QCAA Grid (Qld)
Overview
This program provides a tool to:
- Display and update student 'Learner ID' (LUI) numbers for multiple student records.
- Add 'Learner ID' (LUI) numbers against student records.
- Upload a file containing student 'Learner ID' (LUI) numbers.
- Add 'Intended Learning Option' code against student records.
- Add 'International Full Fee Paying Student' indicator against student records.
- Create an Excel file with student information for submission to the Queensland Curriculum and Assessment Authority (QCAA).
- Create an Excel file with student subject information for submission to QCAA.
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, you need to map any additional genders 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.
General and User Defined Tabs
Fields from the 'General' and 'User Defined' tab can be used as selection criteria to filter the data that will be included in the grid. These tabs are similar to those displayed in Student Admin > Student Records > Student Information > Students.
The 'Calendar' icons in the 'General' tab will allow the entry of a date range, e.g. All student records with a 'Date of Birth' date between 01/01/06 and 31/12/06.
You may also notice that the drop-down menu arrows next to selected fields in the 'General' and 'User Defined' tabs look different, these different arrows indicate that more than one selection can be made from the dropdown menu for your search criteria.
On the 'Process' tab, sorting options are available by selecting the radio buttons on the left of the screen. These options include: 'Student Code', 'Surname' and 'Year Group'.
Click the 'GO' button to proceed and render the grid.
This program will render the data into a spreadsheet-style of grid where the following information can be maintained:
- 'Learner ID' (LUI).
- 'Intended Learning Option'.
- 'International Full Fee Paying Student Indicator'.
- 'Documents Sighted'.
- 'Date Entered Australia' can be entered.
When the grid is populated, data will be displayed within columns.
The 'Student Code', 'Surname', 'Given Name' and 'Year Group' fields are automatically included in the QCAA (Qld) grid but are not able to be edited.
Click an individual cell to make a change.
If you are editing a table-referenced field that requires a code to be entered, click into the cell and either use the dropdown list or key in the code.
Example:
Use the 'Fill Down' button to replicate the same data down the column.
If you make a mess, use the 'Restore' button to undo your changes. Unsaved data will be lost.
- The data will be restored back to the last 'Save'.
- If you have not yet saved, the data will be restored back to the way it was when you loaded the grid.
To sort by a column, click on the column heading. To sort by multiple columns use shift-click in the second and subsequent columns that you want to sort by.
Select 'Save' to commit your changes to the database or 'Cancel' to return to the selection screens.
Important!
Your Administrator would normally carry out this procedure and your school may have security restrictions on this module. Please refer to your Administrator for more information regarding those restrictions and any specific requirements your school may have regarding changing of data.
Export Student Data
Once the grid has been displayed click the 'Export Student Data' button to create an Excel® file that includes the data detailed in the table below.
The program will prompt for the parent address to include in your file.
If your school has 'Communication Rules' enabled, the default will be 'Use Communication Rules'.
Important!
All students must have the chosen Communication Rule defined. An exception report will be produced identifying students who do not have the chosen Communication Rule, you will need to fix these records first.
If your school has 'Communication Rules' disabled, the school's default address will be used.
If you nominate to use an address other than the school default address, the system will look at the alternative address (that you nominate) first. If it doesn't find any detail for a record, it will then revert to using the default address.
The following table indicates the data that will be included in the file:
- The QCAA field required in the export file.
- The TASS.web program used to maintain the field.
- The TASS.web name for the field.
Export field | TASS Program | TASS Field Name | Comment |
|---|---|---|---|
Given Names | Student Admin > Student Records > Student Information > Students. | Given Name | First word only. |
Middle Names | Student Admin > Student Records > Student Information > Students. | Given Name | All except first word. |
Family Name | Student Admin > Student Records > Student Information > Students. | Surname | Mandatory. |
Preferred Name | Student Admin > Student Records > Student Information > Students. | Preferred Name | Optional. |
Date of Birth | Student Admin > Student Records > Student Information > Students. | Date of Birth | Mandatory. |
Sex | Student Admin > Student Records > Student Information > Students. | Gender | Mandatory. |
| USI | Student Admin > Student Records > Student Information > Students. | USI | Optional. |
Birth Country | Student Admin > Student Records > Student Information > Students on the 'MCEECDYA' tab. | Country of Birth | Mandatory. |
Indigenous Status | Student Admin > Student Records > Student Information > Students on the 'MCEECDYA' tab. | Indigenous Status | Mandatory. |
Home Language | Student Admin > Student Records > Student Information > Students on the 'MCEECDYA' tab. | Languages other than English at Home | Mandatory. |
International Full Fee Paying Student | Student Admin > Student Records > Government Returns > QCAA Grid (Qld). | International Full Fee Paying Student | Mandatory. |
Documents Sighted | Student Admin > Student Records > Government Returns > QCAA Grid (Qld). | Documents Sighted | Mandatory. |
Date Entered Australia | Student Admin > Student Records > Government Returns > QCAA Grid (Qld). | Date Entered Australia | Mandatory. |
Home Email | N/a | Optional. | |
Home Phone | N/a | Optional. | |
Address line 1 | Student Admin > Parent Records > Parent Information > Parents. | Mandatory. | |
Address line 2 | Student Admin > Parent Records > Parent Information > Parents. | Optional. | |
Address line 3 | Student Admin > Parent Records > Parent Information > Parents. | Optional. | |
Address line 4 | N/a | Optional. | |
Suburb | Student Admin > Parent Records > Parent Information > Parents. | Town/Suburb | Mandatory. |
State | Student Admin > Parent Records > Parent Information > Parents. | State | Mandatory. |
Postcode | Student Admin > Parent Records > Parent Information > Parents. | Post Code | Mandatory. |
Country | Student Admin > Parent Records > Parent Information > Parents. | Country | If not entered, a default value of 'Australia' will be entered. |
Postal address line 1 | N/a | Optional. | |
Postal address line 2 | N/a | Optional. | |
Postal address line 3 | N/a | Optional. | |
Postal address line 4 | N/a | Optional. | |
Postal suburb | N/a | Optional. | |
Postal postcode | N/a | Optional. | |
Postal state | N/a | Optional. | |
Postal country | N/a | Optional. | |
Exit Year | Student Admin > Student Records > Student Information > Students. | Automatically derived based on the student Year Group. | |
Student ID | Student Admin > Student Records > Student Information > Students. | Student Code | Optional. |
Intended Learning Option | Student Admin > Student Records > Government Returns > QCAA Grid (Qld). | Intended Learning Option | Mandatory. |
| Survey Contact Status | N/a | Optional |
Export Subject Data
Once the grid has been displayed click the 'Export Subject Data' button to create a subject enrolment file that for uploading to the QCAA Student Management system.
Important!
- Only Subjects with the 'SDCS' category flag set to Yes are included in the export file.
Student Admin > Student Records > Setup Information > Student Records Setup > Student Admin > Student Records > Setup Information > Student Records Setup > Subject Cat. Tab. - Only students who have an LUI number will be included in the file.
The following table indicates the data that will be included in the file and details:
The QCAA field required in the export file.
The TASS.web program used to maintain the field.
The TASS.web name for the field.
Export field | TASS Program | TASS Field Name | Comment |
|---|---|---|---|
LUI | Student Admin > Student Records > Student Information > Students. | LUI | Mandatory. |
Given Names | Student Admin > Student Records > Student Information > Students. | Given Name | First word only. |
Family Name | Student Admin > Student Records > Student Information > Students. | Surname | Mandatory. |
Sex | Student Admin > Student Records > Student Information > Students. | Gender | Mandatory. |
Date of Birth | Student Admin > Student Records > Student Information > Students. | Date of Birth | Mandatory. |
Gender | Student Admin > Student Records > Student Information > Students. | Gender | Mandatory. |
Subject Name | Student Admin > Student Records > Setup Information > Student Records Setup on the 'Subjects' tab. | Academic Reporting Description | Mandatory. This must match the subject already entered into the QCAA Student Management system. |
Start Year | Student Admin > Student Records > Student Information > Students on the 'Subjects' tab. | Mandatory. Automatically derived based on the first year of study for the subject in Year 10, 11 or 12. | |
Completed Year | Student Admin > Student Records > Student Information > Students. | Mandatory. Automatically derived based on the year the student will be in Year 12. |
Upload LUI Numbers
An alternative to manually keying LUI numbers into this system is to use the 'Upload LUI Numbers' button at the top of the 'QCAA Grid (Qld)' screen. Data from a Microsoft Excel® spreadsheet that has been saved as a .csv file can be uploaded.
Important!
For the LUI upload to be successful, the spreadsheet must conform to the following specifications:
The spreadsheet must be saved in comma-delimited (.csv) format and contain the following columns:
Column | Field Name | Field Type/Size | Field Description |
|---|---|---|---|
A | TASS Student Code | Must match the code structure deployed by your school | Mandatory. It must be a valid student code. |
B | LUI Number | Char(10) | Mandatory |
After you click the 'Upload LUI Numbers' button, the 'Upload LUI Numbers' screen will be displayed.
Use the 'Browse' button to locate the .csv file that you intend to upload.
Click the 'Go' button.
The system will validate the file to ensure that it meets the format described above.
If validation is unsuccessful, the program will produce an exception report. You will need to address the issues in the .csv file and re-import the data.