Census (Aus) Checklist

Step

Task

Details

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1

Check User Permissions

Ensure the relevant staff have access to the Census (Aus) program.

Access to the Census (Aus) program requires ‘View' permissions on the Census (Aus) security point. When this permission is applied, users can generate the ‘Student Census Data Extract’ and 'Census Reports'.

Access to the ‘Employee Census Data Extract’ requires additional permission to ‘View’ via the 'Employee Census Data Extract' security point.

To grant user permissions, use the TASS.web System Admin > Users > Security Role Permissions (to maintain permissions granted to roles), or TASS.web System Admin > Users > User Maintenance (to maintain permissions granted to individuals).

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2

Check Your Residency Status Setup

Navigate to TASS.web Student Admin > Student Records > Setup Information > Countries/Languages/ResStatus on the ‘Residency Status’ tab.

The ‘Australian Citizen’ field is mandatory. Ensure that the appropriate Student Residency Status has been marked as Yes.

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3

Ensure Student Census Data is Populated

Two fields exist in the Student Record: ‘FFPOS’ and ‘Distance Ed’. By default, these fields are set to No. Update any Students individually OR edit Students in bulk by navigating to TASS.web Student Records > Student Information > Students Grid Entry.

• On the Additional fields tab, select ‘Residency Status’, ‘FFPOS’ and ‘Distance Ed.’

• Load the grid and update the relevant Students.

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4

Ensure Student Learning Support Information is Populated

The ‘NCCD Category’ and ‘NCCD Adjustment Level’ within the Staff Kiosk ‘Learning Support’ program will be used to populate two fields in the Census extract.

To add NCCD data, navigate to: Staff Kiosk Staff > Learning Support, and add a ‘New Support Plan’ for the relevant Students.

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5

Ensure Employee Census Data is Populated

Two fields relevant to the Census exist in the Employee Record: ‘Indigenous Status’ and ‘Main Activity’.

Review the SchoolsHub Non-Government Schools Census documentation and ensure staff are allocated to the acceptable values for the ‘Indigenous Status’ and ‘Main Activity’.  

You can generate a report for staff Gender, Indigenous Status, Main Activity, Pay Point and FTE details in TASS.web Payroll HRM > Payroll > Employee Information > Employees, by clicking ‘Print’ and selecting these areas as Additional Fields. 

For more information about these fields, refer to the Knowledge Base article for TASS.web Payroll HRM > Employee/HR > Employee Information > Employees on the 'General' tab.

To make bulk changes to this Employee Census Data, navigate to TASS.web Payroll HRM > Employee/HR > Employee Information > Employee Grid Entry:

• On the Additional fields tab, select ‘Indigenous Status’ and ‘Main Activity’.

• Load the grid and update the relevant Employees.

6

Prepare Employee FTE data for Primary and Secondary School areas.

For Payroll Schools:

The ‘Employee Census Data Extract’ will display the ‘Total FTE’ number from the ‘Payroll Details’ tab of the Employee Record.

In the Census Upload Tool, the ‘Total FTE’ column is specifically for special school locations and system/office DCRs. If your school does not fit into these categories, you must redistribute the ‘Total FTEs’ (generated from TASS) between the Primary FTE and Secondary FTE columns in Step 8.

Determine which employees work in primary education, secondary education, or both, and their respective full-time equivalent (FTE) for each area. Multiple methods exist to complete this task; your approach depends on your school's database configurations.

For example:

• If you have separate Pay Points for primary and secondary staff, you may want to add these to your report, you could generate an FTE details report in TASS.web Payroll HRM > Payroll > Employee Information > Employees, by clicking ‘Print’ and selecting ‘FTE’ as an Additional Field.    

• If you have separate primary and secondary campuses, you could generate a report on teacher and campus details in TASS.web Student Admin > Teacher Records > Listings & Reports > Teacher Details Listing.

The F.T.E. on the ‘Payroll Details’ tab of the Employee Record is calculated based on:

• the Employee’s ‘Base Hours’ on the ‘Payroll Details’ tab of the Employee Record, and

• the ‘Full Time Hours / Days’ defined in Awards.

F.T.E. = Base Hours ÷ Full Time Hours / Days

The ‘Award’ that an Employee is on, can be checked in the Award field on the ‘Payroll Details’ tab of TASS.web Payroll HRM > Payroll > Employee Information > Employees.

The ‘Full Time Hours / Days’ defined in the Award can be checked in TASS.web Payroll HRM > Payroll > Setup Information > Payroll Setup on ‘Awards’ tab.

For Non-Payroll Schools:

Calculate FTEs for each Staff Member that will be included in your submission.

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7

Extract Census Data for Students

Navigate to TASS.web Student Admin > Student Records > Government Returns > Census (Aus):

• Select ‘Student Census Data Extract’ and click ‘GO’.

• On the General tab, enter your Census Date, Ageing Date and AGEID.

• On the Process tab:

  • Enter the Census ‘Start Date’ and ‘End Date’.

  • Click the ‘Load Dates’ button.

  • Identify any Non-School Days by moving these dates across to the right into the Non-School Dates field.

  • Select ‘Export to Excel’ as the Formatting option.

  • Click ‘GO’.

Refer to the ‘Student Census Data Extract’ section of the Census (Aus) Knowledge Base article for more information.

If you receive a ‘WARNING’ in Excel about Students with no Residency Status. Use the Students Grid Entry program to update Students without a Status.

The ‘Overseas Student’ field will use the ‘FFPOS’ field from the Student Record.

Review the SchoolsHub Non-Government Schools Census Student eligibility requirements. In the Excel spreadsheet (exported from TASS.web), delete the rows of any ineligible students before completing Step 9.

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8

Extract Census Data for Employees

Navigate to TASS.web Student Admin > Student Records > Government Returns > Census (Aus):

• Select ‘Employee Census Data Extract’ and click ‘GO’.

• On the General tab, enter your Census Date and AGEID.

• On the Process tab:

  • Enter the Census ‘Start Date’ and ‘End Date’.

  • Click the ‘Load Dates’ button.

  • Identify any Non-School Days by moving these dates across to the right into the Non-School Dates field.

  • Select ‘Export to Excel’ as the Formatting option.

  • Click ‘GO’.

Refer to the ‘Employee Census Data Extract’ section of the Census (Aus) Knowledge Base article for more information.

If TASS Payroll is not enabled, ‘Total F.T.E’ will display as 0.
If TASS Payroll is enabled, the F.T.E. field on the ‘Payroll Details’ tab of the Employee Record will be used to populate ‘Total F.T.E’.

In the Census Upload Tool, the Total FTE column is only used for special school locations and system/office DCRs.  If your school does not fall into these categories, use the data generated in Step 6 to reallocate FTEs into the Primary FTE and Secondary FTE columns. 

• If the Staff member works in Primary Education, select their value in the Total FTE column, then cut and paste it into the ‘Primary FTE’ column.

• If the Staff member works in Secondary Education, select their value in the Total FTE column, then cut and paste it into the ‘Secondary FTE’ column.

• If the Staff member works across both Primary and Secondary education, ensure the Primary FTE and Secondary FTE columns accurately represent the fraction of the full-time workload allocated across both campuses/areas.

Review the SchoolsHub Non-Government Schools Census Staff eligibility requirements.   In the Excel spreadsheet (exported from TASS.web), delete the rows of any ineligible staff before completing Step 9.

If necessary, adjust the ‘Gender’ and ‘Indigenous Status’ columns to match the acceptable values.

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9

Transfer Census Data into the SchoolsHub Upload Tool

On the SchoolsHub website, locate the most recent Census Upload Tool.

Follow the steps outlined on the 'Instructions' tab of the Census Upload Tool to:

1. Copy and paste Excel data extracted from TASS into the Census Upload Tool.

Check your Excel spreadsheet data against the Census Eligibility Requirements before transferring it into the Census Upload Tool.

2. Validate your Data.

3. Check Data and Generate the XML Upload File.

4. Then log into SchoolsHub to upload your XML file and submit your Census.

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