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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 Register New Student file is defined by QCAA and forms part of the QCAA Student Management application. The file contains 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 (LUI) and meet the parameters set by the operator.

LUI is Queensland only and is stored in the Government Student Number field on Current Student Maintenance - Codes tab.

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



Current Student Maintenance - Personal tab

Middle namesGiven2
Family   nameSurname
Preferred name
PreferredSex

Gender

Genderfrom Current Student Maintenance - Personal tab

Mapping

Codes: M, F, X

Mapped in Interface Settings - QCAA

(Note: X not currently supported.)

Date of birthBirthdateCurrent Student Maintenance - Personal tab
USI

Vocational Education Code from Current Student Maintenance - Codes tab

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

Mapping

VocationalEducationCode

Birth country

Mapping

CountryofBirthCodeBirth country

Country of Birth from Current Student Maintenance - Personal tab

Mapping

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

Calculated per ref data in template

Mapping

HomeLanguageCode

Codes

Derived based on TSIFlag and IndigenousFlagTorres Strait Islander Flag and Indigenous Student Flag from Current Student Maintenance - Flags tab

This is the ABS Indigenous Status Code N

This does not exist in Synergetic, we have two Flags in Student Maintenance:

  • 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 this mapping:

Image Removed

See below

Home language

Mapping

Synergetic has implemented the QCAA defined mapping:

Image Added

Note: Currently Synergetic does not support Not stated/inadequately described.
Home language

Home Language from Current Student Maintenance - Personal tab

Mapping

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.

DisabilityDisabilityFlag (1, 0)

Mapped in Interface Settings - QCAA

DisabilityDisability Flag from Current Student Maintenance - Flags tab
International full fee-paying studentFFPOS flagFull Fee Paying from Current Student Maintenance - Debtor tab
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

DocumentsSightedFlag field on Current Student Maintenance - International tab

Date entered AustraliaArrival Date ( from international - visa subclasses Current Student Maintenance - International tab (Visa Subclasses)
Home emailHome Email from Current Student Maintenance - Personal tab
School emailOccupEmailEmail from Current Student Maintenance - Personal tab
Other email(blank not used)
Home phonePhoneActualHome Phone from Community Maintenance - Phone tab
Mobile phoneMobilePhoneActualMobile Phone From Community Maintenance - Phone tab
Address line 1HomeAddress1



Home Address from Community Maintenance - Home Address tab

(Address line 4 <Blank - not used>)

Address line 2HomeAddress2
Address line 3HomeAddress3
Address line 4<Blank - not used>
Address suburb / townHomeSuburb
Postcode
HomePostcodeState

Home Address State from Community Maintenance - Home Address tab

Mandatory for Australia

MappingHomeState

Codes

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

Mapped in Interface Settings - QCAA

Country

Mapping

HomeCountryCodeCode of Home Address Country from Community Maintenance - Home Address tab

Mapping

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 from Community Maintenance - Postal Address tab

(Address line 4 <Blank - not used>)

Postal address line 2Address2
Postal address line 3Address3
Postal address line 4<Blank - not used>
Postal suburb / townSuburb
Postal postcodePostcode
Postal statePostal Address State Postal country

Mapping

CountryCodefrom Community Maintenance - Postal Address tab

Mandatory for Australia

Mapping

Codes

ACT, NSW, NT, QLD, SA, TAS, VIC

Mapped in Interface Settings - QCAA

Postal country

Code of Postal Address Country from Community Maintenance - Postal Address tab

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.

Exit year

YearsUntilGraduation (from luYearLevel)Mapped in Interface Settings - QCAA

Exit year

Years Until Graduation from luYearLevel lookup table

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

    ...

    Learning Pathway from Current Student Maintenance - Flags tab

    Codes

    As defined by QCAA:

    • Not Identified
    • Queensland Certificate of Education (QCE)
    • Queensland Certificate of Individual Achievement (QCIA)
    • Senior Statement

    Mapped in Interface Settings - QCAA