ACT Grid
Coming Soon!
This program will be available to all schools from v01.2026.01.200 onwards.
Refer to the TASS Release Notes for more information.
Overview
The ‘ACT Grid’ program enables Australian Capital Territory (ACT) schools to enter ACT Student IDs and generate a Census Export.
It can be accessed by navigating to TASS.web Student Admin > Student Records > Government Returns and selecting ‘ACT Grid’.
User Security Permissions
To access this program, users must have the ‘View' permissions enabled on the ‘ACT Grid’ security point in TASS.web System Admin > Users > User Maintenance or Security Role Permissions.
Users need 'Add' and 'Edit' permissions to add or modify data.
Map Genders
When generating this report for the first time, you must map the genders in your TASS database to the gender values the governing body accepts in the extract. Click the ‘Map Genders’ button in the top right corner of the screen.
For example, if the governing body were to accept 3 gender types (M, F and X) :
Female might map to gender code 'F'.
Male might map to gender code 'M'.
Any additional gender types that your school recognises could map to 'Unknown' (gender code 'X').
If your school has defined additional gender types that are not recognised by the report's governing body, you will see the following message: “Unmapped Genders exist. To run this report you must use the 'Map Genders' button above and enter a mapping for all genders.”
For more information on 'Gender Setup', refer to TASS.web Community > Setup Information.
Upload ACT Student IDs
Click the ‘Upload ACT Student IDs’ button on the program’s landing page to upload ACT Student IDs in bulk. Select, drag and drop a file where it says ‘Drop file here' or click the ‘Choose’ button to locate a file on your computer. After you have selected your file, click ‘GO’ to begin the upload process.
You can also modify ‘ACT Student IDs’ from the ACT Grid. See the ‘Student Details Selection Criteria’ section below for more information.
The file must be in CSV format containing the following fields:
CSV column | Contents | Details |
|---|---|---|
A | TASS Student Code | The ‘Student Code’ from TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab. Up to 8 characters. |
B | ACT Student ID | Up to 8 characters. Must be between 1 - 8 digits. Must be unique and not in use by another student |
Do not include column headings in your file. Each TASS Student Code must have a corresponding ACT Student ID.
If the file fails to upload, an Exception Report will be produced listing reasons why. Correct the errors listed in this report before attempting the upload again.
You can produce a list of Student Codes in an Excel spreadsheet format using TASS.web Student Admin > Listings/Reports/Merges > Details Listing. Then, change the file type to CSV before uploading.
After you have successfully uploaded ACT Student IDs, they will appear in the ‘ACT Student ID’ field on the Student Record in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab.
Student Details Selection Criteria
Use the ‘Student Details Selection Criteria’ to select the students that you would like to be included in the ACT Grid and the Census Data Report that can be produced from the ACT Grid screen.
Fields that require further explanation | |
Year Group | Select the Year Group(s) to be included in the grid and report. |
Campus | Select the Campus(es) to be included in the grid and report. This field is only displayed where there is one or more records on the 'Campuses' tab in TASS.web Student Records > Setup Information > Student Records Setup. |
Gender | Select the Gender(s) to be included in the grid and report. |
Residency Status | Select the Residency Status(es) to be included in the grid and report. |
Visa Subclass | Enter a Visa Subclass value to be included in the grid and report. To perform a multiple-character wildcard search, use the ' The symbol cannot be the first character in the search string, but it can be used at the end of a search string. Example To find records where the subclass begins with '3...' followed by zero or more characters, enter '3 |
Click ‘GO’ to generate the ACT Grid based on your selection criteria.
ACT Grid Screen
The ‘ACT Grid’ screen displays the following columns of data and allows you to enter or modify data in the ‘ACT Student ID’ column.
Click the column headers to sort the column in either ascending or descending order. You can also drag and drop each column header into your preferred sort order.
Grid Column | Description |
|---|---|
Student Code | The ‘Student Code’ from their Student Record in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. |
Surname | The ‘Surname’ from their Student Record in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. |
Given Name | The ‘First Name’ and ‘Other Names’ from their Student Record in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. |
Year Group | The ‘Year Group’ from their Student Record in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. |
ACT Student ID | The Student’s ‘ACT Student ID’ from their Student Record in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. This is an editable field. |
Click ‘Save’ to save any changes you have made to the ACT Student ID field.
Click ‘Restore’ to revert data to the last 'Save' point. Unsaved changes will be lost. If you haven't saved yet, the data will return to how it was when you loaded the grid.
Export Census Data
Click the ‘Export Census Data' button to produce the Census Data Report.
Fields that require further explanation | |
* School Code | Enter your School Code. Must be a unique 5-digit numeric value in the range 00001 to 99999. This code is allocated by ACARA and used for the My School website and NAPLAN-related activities. |
* Address | Select the Student Address Communication Rule that you want to extract from the database and use as the student’s address in the Census Data Report. |
* Click a calendar day to set Census date | Set the Census Day by selecting a calendar day, then click ‘Set Census Day’. Twenty school days before this date appear in blue.
Click the arrows next to the month names to view all school and non-school days. To mark a day as Non-School Day (e.g., holiday), click a date, then click ‘Set Non-School Day’. To revert a Non-School Day to School Day, click the date, then select ‘Set School Day’. Each Non-School Day added shifts the Start Date back by one school day. |
Click ‘Export Census Data’ to generate the report.
After generating the report, click ‘Download’ or ‘View in New Window’ to preview it in your preferred view.
Census Data Report
The Census Data Report is exported as a PDF document with the following columns.
Only students meeting these criteria appear in the report:
The student is a current student at the school on Census Day (Leaving Date is NULL or after Start Date, and Entry Date is before End Date).
The student attended the school for at least one day during the Census Reference Period.
Report Column | Description | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
School Code | This column displays the ‘School Code’ that was entered on the ‘Export Census Data’ screen. | ||||||||||
ACT Student ID | This column displays the ‘ACT Student ID’ that was entered on the ‘ACT Grid'. | ||||||||||
Family Name | This column displays data from the ‘Surname’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. | ||||||||||
Given Name | This column displays data from the ‘First Name’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. | ||||||||||
Middle Name(s) | This column displays data from the ‘Other Name’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. | ||||||||||
Preferred Name | This column displays data from the ‘Preferred Name’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. | ||||||||||
Year Level | This column displays Year Level data based on information in the ‘Year Group' field in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab.
| ||||||||||
Class ID | This column displays data from the ‘Form Class' field in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. | ||||||||||
Sex/Gender | This column shows the student’s gender, based on the ‘Gender’ field from TASS.web Student Admin > Student Records > Student Information > Students on the ‘General' tab, and the translations entered via the 'Map Genders’ feature in TASS.web Student Admin > Student Records > Government Returns > ACT Grid (this program).
| ||||||||||
Date of Birth | This column displays data from the ‘Date of Birth' field in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. | ||||||||||
Country of Birth | This column shows data from the Student’s ‘Country of Birth’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
Student Language | This column shows data from the Student’s ‘Languages other than English at Home’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
Indigenous Status | This column shows data from the Student's 'Indigenous Status' field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
GA Main Language | This column shows data from the Parent/Guardian 1’s ‘Languages other than English at Home’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
GA School Education | This column shows data from the Parent/Guardian 1’s ‘School Education’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
GA Non-School Education | This column shows data from the Parent/Guardian 1’s ‘Non-School Education’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
GA Occupation | This column shows data from the Parent/Guardian 1’s ‘Occupation Group’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
GB Main Language | This column shows data from the Parent/Guardian 2’s ‘Languages other than English at Home’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
GB School Education | This column shows data from the Parent/Guardian 2’s ‘School Education’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
GB Non-School Education | This column shows data from the Parent/Guardian 2’s ‘Non-School Education’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
GB Occupation | This column shows data from the Parent/Guardian 2’s ‘Occupation Group’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘MCEECDYA’ tab. | ||||||||||
Student Apartment Number | This column displays the student’s apartment number if ‘Address Line 1' is formatted to indicate that the student’s address is an apartment. The address used in this field is based on the address selected on the ‘Export Census Data’ screen in TASS.web Student Admin > Student Records > Government Returns > ACT Grid (this program), and the student’s corresponding address data from TASS.web Student Records > Student Records > Student Information > Students on the ‘Addresses & Comm. Rules’ tab. | ||||||||||
Student Street Number | This column displays the student’s street number from ‘Address Line 1'. The address used in this field is based on the address selected on the ‘Export Census Data’ screen in TASS.web Student Admin > Student Records > Government Returns > ACT Grid (this program), and the student’s corresponding address data from TASS.web Student Records > Student Records > Student Information > Students on the ‘Addresses & Comm. Rules’ tab. | ||||||||||
Student Street Name | This column displays the student’s street name from ‘Address Line 1'. The address used in this field is based on the address selected on the ‘Export Census Data’ screen in TASS.web Student Admin > Student Records > Government Returns > ACT Grid (this program), and the student’s corresponding address data from TASS.web Student Records > Student Records > Student Information > Students on the ‘Addresses & Comm. Rules’ tab. | ||||||||||
Student Home Suburb | This column displays the student’s Suburb. The address used in this field is based on the address selected on the ‘Export Census Data’ screen in TASS.web Student Admin > Student Records > Government Returns > ACT Grid (this program), and the student’s corresponding address data from TASS.web Student Records > Student Records > Student Information > Students on the ‘Addresses & Comm. Rules’ tab. | ||||||||||
Student Postcode | This column displays the student’s Postcode. The address used in this field is based on the address selected on the ‘Export Census Data’ screen in TASS.web Student Admin > Student Records > Government Returns > ACT Grid (this program), and the student’s corresponding address data from TASS.web Student Records > Student Records > Student Information > Students on the ‘Addresses & Comm. Rules’ tab. | ||||||||||
Student Home State | This column displays the student’s State. The address used in this field is based on the address selected on the ‘Export Census Data’ screen in TASS.web Student Admin > Student Records > Government Returns > ACT Grid (this program), and the student’s corresponding address data from TASS.web Student Records > Student Records > Student Information > Students on the ‘Addresses & Comm. Rules’ tab. | ||||||||||
International Student | If the Student’s 'Visa Subclass' is one of the following, then this field displays 'Y'; otherwise, it will be blank. 010, 020, 030, 040, 041, 173, 188, 300, 403, 407, 408, 417, 461, 462, 476, 485, 500, 600, 601, 651, 884. This data is derived from the ‘Visa Subclass’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. | ||||||||||
Full/Part-time Days | The data in this column is derived from the ‘F.T.E.’ field in TASS.web Student Records > Student Records > Student Information > Students on the ‘General’ tab. This FTE number is then multiplied by 5 and rounded to one decimal place to represent the number of days a student is in attendance per week. |