Census (Aus)
Overview
The Census (Aus) program produces a statistical report detailing the number of students by age for each year group.
It can be run for your entire school population or with the following filters applied:
Student Indigenous Status.
ESL (English as a Second Language).
House.
Campus.
Any Student User Defined field.
Important!
This program will only include students with a 'Residency Status' with the 'Include in Census' flag set to 'Y'. It will also warn you if there are students in the database who do not have a 'Residency Status'.
'Residency Statuses' are set up using TASS.web Student Admin > Student Records > Setup Information > Countries/Languages/ResStatus on the 'Residency' tab.
You can update the 'Residency Status' on the student records in bulk by using TASS.web Student Admin > Student Records > Student Information > Students Grid Entry.
A picklist provides 3 options to choose between the old Census (Aus) Reports and the new Census (Aus) Data Extracts:
Student Census Data Extract (the default option).
For more information, see Census (Aus) Checklist.
Census Reports
General Tab
Use the fields on this tab to determine the students to be included in the Census statistics.
Fields that require detailed explanation | |||||||||||||
* Ageing Date | This is the date used to determine the age of the students. This is a mandatory field. | ||||||||||||
* Include Students who are current at: | This will default to today's date. It is used to determine the students who are current and therefore included in the statistics. You can change this to the 'Ageing date'. This will use that date to determine the students who are current and therefore included in the statistics. | ||||||||||||
Gender of Census | Select the 'Combined' option to produce a single page Census report that includes all student gender numbers. Select the 'Separated' option to produce a multi-page Census report with separate statistics for each student gender. | ||||||||||||
Indigenous Students | Select the 'Included' option to produce a Census report that includes Indigenous student numbers. Select the 'Excluded' option to produce a Census report that does not include Indigenous student numbers. Select the 'Only' option to produce a Census report that includes only Indigenous student numbers. ‘Indigenous Status' is set up on student records using:
Students with MCEECDYA codes 1, 2 or 3 are considered as Indigenous by this program.
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ESL Students | Select the 'Included' option to produce a Census report that includes ESL (English as a Second Language) student numbers. Select ‘Excluded’ to produce a Census report that does not include ESL student numbers. Select the 'Only' option to produce a Census report that includes only ESL student numbers. ESL is set up on the student record using:
Students with a language code other than '1201' are considered as 'ESL' by this program. | ||||||||||||
House | Use this drop-down list to filter the report to include data for one or more houses. Leave this field blank to include all houses. | ||||||||||||
Campus | Use this drop-down list to filter the report by campus. This is a multi-select drop-down list that allows you to select two or more campus. | ||||||||||||
User Defined Tab
Use the fields on this tab to further filter the students who will be included in the Census statistics.
Print Tab
Fields that require detailed explanation | ||
Report Format | Census Report | This will produce a summary report with the number of students by age for each year level. It will only include students who:
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Detailed Census Report | This will produce a report that lists the students by age within the year group, e.g. Students in Year 11 who are the age of 15, Students in Year 11 who the age of 16 etc. It will only include students who:
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Formatting Options | Choose the destination of your report. This can be to PDF, Microsoft Excel® or Microsoft Word®. The 'Table Borders' and 'Alternate Row Colours' options can enhance the readability of the report but are not available if the listing destination is Excel®. The 'Portrait' and 'Landscape' options allow you to change the page orientation when exporting to PDF and Word®. | |
Report Title | Enter a preferred title for the report or use the default titles ‘Census Report' or 'Detailed Census Report’. | |
Employee Census Data Extract
Saved Configurations Tab
If any previous configurations exist, they can be retrieved using the option 'Use a Previously Saved Configuration'.
Select a previous configuration using the picklist.
Click the 'Next' button to continue.
The 'Use a Previously Saved Configuration' picklist will be populated with saved configurations from all users.
If no configurations have been saved, the 'Saved Configurations' screen will not be displayed.
General Tab
Use the fields on this tab to determine the students to be included in the Census statistics.
Fields that require detailed explanation | |
* Census Date | This is a mandatory field. Enter the date of the Census. |
* AGEID | This is a mandatory field. Enter your school's Australian Government Department of Education Client ID. (Formerly known as the DEEWR ID number.) |
Employee Tab
Use the fields on this tab to further filter the employees who will be included in the Census statistics.
This is similar to the 'General' tab details in TASS.web Payroll/HRM > Employee/HR > Employee Information > Employees.
Payroll Tab
Similar to the ‘Payroll Details' search screen TASS.web Payroll/HRM > Employee/HR > Employee Information > Employee Grid Entry. However, the permissions that are applied to that program are not applied to this program, i.e. Users must have the '--- Employee Census Data Extract' permission to access all fields in this program.
Process Tab
This tab is used to enter information that will be included in your report and to choose the file format.
Fields that require detailed explanation | ||
* Absentee Parameters | Start/End Date | These are mandatory fields. Enter the date range of attendance records that will be included in the report. |
Nominate the Non-School Days | Load/Clear/Sort Dates | Use this section of the program to nominate the non-school days for the attendance period for this export. Click the 'Load School Dates' button to load a chronological list of dates based on the 'Start Date' and 'End date' entered above (excluding weekends) into the 'School Dates' panel. You should now move any non-school dates (e.g. Public holidays) that appear in the 'School Dates' panel. These should be selected and moved to the 'Non-School Dates' panel. If the date order becomes ragged as a result of moving dates from one column to the other, click the 'Sort Dates' button to have them reordered chronologically in both panels. If you make a mess, click the 'Clear Dates' button and then the 'Load Dates' button to start again. Once the 'Load Dates' button is clicked, the Start Date and End Date fields are locked. Click the 'Clear Dates' button to edit these fields. When the 'Sort Dates' button is clicked, the dates in this box will be re-order in ascending date order. |
Report Format | There are 2 options:
Employee Census Data Extract is the default format selected unless a saved configuration has been used. | |
Sort By | There are 2 options:
When Surname is selected the secondary sort will be 'Preferred Name'. Surname is the default selection unless a saved configuration has been used. | |
Formatting Options | Choose to print the report as a PDF or export to Microsoft Excel® or Microsoft Word®. Export to Excel is the default setting unless a saved configuration has been used. When Student Census Data Extract is selected, this field will be set to 'Export to Excel' and the others will be disabled. The 'Table Borders' and 'Alternate Row Colours' options can enhance the readability of the report but are not available if the listing destination is Excel®. The 'Portrait' and 'Landscape' options allow you to change the page orientation when exporting to PDF and Word®. | |
Report Title | Enter a preferred title for the report or use the default titles ‘Employee Census Data Extract' or 'Excluded Employees Listing’. | |
Save this Configuration as | If populated with a value and you click 'GO', the current report settings will be saved using the configuration name entered in this field. | |
Click the 'GO' button to generate the report.
When the ‘GO’ button is clicked, a check will be performed to ensure that there are dates in the 'School Dates' list. If not, the message 'No School Dates found. Use 'Load Dates' button to populate School Dates' will be displayed.
Excel File Format
Column | Field Name | TASS Program/Field Name | ||||||||||||
A | AGEID | As entered on the 'General' tab in this program. | ||||||||||||
B | Employee Name | This will be the employee name in the format [Surname], [Preferred Name], e.g. Bell, Lyn. The data is from TASS.web Payroll/HRM > Payroll > Employee Information > Employees on the ‘General’ tab. | ||||||||||||
C | Main Activity | This will be the employee's main activity from TASS.web Payroll/HRM > Payroll > Employee Information > Employees on the ‘General’ tab. | ||||||||||||
D | Gender | This will be the employee's gender. The data is from TASS.web Payroll/HRM > Payroll > Employee Information > Employees on the ‘General’ tab. | ||||||||||||
E | Indigenous | When the Employee's Indigenous Status = 1, 2, or 3, then 'I' will be displayed. When the Employee's Indigenous Status = 4, then 'N' will be displayed. Otherwise, 'NS' will be displayed. This data is from TASS.web Payroll/HRM > Payroll > Employee Information > Employees on the ‘General’ tab.
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F | Primary FTE | Always 0. | ||||||||||||
G | Secondary FTE | Always 0. | ||||||||||||
H | Total FTE | If TASS Payroll is not enabled, 'Total FTE' will display as 0. |
Student Census Data Extract
Saved Configurations Tab
If any previous configurations exist, they can be retrieved using the option 'Use a Previously Saved Configuration'.
Select a previous configuration using the picklist.
Click the 'Next' button to continue.
The 'Use a Previously Saved Configuration' picklist will be populated with saved configurations from all users.
If no configurations have been saved, the 'Saved Configurations' screen will not be displayed.
Map Genders
Use the 'Map Genders' icon to view or edit the specific TASS genders and codes mapped for this report.
Important!
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' icon, and enter a mapping for all genders.'
To run the report, any additional genders in your database must be mapped to those that are accepted for the report by the governing body.
For example, if the governing body were to accept 3 gender types:
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 'U')—if the governing body recognises this gender type and you have defined it (or it is already defined) in TASS.
For more information on 'Gender Setup', refer to TASS.web Community > Setup Information.
The Census (Aus) Gender Code for Indeterminate/unspecified is 'X'. For more information on Gender Codes for Census, refer to the SchoolsHub Non-Government Schools Census documentation.
General Tab
Use the fields on this tab to determine the students to be included in the Census statistics.
Fields that require detailed explanation | |
*Census Date | This is a mandatory field. Enter the date of the Census. |
*Ageing Date | This is the date used to determine the age of the students (based on this date and their DOB). This is a mandatory field. |
*AGEID | This is a mandatory field. Enter your school's Australian Government Department of Education Client ID. (Formerly known as the DEEWR ID number.) |
Student Tab
Use the fields on this tab to further filter the students who will be included in the Census statistics.
This is similar to the 'General' tab details in TASS.web Student Admin > Student Records > Student Information > Students.
User Defined Tab
Use the fields on this tab to further filter the students who will be included in the Census statistics.
This is similar to the 'User Defined' tab details in TASS.web Student Admin > Student Records > Student Information > Students.
Process Tab
This tab is used to enter information that will be included in your report and to choose the file format.
Fields that require detailed explanation | ||
*Absentee Parameters | Start/End Date | These are mandatory fields. Enter the date range of attendance records that will be included in the report. |
Nominate the Non-School Days | Load/Clear/Sort Dates | Use this section of the program to nominate the non-school days for the attendance period for this export. Click the 'Load School Dates' button to load a chronological list of dates based on the 'Start Date' and 'End date' entered above (excluding weekends) into the 'School Dates' panel. The maximum number of dates that can be processed at one time is 450. If the date(s) entered in the range are weekend dates only, no dates will be loaded. The user will get the message 'No dates loaded. Please try again'. You should now move any non-school dates (e.g. Public holidays) that appear in the 'School Dates' panel. These should be selected and moved to the 'Non-School Dates' panel. If the date order becomes ragged as a result of moving dates from one column to the other, click the 'Sort Dates' button to have them reordered chronologically in both panels. If you make a mess, click the 'Clear Dates' button and then the 'Load Dates' button to start again. Once the 'Load Dates' button is clicked, the Start Date and End Date fields are locked. Click the 'Clear Dates' button to edit these fields. When the 'Sort Dates' button is clicked, the dates in this box will be re-order in ascending date order. |
Report Format | Student Census Data Extract | This is the default format that can be used to upload data into the SchoolsHub Census Upload Tool. |
Excluded Students Listing | This will produce a report of students who:
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Sort By | There are 3 options:
When Surname is selected the secondary sort will be 'Given Name'. When Year Group is selected the secondary sort will be 'Surname, Given Name'. | |
Formatting Options | Choose to print the report as a PDF or export to Microsoft Excel® or Microsoft Word®. Export to Excel is the default setting unless a saved configuration has been loaded. When Student Census Data Extract is selected, this field will be set to 'Export to Excel' and the others will be disabled. The 'Table Borders' and 'Alternate Row Colours' options can enhance the readability of the report but are not available if the listing destination is Excel®. The 'Portrait' and 'Landscape' options allow you to change the page orientation when exporting to PDF and Word®. | |
Report Title | Enter a preferred title for the report or use the default titles ‘Student Census Data Extract' or 'Excluded Students Listing’. | |
Save this Configuration as | If populated with a value and you click 'GO', the current report settings will be saved using the configuration name entered in this field. | |
Click the 'GO' button to generate the report.
Important!
The 'GO' button will be disabled when there are genders in the genders table that do not have a corresponding record in the gender mapping table for this report.
When 'GO' is clicked, a check will be performed to ensure that there are dates in the 'School Dates' list. If not, the message 'No School Dates found. Use 'Load Dates' button to populate School Dates' will be displayed.
When the report is generated, the system will also check if any current students have no residency status, i.e. a 'Residency Status' set to NULL. If so, a warning message will be displayed with the text 'WARNING: The Census will not be accurate because Students with no Residency Status exist.'
'Residency Statuses' are set up using TASS.web Student Admin > Student Records > Setup Information > Countries/Languages/ResStatus on the 'Residency' tab.
Excel File Format
Column | Field Name | TASS Program/Field Name | ||||||||||||
A | AGEID | As entered on the 'Process' tab in this program. | ||||||||||||
B | Student Code | This is the Student Code from the 'General' tab details in TASS.web Student Admin > Student Records > Student Information > Students. | ||||||||||||
C | Student Name | This will be the Student Name in the format [Surname], [First Name] [Other Names] (Preferred Name). The 'Preferred Name' is only included when it is different from the first name, e.g. Clark, Andrea Grace (Andy). This information is from the 'General' tab details in TASS.web Student Admin > Student Records > Student Information > Students. | ||||||||||||
D | Year Group | Where the Year Group is between 1 and 12, 'Year [year group]' is displayed, e.g. 'Year 11'. Where the Year Group is 0 or -1, 'Foundation' is displayed. This information is from the ‘Year Group’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab. | ||||||||||||
E | Age | The student's age is calculated based on the student's Date of Birth and the Census Date from this program. This information is from the ‘Date of Birth’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab. The Census Date comes from the 'Process' tab in this program. | ||||||||||||
F | Gender | The values for this field will be derived from the gender mapping table based on the ‘Gender' information entered in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab. It is also determined by the Gender Mapping codes selected above. | ||||||||||||
G | Indigenous | When the Student's Indigenous Status = 1, 2, or 3, then 'I' will be displayed. When the Student's Indigenous Status = 4, then 'N' will be displayed. Otherwise, 'NS' will be displayed. This data is from the ‘Indiginous Status’ field TASS.web Student Admin > Student Records > Student Information > Students on the 'MCEECDYA' tab.
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H | Education Type | The output for this field is based on the following definitions:
This data is from TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab. | ||||||||||||
I | On Visa | If the Student is on a Visa, then 'Y' will be displayed. Otherwise, 'N' will be displayed. This data is based on:
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J | Overseas Student | If the student is a Full-Fee Paying Overseas Student (FFPOS), 'Y' is displayed. Otherwise, 'N' will be displayed. This data is from the ‘FFPOS’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab. | ||||||||||||
K | Disability Category | If the student has an NCCD disability category set, then the following will apply:
This data is from the ‘NCCD Category’ field Staff Kiosk Staff > Learning Support. | ||||||||||||
L | Adjustment Level | If the student has an NCCD adjustment level set, then the following will apply:
This data is from the ‘NCCD Category’ field Staff Kiosk Staff > Learning Support. | ||||||||||||
M | FTE | Full-time equivalent. This data is from ‘F.T.E.’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab. |