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ENR - Online Enrolment Applications

Online Enrolment Applications Overview

An alternative to manually entering enrolment records through program Student Admin > Enrolments > Enrolments Information > Enrolments is to use this program to process enrolment records that have already been captured using an online enrolment form.

As an example, you may have an online enrolment application facility on your school website that has been developed by a third-party company. 

The third-party developer needs to be able to:

  • Create a CSV file from their application that precisely conforms to the data structure specified below, or
  • Connect to this program using the TASS Online Enrolments API.

Important!

The third-party developer needs to understand your school's use of user-definable fields in the enrolments area. The usage and descriptions for each of these fields are at the discretion of your school. They will be different from one TASS school to another.

Each record displayed in the 'Online Enrolment Application List' will need to be reviewed and checked individually before it is added as an actual enrolment in the TASS database.

Any enrolment application record that contains incorrect data must be rejected and fixed using your third-party enrolment application software. This TASS program will produce an exception report that highlights the incorrect data.

Processing an Enrolment Application Record

Review each enrolment application record by selecting the 'Review' link to access the 'Online Enrolment Application Details' screen. An automatic search is initiated to determine possible matches to Parent Records already within the database. Click the arrows beside 'Existing Parent…' to check if any of the results are matches for the parents of the enrolment application record.

There are two possible options when processing a new enrolment record:

  1. If a match is found that is the correct Parent Record, check the radio button 'Enrol this Student against Parent Code xxxx (details displayed above).' then click 'Add Enrolment'. This will create a 'Student Enrolment Record' attached to the selected Parent Record.
  2. If a matching Parent Record is not found, check the radio button 'Enrol this Student against a NEW Parent Code.' then click 'Add Enrolment'. This will create a 'Student Enrolment Record' and a 'Parent Enrolment Record'.

The search for possible matching parent records is done using 'Parent/Caregiver 1 name' OR 'Parent/Caregiver 2 name' AND 'Suburb', e.g. 'Mary Smith' OR 'Fred Smith' AND 'BOWEN HILLS'.

If the enrolment application record is incorrect and needs to be removed, click the 'Reject' button at the bottom of the screen.

To return to the 'Online Enrolment Application List' without saving any changes, click '<< Back' button.

If the enrolment application has valid receipt details, accepting the enrolment application will automatically create an 'Enrolment Receipt' web batch for the generation of an official receipt in program Finance > Parent Accounts > Receipting > Electronic Receipts Processing.

Enterprise Mode Only

If your school is running in Enterprise Mode, the automatic search to determine possible matches will look at all schools within your group, e.g. When a student is enrolling in one of the group's secondary schools and that student has attended one of the group's primary schools.

Important!

Students in other schools within your group that have their 'Privacy' flag set to 'Yes' will not be returned in any search results.

The 'School' field will indicate the school in which the parent or student records already exist.  This could be any of the schools in your group or your own school (if the parent or student is already enrolled).

There are four possible options when processing a new enrolment record:

  1. There is a matching Parent Record at your school
    Check the 'Enrol this Student against Parent Code xxxx (details displayed above)' radio button, then click 'Add Enrolment'.
    This will create a new 'Student Enrolment Record' using the information captured in the Online Enrolment Application and attach it to the selected Parent Record.
  2. There is a matching Parent Record at another school in your group
    Check the 'Enrol this student against a NEW parent code by copying the details from Parent XXX in School XXX' radio button, then click 'Add Enrolment'. This will:
    • Create a new 'Enrolled Parent Record' by copying the information from the 'General', 'Address' and 'UD' tabs of the Parent displayed above.
    • Create a new 'Student Enrolment Record' using the information captured in the Online Enrolment Application.
  3. There is a matching Student Record at another school in your group
    Check the 'Enrol this Student by copying their details from Student Code XXX in School XXX' radio button, then click 'Add Enrolment'. This will:
    • Create a new 'Enrolled Parent Record' by copying the information from the 'General', 'Address' and 'UD' tabs of the Parent displayed above.
    • Create a new 'Student Enrolment Record' by copying the information from the 'General', 'UD', 'Billing', 'MCEECDYA' and 'UD Areas' tabs of the Student displayed above.
    • Create a link from the NEW 'Student Enrolment Record' to the existing Student Record at the other school within your group.
  4. There is no matching student or parent record
    Check the 'Enrol this Student against a NEW Parent Code' radio button, then click 'Add Enrolment'.
    This will create a new 'Student Enrolment Record' and 'Enrolled Parent Record' using the information captured in the Online Enrolment Application.

Uploading Enrolment Applications

Use the 'Upload Enrolments' button at the top of the 'Online Enrolment Application' screen.

Use the 'Browse' button to locate the .csv file that you intend to upload. 

Click the 'Go' button.

Important!

Each record in the file must contain 147 fields.

CSV File Format Required for a Successful Upload

Field #

Field Name

Data Type/Size

Remark

1

Application ID

varchar(50)

Mandatory.

Unique identifier for each online enrolment generated by third party application.

2

Student Surname

char(30)

Mandatory.

3

Student Given Name

char(30)

Mandatory.

4

Student Preferred Name

char(20)

Mandatory.

5

Student Date of Birth

date

Mandatory. 

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

6

Student Gender

char(1)

Mandatory.

This Student Gender field is validated against records in the genders table — the values for which are maintained using the Community Plus program Setup Information in 'Gender Setup'.

7

Student Religion

char(2)

Optional.

Valid values are within the table specified in program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Religions' tab.

8

Current Year Group

smallint

Optional.

Valid values are in the range -3 to 16.

9

Current School

char(5)

Optional.

Valid values are within the table specified in program Student Admin > Enrolments > Setup Information > Enrolments Setup on the 'Feeder Schools' tab.

10

Entry Year

smallint

Mandatory.

Valid values are a current year or a future year in YYYY format.

11

Entry Year Group

smallint

Mandatory.

Valid values are within the range specified in program Student Admin > Parent Records > Setup Information > Parent Record Setup on the 'School' tab.

12

Boarder

char(1)

Mandatory.

Valid values are Y or N.

13

Stage 1 Flag

char(1)

Mandatory.

Valid values are Y or N.

This will be used to set the 'Stage 1' flag on the 'Status' tab for the enrolling student.

14

Stage 1 Date

date

Conditional.

It is Mandatory where 'Stage 1 Flag' = 'Y'.

If 'Stage 1 Flag' = 'N' it must be blank.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

15

Stage 2 Flag

char(1)

Mandatory.

Valid values are Y or N.

This will be used to set the 'Stage 2' flag on the 'Status' tab for the enrolling student.

16

Stage 2 Date

date

Conditional.

It is Mandatory where 'Stage 2 Flag' = 'Y'.

If 'Stage 2 Flag' = 'N' it must be blank.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

17

Stage 3 Flag

char(1)

Mandatory.

Valid values are:

  • N (no).
  • Y (yes).
  • W (waived).
  • S (sibling).

This will be used to set the 'Stage 3' flag on the 'Status' tab for the enrolling student.

18

Stage 3 Date

date

Conditional.

It is Mandatory where 'Stage 3 Flag' = 'Y', 'W' or 'S'.

If 'Stage 3 Flag' = 'N' it must be blank.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

19

Stage 4 Flag

char(1)

Mandatory.

Valid values are Y or N.

This will be used to set the 'Stage 4' flag on the 'Status' tab for the enrolling student.

20

Stage 4 Date

date

Conditional.

It is Mandatory where 'Stage 4 Flag' = 'Y'.

If 'Stage 4 Flag' = 'N' it must be blank.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

21

Stage 5 Flag

char(1)

Mandatory.

Valid values are Y or N.

This will be used to set the 'Stage 5' flag on the 'Status' tab for the enrolling student.

22

Stage 5 Date

date

Conditional.

It is Mandatory where 'Stage 5 Flag' = 'Y'.

If 'Stage 5 Flag' = 'N' it must be blank.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

23

Stage 6 Flag

char(1)

Mandatory.

Valid values are Y or N.

This will be used to set the 'Stage 6' flag on the 'Status' tab for the enrolling student.

24

Stage 6 Date

date

Conditional.

It is Mandatory where 'Stage 6 Flag' = 'Y'.

If 'Stage 6 Flag' = 'N' it must be blank.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

25

Stage 7 Flag

char(1)

Mandatory.

Valid values are:

  • N (no).
  • Y (yes).
  • W (waived).
  • S (sibling).

This will be used to set the 'Stage 7' flag on the 'Status' tab for the enrolling student.

26

Stage 7 Date

date

Conditional.

It is Mandatory where 'Stage 7 Flag' = 'Y', 'W' or 'S'.

If 'Stage 7 Flag' = 'N' it must be blank.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

27

Student User Defined Flag Field 1

char(1)

Optional.

Can be any uppercase alphabetic or numeric character (A-Z or 0-9 only).

This will be used to set a Student User Defined Flag Field on the 'User Defined' tab for the enrolling student.

28

Student User Defined Flag Field 2

char(1)

As above.

29

Student User Defined Flag Field 3

char(1)

As above.

30

Student User Defined Flag Field 4

char(1)

As above.

31

Student User Defined Flag Field 5

char(1)

As above.

32

Student User Defined Flag Field 6

char(1)

As above.

33

Student User Defined Flag Field 7

char(1)

As above.

34

Student User Defined Flag Field 8

char(1)

As above.

35

Student User Defined Flag Field 9

char(1)

As above.

36

Student User Defined Flag Field 10

char(1)

As above.

37

Student User Defined Table Referenced Field 11

char(3)

Optional.

This will be used to set a Student User Defined Table Referenced field on the 'User Defined' tab for the enrolling student.

Valid values are within the table specified in program Student Admin > Enrolments > Setup Information > Enrolment Setup on the 'Student UD' tab for this field number.

38

Student User Defined Table Referenced Field 12

char(3)

As above.

39

Student User Defined Table Referenced Field 13

char(3)

As above.

40

Student User Defined Table Referenced Field 14

char(3)

As above.

41

Student User Defined Table Referenced Field 15

char(3)

As above.

42

Student User Defined Table Referenced Field 16

char(3)

As above.

43

Student User Defined Table Referenced Field 17

char(3)

As above.

44

Student User Defined Table Referenced Field 18

char(3)

As above.

45

Student User Defined Table Referenced Field 19

char(3)

As above.

46

Student User Defined Table Referenced Field 20

char(3)

As above.

47

Student User Defined Text Field 21

char(20)

Optional.

This will be used to set a Student User Defined Text field on the 'User Defined' tab for the enrolling student.

48

Student User Defined Text Field 22

char(20)

As above.

49

Student User Defined Text Field 23

char(20)

As above.

50

Student User Defined Text Field 24

char(20)

As above.

51

Student User Defined Text Field 25

char(20)

As above.

52

Student email

char(60)

Optional.

53

Student's Campus Code

char(3)

Optional.

Valid values are within the table specified in program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Campuses' tab.

54

Student Application Date

datetime

Mandatory.

Date only: The date format must be either DD/MM/YYYY or YYYY–MM–DD.

Date & Time: The date & time format must be YYYY–MM–DD HH:MM:SS.

e.g. '2015-04-09 15:10:30'.

55

Student Mobile Phone

char(30)

Optional.

56

Student Residency Status

char(3)

Optional.

Valid values are within the table specified in program Student Admin > Student Records > Setup Information > Countries/Languages/ResStatus on the 'Residency' tab

57

Student Visa Expiry

date

Optional.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

58

Student Visa Subclass

char(6)

Optional.

59

Student Date Arrival in Aus

date

Optional.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

60

MCEECDYA

Student Indigenous Status

char(1)

Optional.

Valid values are:

1, 2, 3, 4 or 9.

61

MCEECDYA

Parent/Caregiver 1 School Education

char(1)

Optional.

Valid values are:

1, 2, 3, 4 or 0.

62

MCEECDYA

Parent/Caregiver 2 School Education

char(1)

Optional.

Valid values are:

1, 2, 3, 4 or 0.

63

MCEECDYA

Parent/Caregiver 1 Non-School Education

char(1)

Optional.

Valid values are:

5, 6, 7, 8 or 0.

64

MCEECDYA

Parent/Caregiver 2 Non-School Education

char(1)

Optional.

Valid values are:

5, 6, 7, 8 or 0.

65

MCEECDYA

Parent/Caregiver 1 Occupation Group

char(1)

Optional.

Valid values are:

1, 2, 3, 4, 8, or 9.

66

MCEECDYA

Parent/Caregiver 2 Occupation Group

char(1)

Optional.

Valid values are:

1, 2, 3, 4, 8, or 9.

67

MCEECDYA

Student Language other than English Code

char(4)

Optional.

Valid values are within the table specified in program Student Admin > Student Records > Setup Information > Countries/Languages/ResStatus on the 'Languages' tab.

68

MCEECDYA

Parent/Caregiver 1 Language other than English Code

char(4)

As above.

69

MCEECDYA

Parent/Caregiver 2 Language other than English Code

char(4)

As above.

70

MCEECDYA

Student Country of Birth

char(4)

Optional.

Valid values are within the table specified in program Student Admin > Student Records > Setup Information > Countries/Languages/ResStatus on the 'Countries' tab.

71

Student year of arrival in Australia.

char(4)

Optional.

Must be less than or equal to the current year (YYYY).

72

Parent Surname

char(30)

Mandatory.

73

Parent Previous Connection

char(2)

Optional.

Valid values are within the table specified in program Enrolments > Setup Information > Enrolments Setup on the 'Previous Connection' tab.

74

Parent User Defined Flag Field 1

char(1)

Optional.

Can be any uppercase alphabetic or numeric character (A-Z or 0-9 only).

This will be used to set a Parent User Defined Flag Field on the 'Parent UD' tab for the enrolling parent.

75

Parent User Defined Flag Field 2

char(1)

As above.

76

Parent User Defined Flag Field 3

char(1)

As above.

77

Parent User Defined Flag Field 4

char(1)

As above.

78

Parent User Defined Flag Field 5

char(1)

As above.

79

Parent User Defined Flag Field 6

char(1)

As above.

80

Parent User Defined Flag Field 7

char(1)

As above.

81

Parent User Defined Flag Field 8

char(1)

As above.

82

Parent User Defined Flag Field 9

char(1)

As above.

83

Parent User Defined Flag Field 10

char(1)

As above.

84

Parent User Defined Table Referenced Field 11

char(3)

Optional.

This will be used to set a Parent User Defined Table Referenced field on the 'Parent UD' tab for the enrolling parent.

Valid values are within the table specified in program Student Admin > Enrolments > Setup Information > Enrolment Setup on the 'Parent UD' tab for this field number.

85

Parent User Defined Table Referenced Field 12

char(3)

As above.

86

Parent User Defined Table Referenced Field 13

char(3)

As above.

87

Parent User Defined Table Referenced Field 14

char(3)

As above.

88

Parent User Defined Table Referenced Field 15

char(3)

As above.

89

Parent User Defined Table Referenced Field 16

char(3)

As above.

90

Parent User Defined Table Referenced Field 17

char(3)

As above.

91

Parent User Defined Table Referenced Field 18

char(3)

As above.

92

Parent User Defined Table Referenced Field 19

char(3)

As above.

93

Parent User Defined Table Referenced Field 20

char(3)

As above.

94

Parent User Defined Text Field 21

char(20)

Optional.

This will be used to set a Parent User Defined Text field on the 'parent UD' tab for the enrolling parent.

95

Parent User Defined Text Field 22

char(20)

As above.

96

Parent User Defined Text Field 23

char(20)

As above.

97

Parent User Defined Text Field 24

char(20)

As above.

98

Parent User Defined Text Field 25

char(20)

As above.

99

Parent/Caregiver 2 Name

char(30)

Conditional.

If present, it must contain a minimum of 2 words (first name & surname)

Must be present if 'Parent/Caregiver 1 Name' is blank and vice versa.

100

Parent/Caregiver 2 Occupation

char(3)

Conditional.

If 'Parent/Caregiver 2 Name' is blank, it must be left blank, otherwise, it is optional.

101

Parent/Caregiver 1 Name

char(30)

Conditional.

If present, it must contain a minimum of 2 words (first name & surname)

Must be present if 'Parent/Caregiver 2 Name' is blank and vice versa.

102

Parent/Caregiver 1 occupation

char(3)

Conditional.

If 'Parent/Caregiver 1 Name' is blank, it must be left blank, otherwise, it is optional.

103

Parent Name

char(30)

Mandatory.

104

Parent Name 2.

char(30)

Optional.

105

Address Line 1

char(50)

Optional.

106

Address Line 2

char(50)

Optional.

107

Address Line 3

char(50)

Optional.

108

Town/Suburb

char(30)

Optional.

109

State

char(3)

Optional.

110

Post_Code

char(10)

Optional.

111

Country

char(20)

Optional.

112

Address Barcode

char(40)

Optional.

113

Home_Phone

char(30)

Optional.

114

Work Phone

char(30)

Optional.

115

Facsimilie

char(30)

Optional.

116

Salutation

char(60)

Optional.

117

Parent Email

char(140)

Optional.

118

Parent Email 2

char(140)

Optional.

119

Parent Mobile 1

char(30)

Optional.

The number must not contain any spaces. Any text should be wrapped in parenthesis, e.g. (M) 9999999999.

120

Parent Mobile1 SMS Flag indicator

char(1)

Mandatory.

Valid values are Y or N.

121

Parent Mobile 2

char(30)

Optional.

The number must not contain any spaces. Any text should be wrapped in parenthesis, e.g. (M) 9999999999.

122

Parent Mobile 2 SMS Flag indicator

char(1)

Mandatory.

Valid values are Y or N.

123

Receipt Type

char(1)

Mandatory.

Valid values are:

  • D = Deposit (Refundable).
  • A = Advance (Fees Prepayment).
  • G = General (Revenue Recognised).
  • E = Enrolment Fee (Revenue Deferred).

For more information, refer to 'Receipt Details'.

124

Receipt Date

date

Mandatory.

The Date of the Payment.

The date format must be either DD/MM/YYYY or YYYY–MM–DD.

125

Receipt Number

integer

Mandatory.

Online Receipt Reference Number.

126

Receipt Amount

decimal(16,2)

Mandatory.

The Amount Paid.

Where no payment is required for enrolment, set this value to '0.00'.

127

Batch Number

integer

Optional.

Where populated, it will be a 9 digit numeric string based on the Settlement Date (yyyymmdd) prefixed with a '6'.

Where it is left blank, it will not be possible to generate Receipts in TASS for the online enrolment payment.

128

Student First Name

varchar(50)

Optional.

129

Student Other Names

varchar(50)

Optional.

130

Student Preferred Surname

varchar(50)

Optional.

131

Parent/Caregiver 2 Title

varchar(10)

Optional.

132

Parent/Caregiver 2 Initials

varchar(5)

Optional.

133

Parent/Caregiver 2 Surname

varchar(50)

Optional.

134

Parent/Caregiver 2 First Name

varchar(50)

Optional.

135

Parent/Caregiver 2 Other Names

varchar(50)

Optional.

136

Parent/Caregiver 2 Preferred Name

varchar(50)

Optional.

137

Parent/Caregiver 2 Suffix

varchar(50)

Optional.

138

Parent/Caregiver 1 Title

varchar(10)

Optional.

139

Parent/Caregiver 1 Initials

varchar(5)

Optional.

140

Parent/Caregiver 1 Surname

varchar(50)

Optional.

141

Parent/Caregiver 1 First Name

varchar(50)

Optional.

142

Parent/Caregiver 1 Other Names

varchar(50)

Optional.

143

Parent/Caregiver 1 Preferred Name

varchar(50)

Optional.

144

Parent/Caregiver 1 Suffix

varchar(50)

Optional.

145Parent/Caregiver 1 Genderchar(3)

Conditional.

Must be present if 'Parent/Caregiver 2 Name' is blank and vice versa.

This Parent/Caregiver 1 Gender field is validated against records in the genders table — the values for which are maintained using the Community Plus program Setup Information in 'Gender Setup'.

146Parent/Caregiver 2 Genderchar(3)

Conditional.

Must be present if 'Parent/Caregiver 1 Name' is blank and vice versa.

This Parent/Caregiver 2 Gender field is validated against records in the genders table — the values for which are maintained using the Community Plus program Setup Information in 'Gender Setup'.

147USIchar(10)

Optional

Where populated, it will be an alpha-numeric string with uppercase characters code (A-Z; 0-9 only).

 


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