SACE Data Extracts (SA)

Overview

The ‘SACE Data Extracts (SA)’ program extracts student data in a CSV (comma-separated value) file format as required by the SACE Board for the South Australian Certificate of Education for schools located in the Northern Territory and South Australia.

This program can be accessed by navigating to TASS.web Student Admin > Student Records > Government Returns.

Map Genders

If your school has defined additional gender types that are not recognised by the report's governing body, you will see the following message when opening the program: “Unmapped Genders exist. To run this report, you must use the 'Map Genders' icon, and enter a mapping for all genders”.

Use the ‘Map Genders' icon at the top of the screen to view or edit the specific TASS genders and codes mapped for this report. Click ‘Update’ to save the gender translations to the database for this report, or 'Cancel’ to return to the previous screen.

The expected SACE data is ‘M’ or ‘F’.

Example

For example, if the governing body were to accept 3 gender types:

Female might map to the gender code 'F'.
Male might map to the 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.

For more information on 'Gender Setup', refer to TASS.web Community > Setup Information.

General Tab

Fields from the ‘General' tab can be used as selection criteria to filter the data included in the CSV extract file. These fields are similar to those displayed in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General’ tab.

User Defined Tab

Use the fields on the “User Defined' tab to further filter the students included in the export. These fields are similar to those displayed in TASS.web Student Admin > Student Records > Student Information > Students on the ‘UD’ tab.

Process Tab

The ‘Process’ tab is used to enter information that will be included in your report and to choose the file format.

Sort By

Student Code

Surname

Year Group

Use the sort by section to select the order to sort students in your report

Formatting Options

Export to CSV

CSV File is the only extract format available for this Report

* File Format

Use this field to select the file format that will be produced. You have two options:

SA Upload	Refer to the ‘SA Upload SACE CSV File Format’ section below for more information.
NT Upload	Refer to the ‘NT Upload SACE CSV File Format’ section below for more information.

School Number

* SACE School Number

Enter your school’s SACE School Number.

Extract Options

* Student Residential Address

This option determines how the extract will determine the student's residential address to be included in this export. You have two options:

Use Communication Rules (Lives With Communication Type)

The residential address data in the CSV file is based on the ‘Lives With’ Communication Type in TASS.web Student Admin > Student Records > Student Information > Students on the ‘Addresses & Comm Rules’ tab.

If the student ‘Lives With’ multiple parents at multiple addresses, the address chosen for the report will be selected by Parent Code then Address Number.

If a student lacks the ‘Lives With’ Communication Rule, the system exports an Exception Report. Correct these before continuing.

You should choose the 'Use Communication Rules' option to correctly report this data, as the 'Select Addresses' option may not correctly report Parent Information for Split Families. Contact the Professional Services team if you do not have Communication Rules enabled.

Select Addresses from the 'Primary Copy Address' picklist.

Select this option to extract address data from the Student Record for the Address Block specified in the ‘Primary Copy Address’ field.

When this option is selected, the system first checks the specified Address Block on the Student Record. If address data exists here, it extracts that data. If no data is present, it extracts data from the default (Source) Address Block.

Important!

This option may not extract parent information accurately for split families.

Select 'GO' to proceed and create the upload file.

The ‘GO’ button will not be active until Gender Mapping is complete.

If the Use Communication Rules Extract Option is selected, an 'Exception Report' may appear if the student lacks an address marked for 'Lives With' on the 'Addresses & Comm. Rules' tab of their Student Record. Review this tab on the Student Record and select at least one address for 'Lives With'. If required, you can also do this in bulk via the Communication Rules Grid.

SA Upload SACE CSV File Format

Column	SA Upload SACE Field	Value	TASS Program/Field Name
A	Contact School Number	Mandatory Max. 3 characters.	This field contains data from ‘SACE School Number’ entered on the ‘Process’ tab of this program.
B	Registration Number	Optional Max. 7 characters.	NULL.
C	Student Code	Mandatory Max. 8 characters.	This field contains data from the ‘Student Code' field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
D	Title	Optional Max. 4 characters.	NULL.
E	Given Names	Mandatory Max. 45 characters.	This field contains data from the ‘First Name’ + ‘Other Name’ fields in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
F	Family Name	Mandatory Max. 45 characters.	This field contains data from the ‘Surname’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
G	Gender	Mandatory Max. 1 character.	The values for this field are determined by combining the ‘Gender' field in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General' tab, and the 'Map Genders’ feature in this program. If the Genders defined in your TASS database do not align with SACE data expectations, the values for this field will be derived from the ‘Map Genders’ (grey cog) icon on the 'General' tab. The expected SACE data is ‘M’ or ‘F’.
H	Date of Birth	Mandatory Format must be DD/MM/YYYY Max. 10 characters.	This field contains data from the ‘Date of Birth’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
I	Phone Country Code	Optional Max. 3 characters.	NULL.
J	Phone Area Code	Optional Max. 4 characters.	NULL.
K	Local Phone Number	Optional Max. 10 characters.	NULL.
L	Street Address Line 1	Mandatory Max. 30 characters.	This field contains the student’s address details from the ‘Address Line 1’ field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
M	Street Address Line 2	Optional Max. 30 characters.	This field contains the student’s address details from the ‘Address Line 2’ field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
N	Street Address Line 3	Optional Max. 30 characters.	This field contains the student’s address details from the ‘Address Line 3’ field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
O	Suburb	Mandatory Max. 45 characters.	This field contains the student’s address details from the 'Town/Suburb' field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
P	State	Mandatory For overseas addresses, this value will be “OS” Max. 3 characters.	This field contains the student’s address details from the 'State' field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
Q	Post Code	Mandatory For overseas addresses, this value will be “OSOS” Min. 4 characters.	This field contains the student’s address details from the 'Postcode' field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The expected data is char 4 which is the length of Australian postcodes; however, longer postcodes can be entered and the full value will be included in the data. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
R	Home Group	Optional Max. 8 characters.	NULL.
S	Year Level	Optional Valid values are in range 8-13 Max. 2 characters.	This field contains data from the ‘Year Group’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
T	Street Address Line 4	Optional Max. 30 characters.	NULL.
U	TAFE ID	Optional Max. 10 characters.	NULL.
V	ED ID	Optional Max. 13 characters.	NULL.
W	AB/TR Ind	Optional Max. 1 character.	This field contains data from the 'Indigenous Status' field in TASS.web Student Admin > Student Records > Student Information > Students on the ‘MCEECDYA’ tab or as entered in TASS.web Student Admin > Student Records > Government Returns > MCEECDYA Grid (Aus). This program uses the MCEECDYA codes (1,2,3,4,9). 1 = Aboriginal but not Torres Strait Islander Origin; 2 = Torres Strait Islander but not Aboriginal Origin; 3 = Both Aboriginal and Torres Strait Islander Origin; 4 = Neither Aboriginal nor Torres Strait Islander Origin; 9 = Not stated/Unknown
X	Email Address	Optional Max. 100 characters.	This field contains data from the ‘Email’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.

NT Upload SACE CSV File Format

Column	NT Upload SACE Field	Value	TASS Program/Field Name
A	Registration	Optional Max. 7 characters.	NULL.
B	Student Code	Mandatory Max. 20 characters.	This field contains data from the ‘Student Code' field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
C	Contact School	Mandatory Max. 3 characters.	This field contains data from ‘SACE School Number’ entered on the ‘Process’ tab of this program.
D	Title	Optional Max. 4 characters.	NULL.
E	Given Names	Mandatory Max. 45 characters.	This field contains data from the ‘First Name’ + ‘Other Name’ fields in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
F	Surname	Mandatory Max. 45 characters.	This field contains data from the ‘Surname’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
G	Gender	Mandatory Max. 1 character.	The values for this field are determined by combining the ‘Gender' field in TASS.web Student Admin > Student Records > Student Information > Students on the ‘General' tab, and the 'Map Genders’ feature in this program. If the Genders defined in your TASS database do not align with SACE data expectations, the values for this field will be derived from the ‘Map Genders’ (grey cog) icon on the 'General' tab. The expected SACE data is ‘M’ or ‘F’.
H	Aboriginal Torres Strait Islander Descent	Optional Max. 1 character.	This field contains data from the 'Indigenous Status' field in TASS.web Student Admin > Student Records > Student Information > Students on the ‘MCEECDYA’ tab or as entered in TASS.web Student Admin > Student Records > Government Returns > MCEECDYA Grid (Aus). This program uses the MCEECDYA codes (1,2,3,4,9) and translates them to the acceptable values (N,T,A,or Y) A = Aboriginal but not Torres Strait Islander Origin (1); T = Torres Strait Islander but not Aboriginal Origin (2); Y = Both Aboriginal and Torres Strait Islander Origin (3); N = Neither Aboriginal nor Torres Strait Islander Origin (4); NULL= Not stated/Unknown (9).
I	Date of Birth	Mandatory Format must be DD/MM/YYYY Max. 10 characters.	This field contains data from the ‘Date of Birth’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
J	Phone Country Code	Optional Max. 3 characters.	NULL.
K	Phone Area Code	Optional Max. 4 characters.	NULL.
L	Phone Number	Optional Max. 10 characters.	NULL.
M	Address 1	Mandatory Max. 30 characters.	This field contains the student’s address details from the ‘Address Line 1’ field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
N	Address 2	Optional Max. 30 characters.	This field contains the student’s address details from the ‘Address Line 2’ field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
O	Address 3	Optional Max. 30 characters.	This field contains the student’s address details from the ‘Address Line 3’ field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
P	Street Address Line 4	Optional Max. 30 characters.	NULL.
Q	Suburb	Mandatory Max. 45 characters.	This field contains the student’s address details from the 'Town/Suburb' field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
R	State	Mandatory For overseas addresses, this value will be “OS” Max. 3 characters.	This field contains the student’s address details from the 'State' field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
S	Post Code	Mandatory For overseas addresses, this value will be “OSOS” Min. 4 characters.	This field contains the student’s address details from the 'Postcode' field in TASS.web Student Admin > Parent Records > Parent Information > Parents on the ‘Address’ tab. The expected data is char 4 which is the length of Australian postcodes; however, longer postcodes can be entered and the full value will be included in the data. The address here is based on the Student Residential Address Extract Option selected on the 'Process' tab.
T	Home Group	Optional Max. 8 characters.	NULL.
U	Year Level	Optional Valid values are in range 8-13 Max. 2 characters.	This field contains data from the ‘Year Group’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
V	571 Visa Student	Optional Max. 1 character.	NULL.
W	571 Fees Paid	Optional Max. 1 character.	NULL.
X	HEES Declaration (SATAC)	Optional Max. 1 character.	NULL.
Y	Institutions Declaration (School)	Optional Max. 1 character.	NULL.
Z	Media Declaration	Optional Max. 1 character.	NULL.
AA	EDHO Number	Optional Max. 13 characters.	NULL.
AB	Language Spoken at Home	Optional 4-digit numerical ASCL code. Not stated = NULL. Max. 4 characters	This field uses the 'Languages other than English at home' (for the Student) from TASS.web Student Admin > Student Records > Student Information > Students on the ‘MCEECDYA’ tab or as entered in TASS.web Student Admin > Student Records > Government Returns > MCEECDYA Grid (Aus).
AC	Country of Birth	Optional 4-digit numerical SACC code. Max. 4 characters.	This field uses the 'Country of Birth' field from TASS.web Student Admin > Student Records > Student Information > Students on the ‘MCEECDYA’ tab or as entered in TASS.web Student Admin > Student Records > Government Returns > MCEECDYA Grid (Aus).
AD	Email Address	Optional Max. 100 characters.	This field contains data from the ‘Email’ field in TASS.web Student Admin > Student Records > Student Information > Students on the 'General' tab.
AE	Steam ID	Optional Max. 2 characters.	NULL.