SDCS Grid (Qld)
SDCS Grid (Qld) Overview
This is a multi-purpose program to facilitate the maintenance of data for the Queensland Curriculum and Assessment Authority Senior Data Capture System (SDCS).
Functions include:
The ability to Generate QCAA numbers (this is a process that would happen at the beginning of the year).
The ability to edit QCAA numbers and other SDCS data such as, 'Non-Resident Visa', 'Date Entered Australia', 'Visa Document Sighted', 'Visa Fees Paid Year 11' and 'Sat QCS' (this is information that would be updated throughout the year).
The ability to export a file into a format suitable to be loaded into the QCAA SDCS program (used periodically through the year).
The ability to import student subject data from the TASS.web Student Records module.
The ability to import and edit student subject result data from the TASS.web Academic Reporting module (for Year 12 final results).
1. Generating QCAA Numbers
The radio buttons 'SDCS Student Information' and 'Generate QCAA Identifiers for a new cohort' must be checked.
Click the 'GO' button to proceed.
General Tab
Enter the 'Year Group' (i.e. year 10) on the 'General' tab.
Process Tab
The 'Process' tab controls the columns that will be displayed in your data grid. Sorting options are available by selecting the radio buttons on the left of the screen. These options include: 'Student Code' and 'Surname'.
When the grid is populated, data will be displayed within columns.
Each row contains data from a master record matching your search criteria.
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 drop-down list or key in the code.
Example:
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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 to the last 'Save'.
If you have not yet saved, the data will be restored 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.
You are unable to generate a QCAA number for a student if QCAA numbers have already been generated for the cohort that the student belongs to.
Click the 'Generate' button. This will then prompt you to enter a 'Cohort for this year group' and the School QCAA Number. Please refer to QCAA for your code.
The 'Cohort for this year group' is the calendar year the students will be in year 11, e.g. Year 11 students in 2017 will be part of the '17' Cohort. Year 10 students in 2017 will also be part of the '17' Cohort.
The student QCAA Number is then calculated as a concatenation of the following:
Cohort (i.e. '17' for 2017).
School QCAA Number (four-digit number, e.g. '0221' as supplied by QCAA).
Non-sequential number (five-digit number using the QCAA algorithm).
Using the example above the student ID numbers generated would look something like '17022100016'.
2. Editing SDCS Information
This program will render the data into a spreadsheet-style of a grid where it can be modified quickly within columns. The columns available are QCAA numbers and other SDCS data such as 'Non-Resident Visa', 'Date Entered Australia', 'Visa Document Sighted', 'Visa Fees Paid Year 11' and 'Sat QCS'.
The radio buttons 'SDCS Student Information' and 'Maintain an existing cohort of students' must be checked. Click the 'GO' button to proceed.
General Tab
Enter the 'Year Group' (i.e. year 10) on the 'General' tab.
Process Tab
The 'Process' tab controls the columns that will be displayed in your data grid. Sorting options are available by selecting the radio buttons on the left of the screen. These options include: 'Student Code' and 'Surname'.
When the grid is populated, data will be displayed within columns.
Each row contains data from a master record matching your search criteria.
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 to the last 'Save'.
If you have not yet saved, the data will be restored 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!
You should only maintain these fields in TASS.web. If you maintain them in SDCS, they will get overridden every time you import.
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.
3. Exporting SDCS Information
In the 'Select a Grid' screen, the radio buttons 'SDCS Student Information' and 'Maintain an existing cohort of students' must be checked.
Click the 'GO' button to proceed.
General Tab
Enter the 'Cohort' and the 'Subject' that you will be working with on the 'General' tab.
Refer to section 1 above 'Generating QCAA numbers' for an explanation on generating cohorts.
The 'Year Group' is an optional field. You would not typically use this when you are using the program to create the first export file for Year 10s.
It could be used when you are using this program to create a subsequent export file for the cohort that includes student subject choices to remove students who are repeating in the following example:
Cohort 2017 has already been created for existing year 10 students, and 'QCAA Numbers' have been sent to QCAA.
A student in cohort 2017 elects to repeat Year 10 (however they have a 'QCAA Numbers' because of the action above).
You are now in 2017 and are selecting the students for cohort 2017 to export subject choices.
The student who repeated will be included unless you enter both the 'Cohort' and 'Year Group' = 11.
Process Tab
The 'Process' tab controls the columns that will be displayed in your data grid. Sorting options are available by selecting the radio buttons on the left of the screen. These options include: 'Student Code' and 'Surname'.
When the grid is populated, data will be displayed within columns.
Each row contains data from a master record matching your search criteria.
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 to the last 'Save'.
If you have not yet saved, the data will be restored 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.
Click on the 'Export' button to create a file.
Important!
The QCAA subject code will be sourced from the subject's 'Export Code'. If an 'Export Code' does not exist for a subject, then the TASS 'Subject Code' will be used instead. The 'Export Code' field is maintainable for each subject using program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Subjects' tab.
Save the file to a known directory on your network or PC. You can rename it if you want.
When importing the file into the SDCS program, the SDCSEXCHLUI format should be used.
Important!
It is important to have recorded 'LUI' numbers from the QCAA website using Student Admin > Student Records > Government Returns > QCAA Grid (Qld) because these are included in the export which saves you having to enter them manually into the QCAA program.
For information regarding QCAA program go to www.qcaa.qld.edu.au
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.
4. Editing SDCS Student Subject Data
This program will render the data into a spreadsheet-style of a grid where it can be modified quickly within the columns.
The radio button 'SDCS Student Subject Data' must be checked. Click the 'GO' button to proceed.
General Tab
Enter the 'Cohort' and the 'Subject' that you will be working with on the 'General' tab.
Process Tab
The 'Process' tab controls the columns that will be displayed in your data grid. Sorting options are available by selecting the radio buttons on the left of the screen. These options include: 'Student Code' and 'Surname'.
When the grid is populated, data will be displayed within columns.
Data will only be displayed for subjects that belong to a 'Subject Category' that has an 'SDCS' indicator of 'Yes'. This is set up using program Student Records > Setup Information > Student Records Setup on the 'Subject Cat' tab.
Click an individual cell to make a change. You can make changes to data in the 'Credit Units', 'SAI' and 'Level of Achievement' columns.
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 to the last 'Save'.
If you have not yet saved, the data will be restored 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.
5. Editing SDCS Student Subject Data and Importing Data From Academic Reports
This program will render the data into a spreadsheet-style of a grid where it can be modified quickly within the columns.
The radio button 'SDCS Student Subject Data' must be checked. Click the 'GO' button to proceed.
General Tab
Enter the cohort and the subject that you will be working with on the General tab.
Process Tab
The 'Process' tab controls the columns that will be displayed in your data grid. Sorting options are available by selecting the radio buttons on the left of the screen. These options include: 'Student Code' and 'Surname'.
When the grid is populated, data will be displayed within columns.
Data will only be displayed for subjects that belong to a 'Subject Category' that has an 'SDCS' indicator of 'Yes'. This is set up using program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Subject Cat' tab.
Click into the cells within the grid to make changes as required. You can make changes to data in the 'Credit Units', 'SAI' and 'Level of Achievement' columns.
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 drop-down 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 to the last 'Save'.
If you have not yet saved, the data will be restored 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.
If you are using the TASS.web Academic Reporting module you can import levels of achievements. Click on the 'Import' button and select the correct academic reporting period and objective to use for this subject. You should check that the objective has been set up to record results using the same assessment scheme (VH, H, S, L or VL).
If there are valid results in the database for this academic reporting period for this subject, the results will be displayed in the 'Level of Achievement' column. You can then manually edit these as required.
Select 'Save' to commit your changes to the database or 'Cancel' to return to the selection screens.
The final step to export this to a file that can be uploaded into SDCS is to reload the SDCS Grid Entry program and follow point 2 and 3 above.