Address Collection (Aus)
Overview
The ‘Address Collection (Aus)’ program exports student and parent/guardian information for the Australian Government Department of Education (DoE) for the Student Residential Address and Other Information Collection (Address Collection), formerly known as an SES return.
For more information about this return, refer to the EducationHUB website.
This program can be accessed by navigating to TASS.web Student Admin > Student Records > Government Returns.
The Address Collection data can be exported as an Excel® or XML file.
The XML option generates the required format for direct data upload to EducationHUB. You do not need to use the address-collection Excel template from EducationHUB to convert Excel data to XML. You would only need to use this method if special circumstances apply.
Follow the Address Collection Checklist to ensure your Address Collection is accurate.
Review the 'Address Collection FAQ' article for frequently asked questions.
User Security Permissions
Assign the 'Address Collection (Aus)' permission to the relevant users, located in the Student Records section of TASS.web System Admin > Users > User Maintenance or TASS.web System Admin > Users > Security Role Permissions.
How Student Address Data is Extracted for the Address Collection
Student Address Data is extracted based on the Extract Options selected on the ‘Process’ tab and the Address Validation Token status. There are two options that can be selected on the ‘Process’ tab:
Extract Options | How Student Address Data is Extracted |
|---|---|
Use Communication Rules (Lives With Communication Type) | Select this option to extract Student Address data from the first 'Lives With' Communication Rule on the Student Record ‘Addresses & Comm. Rules’ tab.
TASS recommends using this option to accurately extract parent information for split families. If a student lacks the ‘Lives With’ Communication Rule, the system exports an Exception Report. Correct these before continuing. |
Select Addresses | Select this option to extract address data from the Student Record for the Address Block specified in the ‘Primary Copy Address’ field. When this option is selected, the system first checks the specified Address Block on the Student Record. If address data exists here, it extracts that data. If no data is present, it extracts data from the default (Source) Address Block. Important! This option may not extract parent information accurately for split families. |
See the ‘About Address Validation Tokens' section below for more information about how tokenised and non-tokenised addresses may affect the formatting of Student address blocks in this return.
How Parent Data Is Extracted for the Address Collection
The format required by DoE differs from how the address data is stored natively in the TASS database. Therefore, this program contains logic that reorganises the layout of the extracted data based on the rules outlined in this article.
The DoE requires a separate record for each parent or guardian, including their name and address. For each student, the submitted data must include at least one parent or guardian and no more than two. Parent information is extracted from TASS.web based on the type of Family Arrangement (Nuclear, Simple Split, or Complex Split) and the Address Validation Token status.
Refer to the 'How to Handle Split Family Arrangements' guide for more information about Family Arrangements.
Refer to ‘Address Validation API’ and the ‘Addresses Tab' section of the ‘Parent Records’ article for more information about Address Validation Tokens.
Family Arrangements
Parent Name and Address information is extracted from TASS.web in different ways based on the type of Family Arrangement (Nuclear, Simple Split, or Complex Split). Each Method is detailed below.
The labels for 'Parent/Caregiver 1' and 'Parent/Caregiver 2', and their linked address blocks, are customisable and vary by school. This article refers to these labels as 'Person Position 1' and 'Person Position 2'.
Examples
Address #4 = Mother Residential = Person Position 1 = Person Label: Parent/Caregiver 1.
Address #5 = Father Residential = Person Position 2 = Person Label: Parent/Caregiver 2.
These labels and linked address blocks are configured in TASS.web Student Admin > Parent Records > Setup Information > Parent Records Setup on the ‘Addresses’ tab.
Family Arrangement | How Parent Data Is Extracted |
|---|---|
Nuclear Family A ‘Nuclear Family’ occurs when Multi Parenting Arrangements is set to ‘No’ on the ‘General’ tab of the Student Record, and only one Parent Code exists on the ‘Address and Comm. Rules’ tab of the Student Record. | Parent Names: For Nuclear and Simple Split Family Arrangements, Parent Names are extracted from the 'Person Position 1' and 'Person Position 2' fields on the 'General' tab of the Parent Record associated with the student. Both parent names from the parent record the student is attached to will be used. If there is only 1 parent name on that parent record, only 1 parent will be reported. Parent Names are excluded from the report if the ‘Deceased’ flag is set to ‘Yes’. Parent Addresses: When extracting Parent Addresses for Nuclear and Simple Split Families, the program begins by examining the 'Person Position 1 Residential Address' and 'Person Position 2 Residential Address' fields on the Process tab:
If the Address Block is empty and contains no data, the Parent Address-related columns of the extract will be blank, and the 'Parent Same as Student Address' field will be set to 'Y' to indicate that the Parent’s Address matches the Student’s Address. Parent Addresses excluded from the report if the 'Excl Addr Coll' checkbox is ticked on the 'Addresses & Comm. Rules' tab in TASS.web Student Admin > Student Records > Student Information > Students. Student and Parent Address Check: When the parent's address matches the student's address, the parent address columns in the extract will be blank, and the 'Parent Same as Student Address' field will be set to 'Y'. If the addresses differ, this field will be set to 'N'. Address data is saved and exported differently depending on whether the address in TASS has been validated and tokenised. Refer to the ‘Address Tokens’ section below for more information. If one of the addresses is tokenised and the other is not, they will be considered not to match, regardless of the actual addresses. |
Simple Split Family A ‘Simple Split’ occurs when Multi Parenting Arrangements is set to ‘Yes’ on the ‘General’ tab of the Student Record, and only one Parent Code exists on the ‘Address and Comm. Rules’ tab of the Student Record. | |
Complex Split Family A ‘Complex Split' occurs when Multi Parenting Arrangements is set to ‘Yes’ on the ‘General’ tab of the Student Record, and there is more than one Parent Code exists on the 'Address and Comm. Rules' tab of the Student Record. | Parent Names: For Complex Split Family Arrangements, Parent Names are extracted using a combination of the 'Staff View' Communication Rule and 'Relationship Tags'.
If the program cannot find at least one biological parent or guardian for a student, or more than two biological parents are found, the program will produce an Exception Report. You must correct these records before continuing. Parent Names are excluded from the report if the ‘Deceased’ flag is set to ‘Yes’. Parent Addresses: When extracting Parent Addresses for Complex Families, the program then examines the 'Person Position 1 Residential Address' and 'Person Position 2 Residential Address' fields on the Process tab:
If the Residential Address Block and the Person Position Address Block are both empty, the 'Parent Same as Student Address' field will be set to 'Y' to indicate that the Parent’s Address matches the Student’s Address. Parent Addresses excluded from the report if the 'Excl Addr Coll' checkbox is ticked on the 'Addresses & Comm. Rules' tab in TASS.web Student Admin > Student Records > Student Information > Students. Student and Parent Address Check: When the parent's address matches the student's address, the parent address columns in the extract will be blank, and the 'Parent Same as Student Address' field will be set to 'Y'. If the addresses differ, this field will be set to 'N'. Address data is saved and exported differently depending on whether the address in TASS has been validated and tokenised. Refer to the ‘Address Tokens’ section below for more information. If one of the addresses is tokenised and the other is not, they will be considered not to match, regardless of the actual addresses. |
About Address Validation Tokens
This program uses the following two Address Token modes to extract address data.
When a tokenised Address is available, the Parent Record ‘Address’ tab displays the 
‘Postal’ and 
‘GPS’ icons with green ticks.
Tokenised Addresses ‘Tokinised Addresses’ are addresses that have been tokenised and validated using the Address Validation API. For more information on Tokinised Addresses, refer to the ‘With Address Validation Enabled’ section of the ‘Parents’ article. | This program formats tokenised addresses in the export file as follows:
To tokenise an address, you must first enable the Address Validation API, then you can either:
| ||||||
Non-Tokenised Addresses ‘Non-Tokinised Addresses’ are addresses that have not been verified using the Address Validation API. For more information, refer to the ‘With Address Validation Disabled’ section of the ‘Parents’ article. | For non-tokenised addresses, the export file depends heavily on the parent address records you maintain in TASS.web Student Admin > Parent Records > Parent Information > Parents conforming to the following:
|
Saved Configurations
If your school has previously run an extract and has saved configurations, you can select one from the list and click ‘Next' to load it. Otherwise, leave the ‘Use a Previously Saved Configuration’ field blank and click 'Next’ to load the program with the default program settings.
You can save new configurations by entering text into the 'Save this Configuration as' field on the 'Process’ tab, then clicking 'GO'.
General Tab
Fields on the ‘General' tab can be used as selection criteria to filter the data to be included in the extract. These filter fields look at data entered in the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the 'General’ tab.
Fields that require further explanation | |
Year Levels | Use the 'Year Group' drop-down list to highlight the relevant 'Year Groups' to include in your export file. Important! Students in early childhood education programs (referred to as Year 1 minus 2) may need to be excluded from the submission. Refer to EducationHUB guidelines for more information. Hold down the 'Shift' key to enable a range selection, and hold down the 'Ctrl' key to allow individual selection of additional fields. |
Date of Entry | Use the ‘Date of Entry’ field to include all students who were enrolled on the collection start date in the report by setting the date range picker to ‘less than’ the collection start date. |
Campus | Use the ‘Campus’ field to select the campus to be included in your report. Ensure the selected campus matches the Location AGEID recorded on the 'Location Details' tab. Important! Distance Education students may need to be excluded from the submission. Refer to EducationHUB for more information. To check your Distance Education student data against your Campus data, you can run the ‘Details Listing’ and highlight ‘Distance Ed’ and ‘Campus’ in the ‘Additional Fields’ section of the Report Options. |
FFPOS | Use the ‘FFPOS’ field to include or exclude ‘Full-fee paying overseas students’ (international students who do not attract Australian Government recurrent funding) from your report. Important! Full-fee-paying overseas students (international students who do not attract Australian Government recurrent funding) may need to be excluded from the submission. Refer to EducationHUB for more information. To check FFPOS student data, you can run the ‘Details Listing’ and highlight ‘FFPOS’ and ‘Residency Status’ in the ‘Additional Fields’ section of the Report Options. |
User Defined and Billing Tabs
Fields from the 'User Defined' and 'Billing' tabs can be used as additional selection criteria to filter the data that will be included in the extract. These filter fields look at data entered in the Student Record in TASS.web Student Admin > Student Records > Student Information > Students on the ‘UD’ tab, and on the 'Billing' tab.
Location Details Tab
The ‘Location Details’ tab is where you enter the information that DoE uses to identify your school.
Fields that require further explanation | |
* Location AGEID | Enter the unique 5-digit number allocated by the DoE that identifies your school's location. This number should be above 40000 and below 99999. The ‘Location AGEID’ differs from the school’s ‘AGEID’. |
* State | Select the Australian state or territory within which the school is located. |
* Boarding Students | Select ‘Yes’ if boarding students will be reported for this location. Select ‘No’ if boarding students are not included for this location. |
* Education Level | Select the education level for this location. Options are Primary, Secondary, or Combined (both Primary and Secondary schools). |
* Contact First Name | Enter the first name of the person who is the primary contact for data queries related to this location. Minimum 1 character. Maximum 30 characters. Do not include salutations (e.g. Mr, Mrs, etc.), full stops (.), commas (,), quotation marks (“) or tabs. |
* Contact Surname | Enter the surname of the person who is the primary contact for data queries related to this location. Minimum 1 character. Maximum 30 characters. Do not enter full stops (.), commas (,), quotation marks (“) or tabs. |
* Contact Email | Enter the email address of the person who is the primary contact for data queries related to this location. The value must be entered in the format ‘name@domain’. Maximum 100 characters. |
* Contact Phone | Enter the phone number for the primary contact for data queries related to this location. It can be a mobile phone number or a landline. For a landline, include the area code. It must be 10 digits long and only contain numbers. No spaces, no special characters. e.g., 0730207900. |
* Contact Position | Enter the position of the person who is the primary contact for data queries related to this location. Maximum 100 characters. Do not enter full stops (.), commas (,), quotation marks (“) or tabs. |
Process Tab
The ‘Process’ tab is used to enter information that will be included in your extract and to choose the file format. The mandatory fields are flagged with an asterisk '*'; all other fields are optional.
Extract Options | |||||
* Student Residential Address | This option determines how the extract will determine the student's residential address to be included in this export. You have two options:
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* Student's Record Number | Select the Student Code that you want to appear in your extract file.
DoE requires this number to be numeric only. If your school uses an alphanumeric student code, use the 'Alternate ID' code or adjust your file manually before submitting. | ||||
Parent Options | |||||
* Biological Parent Tag | Select the ‘Relationship Tag’ that is used to identify ‘Biological Parents’ on the 'Addresses and Comm. Rules' tab of the Student Record. The ‘Relationship Tag' selected here identifies parents or guardians of students in complex split families. See the 'How Parent Data Is Extracted for the Address Collection’ section above for more information. This field only appears when you select 'Use Communication Rules (Lives With Communication Type)' in the Extract Options section. If your school uses more than one 'Relationship Tag' to identify 'Biological Parents' (e.g. Biological Mother, Biological Father), contact TASS Customer Care for guidance. | ||||
Guardian Tag | Select the ‘Relationship Tag’ from the picklist that has been used to identify ‘Guardians’ on the 'Addresses and Comm. Rules' tab of the Student Record. The ‘Relationship Tag' selected here identifies parents or guardians of students in complex split families. See the 'How Parent Data Is Extracted for the Address Collection’ section above for more information. This field only appears when you select 'Use Communication Rules (Lives With Communication Type)' in the Extract Options section. If your school uses more than one 'Relationship Tag' to identify 'Guardians' (e.g. Aunty, Uncle, Grandparent), please contact TASS Customer Care for guidance. | ||||
Person Position 1 Residential Address | Select the Address Block where the ‘Parent/Guardian 1’ Residential Address is stored. When the selected address block contains an address, the selected address field will be used instead of ‘Parent or Guardian 1 (Mother) Address’ in the data export. When left blank, the address linked to the 'Parent or Guardian 1 (Mother) Name' will be used. This field name is customisable and may vary by school. The Person Position Label originates from TASS.web Student Admin > Parent Records > Setup Information > Parent Records Setup on the ‘Addresses’ tab. | ||||
Person Position 2 Residential Address | Select the address block where the ‘Parent/Guardian 2’ Residential Address is stored. When the selected address block contains an address, the selected address field will be used instead of ‘Parent or Guardian 2 (Father) Address’ in the data export. When left blank, the address linked to the 'Parent or Guardian 2 (Father) Name' will be used. This field name is customisable and may vary by school. The Person Position Label originates from TASS.web Student Admin > Parent Records > Setup Information > Parent Records Setup on the ‘Addresses’ tab. | ||||
Extract Format | |||||
Address Collection Extract | This is in the file format required by DoE for uploading to EducationHUB. The format required by DoE differs from how the address data is stored natively in the TASS database. Therefore, the data in this report has been reorganised to meet the DoE requirements. Refer to the 'How Student Address Data is Extracted for the Address Collection' and 'How Parent Data Is Extracted for the Address Collection' sections above for further information. You can export to an XML File (as required for upload to EducationHUB) or an Excel® worksheet. The Excel worksheet columns are in the same order and format as the 'Address Collection Data Upload' tool, available on the EducationHUB website. The XML option generates the required format for direct data upload to EducationHUB. You do not need to use the address-collection Excel template from EducationHUB to convert Excel data to XML. You would only need to use this method if special circumstances apply. Refer to the ‘Address Collection Extract File Format’ section below for more information. | ||||
Raw Data Records | Use this option to check your Raw Data Records before reorganising them to meet DoE requirements. Use this extract format to check that your address data is accurate and information is stored in the correct fields. Items to note:
You can only export to an Excel® worksheet. Refer to the ‘Raw Data Records File Format’ section below for more information. | ||||
Export To | |||||
XML File | Use this option, along with 'Address Collection Extract', to generate the file that you'll upload to EducationHUB. | ||||
Excel | Use this option to export 'Raw Data Records' and the 'Address Collection Extract' to an Excel® worksheet to check before creating the final file for uploading to EducationHUB. | ||||
Save this Configuration as | |||||
This section is optional. Entering text here allows you to reuse this configuration later. Saved configurations appear in the 'Use a Previously Saved Configuration' drop-down list when you open the Address Collection (Aus) program. Saved configurations cannot be deleted or renamed in this program. | |||||
Click the 'GO' button to produce your extract file.
After the report has been generated successfully, the file download should start immediately. The browser may prompt you to accept the download of this file.
An ‘Exception Report may appear when key data is missing, or an issue prevents the extract from being produced. See the ‘Exception Report’ section below for details.
Exception Reports
If you have missing data or something is preventing the extract from being produced, a PDF file Exception Report may appear. There are three types of exception reports that may be displayed in this program:
Exception Report | Reason | Action Required |
|---|---|---|
Students with no Communication Rules - 'Lives With' address. | The student does not have at least one address on the 'Addresses & Comm. Rules' tab that has been ticked for the Communication Type 'Lives With'. | Review the 'Addresses & Comm. Rules' tab for the student. Tick at least one address for Communication Type 'Lives With'. This action can also be performed in bulk, if required, using the Communication Rules Grid. |
Students with no Parents. | The student is from a Complex Split family, and there are no matching biological parents or guardians on the 'Addresses & Comm. Rules' tab of the student record. | Review the ‘Addresses & Comm. Rules’ tab for the student. Tick at least one address for Communication Type ‘Staff View' and set the Relationship Tag to match the ‘Biological’ or 'Guardian’ tag as defined on the 'Process' tab. |
Students with more than two [selected Biological Parent Tag] Parents | More than 2 biological parents have been identified for the student. | Review the ‘Addresses & Comm. Rules' tab for the student. Ensure there are no more than 2 parents with the 'Biological’ Relationship Tag. |
After fixing the records identified in the exception report, rerun the program to produce the extract.
If you are unsure what to change to clear the exception report, contact TASS Customer Care for support.
Address Collection Extract File Format
The following table indicates the data that will be included in the ‘Address Collection Extract’ file.
Any raw data that contains full stops (.), commas (,) or double quotes (“) will be replaced with blank spaces in the Excel file.
Column | DoE Field | TASS Program/Field Name | Details |
|---|---|---|---|
A | Student Record Number (SRN) | TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab > ‘Student Code’ or ‘Alternate ID’ field. | The Code/ID number used as the SRN in the Excel export is selected on the 'Process' tab as you generate your extract. Student names are not included in the final XML file. In the XML file, the SRN is an unidentifiable number generated by the school for this data collection only. |
B | Boarding Student (D or B) | TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab > 'Boarder' field. | Identifies whether a student is a Boarding student (B) or a Day student (D). If TASS ‘Boarder' is set to ‘Yes’, the DoE field will be 'B'. If TASS ‘Boarder' is set to ‘No’, the DoE field will be 'D'. |
C | Education Level Primary (P) or Secondary (S) | TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab > ‘Year Group’ field. | This field indicates whether a student attends Primary or Secondary education. For all students with a ‘Year Group' of 0 to 6, the program will allocate 'P' for 'Primary’. When 'SA Format' is selected in the 'Data Format' section in the 'Process' tab, all students with a 'Year Group' of 7 will be 'P'. For all other States, students with a 'Year Group' of 7 will be 'S'. For all students with a ‘Year Group' of 8 to 12, the program will allocate 'S' for 'Secondary’. Students with a Year Level of '-1' or lower lack data in this field because early childhood education programs are excluded from the return. Use the Student Filters on the 'General' tab to refine your 'Year Level' selections if this occurs. |
D | Address Line 1 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. | The address details of the Student. Address data fields vary based on options selected on the 'Process' tab and the Address Token status. See the 'How Student Address Data is Extracted for the Address Collection' section above for details. Tokenised Addresses: Use the Address Token data to generate the address from the following Parent Address Token fields: Unit Type, Unit Number, Street No. or Lot No., Street Name, Street Type, Street Suffix. Non-Tokenised Addresses: Use the Parent Address ‘Address Line 2' field. |
E | Address Line 2 (optional) | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. | The address details of the Student. Address data fields vary based on options selected on the 'Process' tab and the Address Token status. See the 'How Student Address Data is Extracted for the Address Collection' section above for details. Tokenised Address: When a Unit Type or Unit Number is in Address Line 1, this field may use the Address Token data to generate the Street No. or Lot No., Street Name, Street Type, Street Suffix, otherwise it will be blank. Non-Tokenised Address: Use the Parent Address ‘Address Line 3' field. |
F | Suburb or City | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab > ‘Town/Suburb’ field | The suburb, city, locality, township, or shire of the address. |
G | State or territory | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab > ‘State’ field. | The Australian state or territory of the address. |
H | Postcode | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab > ‘Post Code’ field. | A four-digit number allocated by Australia Post. |
I | Parent or Guardian 1 First Name | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘General’ tab > ‘First Name’ field. | The first name of Parent/Guardian 1. Not including salutations (e.g. Mr, Mrs, Dr, etc) or both Parent 1 and Parent 2 names (e.g. Bob and Joan). Hyphenated first names are acceptable (e.g. Mary-Ellen). Parent Name data fields vary based on options selected on the 'Process' tab. See the 'How Parent Data Is Extracted for the Address Collection' section above for details. |
J | Parent or Guardian 1 Last Name | TASS.web Student Admin > Parent Records > Parent Information > Parents > on the ‘General’ tab > ‘Last Name’ field. | The surname of Parent/Guardian 1. Parent Name data fields vary based on options selected on the 'Process' tab. See the 'How Parent Data Is Extracted for the Address Collection' section above for details. |
K | Parent or Guardian 1 Preferred Name (optional) | TASS.web Student Admin > Parent Records > Parent Information > Parents > on the ‘General’ tab > ‘Preferred Name’ field. | The preferred name for Parent/Guardian 1. Parent Name data fields vary based on options selected on the 'Process' tab. See the 'How Parent Data Is Extracted for the Address Collection' section above for details. |
L | Parent or Guardian 1 Address Same as Student Address (Y or N) | N/A | This field identifies whether Parent/Guardian 1 resides at the same address as the student. If Parent 1's address matches the student's, the program assigns 'Y'. When set to 'Y', Parent 1's address fields remain empty. Otherwise, this field is 'N'. If 'Same residential address as student' is 'N', enter data for Parent 1's address fields, which mirror the student address fields. |
M | Parent or Guardian 1 Address Line 1 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. | The Address details for Parent/Guardian 1 (if different from the Student). Address data fields vary based on options selected on the 'Process' tab and the Address Token status. See the 'How Parent Data Is Extracted for the Address Collection' section above for details. Tokenised Addresses: Uses the Address Token data to generate the address from the following Parent Address Token fields: Unit Type, Unit Number, Street No. or Lot No., Street Name, Street Type, Street Suffix. Non-Tokenised Addresses: Uses the Parent Address ‘Address Line 2' field. |
N | Parent or Guardian 1 Address Line 2 (optional) | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. | The Address details for Parent/Guardian 1 (if different from the Student). Address data fields vary based on options selected on the 'Process' tab and the Address Token status. See the 'How Parent Data Is Extracted for the Address Collection' section above for details. Tokenised Address: When a Unit Type or Unit Number is in Address Line 1, this field may use the Address Token data to generate the Street No. or Lot No., Street Name, Street Type, Street Suffix, otherwise it will be blank. Non-Tokenised Address: Use the Parent Address ‘Address Line 3' field. |
O | Suburb or City | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab > ‘Town/Suburb’ field. | The suburb, city, locality, township, or shire of the address. |
P | State or territory | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab > ‘State’ field. | The Australian state or territory of the address. |
Q | Postcode | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab > ‘Post Code’ field. | A four-digit number allocated by Australia Post. |
R | Are you reporting Parent 2? (Y or N) | This field identifies if a second parent's address is being reported. If a Parent/Guardian2 record is provided, this field will be set to ‘Y’. If no second parent address is reported, this field will be set to 'N'. | |
S-AA | Parent or Guardian 2 First Name Last name Preferred Name (optional) Same as student address? (Y or N) Address Line 1 Address Line 2 (optional) Suburb or City State or territory Postcode | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. | These fields are similar to the 1-Q columns detailed above for ‘Parent/Guardian 1’ and will only be populated with data for ‘Parent/Guardian 2’ when their address is being reported. |
Raw Data Records File Format
Use the ‘Raw Data Records’ to check that your address data is accurate and that information is stored in the correct fields.
The ‘Raw Data Records’ Extract Format will return a maximum of three separate rows per student, grouped by the ‘Student Code’:
One record for the student with a 'Record Type' of 'St'.
One record for the first parent/guardian of the student with a 'Record Type' of 'Pa'.
One record for the second parent/guardian of the student with a 'Record Type' of 'Pa' (if applicable).
The following table indicates the data that will be included in the ‘Raw Data Records’ when exported to an Excel file.
Column | Excel File Column Name | TASS Program/Field Name | Details |
|---|---|---|---|
A | Student Code | TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab > ‘Student Code’ or ‘Alternate ID’ field. | The Code/ID number used for the Student Code column is selected on the 'Process' tab as you generate your extract. |
B | Address Line 1 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. | The Student or Parent Address Data (based on the record type defined column M). The address data extracted in these fields varies based on the options selected on the 'Process' tab and the Address Token status. For Parent Addresses (Pa): see the 'How Parent Data Is Extracted for the Address Collection' section above for details. For Student Addresses (St): see the 'How Student Address Data is Extracted for the Address Collection' section above for details. Tokenised Addresses: Use the Address Token data to generate the address from the following Parent Address Token fields: Unit Type, Unit Number, Street No. or Lot No., Street Name, Street Type, Street Suffix. Non-Tokenised Addresses: Use the Parent Address ‘Address Line 2' field. |
C | Address Line 2 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. | The Student or Parent Address Data (based on the record type defined column M). The address data extracted in these fields varies based on the options selected on the 'Process' tab and the Address Token status. For Parent Addresses (Pa): see the 'How Parent Data Is Extracted for the Address Collection' section above for details. For Student Addresses (St): see the 'How Student Address Data is Extracted for the Address Collection' section above for details. Tokenised Address: When a Unit Type or Unit Number is in Address Line 1, this field may use the Address Token data to generate the Street No. or Lot No., Street Name, Street Type, Street Suffix, otherwise it will be blank. Non-Tokenised Address: Use the Parent Address ‘Address Line 3' field. Use this report to ensure that there are no PO Boxes included in the report. All listed addresses must be physical Residential Addresses. Refer to the guidelines for ‘Address Line’ data at the beginning of this article for more information. To check whether PO Box data is included, run the Bulk Address Validation program. |
D | Address Line 3 | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. | The Student or Parent Address Data based on the record type defined column M. The address data extracted in these fields varies based on the options selected on the 'Process' tab and the Address Token status. For Parent Addresses (Pa): see the 'How Parent Data Is Extracted for the Address Collection' section above for details. For Student Addresses (St): see the 'How Student Address Data is Extracted for the Address Collection' section above for details. If an address is non-tokenised, this address field will not be generated in the XML file. Refer to the ‘Address Tokens’ section for more information. Use this report to check that no address data has been entered on Address Line 3, as this will not be included in the final extract. |
E | Town / Suburb | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab > ‘Town/Suburb’ field. | The suburb, city, locality, township, or shire of the address. |
F | Postcode | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab > ‘Postcode’ field. | The Australian state or territory of the address. |
G | State | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab > ‘State’ field. | A four-digit number allocated by Australia Post. |
H | Year | TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab > 'Year Group' field. | This field will only be populated for student records (record type = St in column M). |
I | Boarder | TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab > 'Boarder' field. | This field will only be populated for student records (record type = St in column M). |
J | Surname | TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab > 'Surname' field. | This field will only be populated for student records (record type = St in column M). Student Names will not be included in the final extract uploaded to EducationHUB. They are only included in this Excel file for data-checking purposes. |
K | Given Name | TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab > ‘First Name' field + 'Other Name’ field. | This field will only be populated for student records (record type = St in column M). Student Names will not be included in the final extract uploaded to EducationHUB. They are only included in this Excel file for data-checking purposes. |
L | Parent Code | TASS.web Student Admin > Parent Records > Parent Information > Parents > ‘Parent Code’ field. | The Parent Code that is linked to the Student Code. |
M | Record Type (St or Pa) | For all students, the 'Record Type' will be 'St'. For all parents, the 'Record Type' will be 'Pa'. | |
N | Parent First Name | TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘General’ tab > ‘Name’ field > ‘First Name’ field. | This field will only be populated for parent records (record type = Pa in column M). Refer to the 'How Parent Data Is Extracted for the Address Collection' section above for further information. |
O | Parent Last Name | Student Admin > Parent Records > Parent Information > Parents > 'General' tab > ‘Name’ field > ‘Surname’ field. | This field will only be populated for parent records (record type = Pa in column M). Refer to the 'How Parent Data Is Extracted for the Address Collection' section above for further information. |
P | Address same as Student Address | Y = the Parents' Residential Address is the same as the Students' Residential Address. N = the Parents' Residential Address is different from the Students' Residential Address. This field will only be populated for parent records (record type = Pa in column M). |