75 5.2 Provisional Statements ........................................................................... 76 5.3 SDCS Checking Report .......................................................................... 77

6 Troubleshooting _________________________________ 79 Error with no message ...................................................................................... 79 Validation stops part way through ..................................................................... 79 Enrolling Year 10 students................................................................................ 79 Students enrolled incorrectly into a VET course ............................................... 79 Error with entering an incorrect competency against a certificate ..................... 79 Error 338 — Non Transfer Student # incorrect ................................................. 80 Error 432 — IsUninst.exe ................................................................................. 80 Fix VET student ................................................................................................ 81 Installation error: unInstallShield is in use ........................................................ 82 Mismatched SDCS version and data version ................................................... 83

Why a mismatch occurs ............................................................................................ 83 To fix mismatch .......................................................................................................... 83

Not a Valid Date and Time................................................................................ 83 Unable to add or delete subjects for a particular student .................................. 84 Recording VET ................................................................................................. 84

Printing of VET Certificates and Statement of Attainments ...................................... 85 Transitioning Students ............................................................................................... 85 VET Guidelines and factsheets ................................................................................. 85

Process diagrams ............................................................................................. 86 SDCS inputs (except Year 10, 2018) ........................................................................ 86 SDCS outputs ............................................................................................................ 87 Context diagram ........................................................................................................ 88 Overview of processes .............................................................................................. 89 SDCS to SLIMS / DET to SLIMS transfer and process steps ................................... 90



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1 Overview The Student Data Capture System (SDCS) is designed to capture student assessment data from state, independent and Catholic schools throughout Queensland. SDCS is the data collection system for schools to report student details, including enrolments and assessments, to the Queensland Curriculum and Assessment Authority (QCAA).

SDCS captures information for students in the senior phase of learning (Years 11–12).

School management systems can feed data into SDCS and subsequently into the QCAA Student Learning Accounts. This data is uploaded throughout the year via web uploads.

The information captured by SDCS is used by QCAA to:

• bank enrolments and learning achievements in learning accounts for the QCE

• issue the QCE, Senior Statements and Statements of Results, Tertiary Entrance Statement, and QCIA

• report school-level performance in national and state reports.

The most significant use of SDCS is during the last term, when the latest Year 12 assessment data and SAIs are entered, checked and uploaded to QCAA. This data can be appended to QCAA’s existing data or replace previously submitted data.

In most instances, SDCS is used for administrative functions that cannot be undertaken by school management systems.



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SDCS allows schools to capture, update, and validate information for students in Years 11 and 12 to:

• maintain student details, enrolments and results in Authority subjects, Authority-registered subjects and VET

• create, display, and print student assessment records

• create, display, and print subject/class reports

• validate student information

• create, display, and print the distribution of subject achievement indicators

• enter, display, and print your school's proposals for levels of achievement

• record achievement of VET units of competency and qualifications

• import information from other systems

• export information to other systems.

QCAA uses SDCS data to calculate OPs and tertiary entrance information, and to certify the results of students exiting school at the end of Year 12.

Information captured by QCAA is used to:

• enrol students and bank their learning achievements into learning accounts for the QCE in SLIMS-RABS

• issue SEPs, QCEs, Senior Statements and Statements of Results, Tertiary Entrance Statements, and QCIAs

• report school-level performance in national and state reports.

The SDCS software (www.qcaa.qld.edu.au/senior/sdcs/software) is available for download from the QCAA website. Data submission guides are also available to help users record and report enrolments and results in SDCS (www.qcaa.qld.edu.au/senior/sdcs/data-submission-guides). The SDCS calendar of due dates includes deadlines for submitting data (on the right of the submission guides page). These dates are listed on the right-hand side of the SDCS web page, and can also be downloaded as a PDF for schools to incorporate into their own timelines.

Data about students who are to be issued with a QCE is submitted to the client services section of QCAA. This data is loaded into a number of QCAA programs to generate SEPs, calculate OPs and FPs. SDCS is primarily used for OP calculations and SLIMS is primarily for QCE calculations. QCAA also uses the information from SDCS to compile data sets for the Department of Education and Training (DET), Education Queensland (EQ) and national reporting. All of these activities are statutory obligations of QCAA.



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https://www.qcaa.qld.edu.au/senior/sdcs/software

https://www.qcaa.qld.edu.au/senior/sdcs/data-submission-guides

1.1 New in 2018 From 2018 there will be some changes for SDCS:

• A new 64-bit enabled Student Data Capture System (SDCS 64) replaces the old 32-bit system. SDCS 64 will run on any version of Windows from Windows 7 to Windows 10, 32-bit or 64-bit Operating System. It does not require the virtual XP mode on Windows 7, or a 32-bit Operating System. The upgrade process has been designed for ease-of-use and simplicity, and the new SDCS 64 has better performance.

• SDCS must not be used for 2018 Year 10 cohort or subsequent cohorts.

• Schools will need to use QCAA’s new online application – Student Management – for the 2018 Year 10 cohort and subsequent cohorts. The Student Management application was released in March 2018.

SDCS and SLIMS-RABS applications will continue until late 2019, when they will be decommissioned and retained for historical records. Schools should continue to use SDCS for students in the following cohorts:

Cohort Year

Students in Years 11 and 12 only Note: Student Management will be used for Year 10 students

2018

Students in Year 12 only Note: Student Management will be used for Year 10 and Year 11

2019



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https://www.qcaa.qld.edu.au/senior/new-snr-assessment-te/ict-requirements/student-management

1.2 List of terms Acronyms Full term

BIC Brief Identification Code

DOB date of birth

FPs Field Positions

ILO Intended Learning Option

LoA Level of Achievement

OPs Overall Positions

QCAA Queensland Curriculum and Assessment Authority

QCE Queensland Certificate of Education

QCIA Queensland Certificate of Individual Achievement

RABS Registration and Banking System (for SLIMS)

RTO Registered Training Organisation (for VET)

SAI subject achievement indicator

SEP Senior Education Profile

SDCS Student Data Capture System

SLIMS Student Learner Information Management System

VET Vocational Education and Training

VPR Variable Progression Rate



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1.3 Getting started

Access and identification

Creating a BIC (Brief Identification Code)

SDCS users require a personal BIC and password to submit data via the secure SDCS section of QCAA’s website.

To create a personal BIC, click on Create new user account (www.qcaa.qld.edu.au/secure_site/logon/create_account.jsp) and follow the instructions. An auto-generated email will be sent, providing a BIC and an interim password. Follow the instructions in the email to change the interim password.

DO NOT divulge your personal BIC and password to anyone. When files are uploaded via the secure website, the last person who uploaded data will be sent SDCS email notifications and contacted if there are any issues with the data.

Accessing QCAA’s secure website SDCS users require the SCHOOLSDCS role to upload data submissions. Access to the QCAA secure site is managed by QCAA.

If you need SCHOOLSDCS access, please follow the instructions for requesting access.

School administration with the SCHOOLSDCS role can:

• submit SDCS data submission files and

• view a list of previously submitted files.



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https://www.qcaa.qld.edu.au/secure_site/logon/create_account.jsp

https://www.qcaa.qld.edu.au/login-access/qcaa-secure/request-access

https://www.qcaa.qld.edu.au/secure_site/secure/sdcs/jsp/upload-SDCS-files.jsp

https://www.qcaa.qld.edu.au/secure_site/secure/sdcs/sdcsList.act

1.4 Program installation The SDCS software program is available on the QCAA website. To install the program, go to: https://www.qcaa.qld.edu.au/senior/sdcs/software.

• New versions of SDCS are generally available to download a week before data submissions

are due. An email is sent to SDCS users advising them of when new versions are available.

• You should always upgrade to the latest SDCS software when new versions are released. To determine which version you currently have installed, open SDCS and select Help > About.

Compatibility A new 64-bit enabled Student Data Capture System (SDCS 64) replaces the old 32-bit system. SDCS 64 will run on any version of Windows from Windows 7 to Windows 10, 32-bit or 64-bit Operating System. It does not require the virtual XP mode on Windows 7, or a 32-bit Operating System. The upgrade process has been designed for ease-of-use and simplicity, and the new SDCS 64 has better performance.

System security No login is required to download and install SDCS.

Schools control security of their SDCS data at a school policy level. This may include PC passwords, network logons etc.



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2 The program

2.1 Menu and Tab overview The Menu bar consists of four menu options: File, View, Reports and Help. When the Class lists Tab is selected, a fifth option, Edit, is displayed. Each menu option is briefly explained below.

File menu

Validation Total cohort check and reports errors, warnings, information messages.

Change File # Chooses the submission status, i.e. Submission 1, or Submission 2 …

Create Data Files Creates files necessary for submission to QCAA.

Import Allows the import of student and subject details from various school management systems, i.e. OneSchool, TASS, eMinerva.

Export Allows the export of student and subject details.

Load LUI-PSN File LUI (SLIMS Learner’s Identifier) and PSN (Learner’s Identifier in your Org = EQ ID).

Backup Backs up information for all cohorts.

Restore Imports backup file.

SAI Export Export to BonSAI – school staff to use existing data from the SDCS to generate and check SAI distributions for each subject.

SAI Analysis Export Creates STUDPERS.DBF and STUDSUBJ.DBF files.

Close Files Clears Memory Caches when ‘Out of Memory’ Error received

Print Refers you to the reports menu.

Print Setup … SDCS uses the window default printer; this allows you to change to another.

Exit Alt+F4 Shuts down the files without corrupting the program files. Highly recommended.



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Edit menu, see: Edit menu (only visible when View > Class Lists is selected)

View menu

Shows keyboard shortcuts to access key Tabs.

Reduced Cohorts, when selected, limits the previous cohort years available in the drop-down Cohort selection field.

View Tabs: Overview

Students An overview of all students in cohort, as a list, including left early students (unless specified).

Quick reference to identify errors, warnings, etc. (see right)

Bulk student data maintenance: • Student address • QCS attendance • Language spoken at home • Indigenous status • Country of birth

Quick reference:

No validation errors

Validation errors; data cannot be submitted with errors

Invalidated state; left students always in this state

Information message

Warning message; schools should check but not necessarily fix

Student Details Contains individual student record and allows student maintenance.

Allows individual validation.

Displays student errors, warnings, information messages.

Allows entry of subject, Visa, school VET and QCIA status information and results.

Class Lists Bulk entry of subject enrolment and result data. In this Tab, you have access to the Edit menu item.

Subjects Adding subjects to cohort group.

Identify work program type of subject groups, i.e. SDE.

Displays subject errors and allows override.

Entry of proposal data from Forms R6.

School VET Bulk entry of students into VET courses/competencies where the school is the provider.



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VET Students Entry of results for VET courses/competencies.

Students Tab

Student overview

This table provides an overview of all students in the cohort. It includes left early students, unless you exclude them by checking the Active Students Only checkbox.

Search

To search for a specific student, type the first few letters of the student’s surname in the Search For field, e.g. chit for Chitchmer:

• a black arrow ( ) will point to the first student surname that matches the letters you have typed

• scroll down to find the student.

To show an individual student’s details:

• either double click anywhere on the row where the arrow is pointing

• or click on the Student Details Tab, which will open to the selected name.

The Search For field searches only student surnames.

Cohort selection

All SDCS processes relate to a cohort. Select the relevant cohort via the dropdown menu.

Throughout the year, the major focus for QCAA is on the Year 12 cohort and the information provided in the SDCS. SDCS has the capability to:

• move all students en masse from one cohort to the next, as would be required at the start of a new year.

• move individual students back a cohort from Year 12 to Year 11 if, for example, a student was to become a Variable Progression Rate (VPR) student. (Note: Individual students cannot be moved forward a cohort this way; their details need to be entered manually into the new cohort).

Reporting, assigning SAIs and submitting data to QCAA are all activities for a specific cohort only.



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Copy Student List

This function allows you to copy all student data displayed in this Tab for the selected cohort and paste it into an Excel spreadsheet. When you click this button a dialog box will be displayed:

• Click OK.

• Open an Excel spreadsheet, click into the first cell, and select the Paste function.

Student Details Tab

Individual student details

This Tab enables entry, viewing and editing of individual student details. Most of these details can be imported into SDCS from individual school management systems through the Import facilities in SDCS.

Student identification

Each student has three identification numbers:

1. Schl Stud ID — their school system or EQ student number

2. Student Nr — their QCAA number

3. LUI — their Learner Unique Identifier



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Some fields must be completed using dropdown menus:

• The Country of birth values in SDCS follow the ABS Standard Australian Classification of Countries Code. Type the first letter of the country to skip to that letter in the list.

• Disabilities provides a short dropdown list from which to select the appropriate value.

• The Language spoken at home values in SDCS also follow the ABS Standard Australian Classification for Language Code. Again, type the first letter of the language to skip to that letter in the list.

Under these fields are six Tabs:

• Subjects

• Modules (no longer available)

• Visa Details (only available if Visa has been checked above)

• Messages (system messages from SDCS)

• School VET

• QCIA (No longer available).

Subject Table

It is easiest to enter subject details by importing data from the respective school management system, though they can also be entered manually. When students change subjects, corresponding changes need to be made in SDCS to reflect the enrolled in / completed units (semesters) that contribute to each subject.



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The Level of Achievement (LoA) issued when the student exits the subject must be entered here, and this is the LoA recorded on their Senior Statement. Schools hold evidence of completed semester requirements.

If NR (Not Rated due to incomplete assessment) is issued for a semester, simply delete the relevant semester from the Table. The following pattern is an example of NR for Semester 2 for Biology and NR for Semester 3 for Physical Education:

Validating student details

When you have finished entering student details, validate the data by clicking the Validate button (next to Schl Stud ID). SDCS will check your data and may alert you to any problems in the data.

The most common error is invalid date of birth — this usually occurs because the year of birth has been entered incorrectly.

Date of birth should be entered in the format DD/MM/YY. It is important to type the slash characters, and not to use a four-digit year value.

If the DOB appears incorrectly on the Students Details Tab.

1. Click on the Students Tab

2. Click on the date of birth for the student that requires correcting

3. Click on the dropdown menu

4. Click on the actual year, to select the correct year

5. Repeat for any errors in the month or day, if required.



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Class Lists Tab This tab is for bulk entry of subject enrolment and result data. You will see a list of students enrolled in a subject.

By selecting a subject and/or class, you can see:

1. the number of students enrolled in a subject, or just the OP-Eligibles.

2. LoA for students, including those who have left the class or school

3. position within LoA (SAI/Rung position).

For details on how to print a list of students in a class, see: Printing a class list

Edit menu (only visible when View > Class Lists is selected)

Appears only when you are in the Class List Tab

Allows various sorting options

Allows bulk filling of result data

Allows subjects to be treated as a group, e.g. for transferring a whole group of students within a subject into another subject

1. Number of students

3. Position 2. Level of Achievement



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Subjects Tab At the beginning of October each year, each school submits a Form R6 to QCAA proposing the distribution of students to be awarded Levels of Achievement (LoA) for each Authority subject.

By the end of October, panels of teachers will have scrutinised sample folios of student work from each LoA and given advice to schools about the standards being applied.

The number of students enrolled in each subject will be displayed in the Actual column.

Number of students enrolled

Number of students enrolled



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Reports menu

SDCS produces all reports required when a data submission is created.

Subject List Prints a list of all subjects offered in the school or a list of all QCAA approved subjects.

Class Lists Lists the students within subject groups.

Student Eligibility Report Shows a list of all students and OP/FP eligibility.

Student Assessment Records

A single page for each student in the cohort including personal details, subjects enrolled in and OP/FP eligibility.

Visa Students Report Produces a list of students marked as Visa in the cohort.

Learning Account Details A single page for each student in the cohort showing LUI, date of birth, details re accessing learning account via Student Connect website.

School VET Modules Report

Lists the students within courses and competencies for VET as entered on the School VET Tab.

Student Transfer Report (S1)

Printed and kept as students’ enrolment/ results record and/or sent to school that student has transferred to.

Exit Statement Printed upon request when a student has completed at least one semester and has left the school and not returning to another.

SAI Ranges Displays the SAI ranges and range errors after SAIs have been entered.

Subject Summary Report Summary of subject enrolments, type and size.

Proposal Summary Lists initial, agreed, exit and assigned proposals (as entered from Forms R6 and/or R7) after data entry.

SAI Distribution Prints student’s SAI relative placements for checking

Agreement to publish SAIs (A13)

Form A13 to be completed by the principal when data submission 3 is submitted

Vacation Contacts (A14) Nominated contact over summer holidays in case of data integrity issues.

Printing a class list

1. From Reports Tab, select Class List. A validation will run and display a dialog box.

2. Select subject from Subject dropdown.

3. Select reporting criteria

4. Select OK.

5. Print > Close.



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Help menu

Overseas Postcodes • Allows you to select

Overseas Postal Zone Codes

About … Displays both software

and data versions currently loaded onto SDCS.

Ensure versions match



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2.2 Adding enrolments You may need to add an individual student enrolment for a number of reasons. The most common reason is a student transferring from another school.

• Contact the student’s previous schools SDCS Operator for a Form S1, if not already received.

• Select the Student Details Tab.

• Select the relevant cohort.

− Check whether the student has been previously loaded into SDCS.

− If yes, check their QCAA student number (Student Nr), as the student may have been recorded in SDCS before receiving the Form S1. In that case, and if the student is transferring from another Queensland school, you may need to change the QCAA student number from the auto-generated number to the number on the S1.

− Click Student Nr at the top centre of the screen, type the correct number in the New Student Number field of the pop-up, and click OK.

− Remember to update the students QCAA number within your school management program.

− If no, select the plus button from the top toolbar to add the student.

− If the new student enrolling at your school has sat the QCS test, ensure you use the same student number that the student sat the QCS test with, and click OK to the warning message. Retain the current QCAA student number if the student is in Year 12 and S1 was not received until after Data submission 2v2.

− Save by clicking on the tick button.

• Check for any error messages. For example, if the LUI/Local student identifier (school id number) is not unique, it means one or both have already been assigned to another student. The student may be a repeat student or a returning student and the numbers have been used on their previous entry.

• Enter student personal details; refer to your school management system for these details.

• Enrol students in any VET continuing at your school and all Authority subjects (1–99) as listed on the S1. Record any VET competencies previously achieved with another RTO for courses that the student is continuing in at your school as a credit transfer (CRDT).

• Enter details of the student’s subject enrolments and/or record the student’s level of achievement for Authority subjects not continuing with at your school. If the student has studied subjects that are not currently offered at your school, indicate this under the Subjects Tab, as a transfer subject by selecting b. Transfer from the Work Program box. Add VET subjects being continued at your school.

• Click box indicating Transfer from another QLD school if applicable.



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NOTE: The Main Learning Provider (MLP) is determined automatically in SLIMS based on the learners’ enrolments in courses and subjects, provider types, and various dates. It cannot be set by any learning provider or QCAA. A student’s MLP status can depend on their year level and the subjects/courses they are enrolled in on your SDCS.

As a rule, if a student has an active subject/course enrolment at both a school and another learning provider (i.e. external RTO), the school should be the MLP (with the exception of a VET only course). However, if the school has yet to enrol them in any eligible subjects/courses (i.e. enrolment banked via SDCS) and the learning provider has enrolled them, then the learning provider will be the MLP.

2.3 Importing data into SDCS If your school is a new Year 11 or Year 12 school starting in 2018 then please contact the QCAA helpdesk on 3864 0278. We will be able to assist and explain the process of exporting data from your school system into SDCS.

Subject enrolment (new subject) To add a new Subject enrolment to a student’s record:

1. Select the Cohort to which the student belongs.

2. Find the student record.

3. Open the student record in the Student Details screen. Click the Subjects Tab in the lower half of the Subject Details screen.

4. Click on the button to open the Insert New Subject for this Student dialog.

5. In the Insert New Subject for this Student dialog, double-click on a Subject shown in the

left-hand side. Once selected, that Subject will show in the bottom right-hand corner of the dialog, and will be displayed with an icon in the selection list.

6. Where there is more than one Class to choose from, select the appropriate Class.

7. Continue selecting Subjects until all required subjects have been selected.

8. Click OK to close the dialog and record the enrolment/s.

SDCS will automatically save the new enrolment/s to the student’s record. If you do not wish to save the new enrolment/s, you will need to manually remove these subjects.



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Fast enrolment in a subject

If you know the Subject Code for the new subject, you don’t need to go through the Insert New Subject for this Student dialog. Simply click on the Subjects Tab, then enter that code in the Fast Insert field and press the Enter key.

Deleting a subject enrolment from a student Note: To remove a subject from multiple students see: Deleting multiple students from a subject

To delete a subject enrolment from a student’s record:

1. Select the Cohort to which the student belongs.

2. Find the student record in the Student Details Tab.

3. Click the Subjects Tab in the lower half of the Student Details Tab.

4. Select the Subject to be deleted and then click on the button.



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5. The program will ask you to confirm the deletion (Clicking OK will not delete the student’s record, only the record of the enrolment).

6. Click OK.

SDCS will automatically save the changes to the student’s record. If you do not wish to save changes, you will need to manually reinstate the deleted enrolment.

Enrolling multiple students into a subject To enrol multiple students in a subject:

1. Select the Cohort from which students are to be enrolled.

2. Select the Subject from the dropdown menu directly below the Class Lists Tab. If applicable, select a class from the Class dropdown menu.

3. Click the Subject Class Tab to display a list of students currently enrolled in the selected subject.

4. The list may be sorted by Name, Class, Level of Achievement (LoA), or Subject Achievement Indicator (SAI), by clicking on the appropriate column header and selecting Sort from the pop-up menu.

5. Click the button to open the Add Students to a Class dialog. This dialog displays a list of students in the selected cohort who are not currently enrolled in the subject

Note: If there are no students in this category, the dialog will not open

6. In the Add Students to a Class dialog:

− Move to the Students not doing this subject list and select the name of students to be enrolled. Hold down the Ctrl key while clicking to select multiple names.

− Once all names have been selected, click the button to add those names to the

Students to add to this class list. Clicking on the button will move all students listed on the left table to the list on the right.

Deleting multiple students from a subject Notes: • This topic does not include removing students from VET courses.

• To remove a subject from an individual student, see Deleting a subject enrolment from a student

To remove more than one student from a subject:



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1. Select the Cohort from which students are to be removed from the subject.

2. Click the Class Lists Tab and select the Subject from the dropdown menu. If applicable, select a class from the Class dropdown menu.

3. Click the Subject Class Tab to display a list of students currently enrolled in the selected subject. If you wish, sort the list by clicking on the appropriate column header and selecting Sort from the popup menu, which offers these choices:

− Name

− Class

− LoA (Level of Achievement)

− SAI (Subject Achievement Indicator)

4. Select the first student to be removed from the subject.

Note: Clicking on the student’s name will not select that student. You will need to click in any other column to select the record.

5. Click the button to remove the student from the subject.

Note: SDCS does not require confirmation prior to removing students from the subject. Even if you do not click the button, the student will be removed.

There is no ‘Undo’ function for this feature. Clicking the button again does not cancel changes made to the enrolment list for the subject. If you do not wish to save changes to subject enrolments, you need to manually re-enrol any students who have been removed from the subject (see below).

6. Repeat the steps above to remove multiple students from the subject.

To manually re-enrol students removed from a subject in error

1. In the Class Lists Tab, select Subject. A list of students in that subject will appear.

2. Click on the button.

3. Control-click on the names of the students you want to add into the subject from the list of students not doing this subject.

4. Click to add the selected students into the subject.

Step 3

Step 2

Step 5



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5. Click OK.

6. Back in the Subject Class Tab; click the button to save changes.

Unit of Credit (UoC) In the Student Details Tab, Subject list, the Unit of Credit column records the total number of the semesters of study, of a subject completed by a student. The maximum allowed is four. Certain categories of students (e.g. Year 12 Repeat students, Interstate and Overseas transferees) will not have completed 20 semester units of QCAA subjects as at the end of Year 12. To allow these students to be eligible for an OP, the concept of ‘concessional units of credit’ is introduced. The number of units of credit for a subject is information that is used with SAI during OP calculation.

For a normal Year 12 student where the Concessional Unit Reason field is inactive, the number of Units of Credit (UoC) for each subject is the same as the number of semesters actually studied in that subject.

Concessional Units You can allocate concessional units of credit in each subject taken at the time of enrolment for OP eligibility and for students who have enrolled in Queensland schools in Semester 2 or later, only if the reason for the student having less than four semester units is one of the following:

• interstate student

• overseas student

• re-entry student

• repeat student.

Step 4

Step 5

Step 3



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Concessional units are given so as not to disadvantage the student, ensuring they have the same total units per subject as those already gained by the cohort at the time of the student’s enrolment.

Note: A student who does not enrol within the 6-week timeframe is not eligible for Concessional Credits.

Australian students who take up exchange scholarships such as Rotary Exchange or American Field Scholarships are not entitled to any concessional units of credit. When such students return to Australia, they must resume their studies at the point at which they left.

These concessional units of credit apply only in the determination of the OP and are not reported on the Senior Statement.

1. In the Student Details Tab, change Start Semester to actual Start Semester in a Queensland school. The Concessional Unit Reason field will become active.

2. Select the Concessional Unit Reason from the dropdown menu.

3. Leave Semester 1 column blank.

4. Populate the UoC column with 4.

The following information explains SDCS Concessional Units of Credit Rules.

Re-entry student

To qualify as a Re-entry student, the time-lapse from when the student would usually finish Year 11 to when the student seeks to return to school must be two years or more. Thus most Re-entry students would be 18 years or older.

The school principal would exercise judgment in deciding at which semester (2, 3 or 4) the student should begin.

A student classified as a Re-entry student may be eligible for concessional units of credit.

Step 1

Step 3

Step 4

Step 2



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Note: The definition of a Re-entry student used within the SDCS is independent of the definition of ‘Mature-age’ students used by tertiary institutions for admission purposes. Queries regarding the latter should be addressed to the Queensland Tertiary Admission Centre (QTAC) or to the specific tertiary institution concerned.

Mature-age students do not receive any special treatment from QCAA.

1. Select the appropriate SDCS Year 12 Cohort.

2. Enter student with a new QCAA Student Nr.

3. Use LUI from previous record or generate a new LUI if one not previously issued.

Note: Delete LUI from previous record if already in SDCS as an error will be displayed.

4. Enter Start Semester, e.g. 20191 — where YYYYS = current year and semester.

5. In the Concessional Unit Reason field select Re-entry from dropdown menu.

6. Populate semester numbers as instructed by principal (see above),

7. Populate the UoC column with 4 (concessional credit).

Repeat student

A Repeat student is one who re-enrols in Year 12 in the year immediately following their completion of Year 12, i.e. a Senior Statement was received in the previous year. They must have activity in Semesters 3 and 4, and have been a student in the previous year.

A Repeat student must commence the repeat year no later than 6 weeks after the start of the school year.

The Senior Statement received by repeating students will be cumulative, recording the complete enrolment pattern and final level of achievement. Repeat students will only be awarded a QCE if they were not awarded one previously.

Entering a Year 12 repeat student

Note: The following forms of SDCS entry will override the previous Year 12 results.

1. Select the appropriate SDCS Year 12 Cohort.



Note: Delete LUI from previous record if already in SDCS, as an error will be displayed.

4. Enter Start Semester e.g. 20171 — where YYYYS = current year and semester.

5. In the Concessional Unit Reason field select Repeat from dropdown menu.

6. Populate only Semester numbers 3 and 4. Columns 1 and 2 stay blank (= concessional credit).


Entering a Year 11 repeat student

1. Select the appropriate SDCS — Year 11 Cohort.


3. Change Cert Year to when they will complete Year 12.



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4. Populate Semester numbers 1 to 4.

Entering a student who does not enrol within the 6 week timeframe

The student is not eligible for Concessional Credits and would be entered into SDCS by:

1. Enter student with new QCAA student number


Note: Delete LUI from previous record if already in SDCS, as an error will be displayed

3. Enter Start Semester, e.g. 20171 — where YYYYS = current year and semester

4. Populate Semester numbers 3 and 4.

5. Semester 1 and 2 stay blank (not eligible for concessional credit).


Interstate/overseas

An interstate/overseas student is a student who has studied, interstate or overseas, the equivalent of ….

• Semester 1, or

• Semester 1 and 2, or

• Semester 1, 2 and 3

Their records will therefore not have four semester units listed. They may be entitled to concessional units, which in many cases would result in four units of credit.

The correct recording of year and semester that the students first enrolled in Queensland and the reason for these students having fewer than four semester units is imperative, because different eligibility conditions and procedures for determining OP/FPs apply to these students.

In all cases, the Head of School or Head of Studies makes the decision about awarding concessional units to these students.

Note: Students arriving from Interstate/Overseas and starting schooling at the beginning of Year 11 are not considered Interstate/Overseas students.



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Undertaking additional Semester of credit

Upon undertaking an additional semester of credit for a subject to count towards QCE etc.

An override key will need to be provided by QCAA for subject error message 55 and 313.

Transferring students from another Queensland school Action is required by the new school if a student transfers from another Queensland school.

Where students transfer to your school from another Queensland school, contact the previous school’s SDCS Operator requesting a Form S1 (SDCS Student Transfer Form).

When your school has received the Form S1, add the student information through the Student Details Tab using the previous school’s assigned QCAA number for the student. If the Form S1 is not available when enrolling the student, keep your school’s SDCS auto-allocated QCAA student number until the student completes senior year.

Authority subjects

Enter all current and previous semesters studied, at both the current and the previous schools. This is needed to calculate OP eligibility correctly.



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• Where the student has studied Authority subjects that are not currently offered at your school, select the subject through the Subjects Tab and mark as a transfer subject by selecting b. Transfer from the Work Program box.

• Some students may stop studying one or more subjects when they transfer to another school. In these circumstances, it is the new school’s responsibility to determine SAIs. Such students must be counted when the new school determines the size of the subject group.

Authority-registered subjects and VET

Only enter the semesters and/or VET studied at your school. The previous school/s are responsible for recording semester units, courses, competencies studied and the results for those completed with them.

Enter details of the student’s subject enrolments and/or record student’s LoA and SAI.

Short course

Short / Long courses are delivered over 55 hours of teaching. They may be undertaken over one or two semesters, however, only one semester is counted and it attracts 1 credit point.

A semester result of a Sound or above for courses in literacy and numeracy are recognised as meeting the requirement for literacy and numeracy.



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2.4 Ceasing enrolments In order for a left-early student to be ceased in SLIMS and the appropriate learning and results to be banked into their learning account, all provider enrolments for the student at your school need to be ceased via SDCS. These provider enrolments will cease when QCAA receives and processes a SDCS data submission that contains:

• accurate recording of completed semesters for all subjects

• a provisional level of achievement and result for each subject and/or VET competency enrolments

• a Left Early date

− for Authority and Authority-registered subjects, enter the provisional LoA and update the semester units studied to accurately reflect only the completed semesters. Once the Form S1 is printed, write in the Position within the LoA (Rung)

− students should not be enrolled in semester units beyond their Left Early date

− the system will not permit you to enter a Left Early date until you have a LoA recorded against each subject.

If a student has not completed any semester assessment for one or more subjects, delete the whole subject from the student’s record, e.g. a Year 11 student changing schools in May. It is suggested to remove semesters 2, 3 and 4, and print an S1 for the receiving school, prior to deleting subjects.

Enter a left-early date

Enter a provisional level of achievement for each subject.

Match the number of completed semesters.



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Place a diagonal line through Semester 1 prior to sending a Form S1 — the screenshot below shows the subjects that were studied by the student at their previous school.

For school VET courses and competencies, enter the Outcome and End Date for each competency studied and mark the Completed column for each competency as Yes.

If the VET certificate has been awarded, select Yes from the Course Completed dropdown menu.

The competency End Dates must be the same, or earlier than, the general Left Early date for the student.

Note: Do not delete the student record from your SDCS (some schools incorrectly delete the whole student). Instead, enter a Left Early date.

If you do not enter the left-early date and cease all enrolments, your error will prevent any transfer of data for a student who enrols at another school and cause their Main Learning Provider (MLP) to be incorrect.

Each competency requires an end date (the same or earlier than the Left Early Date)

Only select Yes from the Course Completed dropdown if certificate is to be awarded.



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Note: The Main Learning Provider (MLP) is determined automatically in SLIMS based on the learners’ enrolments in courses and subjects, provider types, and various dates. It cannot be set by any learning provider, nor QCAA. A student’s MLP status can depend on the year level of the student and the subjects/courses you have them enrolled in on your SDCS. As a rule, if a student has active subject/course enrolments at both a school and another learning provider (e.g. external RTO), the school should be the MLP. However, if the school has yet to enrol them in any eligible subjects/courses (i.e. enrolment banked via SDCS) and the learning provider has, then the learning provider will be the MLP.

If the student wishes to receive a QCE and a Senior Statement indicating completion of Year 12, the student needs to remain active in SDCS and exit with the remaining cohort at the end of the year.

The school would mark this student as left on their school management system.

Exiting Year 12 When a student exits Year 12 before the end of the last day and a Left Early date has been entered, the student will not receive their SEP {Senior Education Profie (including QCE / Senior Statement / Tertiary Entrance / QCIA)}.

If the student wishes to received their SEP the Left Early date must be left blank on SDCS.


2.5 Form S1

Producing See Section 3.4: Ceasing enrolments.

Receiving See Section 3.2: Adding enrolments.



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3 Data submissions

3.1 Overview

Calendar due dates The collection of school data is essential for issuing Senior Education Profiles for students completing Year 12 and this data is uploaded throughout the year. The dates when the information is due at the Queensland Curriculum and Assessment Authority (QCAA) for each year can be found on the QCAA website: www.qcaa.qld.edu.au/senior/sdcs. A copy of each year’s calendar dates is also available as a PDF or Word document.

Procedure for creating and uploading data files 1. Ensure that the latest SDCS software is installed. This can be downloaded from

www.qcaa.qld.edu.au/senior/sdcs/software.

2. Change disk number to the data submission due. In the Year 12, Current Year Cohort, go to File menu > Change File # and select Disk #.

3. Go to the File menu and Validate each cohort individually.

4. Correct errors (if applicable): you will not be able to upload a Data Submission if errors are appearing on your Validation report.

− Subject error messages: These are displayed at the top of the Batch Validation Report. To produce a Batch Validation Report, select File menu > Validation > Validate Data > OK.

− Student error messages: These are displayed in the Batch Validation Report for each student. You can also click on the Students Tab and scroll down to find students with next to them. Double-click on each marked student and go to the Messages Tab in Student Details to view errors.

− SDCS checking reports: For Data Submissions 1 to 3, there will be SDCS checking reports available on the QCAA secure website under School administration & reports This report will consist of mismatches (in SDCS or SLIMS) from the previous data submission. These mismatches will stop students’ data in SDCS from updating the student’s learning account in SLIMS.

5. Resolve the errors and re-validate through the File menu.

6. Back up file to a secure drive and create a backup folder:

− Name the folder with something that you can easily identify, e.g. G:\Core Date\SDCS\SDCS Backup.

− Click File then Backup — browse to select the folder you previously created, i.e. G:\Core Date\SDCS\SDCS Backup\2018\SDCS185d15.BAK.

− Add date to file name for easy identification if you need to Restore the data at any time i.e. SDCS185d18.02.06.BAK.

− Click OK.



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https://www.qcaa.qld.edu.au/senior/sdcs


https://www.qcaa.qld.edu.au/secure_site/Login.do

7. Create your data submission files:

− Create a folder for your data files to be saved in – again name the folder something that you can easily identify, e.g. G:\Core Date\SDCS\SDCS\2018\ Data Submission Files.

− Select Year 12 cohort from the Cohort dropdown menu.

− Select File and Change File # (if applicable).

− Select File menu and then Create Data Files.

− A dialog box will appear: change the destination to where you previously created the folder (i.e. G:\Core Date\SDCS\SDCS\2018\ Data Submission Files) — this is where the files will be saved.

− Once you have selected a destination click Process.

8. A validation will run and produce Batch Validations as well as any documentation required for that specific data upload, such as Visa Report, or QCS Seating Plan.

− Print all documentation.

− You will see a message: Your data submission files have now been created on drive …

− Click OK.

9. Once the SDCS processing has finished, go to the directory where you saved the files (i.e. G:\Core Date\SDCS\SDCS\2018\ Data Submission Files). Three files will be generated (000 indicates School QCAA #):

− exch000dyy.V-1

− exch000dyy.V1 (where the number is the number of the submission e.g. 1 to 5)

− SDCS000dyy.BAK.

10. Go to QCAA website and under Online services and secure login, select Student Data Capture System (SDCS) https://www.qcaa.qld.edu.au/secure_site/Login.do

11. Click on Submit files

− Log in with personal BIC and password

− Follow instructions on the SDCS exchange file submission page ‘How to upload the Data Submission files for SDCS’

− Browse to where files have been saved (i.e. G:\Core Date\SDCS\SDCS\2018\ Data Submission Files), sort by Date Modified to ensure you are uploading the latest data files.

− Attach files — one at a time, in any order

− In the Comments field following File 3 field – enter identification information, e.g. Great State High School Data Submission 2

− Click Send Files.

12. Go back to the SDCS Home page (QCAA) and click List of submitted files (top right-hand side). This will produce a list of files submitted: date, time and file name.



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Data submission due dates and requirements

Data submission Year 11 required information Year 12 required information

Enrolment Submission

• Subject enrolment totals only. • Individual student details, their subject nor course enrolments are NOT

REQUIRED at this stage and will NOT BE included in the data collected from this submission.

Data Submission 1 V2:

• Student subject enrolment details. • Student VET course and

competency enrolment details • Temporary Visa student

conformation details. • DO NOT SEND VISA REPORT

• Student personal details. • Student subject enrolment details. • Student VET course and

competency enrolment details. • Temporary Visa student

confirmation details. • DO NOT SEND VISA REPORT

Data Submission 2 V2: V3:

• Same as for Data Submission 1 • Updated student personal details • Updated student subject enrolment

details • Updated student VET course and

competency enrolment details

Data Submission 3 Form A13

Include the Form A13: Agreement to publish SAIs; email scanned completed Form A13 to: [email protected]

• Same as for Data Submission 1–2 • Updated student personal details • Updated student subject enrolment

details • Updated student VET course and

competency enrolment details • Authority subject Initial Proposal

Data • QCS Test attendance

Data Submission 4 DUE: 12pm

Staple the Class list report to the corresponding Form R6 and any associated Form R7 for each small and intermediate subject-group

+ R6’s

• Same as for Data Submission 1–3 • Student personal details. • Student subject enrolment details. • Student VET course and

competency enrolment details. • Subject results (LOA / SAIs)

small/inter groups. Include transfer and SDE subjects.

• Enter the Agreed and Exit proposals for Authority subjects for small/inter groups.

• Enter SAIs for OP-eligible students, including visa students, in each small/inter group (SAIs for small/inter groups are the rung position).



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Data Submission 5 DUE: 10am

Form R6 for large groups and any associated Form R7 — class lists are NOT REQUIRED

• Same as for Data Submission 1–4 • Latest VET course and competency

results

• Final updated student personal detail • Final updated student subject

enrolment details • Final updated student VET course

and competency results • Enter the Agreed and Exit Proposals

for large subject-groups • Enter subject results — LoA for

non-OP eligible and LoA and SAIs for all OP-eligible students, including visa students, in each subject-group — Authority and Authority Registered

Data Amendment Submission

• Individual student details, their subject nor course enrolments will NOT BE included in the data collected from this submission.

• Only required if editing done after Submission 5 or as requested by QCAA

3.2 Enrolment data submission 1. Please ensure that SDCS is in the Enrol status: select File > Change File # and click on the

Enrolment Disk selection box to set it to Enrol status.

Enter enrolment details on the Students Tab 2. Select the relevant cohort.

3. Select the Students Tab

4. Enter the total number of students for the cohort in the Enrolled field.

Figure 1: Entering enrolment details on the Students Tab

Total students as at most recent validation

Enter total number of students enrolled

Select the relevant cohort



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Enter enrolment on the Subjects Tab • Select the Students Tab

• If student and subject details already exist, you can click on the red arrow to automatically fill the Enrol column with the last validated student count for each subject.

• If student and subject details are yet to be entered, click on the Subjects Tab and insert the subjects, then enrolment totals for each subject in the Enrol column.

Notes:

• Individual student details and their subject and course enrolments are not required at this stage and will not be included in the data collected for this submission. If you have already entered individual student information, this data does not need to be error-free at this stage. However, you must fix any subject-group errors.

• The Enrol column changes to Actual when SDCS is in data submission #1 – #5 status, showing the school’s actual enrolments.

Figure 2: Entering data in the Subjects Tab

5. Proceed to Create data files to create the enrolment data submission.

3.3 Data submission 1 This data submission collects student, subject and/or VET information for Years 11 and 12. All temporary Visa students must also be recorded. Ensure all data is error-free.

Visa students

QCAA’s definition of a visa student Visa students are those who live temporarily in Australia under a short-term visa or a similar authority issued by the Australian Government. A student who is either an Australian citizen (through naturalisation or otherwise) or a permanent resident of Australia (with a Visa or not) is not classed as a visa student. The student’s country of origin or reason for residing in Australia does not determine whether they are classified as a visa student.

Enter subjects Enter subject enrolment

totals manually

If student and subject details already exist, click the red arrow to automatically fill the Enrol column with the validated student count



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You must sight the student’s visa. We do not categorise by visa class. However, if the student’s visa states on it that they can remain in Australia indefinitely that indicates that they are a permanent resident.

NOTE: Refugees are treated as Permanent Visa Holders.

Australia has a Visa Waiver Agreement with New Zealand. They are treated as if they were a permanent Australia resident.

In SLIMS/RABS, create learning accounts for all students without a LUI, i.e., students who do not have a learning account and are on a Permanent Resident Visa.

Moderation fee Year 11 and 12 visa students are required to pay an annual moderation fee to the QCAA, unless they have a valid reason for exemption. See: Visa fee exemptions

Please contact the QCAA helpdesk on 3864 0278 for the moderation fee cost per student as this is updated each year. Visa fees for students enrolled at state schools are usually paid by Education Queensland International (EQI). State schools should contact EQI at [email protected] or 3034 4583 with any queries relating to this arrangement.

Temporary Visa holders For each temporary Visa student, additional data needs to be supplied on the Student Details Tab > Visa Details Tab. The details listed below are mandatory for Visa students.

How to enter Visa Details

• Open the Student Details Tab for a student

• Tick the Visa checkbox.

• Click on the Visa Details Tab. The details listed below are mandatory for visa students: − Date Entered Australia

− Visa Fees Paid Year 11 — valid options are:

i. YES (if fees have been forwarded to the QCAA);

ii. NO (if fees have not been forwarded);

iii. or EXEMPT (if the student is exempt from payment of the moderation fee, as described above). Reasons for exemption can be found on Page 44 of the SDCS user guide (https://www.qcaa.qld.edu.au/downloads/senior/sdcs_user_guide.pdf)

− Visa Fees Paid Year 12 — as above

− Visa Documents Sighted checkbox — check if visa documents have been sighted. Copies of documents do not need to be sent to the QCAA.



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https://www.qcaa.qld.edu.au/downloads/senior/sdcs_user_guide.pdf

cc

b.

Visa OP-eligibility Visa students are not included in OP rankings. Instead, they are given an ‘Equivalent OP’. QCAA has special procedures in place to ensure that domestic students are not disadvantaged in subject-groups and school-groups with a high number of Visa students. Visa students are NOT included in group sizes or in scaling parameters but schools must record SAIs/Rungs for Visa students. These procedures also ensure that there is comparability between Equivalent OPs and OPs. Note: If a school has more than 50% of Year 12 Visa students then this must be reported to the QCAA Quality Assurance unit on 3864 0375 or email [email protected].

Exchange students Short-term visiting students, such as students on exchange programs, who do not expect and/or are not eligible to receive a Senior Education Profile from the QCAA, are not recorded on SDCS.

Use the drop down arrow to select if fees have been paid or are exempt. If EXEMPT is selected, the Fee Exemption Reason drop down menu will appear

Tick the Visa check box Click on the Visa Details Tab



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Visa fee exemptions

Reasons for exemption can include the following:

• Dependant of Temporary Resident

• Dependant of Diplomats

• Dependant of Teacher on Exchange

• Dependant of Overseas Students

• Other

− 010 — Bridging A

− 101 — Child

− 136 — Skilled — Independent

− 155 — Five Year Resident Return

− 163 — State/Territory Sponsored Business Owner

− 165 — State/Territory Sponsored Investor

− 175 — Skilled — Independent

− 176 — Skilled — Sponsored

− 415 — Foreign Government Agency

− 428 — Religious Worker

− 444 — Special Category

− 457 — Temporary Work (Skilled)/Business (Long Stay)

− 461 — New Zealand Citizen Family Relationship (Temporary)

− 485 — Skilled Graduate

− 801 — Spouse

− 820 — Spouse (Extended Eligibility)

− 857 — Regional Sponsored Migration Schemes

− 893 — State/Territory Sponsored Investor (Residence)

− 995 — Diplomatic (Temporary)

• The following must go through EQI

− 445 — Dependent Child (whether they pay fees is determined on a case by case basis)

− 574 — Postgraduate Research Sector

− 856 — Employer Nomination Scheme



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VISA fee payable The following must go through EQI:

− 445 — Dependent Child (case by case basis on whether they pay fees).

− 570 — Independent ELICOS (English Language Intensive Course for O/Seas students)*

− 571 — School Sector Fees Studying abroad or dependant that lives with family in Australia.

− 572 — Vocational Education and Training (VET)*

− 573 — Study full time — Higher Education*

− 575 — Study full time — with restrictions*

− 576 — Study full time*

− 600 — Tourist Visa*




Fees for items marked * are usually paid in April following Data Submission 1 and QCAAs Validation in March. Also refer to the “DET International schedule of visa subclasses and enrolment conditions” website for more information on the different Visa subclasses: http://ppr.det.qld.gov.au/pif/policies/Documents/Fee%20exemptions/schedule.pdf.

3.4 Data submission 2 This data submission requires three versions to be submitted (see the SDCS Calendar (www.qcaa.qld.edu.au/senior/sdcs) for due dates). This data submission collects student, subject and / or VET information for Years 11 and 12. Ensure all data is error-free.

Check the eligibility of all students and ensure all repeat, re-entry, interstate, overseas, Variable Progression Rate (VPR) and visa students are flagged correctly and that the correct units of credit have been granted.

Ensure all new students appear on the file and that all students who have left your school have a left-early date entered against them so that their data can be transferred when they enrol at another school.

Tick the QCIA checkbox on the Student Details Tab for students taking part in the Queensland Certificate of Individual Achievement (QCIA). QCIA data is entered through SLIMS — see the SLIMS and QCIA data user guide: www.qcaa.qld.edu.au/senior/slims/user-guides-help.

3.5 Data submission 3 This data submission collects student, subject and / or VET information for Years 11 and 12. Ensure all data is error-free.

Ensure all student and subject and/or VET information is correct and then enter initial proposal data for each Authority subject and QCS attendance data for Year 12.



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http://ppr.det.qld.gov.au/pif/policies/Documents/Fee%20exemptions/schedule.pdf


https://www.qcaa.qld.edu.au/senior/slims/user-guides-help

Tick the QCIA checkbox on the Student details Tab for students taking part in the Queensland Certificate of Individual Achievement (QCIA). QCIA data is now entered through SLIMS — see the SLIMS and QCIA data user guide: www.qcaa.qld.edu.au/senior/slims/user-guides-help.

Upload files using the Submit files function on the SDCS website. Do not attach files to an email: emails will not be accepted without prior approval.

Submit Form A13 — Agreement to publish SAIs, with data submission 3. You will find this form on the Reports menu in SDCS. Print, complete, scan and email to [email protected].

Initial proposal data



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Use the Subjects Tab > Proposals Tab to enter the initial proposal totals, from Form R6, for all Year 12 Authority subjects with enrolments at your school (see screenshot below).

Only totals for each Level of Achievement (LoA) and proposal totals need to be entered at this stage; no individual student results are required.

Subject class totals must match subject enrolment in SDCS.

For School of Distance Education (SDE) subjects, make an estimate for the initial proposal. SDE will supply the correct data later.

QCS Test

View QCS Test attendance After the QCS Test has been conducted, and before data submission 3 has been submitted, you will need to record each Year 12 student’s QCS attendance in SDCS.

Students must sit ALL four test papers to be OP-eligible, unless special provision has been approved by QCAA. Students who sat the QCS Test are recorded in SDCS by ticking the Sat QCS checkbox. If the student did not sit all four papers this box should not be ticked.

Record the QCS attendance against each student individually or use the automatic Fill function in the Students Tab by clicking on the QCS header.

To view details of QCS Test attendance:

• Select the Cohort for which QCS Test attendance is to be viewed

• Click the Students Tab to display a list of all students in the selected Cohort



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• For each student, the column headed QCS will display either N (No) or Y (Yes)

The Student list may be sorted by Student Number or Surname, by clicking on the appropriate header and selecting Sort from the pop-up menu.

Record multiple QCS Test attendance 1. Select the Cohort for which QCS test attendances are to be recorded.

2. Click the Students Tab.

3. Click on the header of the QCS column and select Fill from the pop-up menu

4. SDCS will request confirmation that the column is to be filled with the same value (Y) for

every student — click OK. Note: students recorded as Left Early will not be recorded as having sat the QCS test.

5. Scroll through the list of students to find those who did not sit all four QCS papers. For each of those students, click inside the QCS column and change the Y entry to an N.

6. Click the Fill button.

The SDCS will not save all changes made unless the Fill button is clicked. Also note that clicking the button will only cancel changes made in the currently selected row. If you do not wish to save changes made in the Students screen, you will need to manually re-set all changes to their original values.

Students who did not sit all four QCS papers, but who were granted an exemption by the Authority, should be marked as N (No) in the QCS column.

An override key will be supplied to schools for students who missed the QCS Test and have supplied acceptable documentary evidence for being absent. The override key will be supplied after Data Submission 3 when data has been received and the processing of absentee data is complete.

The QCS Absentees report, which lists QCS absences from your school and granted overrides, where necessary, will be made available on the secure website.

Fill



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Change QCS Test attendance 1. Select the Cohort to which the student belongs.

2. Find the student record.

3. From the Students Tab, click inside the QCS column and change the entry appropriately (N = No, Y = Yes).

4. From the Student Details screen, tick the Sat QCS checkbox for Yes or leave blank for No.

5. Click the Validate button to save changes.

SDCS will also save the change when you exit the Student Details Tab or move to any tab inside the screen. If you do not wish to save the change to the student’s record, you will need to manually clear the Sat QCS checkbox.



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3.6 Data submissions 4 and 5 As timelines for data processing are extremely tight, schools should ensure that they comply with the due dates and times. Schools that fail to meet the due dates and times may not have their students’ records processed by the dates advertised.

Task Data submission 4 Data submission 5

Ensure your school is using the correct SDCS version

Use latest SDCS version.

Submit your data by the due date

(See the SDCS Calendar at www.qcaa.qld.edu.au/senior/sdcs for due date).

Data is due at QCAA by 12 noon Upload the files using the Submit files facility on QCAA website.

Data is due at QCAA by 10 am Upload the files using the Submit file facility on QCAA website.

Update the disk status (in the Year 12 2015 cohort click File menu > Change File #).

Change the disk number to 4. Change the disk number to 5.

Enter agreed and exit proposals for Authority subjects from Form R6 on the SDCS Subjects Tab.

Enter the proposals for small and intermediate groups.

Enter the proposals for all subject groups.

Enter Levels of Achievement (LoAs) on the SDCS Student Details or Class Lists screens.

Enter this data for students in each small and intermediate group (including small and intermediate, transfer and SDE subjects).

Enter this data for all students in each subject group (including large subjects and Authority-registered/SAS subjects).

Enter Subject achievement indicators (SAIs) on the SDCS Student Details or Class Lists screens.

Enter SAIs for OP-eligible students, including Visa students, in each small and intermediate group (SAIs for small and intermediate groups are the rung position).

Enter SAIs for all OP-eligible students, including Visa students, in each subject group (SAIs for large groups are the assigned 200–400 number).

Include VET qualification and units of competency outcomes.

Recommended for all VET qualifications.

Required for all VET qualifications. Ensure Course Completed is set to Yes when the VET qualification has been completed in full.

Update student and subject details.

Check and update students’ personal details (particularly names and addresses) and subject enrolments. Pay careful attention to student eligibility.

Create Data Submission.

Generate and send files (automatically created by SDCS).

Include: • class list report, which should be

stapled to the corresponding Form R6

• any associated Form R7 for each small and intermediate subject-group.

Include: • Form R6 for large groups • any associated Form R7 (class list

not required) • Form A14 (contact person during

school summer holidays).

Scan and email to [email protected]



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Changes to LoAs and SAIs after data submission 4 After data submission 4, changes to SAIs for students in small and intermediate groups may be made only after consultation between the school and QCAA. QCAA staff will then compare the Form R6 and allocated SAIs, and may contact the school to clarify any anomalies. Additional review material may be requested.

Determining group sizes Run a batch validation.

Produce a Subject Summary Report to see subject group size information:

Group size Small Intermediate Large

OP-eligible students (non-Visa) 1–9 10–13 14+

Common errors and solutions

Error no. Description Solution

48 Level of Achievement is missing Enter the LoA for the student and subject listed.

53 SAI is missing Enter the SAI for the student and subject listed.

84 Not Eligible for an OP: Absent from the QCS Test

Check this message each time it appears.

270 Initial Proposals missing Enter the initial proposal from the Form R6.

271 Agreed Proposals missing Enter the agreed proposal from the Form R6.

272 Exit Proposals missing Enter the exit proposal from the Form R6.

274 Proposal is not equal to students enrolled

Ensure the Exit and Assigned at Last Batch Validation totals (see Proposals Tab) are equal and represent the number of students exiting from this subject.

Possible reasons: • totals have been entered incorrectly from the Form R6 • totals on the Form R6 are incorrect • students have left the school and have been ceased

in SDCS after the Form R6 was completed. In this case, the students’ initial proposal for each subject should be deducted from the totals in SDCS.

300 LoA numbers do not match exit proposal

Ensure the Assigned at Last Batch Validation LoA counts equal the Exit Proposal LoA counts (see Proposals Tab). Subjects > Proposals



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309 Your school is not listed as participating in this restricted subject

The version of SDCS you are running does not have a record of your school participating in this restricted subject. Restricted subjects are usually trial pilots. You must apply to the QCAA to participate in the trial pilot.

361 Invalid study pattern for Variable Progression Rate

The subject noted needs to have the Semester units showing the actual pattern of study. If only two Semesters of the subject are to be studied, remove the Semester units that are not being studied. For example, when Semesters 1 and 2 are being studied, delete the 3 and 4 in the columns next to the when column. Check that the entries for the student in the Start Semester and Cert Year fields are correct.

372 Enrolment (enrolled field on Students Tab) is less than the number of students listed (Refer Diagram 1)

This error occurs when no enrolment total has been added to the Students Tab. Entering the correct enrolment total for the cohort will remove the error.


373 Enrolment total is less than number of students listed in subject (see screenshot below)

This error occurs when you have more students listed in a subject in SDCS than indicated on the enrolled total on the Subject Tab. Check the students listed on the Class Lists Tab for a current listing of students for that subject. Delete students from the class list or update totals on the Subject Tab to match.

Total students as at the most recent validation

Enter total number of students enrolled

Select appropriate cohort



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401 VPR must do at least half the workload (Authority subjects) in the final year

It is a requirement for Variable Progression Rate (VPR) students to complete at least half of their Year 12 studies of Authority subjects in the final year. This error indicates that this requirement has not been met. SDCS and/or the student’s course of study will need to be updated to meet this requirement. For example, if a student is studying a total of four Authority subjects, they must complete at least two in the final year of the VPR.

404-406 ATSI/Country of Birth/Language spoken at home may not be empty

These fields appear on the Students Tab and can be bulk-filled with a default value. Click on the column header, for example ‘Language’, to get the option to fill the column with default value.

413 Both home phone and home email may not be blank

Enter a home phone number, a home email address or both.

430 Student does not have a Learner Unique Identifier (LUI)

Locate or create LUI in SLIMS

432 The LUI is not unique There is a student, in any cohort on SDCS, with the same LUI. Check the students and correct or remove the LUI from the oldest entry.

A quick way to do this is to click on the Students Tab, click Copy Student List.

Open Excel, paste and sort LUI column

433 The Local Student Number is not unique

There is a student, in any cohort on SDCS, with the same School Student ID. Check the students, and correct or remove the ID from the oldest entry.

A quick way to do this is to click on the Students Tab, click Copy Student List.

Open Excel, paste and sort Student Nr column

Insert subjects, if needed.

Enter subject enrolment totals manually.



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464 Unit of Competency start and end dates cannot be blank

These fields must never be blank.

The enrolment activity start date is the date that training activity commences for a unit of competency — that is, the date of the first class or the date the student engaged in learning activity. If the date is unknown, the expected start date must be reported.

465 Outcome is ‘CONT’ when Unit of Competency has already ended

The end date for the Unit of Competency has passed and the outcome is still CONT (continuing). You should update the outcome to something other than CONT or extend the end date for the Unit of Competency.

466 Year 12 student does not have a LUI

To resolve this warning and / or error, if possible enter the LUI for the student as created in the Registration and Banking System.

471 Unit of Competency End date is prior to Unit of Competency Start date

Update the start or end date for the Unit of Competency to accurately reflect when training began or finished.

3.7 Final amendment data submission Please see the SDCS Calendar (www.qcaa.qld.edu.au/senior/sdcs) for due dates. Final amendment data is due by 5 pm on the due date — then the QCAA database closes to print Year 12 Senior education profiles for the year. You should upload the files using the Submit files facility on the SDCS area of QCAA website.

Student and subject reports, and the final amendment notification form, will be released on the ‘School specific reports’ section of the QCAA secure website on the due date. Schools are asked to use these reports to check student data and results prior to the final amendment due date. The final amendment notification form must be scanned and emailed to [email protected] by 5 pm on the due date.

Changes requested by QCAA staff and agreed to by the school must be entered in SDCS by the school. Schools should check the changes when they receive the student report from QCAA after data submission 5 is processed.

Most of the checking of small and intermediate groups will be carried out after data submission 5 is received, but checking will continue until the certificates are posted. QCAA staff will make comparisons of information recorded on data submissions 4 and 5, and will reject unauthorised changes to SAIs for small and intermediate groups.

Student addresses After the due date for Final Amendment data submission and the closing of SLIMS, if a student advises you that they have changed address, advise them to do both these things:

1. Arrange a mail redirection with Australia Post.

2. Check for their SEP in the mail. If they have not received the SEP within 2 weeks of the school year ending, they should email [email protected], stating that their certificates have not arrived, and including their full name, new address, school attended, LUI and date of birth. They will be emailed a form to complete.



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4 Data management processes

4.1 Notional Sound for literacy and numeracy Notional Sounds for literacy and numeracy are to be entered in SLIMS — Registration and Banking System (RABS) by 5 pm on the Final Amendment due date.

Notional Sounds may be used when a student has exited the subject on less than a Sound.

Requirements are met if at least one of the following are achieved • At least a Sound Level of Achievement in a semester of Authority or Authority-registered

English / Mathematics; or

• Competence in VET modules LIT204 or LIT205 / NUM204 or NUM205; or

• A pass in a literacy / numeracy course recognised by the QCAA (NRS Level 3 or above); or

• At least a Sound Level of Achievement in the Literacy / Numeracy strand of Authority-registered Literacy and Numeracy; or

• At least a C on the Queensland Core Skills Test.

Check back to identify whether the student achieved a Sound result or above in any of the other semesters the student was enrolled in for literacy or numeracy.

A semester result of Sound or above for a course in literacy and numeracy is recognised as meeting the minimum requirement for literacy and numeracy, and in addition, 1 credit will be banked into the student’s learning account.

To enter a Notional Sound into SLIMS 1. Log into SLIMS as a Main Learning Provider.

2. Retrieve the specific student’s learning account.

3. On the Personal Details Tab, select the dropdown arrow for either Literacy Notional Sound or Numeracy Notional Sound. This will display a dropdown menu of the subjects and Semesters the student has studied that may qualify them for literacy/numeracy.

4. Select the appropriate subject and semester combination for literacy and numeracy.

5. Click Save at the bottom of the screen.



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To remove an incorrect Notional Sound 1. Log into SLIMS as the Main Learning Provider.

2. Retrieve the specific student’s learning account.

3. On the Personal Details page, select the checkbox Remove Literacy Notional Sound or Remove Numeracy Notional Sound

4. Click Save at the bottom of the screen.

Further information is available on page 47, Section 8 of the QCE Handbook on the QCAA website at www.qcaa.qld.edu.au/downloads/senior/qce_handbook.pdf.

4.2 Backing up files • The SDCS program does not automatically back up to the Network Server each evening.

• A specific SDCS back up should be made at the end of each day you have managed data in SDCS – saving this backup to the Network. This will ensure that if there you need to restore data to the SDCS program, the latest data may be restored.

• If you need to reload the program and have not backed up, as long as you install to the same location, the data should still be accessible.

• QCAA recommends that you create 2 folders on the network:

− SDCS Back up Files or similar, and

− SDCS Submission Files or similar.



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https://www.qcaa.qld.edu.au/downloads/senior/qce_handbook.pdf

1. Select cohort year (graduating year)

2. Select File > Validation

3. Click OK

4. Repeat the above steps for the remaining cohorts, i.e. Yr 11

5. Select File > Backup

6. Browse to where you wish to save your backups. Do not change the auto-generated file name

7. Click Save > OK

Unable to proceed message This message will appear if another person is using the SDCS program on your network.

• To identify the other person using the system, go to where your SDCS program is saved, i.e.: C:\QSA\SDCS

• You cannot save any changes while more than one person is accessing SDCS.

• Double-click on the PDOXUSRS.NET file:

− if more than your logon is visible, delete the file circled at right and try again to back up

− if message remains, double-click on PDOXUSRS, and contact staff member/s to close the SDCS program

− if only your logon is visible, the tables may be locked in the background: delete the file circled at right and try again to back up the program.



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4.3 Mid-year certification Students who achieve the required credit points to be awarded the QCE by 30 June (VPR etc), have the opportunity to be issued their QCE by QCAA mid-year (July).

LoAs, along with a Left Early date, should be entered into SDCS and uploaded via a Data submission to QCAA before 30 June. Students will receive a QCE and a Statement of Results. This Statement of Results will not show completion of Year 12, however, the QCE will override this as evidence that the student has completed the requirements for Year 12.

If the student wishes to receive a QCE and a Senior Statement indicating completion of Year 12, the student must remain active in SDCS and exit with the remaining cohort at the end of the year.


4.4 International Baccalaureate The only way QCAA can get IB data is through the base school’s SDCS. See sample IB subjects listed in SDCS in the screenshot below.

Student changing from IB to Authority subjects

If a student changes schools and changes from IB subjects to QCAA Authority subjects at the receiving school, the receiving school does not load the IB subjects onto their SDCS: this data would have already been entered by the previous school and banked into the student’s learning account.

The student should be entered with a Start Semester equalling the enrolment semester at your school. Select Overseas in the Concessional Unit reason dropdown and add 4 in the UoC column for all Authority Subjects (see below).



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Student changing all but one IB subjects to Authority subjects

In the rare instance where a student is changing from all bar one IB subject to Authority subjects at the same school, treat it as shown in the sample below.

1. Add QCAA Authority subjects to be studied

2. The Start Sem should reflect the beginning of Year 12, i.e. 20161

3. Concessional Reason selected i.e. Overseas, Interstate etc.

4. Populate the UoC column for Authority subjects with 4. The program will not permit the UoC column to be populated for IB subjects

5. The Sem 1 and 2 columns need to be blank and the Sem 3 and 4 columns populated with 1 and 2 for the IB subjects not continuing

− An error will be displayed if the 4 Semesters are left in SDCS for the IB subject student is continuing in them

− An error will be displayed if you have omitted the Provider ID



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• An Override Key will not correct this error — this subject needs to be deleted

Deleted IB subjects from SDCS will not remove the subjects from SLIMS. Note below the students learning account continues to reflect 4 semester enrolment after the SDCS Data Submission upload.

IB enrolments can be found in two folders in SLIMS

• School code = Extended Essay and Theory of Knowledge. Other School code = IB subjects

• IB results are provided to QCAA at the completion of each year by the IB school



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Incomplete four-semester learning The school is to enter the LoAs for IB subjects for which the student has not achieved 4 semesters of credit. The QCAA enter the results for students whom have completed 4 semesters of learning of a subject.

4.5 Move Cohorts A Year 12 student recognises, towards end of Year 12, they will not achieve desired Exit LoAs or the student is undertaking Year 13.

The student wishes to bank additional learning credit to achieve a QCE and / or achieve a better OP result.

1. In SDCS change Cert. Year to equal when the current Year 11 cohort will exit

2. Click Validate on the Student Details Tab

3. The Move Cohort button will appear:

4. Click on Move Cohort, the following message will appear. Click Yes

− This action will result in the whole record for that student being removed from the Year 12

cohort and entered into the Year 11 cohort (including having a new QCAA student number)

• Students would need to move cohorts to Year 11 and may choose different subjects

(if necessary), any time prior to uploading the schools Submission 4 data submission or immediately prior the schools Amendment data submission (the student is not exited with the current Year 12 cohort)

Note: The Move Cohort button can only be used to move a student from the Year 12 Cohort back into the Year 11 Cohort, with 2018 being the final year this function may be utilised.



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4.6 Override keys An override key is supplied to schools in certain circumstances.

Missed QCS Test The student has supplied acceptable documentary evidence for being absent.

• The indicator for “Sat QCS” for these students must be left as absent.

• The student will then show a message “OP Eligibility Requirement to Sit QCS Test Waived”.

Subject Error Message / Approval letter issued for VPR E.g. VPR student undertaking less than half of the learning in their final year.

Non Concessional for a Subject For example, a Year 12 IB student now undertaking a QCAA subject for 4 Semesters (student does not want concessional units for this subject).

• Start Sem 20181 (current year)

• Populate Semesters 1–4

This will create the error message 313 (Enrolment in Semester Unit Before Start Semester)

How to enter an override key for a student 1. Open Messages Tab for the particular student on the Students Details page

2. Click the OverRide button

3. Copy and paste the override key provided by QCAA via email, into this field

4. Click Validate

5. Go back into Messages Tab and error will be gone.



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How to enter an override key for a subject 1. Click on Subjects Tab and then select the particular subject

2. Open Messages Tab for that subjects

3. Click the OverRide button

4. Copy and paste the override key provided by QCAA via email, into this field

5. Click Validate

6. Go back into Messages Tab and error will be gone.

4.7 QCIA • Confirm that the student is enrolled in a combination of no more than:

− 3 Authority-registered subjects; or

− a combination of 3 Authority, Authority-registered and/or VET areas of learning – Unlimited Cert 1’s. (This ensures the student’s learning program meets the legislative guidelines for the QCIA)

(This ensures the student’s learning program meets the legislative guidelines for the QCIA)

− This information is set out in the QCIA Curriculum Plan https://www.qcaa.qld.edu.au/downloads/senior/qcia_handbook.pdf

• Load any authority/authority registered or certs (for banking into the students learning account for post school QCE calculations)

• Student cannot be eligible for a QCE and a QCIA. It’s one or the other

• Tick the QCIA checkbox in SDCS

• Enter Statements of Achievements and Statements of Participation into SLIMS

• Timing is important when uploading modified data and the running of the Provisional Report.

• Year 13 – move student back a cohort prior to submission 5 of the Year 12 year.

− If this wasn’t done until the following year

− Delete the student from the past years’ cohort and add into Year 12 for the current cohort



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https://www.qcaa.qld.edu.au/downloads/senior/qcia_handbook.pdf

Guidelines for Statement of Participation and Statement of Achievements www.qcaa.qld.edu.au/downloads/senior/qcia_handbook.pdf

Enrolments and associated curriculum plans www.qcaa.qld.edu.au/senior/certificates-qualifications/qcia

Comment bank The Comments database is so large there is no download available from the website, with the comments chosen from drop-down lists for each learner when logged into the SLIMS Registration and Banking Systems (RABS) at www.qcaa.qld.edu.au/senior/slims/user-guides-help.

Eligibility Reports QCIA eligibility will show on this report if they:

• are currently enrolled in a school, have not been enrolled in an eligible learning option through SDCS or do not have an LoA entered.

QCIA eligibility will not show on this report if they:

• are currently enrolled in a school, have been enrolled in an eligible learning option through SDCS and have since exited / completed this learning option and an LoA has been entered. SLIMS detects that this student has exited the school due to the LoA being entered.

4.8 SAIs (Subject Achievement Indicators) SAIs (subject achievement indicators) are assigned by the school to each OP eligible student in each Authority subject the student is studying or has studied.

For small or intermediate groups (subject cohorts), defined as less than 14 OP eligible students within a subject across the Year 12 cohort within the school, the SAI is a “rung” integer value 1-10 within each level of achievement (as per the R6), as in:

VHA-10, VHA-9…VHA-1, H-10, H-9…H1, S-10, S-1, L-10, L-9….L1, VLA-10, VLA-9…VLA-1

For large groups the SAI is a straight integer from 200 to 400 inclusive indicating the relative achievement of students in the subject in the school. As large groups still have levels of achievement (but not subdivided as above) an error needs to be generated where, for example within a school, there is an SAI for a High Achievement student which is greater than any SAI given to any Very High Achievement Student. This is known as overlapping.

Within relevant subjects, an SAI is allocated by the school to an OP eligible student at the end of Year 12 provided they have completed at least one semester throughout Year 11 and Year 12. Validation checks are applied to ensure that:

• It is only the students work in authority subjects which is given an SAI (Subjects 1-99 are authority subjects)



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https://www.qcaa.qld.edu.au/downloads/senior/qcia_handbook.pdf

https://www.qcaa.qld.edu.au/senior/certificates-qualifications/qcia


• The SAI takes account of subject cohort size (less than 14 for small / intermediate groups, otherwise a large group), where subject cohort size is the number of OP eligible students in their last year for each subject

• The SAI spans 200 to 400 for large sized subject cohorts and 1-10 for small / Intermediate sized subject cohorts

• For large classes, there must be at least 1 SAI of 200 and 1 of SAI 400

• An SAI is not allocated to an OP ineligible student.

• An SAI is allocated to every authority subject for every OP eligible student by Data Submission 4 in the case of small / intermediate sized groups, and by Data Submission 5 in the case of large groups

• For large groups, SAIs do not overlap against Levels of Achievement

Note: An export facility exists within SDCS to allow a subset of student data to be copied into an SAI analysis programs most of which schools currently own and operate. Such programs assist teachers to assign SAIs, and to graph information for checking before uploading back into SDCS with any changes after the analysis has been completed.

BonSAI_2014 is designed to import your school’s SDCS files and for these files to be exported from BonSAI_2014 back into SDCS when you have finished assigning SAIs.

• BonSAI Program: www.qcaa.qld.edu.au/downloads/senior/BonSAI_2014_user_guide.pdf

• SAIs and BonSAI: www.qcaa.qld.edu.au/senior/tertiary-entrance/sais-bonsai

This eliminates the need for manual entry of SAIs into SDCS. Only certain people have authority to use SDCS, and they will need to use the information below to provide the files for others to work with.

Exporting data from SDCS All data accessed in BonSAI_2014 is obtained via the use of export files from your school’s SDCS. There are two types of export that can be used:

• single subject export

• data submission/exchange disk.

Single subject export A single subject export from SDCS will place the LOAs and SAIs (as they appear in SDCS) of all OP-eligible students into a file named ‘subj####.out’ (where #### is the subject number code).

To export this data from SDCS:

1. In SDCS, select the File menu and then select SAI Export.

2. Using the directory browser, select the location where you would like the file to be saved.

3. In the Subject Selection area, select the One Authority Subject radio button.

4. Using the dropdown arrow on the right of the Subject Selection area, choose the subject you wish to export and click OK.

A file called ‘subj##.out’ should now be in the specified location.



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https://www.qcaa.qld.edu.au/downloads/senior/BonSAI_2014_user_guide.pdf

https://www.qcaa.qld.edu.au/senior/tertiary-entrance/sais-bonsai

Data Submission / Exchange Disk Export A data submission export file from SDCS contains the LOAs, SAIs and OP-eligibility statuses of all students in a specified file named ‘exch###.v#’ (where ### is the school code and # is a number between 1 and 5 specific to which data exchange you are up to). To export this data from SDCS:

1. Open SDCS, select the File menu and then validate each Cohort and back up

2. Select Create Data Files.

3. Read Warnings that may appear and check the Messages as they apply to you.

4. Type the location to save the file in the Destination field or copy and paste.

5. Specify which Data Submission you wish to export in the Creating Data Submission Files area

6. Click Process. Check that no significant problems have been encountered on the windows that subsequently appear.

A file containing the relevant information should now be in the specified location.

Alternative to importing from BonSAI This is an alternative way to import SAIs into SDCS instead of using BonSAI:

1. Select the File menu and select Import.

2. Select the button in the Format field.

3. Select EXCEL option if it exists. If this option does not exist, then type EXCEL at the bottom of the screen and click the Add button.

4. In the Record Type field select Subject Group Enrolments.

5. Now enter the following details to set up a new year.

Order Field Length Type Constant Update

1 SUBJ_ID 4 N

2 STUDENT_NR 11 C

3 SUBJ_SAI 3 C

Y

4 LOA 2 C

Y



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− Tick the Import this record type? checkbox

− In the Format window ensure the CSV Delimited radio button has been selected

− In the Match On window ensure the QCAA Student Nr radio button has been selected

− Click on the Browse button and locate the .csv file. The Files of type field must have All files (*.*) selected.

6. Click the Process button

Import this record type Make sure this is ticked.

Format CSV Delimited.

Match On QCAA Student NR.

Browse Browse your SDCS data file (All files) e.g. AHist.csv.

Process Example for Mathematics B

Data file



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Outcome in SDCS

Further detailed information can be found on our website www.qcaa.qld.edu.au/senior/tertiary-entrance/sais-bonsai.

4.9 Semesters and units of credit information Authority, Authority-registered and Study Area Specification Subjects are the only subjects which are segmented into semesters, with 4 semesters in the senior stage of schooling. There are many rules covering how each student can spread their workload across semesters, and the units of credit which would accrue.

Other rules • The general student record shows when the student first starts their senior phase of learning.

For example, the vast majority of Year 11’s in 2015 would have 20151, with the 1 indicating Semester 1. This value is entered by the school.

• The dates for any enrolment for a student which is prior to their start date will generate an error.

• The number of units of credit cannot be less than the number of semesters in which Authority subjects were taken

• If a student is a repeat student, they must have activity in semester 3 and 4 and have been a student in the previous year

• If a student is taking subject 92 – Music Extension (Performance), a maximum of 2 units of credit are able to be assigned. The student must also have Music as a subject.

• If it is not an authority subject, then there must not be any units of credit associated with the subject

• Units of credit, if they apply for a given subject, must be between 0 and 4 inclusive

• Units of credit total for Senior External Subjects must equal 4. No semester # population



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Study pattern samples OP-eligible Year 12 student (has completed 24 semester units in QCAA eligible subjects)

OP-eligible Year 12 student (studied Science 21 in Year 12 and PE in Year 11 only; has recorded 24 semester units in QCAA-eligible subjects).

2016



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OP-ineligible

Year 12 student – (has only recorded 16 semester units in QCE eligible subjects)

• English Sem 2 Year 11 only

• Maths A Year 11 Sem 1 and 2 only

• Visual Art Year 11 Sem 1 only

• English Comm Year 11 Sem 1 and Year 12 Sem 3 and 4

• Prevocational Maths Year 12 Sem 3 and 4.



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OP-ineligible Year 12 student (only has 4 semester units in QCAA eligible subjects).

OP-ineligible Year 12 student (has studied no QCAA eligible subjects).

2016

2016



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OP-eligible Year 12 student – this student left this school after completing Year 11.

Their exit LoAs were recorded and the subsequent S1 will be generated to forward to the new school. A left early date is entered.

OP-eligible VPR Year 12 student – this student commenced in 2016 and will exit in 2018.



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4.10 Subjects and proposals

Determining group sizes • Run a batch validation.

• Produce a ‘Subject Summary Report’ to see subject-group size information:

Group size Small Intermediate Large

OP-eligible students (non-visa)

1–9 10–13 14+

Distance Education In a distance education arrangement, the base school (students’ home school) reaches an agreement with the host school (distance education provider) to give the students the opportunity to study subjects that are not offered at the base school. Under this arrangement the distance education provider establishes a partnership with the QCAA. This partnership requires the distance education provider to:

• communicate to base schools the process for recording student enrolments in distance education subjects using the student data capture system (SDCS)

• communicate to the base school that enrolments should meet the following requirements for the scaling of student achievement using cohort-specific and base school data:

− base school cohorts enrolled at distance education providers should not exceed small-group numbers of nine or fewer OP-eligible students

− students should complete 50% or more of the courses that contribute to OP calculation in their base school.

Base schools do not need to seek approval from the QCAA for an arrangement with the distance education provider. Completing SDCS in the appropriate manner will be sufficient for this purpose.

• All students must be part of a cohort of students that is subject to the processes of QCAA externally moderated, school-based assessment.

• Students must be included in the moderation processes for the cohort with whom they study a subject.

Shared campus A shared campus arrangement provides the opportunity for students to study an Authority or Authority-registered subject that is not offered as part of their school’s curriculum at another school where it is offered.

Approval must be obtained from QCAA prior to the commencement of the shared campus arrangement. Once approval is granted, QCAA will not request a copy of the base schools study plan. The student is entered into this subject on the base schools’ SDCS as normal. The host school is to provide results in a timely manner.

Students must be included in the moderation processes for the cohort with whom they study the subject.



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• Moderation is the responsibility of the host school; reporting on student achievement at exit is the responsibility of the base school.

• A Form R6 should be completed by the host school and signed by the host school principal. The base school name should be included in brackets in the school section, e.g. Host SHS (Base SHS — Shared campus).

• All students in the cohort, including base school students, should be entered in the initial column of the Relative achievement of students ladder. The base school students should be identified by an asterisk.

Transfer • Some students may stop studying one or more subjects when they transfer to another school.

In these circumstances, it is the new school’s responsibility to determine SAIs. Such students must be counted when the new school determines the size of the subject group.

Variable Progression Rate Schools manage the progression rates of their students.

• Students in VPR arrangements complete moderation processes and are included on Forms R6 with the cohorts with whom they exit their school at the completion of Year 12.

• For the purposes of assigning Subject Achievement Indicators (SAIs), obtaining a result on the QCS Test, and determining Overall Positions (OPs) and Field Positions (FPs), the cohort to which a student belongs is the one with whom they exit the senior phase of learning.

• Schools must seek written approval from the Manager, Quality Assurance Unit, before commencing the course/s of study if the requirement that at least half of the program of Authority subjects to be recorded on a Senior Statement must be completed in the final year of school (Year 12) will not be met.

• Variable progression may be offered to international students who arrive in Australia to commence their studies in Queensland senior high schools if the students:

− are not eligible for credit transfer or credit transfer is not possible due to non-recognition of their overseas studies

− are commencing senior schooling in Queensland after semester one

− may feasibly complete four semesters in three.

• VPR students are monitored with the group with whom they study. No special arrangements are required.

• The school must:

− photocopy a Form R6 (referred to in this procedure as the VPR Form R6) recording the VPR students’ rung placements

− clearly indicate on the VPR Form R6 the year that the students will exit Year 12 (e.g. Exit Year 12 2019)

− not include VPR students on the exiting cohort Form R6 but attach the VPR Form R6 behind the exiting cohort Form R6



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• The school must:

− add the VPR students’ rung placements from the VPR Form R6 to the Form R6 for the Year 12 cohort exiting in this year

− add the VPR students to the totals in the exit distribution row

− attach a copy of the VPR Form R6 and any relevant Form R7 to the Form R6

When there is not a Year 12 cohort exiting in this subject in the year the VPR students exit Year 12, schools must submit the VPR Form R6 to the QCAA as confirmation.

NOTE: For SDCS, the certificate year must not be 2020 or beyond. The SLIMS and SDCS systems cease at the end of 2019.

For students with a certificate year of 2020 or beyond, the achievements must be recorded in the Student Management application.

If an unusual study pattern



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Change the semester count (see below).

Visa students • All students, including visa students, who studied an Authority or Authority-registered subject

for at least one semester must appear on data submissions.

• Schools must record SAIs for visa students. These SAIs are not usually included in scaling parameters.

• Enter SAIs in each group (SAIs for small and intermediate groups are the rung position and large groups are the assigned 200–400 number).

Proposals Beginning in October, each school submits a proposed distribution of students to be awarded levels of achievement using the Form R6 for each Authority subject. Panels of teachers will scrutinise sample folios of student work from each level of achievement and provide advice to schools relating to the standards being applied.

The panel and the school reach an agreement about the numbers of students allocated an LOA within a subject, and this is entered on to the Form R6, in the Agreed column. In November as Year 12 students exit school, schools enter the Exit proposal into SDCS following agreement with the panel, it is ok to have differences been the Agreed proposal and the Exit proposal.

Validation of proposal information covers:

• Presence of student numbers for each Authority Subject, for each Level of Achievement (LoA) for Initial, Agreed and Exit

• The total student numbers within an Authority Subject equals the sum of allocations across the Levels of Achievement

Data submitted by SDCS, covering Proposals, is in the following format:

• Cohort

• Subject to which proposals apply

• Basis on which subject is taught

• Proposed (Initial) number of students to whom school will issue a VHA, HA, SA, LA, VLA (5 x 3 characters each)

• Agreed number of students to whom school will issue a VHA, HA, SA, LA, VLA



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• Final (Exit) number of students to whom school will issue a VHA, HA, SA, LA, VLA

• Total number of students enrolled for the subject.

A business process within QCAA scrutinises data once it is loaded into a QCAA program, verifying that final numbers of students agrees with the numbers previously agreed.

For more information relating to Moderation see The A-Z of Senior Moderation handbook, at: www.qcaa.qld.edu.au/downloads/senior/snr_qa_mod_a-z.pdf.

Types of proposals

Initial proposal

Data Submission # 3 – from the Form R6 for all Year 12 Authority subjects with enrolments at the school.

You are required to enter the initial proposal totals, from Form R6, for all Year 12 Authority subjects with enrolments at your school. Enter this information into SDCS on the Subjects Tab then the Proposals Tab.

Only totals for each level of achievement and proposal totals need to be entered at this stage, no individual student results are required. For SDE subjects, make an estimate for the initial proposal. SDE will supply the correct data later.

Agreed proposal

Data Submission # 4 – small and intermediate groups with LoAs, and Rungs for OP Eligible students including VISA

Data Submission # 5 – large groups with LoAs and SAIs



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https://www.qcaa.qld.edu.au/downloads/senior/snr_qa_mod_a-z.pdf

Exit proposal

Data Submission # 4 — small and intermediate groups

Data Submission # 5 — large groups, including LoAs and SAIs and all VET finalised

Copy the initial Proposal to the Agreed Proposal

Copy the Agreed Proposal to the Exit Proposal



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Variance between Class List table and Subject Summary The Subject Summary calculates the group sizes purely on who has achieved outright OP eligibility PRIOR to overrides etc. being applied

The Subject Class Report shows OP eligibility AFTER overrides etc. have been applied

Superseded/obsolete subjects To copy class list from obsolete subject to new subject

• Select Subjects Tab

• Click on to add the new subject

• Go to Class Lists Tab and select obsolete subject

• Select Edit and Copy

• Go to Class Lists Tab and select New subject

• Select Edit and Paste

• You will now see the list of students you have moved on the right hand side

• You will have the option to add students by selecting from the list on the left hand side

• Go to Class Lists Tab and select obsolete subject and delete the student enrolments

4.11 Subject weights In determining Overall Positions (OPs), all subjects are weighted equally (that is, they are all weighted at 5). For Field Positions (FPs), subjects are not weighted equally.

FPs involve weighting each subject result according to the emphasis in each subject on assessment in skill areas defined by the field. The extent to which a subject contributes to each FP depends on the weighting of that subject in that particular field.

A Memo is generated by QCAA to advise schools of the release of the subject field weights in July each year. The subject field weights will be available within the SDCS program following the downloading of the latest SDCS data build released at that time.



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5 QCAA-generated reports

5.1 Student Eligibility Report (Mar/Jun/Aug/Oct) The Eligibility Report is produced, four times a year, using the data in the student learning accounts that reside in SLIMS. They include information from the QCAA’s SDCS: School Data Submission 1 (March), Submission 2, (May) Submission 2 version 2 (July) and Submission 3 (October).

• Schools record enrolment and subject information via SDCS. This information is then transferred to the SLIMS database, where it can then be seen in the students’ learning accounts.

• QCIA students who do not have an ILO or Comments in SLIMS and a in SDCS, will not appear as being QCIA eligible on this report

QCIA eligibility will show on this report if they:

• are currently enrolled in a school, have not been enrolled in an eligible learning option through SDCS or do not have an LoA entered.

QCIA eligibility will not show on this report if they:

• are currently enrolled in a school, have been enrolled in an eligible learning option through SDCS and have since exited / completed this learning option and an LoA has been entered. SLIMS detects that this student has exited the school due to the LoA being entered.



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5.2 Provisional Statements Provisional Statements are produced, twice a year, using the data in the student learning accounts that reside in SLIMS. They include information from the QCAA’s SDCS: School Data Submission 1 (March), Submission 2, (May) Submission 2 version 2 (July) and Submission 3 (October).

• Schools record enrolment and subject information via SDCS. This information is then transferred to the SLIMS database, where it can then be seen in the students’ learning accounts

• Where a student is ONLY enrolled in a VET course through a school RTO, the school will not receive a Provisional Statement as these are only sent to schools not RTOs.



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5.3 SDCS Checking Report Reports are generated the week following each data submission.

An email is sent to the email address attached to the BIC who uploaded the last data submission files to QCAA, advising that the report is ready for downloading from the School-specific reports section of QCAA’s Secure Site.

The report may contain a combination of any of the following data alerts

• Data that requires changes in SDCS

− Student has exited, but still has Semester 4 enrolments

The Best State High School (000)



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• Senior External Examination registration missing from SDCS

• Senior External Examination registration not received by the QCAA

• Invalid study pattern for new subject.

− Year 12 students should only have semester units 1 and/or 2 recorded. These semester units can only be studied in semesters 3 and 4.

• SDCS - SLIMS transfer errors

− Mismatches may appear in the student’s surname, given names, gender, date of birth. The error may not involve a whole word but rather part of the word. Check things such as letter capitalisation, spaces, dashes, apostrophes and numbers to ensure all details are identical. These errors prevent a student’s learning account being populated with enrolment and result details from SDCS and may also prevent your school from becoming a student’s Main Learning Provider in SLIMS. Please check the data in both SDCS and SLIMS and amend one or both to reflect the correct details before the next SDCS data submission.

• Data that may require changes in SDCS

− Students marked with concessional reason who may be eligible for concessional units

− Students who are not marked as concessional and may require changes to their semester units

− Possible duplicate students

Please check that the student is still in attendance at your school. If the student has left your school, please update subject semesters, LOAs and enter a left early date in SDCS.

− Possible repeat students

Table xxx lists students at your school who are not marked as repeat students and have the same name and date of birth as students who completed Year 12 the previous year.

Repeating Year 12 students need to have their start semester date, concessional unit reason and UoC column updated to record up to four credits for Senior Authority subjects (subject numbers between 1 and 99).

• Data for your information

− No QCE credit transfer and/or relaxation of core application received by the QCAA

Studies completed interstate or overseas may contribute to the award of a QCE. If an application has already been submitted, please email [email protected] to check if the application has been received by the QCAA.

Additional information is also explained on the requirements for each data submission.



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6 Troubleshooting

Error with no message Red cross against a student with no message under Messages Tab:

• The student has duplicate subjects loaded

• Remove duplicate entries

Validation stops part way through Validation stops on a particular student

• The student may duplicate subjects loaded

− Remove duplicate entries

• The caches for that particular student is locked

− Print a Form S1

− Delete student

− Re-enter student

Enrolling Year 10 students Year 10 students enrolled in Authority and/or Authority-registered subjects and / or VET where the school is the RTO, should be entered in the new Student Management application.

Students enrolled incorrectly into a VET course There may be instances where students have been enrolled in the incorrect VET course. If data has been submitted and loaded, the learning accounts in RABS will be updated. To correct this data in students learning accounts the following steps must be done to remove any incorrect VET enrolment:

1. In SDCS change the Course Completed field from Yes to No

2. Upload a Data Submission to the SDCS web site

3. Delete the VET course from SDCS

4. Upload a Data Submission again

Error with entering an incorrect competency against a certificate Making the correction in SDCS and uploading a Data Submission will rectify this in SLIMS if recorded and deleted in the same year. If not in the same year, QCAA SEP is required to correct this.



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Error 338 — Non Transfer Student # incorrect School is getting the error message. The School Name is not correct or the wrong QCAA Student Number has been created for this school.

1. Go to Help and About menu

2. Check the name of the school

3. What is the Installation Folder path?

4. Close SDCS

5. Open QCAA > SDCS > Data folder

6. Locate and open the SDCS.INI (configuration) file

7. Open and remove School ID and Name

8. Click Save

9. Reopen SDCS and go to a student’s record

10. To change the school number hold [CTR] + [Alt] + right click on the Validate button

11. Enter correct school number ID and click on OK to update

Error 432 — IsUninst.exe This is more a Windows system error. Have you tried restarting your PC? If you have, here are the steps you can try, please note, save all your work before you start:

1. Make sure you have full administrative privileges on your computer. (I think you have already done that)

2. Make sure no other applications (including anti-virus software), installations, or processes are running in the background.



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3. Verify that two instances of the setup are not running:

− Press [Ctrl] + [Alt] + [Delete]

− Select Task Manager

− Select the Processes Tab

− Look for _INSXXXX._MP. Where XXXX are numbers. If there are two similar (they do not have to be the same) processes running, select one and click End Process

− Select Yes to the Task Manager Warning dialog.

4. Detect if a copy of IsUninst.exe is running, if so end the task.




− Look for IsUninst.exe. If it is running, select it and click End Process.


Fix VET student This feature allows you to make a fix for a student who is enrolled or who needs to be enrolled in a VET course. There could be problems trying to add a VET course or VET competencies to this students record.

1. In the Student Details Tab search for the student

2. Highlight the number in the Student Nr field

3. Right click in the Student Nr field and select Copy to copy the student number

4. In the VET Students Tab highlight the text in the Fix VET Student field

5. Right click in the Fix VET Student field and select Paste to paste the student number in the field



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6. Click on the Fix VET Student button

7. 8. When the Files to ReIndex dialog appears, click OK with all default values.

9. A message dialog will be displayed to say that it has been fixed. Click OK.

Once this is done, you will then be able to add a VET course and competencies to a student’s record.

Installation error: unInstallShield is in use Schools may get the following error message when trying to install the SDCS software.

If you continue to experience difficulty with the “unInstall Shield in use” issue. This is more a Windows system error.

Have you tried restarting your PC? If you have, here are the steps you can try, please note, save all your work before you start:

1. Make sure you have full administrative privileges on your computer. (I think you have already done that)

2. Make sure no other applications (including anti-virus software), installations, or processes are running in the background.

3. Verify that two instances of the setup are not running:




− Look for _INSXXXX._MP. Where XXXX are numbers. If there are two similar (they do not have to be the same) processes running, select one and click End Process.




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4. Detect if a copy of IsUninst.exe is running, if so end the task.




− Look for IsUninst.exe. If it is running, select it and click End Process


Mismatched SDCS version and data version The SDCS Help > About menu, should show the same Data Version as the Software Version. Only difference should be a letter on the end of the Data Version.

Why a mismatch occurs • Installation didn’t install properly (generally occurs if SDCS was not closed during installation)

• A backup is restored by the user from a previous version of SDCS

To fix mismatch Close SDCS and re-run the latest Software installation from QCAA SDCS website https://www.qcaa.qld.edu.au/3957.html

Not a Valid Date and Time Usually on a Virtual platform. The date and time on the computer is incorrect. Please contact your schools IT person to have this in the correct format.



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https://www.qcaa.qld.edu.au/3957.html

Unable to add or delete subjects for a particular student From time to time the tables behind a student’s record appears to become locked.

Two scenarios may exist:

1. You cannot delete data from a student’s entry, whilst being able to remove subjects from other students OR

2. You cannot add a subject to a student’s entry, whilst being able to load other students into the same subject.

Two ways have been identified to remove the subjects for learners where semesters are missing and causing this error. (Not a valid integer value – advises that there is nil population in cells that should have character population)

1. Removing the subject via the Class List Tab

− Go to Class Lists

Select Subject

Select Student’s record

Click the icon.

Alternatively

1. Delete and re-enter the learner’s record. Ensure you have printed a Form S1 and taken a screenshot to assist with repopulation of the students SDCS entry.

− The sign at the top of the record (to the right of the student’s Surname) is used to delete the entire record.

− The ‘+’ sign enables a new record to be created and re-enter the learner with the same details — ensuring the same Student Nr, Schl Stud ID, LUI, etc. are recorded.

Recording VET SDCS must only be used to record VET activity where the student’s own school is the RTO.

All VET delivered by schools that are RTOs will be reported under the School VET Tab on the Student Details page. No activity should be recorded under the Modules Tab in SDCS.

For competency results to be reported and banked correctly in students’ learning accounts, you must complete the Outcome, Competency Completed, Start and End Date fields.

Pay careful attention to the entry in the Course Completed field. Only select Yes when the student has achieved all units required by the qualification packaging rules. Awarding and issuance of a certificate and QCE credit calculations are determined by this field.

For more information relating to the recording of VET in SDCS, see: https://www.qcaa.qld.edu.au/downloads/senior/vet_sdcs_handbook.pdf



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https://www.qcaa.qld.edu.au/downloads/senior/vet_sdcs_handbook.pdf

Printing of VET Certificates and Statement of Attainments The QCAA’s printing arrangements with schools for VET certificates ceased at the end of 2016. Schools are now responsible for printing VET certificates for current and past students even if QCAA had previously been the printing service. All VET data can be found in SDCS under the VET Students Tab and can be copied into templates available on the QCAA website.

There are a range of resources, including guidelines, templates and sample certification documents, on the QCAA website to assist schools to manage their own printing and record-keeping arrangements, and ensure they meet the requirements of the Standards for Registered Training Organisations (RTOs) 2015.

These resources can be found at: https://www.qcaa.qld.edu.au/senior/vet/school-rto-management

Transitioning Students https://www.qcaa.qld.edu.au/downloads/senior/vet_sdcs_trans_stud.pdf

VET Guidelines and factsheets https://www.qcaa.qld.edu.au/senior/vet/school-rto-management/guidelines-factsheets



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https://www.qcaa.qld.edu.au/senior/vet/school-rto-management

https://www.qcaa.qld.edu.au/downloads/senior/vet_sdcs_trans_stud.pdf

https://www.qcaa.qld.edu.au/senior/vet/school-rto-management/guidelines-factsheets

Process diagrams

SDCS inputs (except Year 10, 2018)

SDCS Manages Cohorts

Validation Processes Reports

VPR Certification Year Individual Course

Structure

Student Transfers (Maintain QCAA

number if from QLD school) Check subjects transferred and those

not transferrable

Visa Students Recorded

(Changes to OP eligibility)

LUIs

Non-VET Data Subjects

Units of Credit Results (LOAs)

Student Data Name

Address Phone Email etc.

VET Data SATs

Courses Modules Providers

Student Outcomes

PCC Editor Processes for entry of statements and

student participation

Overrides (Keys provided by QCAA on a case by case basis)

QCAA VET Subjects and rules and

regulations. Schools specific data. SDCS ref data tables. Error messages. Protocols.

QCS Test Attendance

(For OP Eligibility)

SAIs

Proposals

DETA VET Data for State

Schools

Direct Data entry Direct Data entry Direct Data entry Upload LUI-PSN file

(facility embedded in SDCS)

Loaded from website

download

AVETMISS Uploads

Direct Data entry (usually)

Upload from School

management system OR Direct

Data entry



Direct Data entry

Upload from School’s

software OR Direct Data

entry

Direct Data entry

Direct Data entry of

override keys



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SDCS outputs

SDCS Validation processes

Collection of individual school

(student) data

Reports

Class Lists (some school

management system data and functionality)

QCAA

Error messages

Available and generated in SDCS

Analysis programs

SAI analysis

Directly available

A series of uploads from schools to QCAA (error free)

Export using specific Data formats

Generated in SDCS as outcomes of validation processes



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Context diagram



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Overview of processes



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SDCS to SLIMS / DET to SLIMS transfer and process steps



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Student Data Capture System help for schools · A new 64-bit enabled Student Data Capture System...

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