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Graham Kidd

Graham Kidd

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Export file logic - criteria for student inclusion

Screen parameter field options able to be used:

  • Process date,
  • File Year,
  • Campus,
  • Year Level

(Leave the Include Blank Studies Codes checkbox disabled as will not be used for this export)

The export logic will find and use any (Page Under Construction)

The file contents are any Current Students who do not have a Government Student Number on their record, and include these studens within the export data set.

The students to include will be selected using the param fields (ie find Current Students in the File Year/Campus/Year Level range, and where their start date is on or before Process Date).

Source Documents

All source Documents are held centrally on the QCAA Student Management - 2018 Requirements Page.

File specification

Student Registration File Definition (QCAA)

Template file

Student Create File Upload Template (QCAA)

File Analysis

Mappings are provided where the Synergetic usage may not be immediately obvious.

Codes are provided for those fields to be reported as codes.Learner Unique Identifier and who meet the parameters set by the operator:

Field

Usage

Description

YearMandatorySelect the File Year from which to extract new students.
TermNot UsedN/A
CampusOptional

Select one campus to restrict file creation contents to

If blank - all campuses are included.

Process DateMandatoryThe maximum date up until which students will be selected. If a student's Entry Date is above this date, they will be excluded.

Year Level From

Optional

Lowest Year Level to include in the Report

Year Level To

Optional

Highest Year Level to include in the Report

File Contents

...

CodeMeaningIndigenous StudentTorres Strait Islander1Aboriginal but not Torres Strait Islander originOnOff2Torres Strait Islander but not Aboriginal originOffOn3Both Aboriginal and Torres Strait Islander originOnOn4Neither Aboriginal nor Torres Strait Islander originOffOff9Not stated/inadequately describedN/AN/A
Data File fieldSynergetic field
Given   namesGiven1
Middle namesGiven2
Family   nameSurname
Preferred namePreferred
Sex

Gender
Gender

Mapping

Codes: M, F, X

Mapped in Interface Settings - QCAA

Date of birthBirthdate
USI

The USI is a reference number made up of ten numbers and letters.Mapping

VocationalEducationCode

Birth country

CountryofBirthCode

Mapping

CountryofBirthCode

Codes

1269.0 - Standard Australian Classification of Countries (SACC), Second Edition

The current version of ABS Country code currently in use at Synergetic will suffice. Any discrepancies with QCAA will be resolved during testing.Mapped in Interface Settings - QCAA

Indigenous status

Derived based on TSIFlag and IndigenousFlag

This is the ABS Indigenous Status Code N

This does not exist in Synergetic, we have two Flags in Derived from the two Synergetic Student Maintenance flags:

  • Indigenous Student
  • Torres Strait Islander

Ahead of a fully developed implementation of a Synergetic Status Look Up for Indigenous Status (

Jira Legacy
serverSynergetic Management Systems
columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
serverId3587bf9f-563b-3952-afa4-4457c6487443
keyIMP-20
), the initial QCAA solution will use Mapping

QCAA uses this mapping:

See below

Home language

Calculated per ref data in templateHomeLanguageCode

Mapping

HomeLanguageCode

Codes: 1267.0 - Australian Standard Classification of Languages (ASCL), 2011

The current version of ABS Language codes currently in use at Synergetic will suffice. Any discrepancies with QCAA will be resolved during testing.Mapped in Interface Settings - QCAA

DisabilityDisabilityFlag (1, 0)
International full fee-paying studentFFPOS flag
Documents sighted

New field

to add to International tab -  Visa Subclasses - would need a flag per record and then use the flag value from the Active entry

Default value while field not present = "0"  (false)

Jira Legacy
serverSynergetic Management Systems
columnskey,summary,type,created,updated,due,assignee,reporter,priority,status,resolution
serverId3587bf9f-563b-3952-afa4-4457c6487443
keyDSY-11976

Documents Sighted

Date entered AustraliaArrival Date (from international - visa subclasses)
Home emailEmail
School emailOccupEmail
Other email(blank not used)
Home phonePhoneActual
Mobile phoneMobilePhoneActual
Address line 1HomeAddress1
Address line 2HomeAddress2
Address line 3HomeAddress3
Address line 4<Blank - not used>
Address suburb / townHomeSuburb
PostcodeHomePostcode
State

HomeState

Mapping

HomeState

Codes

As per SIF - AU 3.4 (ACT, NSW, NT, QLD, SA, TAS, VIC)

Mapped in Interface Settings - QCAA

Country

HomeCountryCode

MappingHomeCountryCode

Codes

1269.0 - Standard Australian Classification of Countries (SACC), Second Edition

The current version of ABS Country code currently in use at Synergetic will suffice. Any discrepancies with QCAA will be resolved during testing.Mapped in Interface Settings - QCAA

Postal address line 1Address1
Postal address line 2Address2
Postal address line 3Address3
Postal address line 4<Blank - not used>
Postal suburb / townSuburb
Postal postcodePostcode
Postal stateState
Postal country

Mapping

CountryCode

Codes

1269.0 - Standard Australian Classification of Countries (SACC), Second Edition

The current version of ABS Country code currently in use at Synergetic will suffice. Any discrepancies with QCAA will be resolved during testing.Mapped in Interface Settings - QCAA

Exit year

YearsUntilGraduation (from luYearLevel)

Student IDSynergetic ID
Intended learning option

New field

LearningPathway

  • StudentYears table (varchar 30)
  • FutureStudents table (same name/size)

New Lookup table

will be linked to a new lookup table luLearningPathway

  • Code, Description, SynergyMeaning, DefaultFlag, ExternalSystemType, ExternalSystemCode

Lookup population can be loaded via ref table data set - coded and stored by region (VIC, QLD, NZ etc) and with ExternalSystemType/Code also populated via load.

SynergyMeaning will include at least one value for "IB" so can replicate IBFlag handling

Default flag - only one value is allowed to be set as default (if user tries to set two, show an error message indicating cannot have two - refer luFutureApplicationCategory handling for example)

Change to Maint Screens

Lookup Dropdown field: "Learning Pathway"

  • Student Maint - show on School tab where IB flag field is currently shown
  • Future Student Maint - show on Enrol Details tab (in the Enrolled For Group box,
  • Past Student Maint - show on Schooling tab (replacing International Baccalaureate checkbox)
  • Remove the IB Flag from the maint screens (as is now covered by the dropdown) - do not remove field from backend tables
    • New dropdown will replace the IBFlag on the interface,

    Changes to database logic

    • The IBFlag field will be made legacy with the field value maintained via table trigger (based on Learning Pathway with IB SynergyMeaning)
    • Standard views/procs including the IBFlag field, will need to be amended to refer to the new LearningPathway field and based on presence of the "IB" SynergyMeaning against the lu value (function?)
    • Stored procs used for creating new future/current students - the field with Default flag ticked in lookup table (if one exists) will be used to auto-populate the field. If no default then leave blank.

    For upgrade process

    DML to

    • Populate the ref table entries for the new lookup table (with ref data created for each state/region
    • Auto load the lu entries from ref table for the client (based on local installed country/state values)
    • Auto populate the Pathway field on any students with old IBFlag = 1 to give them the new IB synmeaning pathway value (leave other students unchanged)

    For data export

    Default QCAA value in export logic if and while new field not present = "Not identified"

    Otherwise use the External System Type/Code value per the lookup table

    Values

    Intended Learning Option CodeIntended Learning Option DescriptionSynergy Meaning
    QCEQCE 
    QCIAQCIA 
    Senior StatementSenior Statement 
    IBInternational BaccalaureateIBFlag

    ...

    Codes

    Not Identified, QCE, QCIA, Senior Statement, Not Identified

    Mapped in Interface Settings - QCAA