How to Setup for VET and SCSA Returns (Western Australia)

Important! To the best of our knowledge, the examples of data required by SCSA were accurate at the time of authoring this guide (29/10/2015).

It is strongly recommended that you verify any codes and general information used in this guide against your own SCSA documentation.

There is also no formal process in place where TASS will be advised by SCSA if the data requirements or general reporting information required is to change.

Step

Menu Path

Task / Details

1

TASS.web General Ledger > Setup Information > Company Information

Ensure that all companies/schools that will be using these returns are setup with 'WA' as their 'State'.

2

TASS.web Student Records > Student Information > Students Grid Entry

Ensure all students enrolled in a VET subject have a 'USI' number.

3

TASS.web Student Records > Government Returns > SCSA Processing (WA)

Select the Student Registration Details Data Grid / Export and load the grid with 'WA Student Number'. Enter WA Student Numbers for all students.

4

TASS.web Student Records > Student Classes > Class Lists

Check all student classes are accurate and that a teacher is assigned to each class.

5

TASS.web Student Records > Partner Information > Partner Setup

Enter Industries that partners will be allocated into.
Eg: Hospitality, Building, Electrical.

Enter Note categories.
Eg: Work experience, Agreements.

6

TASS.web Student Records > Partner Information > Partner Setup

Enter all partners. Ensure that all RTO's have been entered.

Specifically ensure each Partner record contains:

a. Export Code (Requires the unique RTO Code)
b. Training Organisation Location (Requires the RTO Location Code as specified by SCSA).

7

TASS.web Student Records > Setup Information > Student Records Setup on the 'Subject Cat.' tab

Ensure there is a minimum of one category for each SCSA flag option available - being:

VET (Suggested Code WVET)
Endorsed Programs (Suggested Code WEND)
Course (Suggested Code WCOS)
None (Suggested Code WNON)
Achievements P-10

There must be a minimum of 4 categories.

8

TASS.web Student Records > Setup Information > Subject Grid

Load the grid with all subjects and the 'Subject Category' field selected on the 'process' tab.

Allocate one of the four categories (setup in 7) for each subject.

Subjects that are not involved in SCSA processing should be flagged with the category for 'None'.

Save your changes.

9

TASS.web Student Records > Setup Information > Subject Grid

'Course' Subjects

Re-load the grid:

On the 'Subject' tab use 'Subject Category' = 'Course' as a filter.

On the 'Process' tab select

'Export Code'
'Senior Semester 1 Unit'
'Senior Semester 2 Unit'
'Senior Semester 3 Unit'

In the grid:

Enter a SCSA Course Code into the 'Export Code' field for each subject.

Enter the Year 11 course codes (max 12 char) into the respective 'Senior Semester 1 Unit' field 'Senior Semester 2 Unit' fields.

Enter the Year 12 course code (max 12 char) into the 'Senior Semester 3 Unit' field.

Save your changes.

10

TASS.web Student Records > Setup Information > Subject Grid

'VET' Subjects

Re-load the grid with:

On the 'Subject' tab use 'Subject Category' = 'VET' as a filter.

On the 'Process' tab select

'Qualification Code'
'Partner'.

In the grid:

Enter the SCSA Qualification Code into the 'Qualification Code' field for each subject.

Enter a partner into the 'Partner' field for each subject.

Save your changes.

11

TASS.web Student Records > Setup Information > Subject Grid

'Endorsed Programs' Subjects

Re-load the grid with:

On the 'Subject' tab use 'Subject Category' = 'Endorsed Programs' as a filter.

On the 'Process' tab select

'Export Code'
'Senior Semester 1 Unit'
'Senior Semester 3 Unit'

In the grid:

Enter a SCSA Course Code into the 'Export Code' field for each subject.

If a subject is offered in Year 11, only enter a value of '1' into the 'Senior Semester 1 Unit'.

If the subject is offered in Year 11 and year 12, then enter a value of '1' into the 'Senior Semester 1 Unit' field and a value of '3' into the 'Senior Semester 3 Unit'. field.

If the subject is only offered in Year 12 only, then enter a value of '3' into the 'Senior Semester 3 Unit'.

12

TASS.web Student Records > Setup Information > Student Records Setup on the 'Subject Depts.' tab

Ensure that each department has a 'H.O.D'.

Use the 'Print' button to take a hardcopy of this.

13

TASS.web Teacher Records > Teacher Information > Teacher Grid Entry

Load the grid with all teachers and the 'Registration ID' field selected on the 'Process' tab.

Make sure that the teachers on the list of H.O.D.'s (from Step 12) have a 'Registration ID' (TRB WA ID).

14

TASS.web Academic Reporting > Setup Information > Assessment Setup on the ‘Objectives’ tab

'VET' Subjects

Setup 'Objectives' for all Competencies required for VET subjects. Eg: THHGHS01B

Make sure that 'Unit of Competency' (refer to VET Unit of Competency codes), 'Delivery Mode' and 'Hours' are entered on each VET 'Objective'.

'Course' Subjects

Setup 'Objectives' for:

Grade
Course Unit Practical Mark
Course Unit Written mark
Course Unit Total Mark.

'Endorsed Programs' Subjects

Setup 'Objectives' for:

Grade.

15

TASS.web Academic Reporting > Setup Information > Assessment Setup on the 'Assessment Methods' tab

'VET' Subjects

Setup an 'Assessment Method' to use with VET Subjects.

It should be setup with:

a 'Type' of 'N'
a 'Validation Type' of 'Individual'
and the 'Validations': 20,30,40,51,52,60,70,90 and 99.

Example:

20=competency achieved/pass
30=competency not achieved/failed
40=withdrawn/discontinued
51=recognition of prior learning – granted
52=recognition of prior learning-not granted
60=credit transfer/national recognition
70=Continuing enrolment
90=not yet available
99=incorrect enrolment-delete

'Course' Subjects

Setup several 'Assessment Methods' to use with COURSE Subjects. These are the methods that will applicable to the Objectives that were setup for COURSE subjects in Step 14.

Example:

Objective

Assessment Method

Validation Type

Validations

Grade

GR

Individual

A,B,C,D,E or U

Course Unit Practical Mark/

Course Unit Written Mark/

Course Unit Total Mark

MK

Range

0-100

'Endorsed Programs' Subjects

Setup several 'Assessment Methods' to use with ENDORSED PROGRAMS Subjects. Endorsed Programs subjects require a minimum of one Objective for 'Grade'. Based on the type of program, they must be used with an assessment method with validations compliant with the SCSA/WACE authority.

Example:

Program	Assessment Method	Validation Type	Validations
Community Based Study Program	SP	Individual	A, NA, NYA, AW, AWD, NAW, CM, NCM, P, PM, PD, F, BP, C, M H D HD, DNS
Personal Development Program	DP	Individual	A, NA, NYA, AW, NAW, CM, NCM, CP, NCP, DNS
Workplace Learning Program	LP	Individual	A, AM, AD, NA, DNS
University Study Program	SP	Individual	F, P, C, D, HD, DNS

16

TASS.web Academic Reporting > Setup Information > Assessment Setup on the 'Result Formats' tab

When setting up Subject Academic 'Results Formats' ensure that:

'VET' Subjects

Each Subject's 'Result Format' must include all competencies ('Objectives'). If 24 Competencies are required to award a qualification, then all 24 Competencies must be setup within the subject's 'Result Formats'.

Check that the correct 'Assessment Methods' are setup (as detailed in the 'VET Subject' section of Step 15).

'Course' Subjects

That there are at least 'Objectives' setup for:

Grade
Course Unit Practical Mark
Course Unit Written mark
Course Unit Total Mark.

Check that the correct 'Assessment Methods' are setup (as detailed in the 'Course Subject' section of Step 15).

'Endorsed Programs' Subjects

Subjects within Programs are setup with a 'Grade' Objective and the correct 'Assessment Method' (as per the table in 'Endorsed Subject' section of Step 15).