Address Collection Checklist

Step

Task

Details

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1

Upgrade to the latest TASS Version.

To ensure that you are using the correct format, upgrade to the latest TASS version.

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2

Review your Communication Rules and Address Data.

The ‘Lives With’ rule should only be applied to street/residential addresses.

A Communication Rules Listing can be used to find Students without this rule and to spot-check data. 

The ‘Excl Addr Coll' option can be ticked where the address block should be excluded from the export, such as for international address blocks. The ‘Excl Addr Coll.’ option can be found in TASS.web Student Admin > Student Records > Student information > Students on the 'Addresses & Comm. Rules’ tab.

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3

Review how address information is stored for split families.

TASS recommends the following Address Blocks be created to store the details of individual parents: 

• Mother/Parent 1 Residential

• Father/Parent 2 Residential

• Mother/Parent 1 Correspondence

• Father/Parent 2 Correspondence

The Residential address block for individual parents should only be populated when it is different to the Correspondence e.g. the Mother (or Parent 1) has provided a PO Box for Correspondence therefore a street address needs to be recorded in Residential.

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4

Check your Address Collection Extract.

Run TASS.web Student Admin > Student Records > Government Returns > Address Collection (Aus).

1. Read the ‘Address Collection (Aus)’ article.

2. Select the records to include in your extract on the ‘General’, ‘User Defined’ or ‘Billing’ tabs.

3. Complete the required fields on the 'Location Details' tab.

4. On the 'Process' tab, select 'Raw Data Extract' and the Export to 'Excel' option. 

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. 

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5

Export your data.

When you're ready to export your data, run TASS.web Student Admin > Student Records > Government Returns > Address Collection (Aus).

1. Select the records to include in your extract on the ‘General’, ‘User Defined’ or ‘Billing’ tabs.

2. Complete the required fields on the 'Location Details' tab.

3. On the 'Process' tab: Filters that require explanation/attention: 

   Field	Details	Suggested Setting
   Parent or Guardian 1 (Mother) and Parent or Guardian 2 (Father) Residential Address	When the selected address block contains an address, it will be used instead of the Correspondence e.g. 'Parent or Guardian 1 (Mother) Correspondence'.  When the selected address block is empty, the Correspondence address block will be used e.g. 'Parent or Guardian 1 (Mother) Correspondence'.  If both are empty, the Student's address is used.	e.g. 'Parent or Guardian 1 (Mother) Residential' or blank if you're not using the structure in Step 3.
   Export To	You've checked your data and are ready to generate the file for SchoolsHub.	'XML File'

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6

Upload your data to SchoolsHub.

The XML file you exported is in the correct format and is ready to be uploaded through the SchoolsHub. 

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