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.

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

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.

SACE CSV File Format

Field #	SACE Field	Max Field Length (Characters)	Value	TASS Program/Field Name
1	Contact School Number	3	Mandatory	The ‘SACE School Number’ entered on the ‘Process’ tab mentioned above.
2	Registration Number	7	Optional	NULL.
3	Student Code	8	Mandatory	TASS.web Student Admin > Student Records > Student Information > Students. 'Student Code'.
4	Title	4	Optional	NULL.
5	Given Names	45	Mandatory	TASS.web Student Admin > Student Records > Student Information > Students. ‘First Name’ + ‘Other Name’
6	Family Name	45	Mandatory	TASS.web Student Admin > Student Records > Student Information > Students. ‘Surname’
7	Gender	1	Mandatory 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’.	TASS.web Student Admin > Student Records > Student Information > Students. ‘Gender’
8	Date of Birth	10	Mandatory Format must be DD/MM/YYYY	TASS.web Student Admin > Student Records > Student Information > Students. ‘Date of Birth’
9	Phone Country Code	3	Optional	NULL.
10	Phone Area Code	4	Optional	NULL.
11	Local Phone Number	10	Optional	NULL.
12	Street Address Line 1	30	Mandatory	TASS.web Student Admin > Parent Records > Parents on the 'Addresses’ tab. 'Address Line 1' The residential address data in the CSV file is based off of the ‘Lives With’ Communication Type on 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.
13	Street Address Line 2	30	Optional	TASS.web Student Admin > Parent Records > Parents on the 'Addresses’ tab. 'Address Line 2'
14	Street Address Line 3	30	Optional	TASS.web Student Admin > Parent Records > Parents on the 'Addresses’ tab. 'Address Line 3'
15	Suburb	45	Mandatory	TASS.web Student Admin > Parent Records > Parents on the 'Addresses’ tab. 'Town/Suburb'
16	State	3	Mandatory For overseas addresses, this value will be “OS”	TASS.web Student Admin > Parent Records > Parents on the 'Addresses’ tab. 'State'
17	Post Code	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.	Mandatory For overseas addresses, this value will be “OSOS”	TASS.web Student Admin > Parent Records Parents on the 'Addresses’ tab. 'Postcode'
18	Home Group	8	Optional	NULL.
19	Year Level	2	Optional Valid values are in range 8-13	TASS.web Student Admin > Student Records > Student Information > Students. ‘Year Group’
20	Street Address Line 4	30	Optional	NULL.
21	TAFE ID	10	Optional	NULL.
22	ED ID	13	Optional	NULL.
23	AB/TR Ind	1	Optional	NULL.
24	Email Address	100	Optional	NULL.