Address Collection (Aus)

Address Collection (Aus) Overview

This 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), formally known as an SES return. For more information refer to the SchoolsHub website.

The format required by DoE is different to how the address data is stored natively in the TASS database. Therefore, this program contains logic that re-organises the layout of the extracted data based on rules outlined in this help.

To ensure that your Address Collection is completed correctly, refer to the Address Collection Checklist.

Selecting the Records to Include in Your Extract

Fields from the 'General' and 'User Defined' and 'Billing' tabs can be used as selection criteria to filter the data to be included in the extract. These tabs are similar to those displayed in Student Admin > Student Records > Student Information > Students.

How Parent Data Is Extracted for the Address Collection Extract

DoE requires separate records for the name and address of each parent/guardian. A minimum of one parent/guardians and a maximum of two parents/guardians must be included for each student.

The parent information is extracted based on the type of family arrangement. Refer to the 'How to Handle Split Family Arrangements' guide for further details.

The data used for ‘Parent or Guardian 1 (Mother)’ and ‘Parent or Guardian 2 (Father)’ is defined by TASS.web program Student Admin > Parent Records > Setup Information > Parent Records Setup (SU). e.g. Person Position 1 = ‘Parent or Guardian 1 (Mother)’ and Person Position 2 = ‘Parent or Guardian 2 (Father)’. The ‘Person Position’ field names are customisable so they may be called something different at your school.

Nuclear family and Simple split family.
There is only one parent code on the 'Address and Communication Rules' tab of the Student Record.
The parent names will be extracted from the 'Parent or Guardian 1 (Mother)' and/or 'Parent or Guardian 2 (Father)' fields on the 'General' tab of the parent record attached.
The address for each parent will be extracted as follows:
1. Check if the addresses chosen, in the ‘Parent or Guardian 1 (Mother) Residential Address' and 'Parent or Guardian 2 (Father) Residential Address' fields on the 'Process tab’, are populated.
  If the address is the same as the student address, the address fields for the parent will be blank in the return (indicating it is the same as the student's).
2. If the addresses defined on the 'Process tab’ are blank, use the address linked to the 'Parent or Guardian 1 (Mother)' and/or 'Parent or Guardian 2 (Father)' fields.
  If the address is the same as the student address, the address fields for the parent will be blank in the return (indicating it is the same as the student's).
3. If the addresses above are blank, the address fields for the parent will be blank in the return (indicating it is the same as the student's).
Complex split family.
There is more than one parent code on the 'Address and Communication Rules' tab of the Student Record.
The program will determine the parents for each student using a combination of the 'Staff View' Communication Rule and 'Relationship Tags'.
1. Check for any parents with a 'Relationship Tag' matching the 'Biological Parent Tag' chosen on the 'Process tab’.
  If two parents are found, the program will not check for any further parents.
2. If zero or one biological parent is found, the program will check for parents with a 'Relationship Tag' matching the 'Guardian Tag' chosen on the 'Process tab’.
  If more than two parents are found with a 'Relationship Tag' matching the 'Guardian Tag', the program will choose the first two parents using a sorting of 'Address Number' then 'Parent Code'.
3. If the program cannot find at least one parent/guardian for a student, an exception report will be produced.
The parent names will be extracted from the 'Parent or Guardian 1 (Mother) Name' or 'Parent or Guardian 2 (Father) Name' linked to the address with the 'Relationship Tag' matching the 'Biological Parent Tag' or 'Guardian Tag'.
The address for each parent identified above will be extracted as follow:
1. Check if the address chosen, in the 'Parent or Guardian 1 (Mother) Residential Address' and 'Parent or Guardian 2 (Father) Residential Address' fields, is populated.
  If the address is the same as the student address, the address fields for the parent will be blank in the return (indicating it is the same as the student's).
2. If the addresses above are blank, use the address linked to the 'Parent or Guardian 1 (Mother) Name' and/or 'Parent or Guardian 2 (Father)' fields.
  If the address is the same as the student address, the address fields for the parent will be blank in the return (indicating it is the same as the student's).
3. If the addresses above are blank, the address fields for the parent will be blank in the return (indicating it is the same as the student's).

Addresses will be excluded from the report if the 'Excl Addr Coll' checkbox is ticked on the 'Addresses & Comm. Rules' tab in TASS.web program Student Admin > Student Records > Student Information > Students.

Address Tokens

The Address Collection (Aus) program uses the following two Address Token modes for extracting the address data:

Tokenised Addresses (Addresses with Address Validation Enabled)

These are addresses that have been tokenised and validated using the Address Validation API. To tokenise an address, you can either:

Use TASS.web program Student Admin > Parent Records > Parent Information > Parents > Address Tab. Start typing the parent address into the magnifying glass field (below the Parent Name field). Click on the correct address when it appears in the picklist. The address data will automatically populate into the required fields and the ‘View Address Tokens’ icon will display in the links column. Click the ‘View Address Tokens’ icon for more information.
Use the TASS.web program System Admin > Utilities > Bulk Address Validation to tokenise and review multiple address records.

For more information refer to the ‘With Address Validation Enabled’ section of the Parents Knowledge Base article.

Non-Tokenised Addresses (Addresses with Address Validation Disabled)

These are addresses that have not been verified using the using the Address Validation API. For non-tokenised addresses, the export file is heavily dependent on your parent address records that are maintained using program Student Admin > Parent Records > Parent Information > Parents conforming to the following:

Address Line 1	This field is not included in the Address Collection Return for non-tokinised addresses.
Address Line 2	To generate the 'Address Collection Extract’ XML file for non-tokenised addresses, the data entered into the ‘Address Line 2’ field must be formatted exactly, as shown in the examples below. Examples For a house number and street name and type: 31 Thompson Street For a unit or flat number as well, enter the unit/flat number with a slash and no spaces. 12/31 Thompson Street For a Lot, Section, Portion or RNN plus street name and type: Lot 9 Farrar Road Section 34 Stuart Close RNN 622 Ross Highway Portion 105 Johnson Road The abbreviations 'Sec' and 'Por' can be used. Do not enter any commas into this field.
Address Line 3	This field is not included in the Address Collection Return for non-tokinised addresses.

For more information refer to the ‘With Address Validation Disabled’ section of the Parents Knowledge Base article.

General Tab

When you open the Address Collection (Aus) program, a basic ‘General' Tab will appear.

From the ‘General’ tab you can opt to ‘Use Previously Saved Configurations’ from the drop-down list or leave the selection blank to create a new report configuration. Configurations can be saved by entering a Configuration name into the 'Save this Configuration as' field on the ‘Process’ tab.

There is currently no option to delete or rename a saved configuration in this program area.

Click ‘Next’ to continue.

After clicking next, a more detailed ‘General’ Tab will appear.

Fields from the 'General' tab can be used as selection criteria to filter the data to be included in the extract. The data fields are similar to those displayed in Student Admin > Student Records > Student Information > Students.

Filter Field	Details
Year Levels	You can use the 'Year Group' drop-down list to highlight the relevant 'Year Groups' to include in your export file. DoE require students in early childhood education programs (referred to as Year 1 minus 2) to be excluded from the submission. Data is only to be submitted for 'Year Groups' '0' to '12'. At your school 'Year Group' '0' could be 'P' or 'K' (as this is school definable) in TASS.web. Refer to SchoolsHub for more information. Hold down the 'Shift' key to enable a range selection, hold down the 'Ctrl' key to allow individual selection of additional fields. The data in this field originates from TASS.web program Student Admin > Student Records > Student Information > Student > General Tab.
Date of Entry	You can use the ‘Date of Entry’ field to include all students who were enrolled at the collection start date in the report, by setting the date range picker to be ‘less than’ the collection state date.
Campus	You can use the ‘Campus’ field to select the campus to be included in your report. Ensure the campus selected is the same campus the Location AGEID recorded on the ‘Location Details’ tab. DoE require Distance Education students to be excluded from the submission. Refer to SchoolsHub for more information. To cross check your Distance Education student data against your Campus data, you can run the Details Listing and highlight ‘Distance Ed’ and ‘Campus’ in Report Options > ‘Additional Fields’ section. The data in this field originates from TASS.web program Student Admin > Student Records > Student Information > Student > General Tab.
FFPOS (Full-fee paying overseas students)	You can the ‘FFPOS’ field to ‘No’ to exclude ‘Full-fee paying overseas students’ from your report. When ‘No’ is selected for the FFPOS filter field, students with Null in this field on their student record will also be included in the export as well as students who have ‘No’. When ‘Yes’ is selected for the FFPOS filter field, only students who have ‘Yes’ in this field on their student record will be included. DoE require full-fee paying overseas students (international students who do not attract Australian Government recurrent funding) to be excluded from the submission. Refer to SchoolsHub for more information. To check FFPOS student data, you can run the Details Listing and highlight ‘FFPOS’ and ‘Residency Status’ in Report Options > ‘Additional Fields’ section. The data in this fields originates from TASS.web program Student Admin > Student Records > Student Information > Student > General Tab.

User Defined and Billing Tabs

Fields from the 'User Defined' and 'Billing' tabs can be used as selection criteria to filter the data that will be included in the extract.

The fields displayed on these tabs come from the following two areas:

TASS.web program Student Admin > Student Records > Student information > Students > UD Tab.
TASS.web program Student Admin > Student Records > Student information > Students > Billing Tab.

Location Details Tab

The information in this tab is used by the DoE to identify the school.

Fields that require further explanation
*Location AGEID	A unique 5-digit number allocated by the Department of Education that identifies a location of a school. This number should be above 40000 and below 99999. The ‘Location AGEID’ is different to the school’s ‘AGEID’.
*State	Select the Australian state or territory that the school is located within.
*Boarding Students	Select ‘Yes’ or ‘No’ to indicate whether any boarding students will be reported for this location.
*Education Level	Indicates the education level for this location. Select from one of the following: Primary, Secondary or Combined (both Primary and Secondary).
*Contact First Name	The first name of the person who is the primary contact for data queries related to this location. Do not include salutations (e.g. Mr, Mrs, etc.) Min. length 1 character Max. length 30 characters Do not enter full stops (.), commas (,) or quotation marks (“) or tabs.
*Contact Surname	The last name of the person who is the primary contact for data queries related to this location. Min. length 1 character Max. length 30 characters Do not enter full stops (.), commas (,) or quotation marks (“) or tabs.
*Contact Email	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 ‘local@domain’. Max. 100 characters
*Contact Phone	The phone number for the person who is the primary contact for data queries related to this location. Can be a mobile phone number or landline. For landline, include the area code. Must be 10 digits in length. Must be only numbers. No spaces; no special characters. e.g. 0730207900.
*Contact Position	The position of the person who is the primary contact for data queries related to this location. Max. 100 characters Do not enter full stops (.), commas (,) or quotation marks (“) or tabs.

Process Tab

This tab is used to enter information that will be included in your extract and to choose the file format.

Extract Options

*Student Residential Address

This option is used to determine the student address that will be included in this export.

Addresses will be excluded from the report if the 'Excl Addr Coll' checkbox is ticked on the 'Addresses & Comm. Rules' tab in TASS.web program Student Admin > Student Records > Student Information > Students.

Use Communication Rules (Lives With Communication Type)

The student address will be extracted using the first 'Lives With' Communication Rule found:

If the 'Lives With' Communication Rule is ticked against an address that is not linked to the 'Parent or Guardian 1 (Mother) Name' and/or 'Parent or Guardian 2 (Father) Name' fields, this address will be used.
If the ‘Lives With' Communication Rule is ticked against the address linked to the 'Parent or Guardian 1 (Mother) Name' and/or 'Parent or Guardian 2 (Father) Name' fields, the system will check the 'Parent or Guardian 1 (Mother) Residential Address' and/or 'Parent or Guardian 2 (Father) Residential Address' nominated as the 'Student Residential Address’ Extract Option. If data exists in this field, this address will be extracted for the student.

All students must have a ‘Lives With' Communication Rule defined. If any students do not have a 'Lives With' Communication Rule, upon clicking 'GO’ button, an exception report will appear identifying which students need to be fixed.

Select Addresses

If you nominate to ‘Select Addresses’ and use an address other than the school default address, the system will look at the alternative address (that you nominate) first. Use the ‘Primary Copy Address’ field to select your preferred address field. If the program doesn't find any detail for a record, it will then revert to using the default address.

This option may not correctly report Parent Information for Split Families. You should choose the ‘Use Communication Rules’ option to report this data. Contact the TASS Professional Services team if you do not have Communication Rules enabled.

*Student's Record Number

The default is to include the TASS Student Code in your extract file.

Alternatively, select the 'Alternate ID' Code if this is required for your data extract.

'Alternate ID' is maintained using program Student Admin > Student Records > Student Information > Students Grid Entry or Student Admin > Student Records > Student Information > Students.

'Alternate ID' is not a mandatory field in the database. Use the Students Grid Entry program to check that there is no missing data if you intend to use this option.

DoE specify that this number must be numeric only. If your school is using an alpha/numeric or alpha student code, then you will either have to use the 'Alternate ID' code or manually adjust your file before submitting it.

Parent Options

The 'Relationship Tags' selected in these fields are only used to identify parents/guardians of students in complex split families. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for further information on how parent data is extracted for complex split family scenarios.

*Biological Parent Tag	Select the ‘Relationship Tag’ from the picklist that has been used to identify ‘biological parents’ on the 'Addresses and Communication Rules' tab of the student record. This field will only be active when ‘Use Communication Rules (Lives With Communication Type)’ is selected. If your school has configured more than one 'Relationship Tag' to identify 'Biological Parents' (e.g. Biological Mother, Biological Father), please contact the TASS Helpdesk for further guidance.
Guardian Tag	Select the ‘Relationship Tag’ from the picklist that has been used to identify ‘guardians’ on the 'Addresses and Communication Rules' tab of the Student record. This field will only be active when ‘Use Communication Rules (Lives With Communication Type)’ is selected. If your school has configured more than one 'Relationship Tag' to identify 'Guardians', please contact the TASS Helpdesk for further guidance.
Parent or Guardian 1 (Mother) Residential Address This field name is customisable.	Select the address block where the ‘Parent or Guardian 1 (Mother)’s’ 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. The Person Label used in this field (‘Parent or Guardian 1 (Mother)') is customisable and can be edited by the school in TASS.web program Student Admin > Parent Records > Setup Information > Parent Records Setup > Addresses Tab. Therefore, your field name may be different to these instructions.
Parent or Guardian 1 (Father) Residential Address This field name is customisable.	Select the address block where the ‘Parent or Guardian 2 (Father)’s’ 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. The Person Label used in this field (‘Parent or Guardian 2 (Father)') is customisable and can be edited by the school in TASS.web program Student Admin > Parent Records > Setup Information > Parent Records Setup > Addresses Tab. Therefore, your field name may be different to these instructions.

Extract Format

Address Collection Extract

This is in the file format required by DoE for uploading to SchoolsHub.

The format required by DoE is different to 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 Parent Data Is Extracted for the Address Collection Extract' section above for further information.

You can export to XML File (as required for upload to SchoolsHub) 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 SchoolsHub website.

Click here for more information about the data included in the 'Address Collection Extract' option.

The following table indicates the data that will be included in the ‘Address Collection Extract’ file and details:

The column where each data set is displayed when ‘Export to Excel’ is selected on the ‘Process’ tab.
The DoE field name and data that must be included in the export file.
The TASS.web program used to maintain the field.
The TASS.web name for the field.
Details about the that must be included in the export file.

Excel Column	DoE Field Name	TASS Program and TASS Field Name	Details
A	Student Record Number (SRN)	Student Admin > Student Records > Student Information > Students > ‘Student Code’ or ‘Alternate ID’ field.	The Code/ID number used as the SRN in this export is selected on the 'Process' tab as you generate your extract. Student names are not included in the final XML file. The SRN is an unidentifiable number generated by the school for the purpose of this data collection only.
B	Boarding Student (D or B)	Student Admin > Student Records > Student Information > Students > 'Boarder' field.	Identifies whether a student is a: Boarding student (B) Day student (D) If TASS ‘Boarder' field is set to ‘Yes’, then the DoE field will be 'B'. If TASS ‘Boarder' field is set to ‘No’, then the DoE field will be 'D’.
C	Education Level Primary (P) or Secondary (S)	Student Admin > Student Records > Student Information > Students > ‘Year Group’ field.	This field identifies whether a student attends Primary or Secondary level 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’.
D	Address Line 1	Student Admin > Parent Records > Parent Information > Parents > Address Tab Address data fields differs based on: the options selected on the ‘Process’ tab. the Address Token status.	The unit and/or street number, street name and full form of street type (e.g. street, court, etc not St, Crt, etc). The Address used for this data is based on the options selected on the ‘Process’ tab. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for more information. 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)	Student Admin > Parent Records > Parent Information > Parents > Address Tab Address data fields differ based on: the options selected on the ‘Process’ tab. the Address Token status.	The Address used for this data is based on the options selected on the ‘Process’ tab. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for more information. Tokenised Address: Do not use this field. The field will be blank. Non-Tokenised Address: Use the Parent Address ‘Address Line 3' field.
F	Suburb or City	Student Admin > Parent Records > Parent Information > Parents > Address Tab > ‘Town/Suburb’ field	The suburb, city, locality, township, or shire of the address.
G	State or territory	Student Admin > Parent Records > Parent Information > Parents > Address Tab > ‘State’ field.	The Australian state or territory of the address.
H	Postcode	Student Admin > Parent Records > Parent Information > Parents > Address Tab > ‘Post Code’ field.	A four-digit number allocated by Australia Post.
I	Parent or Guardian 1 First Name	Student Admin > Parent Records > Parent Information > Parents > ‘Parent or Guardian 1 (Mother)’ 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).
J	Parent or Guardian 1 Last Name	Student Admin > Parent Records > Parent Information > Parents > ‘Parent or Guardian 1 (Mother) - Last Name’ field.
K	Parent or Guardian 1 Preferred Name (optional)	Student Admin > Parent Records > Parent Information > Parents > ‘Parent or Guardian 1 (Mother) - Preferred Name’ field.	The preferred name for Parent/Guardian 1.
L	Parent or Guardian 1 Address Same as Student Address (Y or N)	N/A	Identifies whether Parent/Guardian 1 resides at the same address as the student. If the address of Parent 1 is the same as the student, the program will allocate 'Y'. When set to ‘Y’ the address fields for Parent 1 will be empty. Otherwise, this field will be 'N'. If ‘Same residential address as student’ is N, then data must be entered for Parent 1 address fields. The address fields are the same as Student address fields.
M	Parent or Guardian 1 Address Line 1	Student Admin > Parent Records > Parent Information > Parents > Parent or Guardian 1 (Mother) Address data fields differ based on: the options selected on the ‘Process’ tab. the Address Token status.	The address details for Parent or Guardian 1. The Address used for this data is based on the options selected on the ‘Process’ tab. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for more information. 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.
N	Parent or Guardian 1 Address Line 2 (optional)	Student Admin > Parent Records > Parent Information > Parents > Parent or Guardian 1 (Mother) Address data fields differ based on: the options selected on the ‘Process’ tab. the Address Token status.	The Address used for this data is based on the options selected on the ‘Process’ tab. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for more information. Tokenised Address: Do not use this field. The field will be blank. Non-Tokenised Address: Use the Parent Address ‘Address Line 3' field.
O-Q	Parent or Guardian 1 Suburb or City State or territory Postcode		Refer to the Details mentioned above in Student Data area (columns F-H) for more information.
R	Are you reporting Parent 2? (Y or N)		This field identifies if a second parent address is being reported. If a Parent/Guardian2 record is provided this field will be set to ‘Y’. If there is no second parent address being 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	Student Admin > Parent Records > Parent Information > Parents > Parent or Guardian 2 (Father)	These fields are similar to the 1-Q columns detailed above for ‘Parent or Guardian 1’ and will only be populated with data for ‘Parent or Guardian 2’ when Parent 2 address is being reported.

Any raw data that contains full stops (.) commas (,) or double quotes (“) will be replaced with blank spaces in the Excel file.

Raw Data Records

Use this option to check your Raw Data Records prior to them being reorganised 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 of note:

PO Boxes: your upload will be rejected by SchoolsHub if any are present.
Deceased Parents: ensure you've used the 'Deceased' flag on the 'General' tab of the Parent record.
Blank Parent Address: If a parent's address is the same as a student's address, the address information for the parent/guardian is blank. This is expected.

You can only export to an Excel® worksheet.

Click here for more information about the data included in the 'Raw Data Records' option.

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. The table includes:

The column where each data set is in the Excel worksheet.
The TASS.web program used to maintain the field.
The TASS.web name for the field.
Details about the data set.

Column	Excel File Column Name	TASS Program and TASS Field Name	Details
A	Student Code	Student Admin > Student Records > Student Information > Students > ‘Student Code’ or ‘Alternate ID’ field.	The Code/ID number used for Student Code column is selected on the 'Process' tab as you generate your extract.
B	Address Line 1	Student Admin > Parent Records > Parent Information > Parents > Address Tab > ‘Address Line 1’ field. Address data fields differ based on: the options selected on the ‘Process’ tab. the Address Token status.	If an address is non-tokenised, this address field will not generate in the XML file. Refer to the ‘Address Tokens’ section for more information.
C	Address Line 2	Student Admin > Parent Records > Parent Information > Parents > Address Tab > ‘Address Line 2’ field. The Parent Address used for this field is based on options selected on the ‘Process’ tab. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for further information.	To generate the 'Address Collection Extract’ XML file for non-tokenised addresses, the data entered into the ‘Address Line 2’ field must be formatted exactly, as shown in the examples below. Use this Raw Data Records report to check that your data is formatted correctly. Refer to the ‘Address Tokens’ section for more information. Examples For a house number and street name and type: 31 Thompson Street For a unit or flat number as well, enter the unit/flat number with a slash and no spaces. 12/31 Thompson Street For a Lot, Section, Portion or RNN plus street name and type: Lot 9 Farrar Road Section 34 Stuart Close RNN 622 Ross Highway Portion 105 Johnson Road The abbreviations 'Sec' and 'Por' can be used. Do not enter any commas into this field. Use this report to ensure that there are no PO Boxes included in the report. All listed addresses must all be physical Residential Addresses. Refer to the guidelines for ‘Address Line’ data at the beginning of this article for more information. To check for PO Box data from being included run the Bulk Address Validation program.
D	Address Line 3	Student Admin > Parent Records > Parent Information > Parents > Address Tab > ‘Address Line 3’ field. The Parent Address used for this field is based on options selected on the ‘Process’ tab. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for further information.	If an address is non-tokenised, this address field will not generate in the XML file. Refer to the ‘Address Tokens’ section for more information.
E	Town / Suburb	Student Admin > Parent Records > Parent Information > Parents > Address Tab > ‘Town/Suburb’ field.	The Parent Address used for this field is based on options selected on the ‘Process’ tab. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for further information.
F	Postcode	Student Admin > Parent Records > Parent Information > Parents > Address Tab > ‘Postcode’ field.	The Parent Address used for this field is based on options selected on the ‘Process’ tab. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for further information.
G	State	Student Admin > Parent Records > Parent Information > Parents > Address Tab > ‘State’ field.	The Parent Address used for this field is based on options selected on the ‘Process’ tab. Refer to the 'How Parent Data Is Extracted for the Address Collection Extract' section above for further information.
H	Year	Student Admin > Student Records > Student Information > Students > General Tab > 'Year Group' field.	This field will only be populated for student records (record type = St in column M).
I	Boarder	Student Admin > Student Records > Student Information > Students > General Tab > 'Boarder' field.	This field will only be populated for student records (record type = St in column M).
J	Surname	Student Admin > Student Records > Student Information > Students > 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 SchoolsHub. They are only included in this Excel file for data checking purposes.
K	Given Name	Student Admin > Student Records > Student Information > Students > 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 SchoolsHub. They are only included in this Excel file for data checking purposes.
L	Parent Code	Student Admin > Parent Records > Parent Information > Parents > ‘Parent Code’ field.
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	Student Admin > Parent Records > Parent Information > Parents > 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 Extract' 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 Extract' section above for further information.
P	Address same as Student Address		Y = the Parent’s Residential address is the same as Student’s Residential Address. N = the Parent’s Residential address is different to the Student’s Residential Address. This field will only be populated for parent records (record type = Pa in column M).

Export To

XML File	Use this option, along with 'Address Collection Extract', to generate the file that you'll upload to SchoolsHub.
Excel	Use this option to export 'Raw Data Records' and the 'Address Collection Extract' to an Excel® worksheet for checking before creating the final file for uploading to SchoolsHub.

Save this Configuration as

Enter a Configuration name to use this configuration again in future.

Saved configurations can be selected from the ‘Use a Previously Saved Configuration’ drop-down list that is displayed when you open the Address Collection (Aus)program.

There is currently no option to delete or rename a saved configuration in this program area.

Click the 'GO' button to produce your extract file.

Exception Reports

If you have missing data or these is 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:

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'.
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	There are more than 2 biological parents identified for the student.	Review the 'Addresses & Comm. Rules' tab for the student. Ensure there is a maximum of 2 parents with the biological Relationship Tag.

After fixing the records identified in the exception report, rerun the extract.

User Permissions

Users can access 'Address Collection (Aus)' when the following user permissions are assigned in TASS.web program System Admin > Users > Security Role Permissions.

Permissions	View	Add	Edit	Delete
Student Records
Address Collection (Aus)	✅