School Census (WA)
Overview
This program produces a School Census report in the format required by the Department of Education (WA).
The Department conducts a student census at the beginning of each semester. It is mandatory for all Western Australian public and non-government schools.
Student census data is used to calculate State and federal funding for schools. It is also used for planning and mandatory reporting purposes.
Source: http://det.wa.edu.au/
It can be run for your entire school population or with the following filters applied:
Year Group.
Campus.
Residency Status.
Important!
This program will only include students who have a 'Residency Status' that has the 'Include in Census' flag set to 'Y'. The program will also warn you if there are students in the database who do not have a 'Residency Status'.
'Residency Statuses' are set up using TASS.web program Student Admin > Student Records > Setup Information > Countries/Languages/ResStatus on the 'Residency' tab.
You can update the 'Residency Status' on the student records in bulk by using TASS.web program Student Admin > Student Records > Student Information > Students Grid Entry.
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, any additional genders in your database must be mapped 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.
For more information on 'Gender Setup', refer to TASS.web Bookmarks tab > Community > Setup Information.
General Tab
Use the fields on this tab to determine the students to be included in the Census statistics.
Fields that require detailed explanation | |
|---|---|
Year Group | Use this drop-down list to filter the report by Year Group. This is a multi-select drop-down list that allows you to select two or more. |
Campus | Use this drop-down list to filter the report by Campus. This is a multi-select drop-down list that allows you to select two or more. |
*Include Students who are current at: | This will default to today's date. It is used to determine the students who are current and therefore included in the statistics. |
Residency Status | Use this drop-down list to filter the report by Residency Status. If there are any students who do not have a residency status defined a warning message will display the following 'Warning: The School Census (WA) will not be accurate because Students with no Residency Status exist. Use 'Student Grid Entry' to find/fix these records'. |
Process Tab
Fields that require detailed explanation | ||
Sort By | Student Code | This will sort the report by Student Code. |
Surname | This will sort the report by Surname. | |
Year Group | This will sort the report by Year Group. | |
Formatting Options | Export to (quoted) text file | Choose the destination of your report. This can be to a text file or Microsoft Excel® spreadsheet. The resultant report file then needs to be uploaded to the required body by the school. |
Export to Excel | ||
Address | Used for the Parent/Guardian 'Residential Address' field in the report output. This picklist is populated with the address names that have been defined in Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'Addresses' tab. | |
School Data | *School Code (DOE/DES) | This is a mandatory text field in which you must enter a valid School Code (Dept. of Education/Dept. of Education Services). |
*Year | This is a mandatory field. | |
*Semester This field name is customisable. | This is a mandatory field. The title of the ‘Semester’ field is school definable (therefore it may not necessarily be 'Semester'). For example, your school may be term-based (as opposed to semester based); accordingly, this screen may be displaying a description of 'Term'. The setup for this is done in Student Admin > Student Records > Setup Information > Student Records Setup. | |
FTE for year PK | The value entered will be used for the 'FTE' field in the report output. This field only accepts numeric values between 0.0 and 9.9. | |
FTE for year K | The value entered will be used for the 'FTE' field in the report output. This field only accepts numeric values between 0.0 and 9.9. | |
FTE for years other than PK and K | The value entered will be used for the 'FTE' field in the report output. This field only accepts numeric values between 0.0 and 9.9. | |
Number of Sessions for PK | The value entered will be used for the 'Number of Sessions' field in the report output. This field accepts numeric characters only. | |
Number of Sessions for K | The value entered will be used for the 'Number of Sessions' field in the report output. This field accepts numeric characters only. | |
Number of Sessions for P | The value entered will be used for the 'Number of Sessions' field in the report output. This field accepts numeric characters only. | |
Pre-Compulsory Sessions PK | The value entered will be used for the 'Precompulsory Sessions' field in the report output. This field accepts numeric characters only. | |
Pre-Compulsory Sessions K | The value entered will be used for the 'Precompulsory Sessions' field in the report output. This field accepts numeric characters only. | |
Pre-Compulsory Sessions P | The value entered will be used for the 'Precompulsory Sessions' field in the report output. This field accepts numeric characters only. | |
Click the 'GO' button to generate the report.