STATS (Aus) Returns FAQ

This article answers frequently asked questions regarding the Student Attendance (STATS) data collection, including:

The ‘How to Generate the SchoolsHUB STATS XML' and ‘Student Attend - STATS (Aus)’ articles on TASS Knowledge Base provide more information about this submission.

Why am I receiving a list of students instead of the STATS report?

You've received an Exception Report. An Exception Report is generated when there is invalid data that requires attention. This invalid data needs to be resolved before the return is successfully generated.

Contact TASS Software Support if you require assistance.

What steps do I take if I receive an Exception Report?

The Exception Report will include an explanation of the issue and a list of records requiring attention.

Example: Warning: Absentee records found beyond the Student's Date of Leaving.

To Fix: Review the 'Date of Leaving'. If it's correct, the Absentee Records should be deleted. If the Date of Leaving is incorrect, update accordingly.

Will non-current students who attended school during the date range be included?

Yes. The 'Student Attend. – STATS' program will automatically alter your 'Date of Entry' and 'Date of Leaving' filters on the 'General' tab once you define your 'Date Range' on the 'Process' tab.

What happens with students who have an 'Enrolment History'?

If you've entered an 'Enrolment History' for a student (i.e. the student left the school and came back), this will be considered when calculating the 'Enrolment Days' and 'Days Attended'.

Enrolment History is entered on the 'General' tab of the Student Record (next to the 'Entry Year Grp').

Which absentee records are included?

The absentee records included in STATS are attendance records where:

The 'Reason for Absence' has an 'Acceptable' flag of 'N'.
The 'Absentee Type' is defined in Attendance Setup on the 'General' tab.

How are the Possible School Days, Attendance Days and Attendance Rates calculated?

Specific logic has been developed to calculate each of these figures — the program sources information from various locations in TASS. Check the weighting table in 'Student Attend. - STATS (Aus)' for the weighting applied to each 'Absentee Type'.

When running the STATS program, what do we enter into the following Absentee Parameter fields?

Late for School after.
Early Departure before.
Part Day Absences greater than.
Absent from Class greater than.

These fields are used to exclude certain Absentee Records.

For example

Enter 9:00 AM in 'Late for School after' to exclude absences with an arrival time before 9:00 AM.

More examples are available in the ‘Absentee Parameters’ section of the 'Student Attend. - STATS (Aus)' article.

The school must decide on the time/hours to enter.

How do I check the STATS data in TASS?

Before checking your STATS data, please familiarise yourself with the STATS requirements on SchoolsHUB.

Here are some examples of the student data that you may want to review before generating your STATS XML:

Date of Entry
Date of Leaving
Year Level

Gender
Indigenous Status
Distance Ed

Boarder
Attendance Rates

To check the student details and attendance data in the TASS.web database, you could use:

The ‘Details Listing’ in TASS.web Student Admin > Student Records > Listings/Reports/Merges.
The ‘Attendance Rates Report’ in TASS.web Student Admin > Attendance > Listings & Reports.

To check the attendance rate for Indigenous students, you must combine both reports mentioned above.

Example of how to generate the 'Details Listing' for STATS checks.

Go to TASS.web Student Admin > Student Records > Listings/Reports/Merges > Details Listing.

On the ‘Student Details’ tab:

Set the ‘Date of Entry’ field to be ‘Less than’ the end date of your STATS attendance collection period.
Set the ‘Date of Leaving’ field to be ‘Greater than’ the start date of your STATS attendance collection period, and select the ‘Or is Null’ checkbox.
Select the Year Groups to include in the report.
Select the Campus to include in the report.

On the ‘Report Options' tab:

In the Additional Fields ‘--Student Info--' section, select Boarder, Campus, Date of Entry, Date of Leaving, Distance Ed, and Gender.
In the Additional Fields ' --MCEECDYA--’ section, select Indigenous Status.
In the ‘Sorting’ section, sort by Year Group, then Student Name.
Click the ‘GO’ button to generate the report.

Example of how to generate the 'Attendance Rates Report' for STATS checks.

Go to TASS.web Student Admin > Attendance > Listings & Reports > Attendance Rates Report.

On the ‘General’ tab:

Enter the STATS collection period dates into the ‘Start Date’ and ‘End Date’ fields.
Select the Year Groups to include in the report.
Select the Campus to include in the report.
Select the F.T.E status to include in the report.
Select the Boarder status to include in the report.

On the ‘Print’ tab:

Select Additional Fields: ‘Date of Entry’, ‘Date of Leaving’, ‘Gender’ and ‘Distance Ed’ (if applicable)
Sort by ‘Year Group’.
Click the ‘GO’ button to generate the report.

What's happening with the inclusion of Gender X?

From Version 53.3, a runtime option called 'Map Genders' became available. This allows you to map a gender you've created to a code to use when running the export.

Why can't the XML export option be selected?

The STATS Location Details on the 'Contact Info' tab in Attendance Setup must be completed before you can use the XML option.

Do I need to transfer the data from the XML file into the SchoolsHUB template?

No, TASS.web exports the data in the format required by SchoolsHUB and can be uploaded as is. The PDF and Excel® versions should be used to check the data prior to producing the XML file.