Census (Aus) Checklist

Step

Task

Details

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1

Ensure TASS is up to date

Ensure your TASS software is current and running the minimum TASS version of v59.07.200. 

To check your software version, click on your Profile Name in the top right of TASS.web.

2

Check User Permissions

Ensure relevant staff can access the Census (Aus) program.

The 'Census (Aus)’ permission can be enabled in TASS.web System Admin > Users > Security Role Permissions or TASS.web System Admin > Users > User Maintenance.

To generate the 'Student Census Data Extract' and 'Census Reports,' users need ‘View' permission on the ‘Census (Aus)’ security point.

To generate the ‘Employee Census Data Extract,’ users need the ‘View’ permission on the ‘--- Employee Census Data Extract’ security point.

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3

Check Student Residency Setup

Go to TASS.web Student Admin > Student Records > Setup Information > Countries/Languages/ResStatus, and select the ‘Residency’ tab.

Review the SchoolsHUB Non-Government Schools Census documentation to see which Residency Codes should be included or excluded.

Check the ‘Include in Census’ column to ensure that the correct Residency Codes are marked as ‘Yes (Y)’ for inclusion in the census, and update if required.

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4

Ensure Student Census Data is populated

Check that the fields for ‘Residency Status’, ‘Full-Fee Paying Overseas Student (FFPOS)’, and ‘Distance Education’ are correctly filled out on each Student Record.

The FFPOS and Distance Ed fields are set to 'No' by default, so update them if required.

Important!

The Student Census Data Extract 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'. Ensure each student has a 'Residency Status’.

You can generate a report containing this data in TASS.web Student Admin > Student Records > Listings/Reports/Merges > Details Listing. Go to ‘Report Options’, select ‘Residency Status’, ‘FFPOS’, and ‘Distance Ed.’ as Additional Fields, then click ‘Go’.

You might also check that each student’s Age, Gender, Indigenous Status, Boarder status, and FTE are correct, as these fields will also be included in the submission.

To edit individual student data, go to TASS.web Student Records > Student Information > Students on the ‘General’ tab.

To edit multiple students' data, use TASS.web Student Records > Student Information > Students Grid Entry. Select ‘Residency Status’, ‘FFPOS’, and ‘Distance Ed.’ as Additional Fields, then load the grid to update the necessary students.

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5

Ensure Student Learning Support information is populated

The NCCD ‘Category’ and ‘Level of Adjustment’ fields from the Staff Kiosk Staff > Learning Support program will be used to populate the data for students with disabilities.

NCCD data can be added and edited in Staff Kiosk Staff > Learning Support on each student's Support Plan.

Use the ‘Support Plan Grid’ to check your NCCD data.

Data Migration

If your school has previously used TASS.web Student Admin > Student Records > Government Returns > Disability Processing (Aus) to record NCCD-related data, a ‘Create Learning Support Records’ button is available in this program to transfer/migrate any existing data into the new program.

Once the Disability Processing (Aus) Grid has been loaded, your school can choose whether this data is transferred/migrated to the ‘Learning Support’ program in Staff Kiosk.

Important! Records will not be migrated for Students with a Learning Support plan defined in Staff Kiosk.

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6

Ensure Employee Census Data is Populated

Ensure staff are allocated to the acceptable values for their ‘Indigenous Status’ and ‘Main Activity’ on their Employee Record.

Review the SchoolsHUB Non-Government Schools Census documentation for details on field selection.

You can generate an extract containing 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. 

To edit individual employee data, go to TASS.web Payroll HRM > Employee/HR > Employee Information > Employees on the ‘General’ tab.

To edit multiple employees' data go 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.

7

Prepare Employee FTE data for Primary and Secondary School areas.

For Non-Payroll Schools: Calculate FTEs for each Staff Member included in your submission.

For Payroll Schools: The ‘Employee Census Data Extract’ will display the ‘Total FTE’ number from the Employee Record in TASS.web Payroll HRM > Payroll > Employee Information > Employees on the ‘Payroll Details’ tab.

The Census Upload Tool's ‘Total FTE’ column is specifically for special school locations and system/office DCRs. If your school does not fit into these categories, you must:

• Determine which employees work in primary education, secondary education, or both, and their respective full-time equivalent (FTE) for each area.

• Redistribute the ‘Total FTEs’ (generated from TASS) between the ‘Primary FTE’ and ‘Secondary FTE’ columns in Step 9.

Multiple methods exist to complete this task; your approach depends on your school's database configurations.

Click here for more information about FTEs in TASS.web.

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.

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8

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 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, refer to Step 4.

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 10.

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9

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.

For Non-Payroll Schools: The ‘Total F.T.E’ column will display as 0. Manually enter the FTEs that you calculated in Step 7.

For Payroll Schools: 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 7 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 10.

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

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10

Transfer Census Data into the SchoolsHUB Upload Tool

On SchoolsHUB, 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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