Australian Student Census Report 2019

Synergetic have created a new report for the purpose of collating the information necessary to provide to the Australian government for the 2019 Non-Government Schools Census.

This report can be run using:

Synergetic
SynWeb.

Refer to the relevant section below for instructions.

Note: For additional information about the census, see 2019 Non-Government Schools Census.

Synergetic

You can click the following link for information about running the Student Census - Australian Non-Governmental Schools report using Synergetic.

Running the Student Census Report using Synergetic

Running the Student Census - Australian Non-Government Schools report

You can run the Student Census - Australian Non-Government Schools report to preview and prepare data for the 2022 Non-Government Schools Census.

There are five export modes available for this report:

Summary exports a summary report of the census data.
Detailed exports a detailed report of the census data.
Raw Data exports a file containing all the raw data used for the report. See Exporting raw Student Census data to Excel (Non-Government Schools).
User Per-Section Options Below exports a report of the census data, using the per-section options chosen by the user.
Export Mode (Data for Government Submission) exports the census data to be submitted to the Department of Education, Skills, and Employment. See Preparing student census data for submission (Non-Governmental Schools).

Note: You need to have security access to the STUCENS3|Student Census - Australian Non-Government Schools report to view the report. See Group_User Security Maintenance - Groups View.

Inclusion criteria

Each section of the report has an Excluded column for indicating the number of students excluded from the report. These students meet the criteria required to be included in the section in question but do not meet other criteria required for them to be included in the census figures. For more information about global and category-specific inclusion requirements, see Global inclusion requirements and Category-specific requirements below.

Global inclusion criteria

Students must meet all of the following requirements to be included in the census.

Click here to view global inclusion criteria

Field	Requirement	See...
Entry Date	Students must have an Entry Date field that is blank or on or before the census date.	Current Student Maintenance - Entry tab
External Student Flag	Students must not have the External Student Flag field selected.	Current Student Maintenance - Flags tab
Gender	Students must have a gender selected in the Gender field with a SynergyMeaning of either: M - Male F - Female X - Other.	Current Student Maintenance - Personal tab luGender lookup table
IncludeInCensusFlag	Students must have the IncludeInCensusFlag field selected for their year level.	luYearLevel lookup table
Leaving Date	Students must have a Leaving Date field that is blank or after the census date.	Current Student Maintenance - School tab - Status sub-tab
Reference period	Students must have at least one of the following on a day in the reference period: Class attendance Absences factor (as calculated by the Absence Events Daily Calc) of less than one.
Status	Students must have a status selected in the Status field with a SynergyMeaning other than EXTERNAL or SHORTSTAY.	Current Student Maintenance - School tab - Status sub-tab
Year Level	Student year levels must be mapped to DESE values using the AUSGOVNGSC external system of the Interface Settings window.	Using the Interface Settings window

Category-specific inclusion criteria

Students must meet the following additional requirements to be included in each category of the census.

Important: Global criteria must be met or students will be excluded from the report.

Click here to view category-specific inclusion criteria

Category	Requirement	See...
Boarders	Students must have an option selected in the Boarder field with a SynergyMeaning of BOARDER.	Current Student Maintenance - School tab - Status sub-tab
English as an Additional language	Students must have the English as an Additional Language field selected.	Current Student Maintenance - Flags tab
Full time students	Students must have an FTE greater than or equal to 1.	Current Student Maintenance - School tab - Status sub-tab
Indigenous students	Students must have the Torres Strait Islander or Indigenous Student flag selected.	Current Student Maintenance - Flags tab
Indigenous boarding students	Students must have: Torres Strait Islander or Indigenous Student flag selected. Option selected in the Boarder field with a SynergyMeaning of BOARDER.	Current Student Maintenance - Flags tab Current Student Maintenance - School tab - Status sub-tab
Overseas students	Students must have the Full Fee Flag field selected.	Current Student Maintenance - Debtor tab
Part time students	Students must have an FTE less than 1.	Current Student Maintenance - School tab - Status sub-tab
Students with Disability (Full time)	Students must have a disability record with an expiry date in the current calendar year or a blank expiry date. Students with disabilities will be excluded when: Include in Export field is not selected Category field is not populated with a value that has a SynergyMeaning of Cognitive, Physical, Sensory or Social Adjustment level field is not populated with a value that has a SynergyMeaning of Differentiated, Extensive, Substantial or Supplementary. Note: Only one disability record is used per-student. The record with the Include in Export field selected is used.	Current Student Maintenance - Disability tab
Students on Visas	Students must have a visa subclasses record with the Active field selected. Students on visas will be excluded when: Visa expiry date is on or prior to the census date Visa Class or Subclass areas are blank Visa Subclass does not have the Active field selected. Note: Only the top visa subclass record under the top passport record is used for each student.	Current Student Maintenance - International tab

Additional notes

Exchange students attending your school for less than six months are not excluded
Indigenous Non-Stated is not included
Distance Education students are not identified in Synergetic, so there are no Distance Education sections on the report
Home Education students are not identified by Synergetic, so they are not excluded.

Note: You can exclude home education students and exchange students attending your organisation for less than six months by selecting the External Student Flag field on the Flags tab of Current Student Maintenance. See Current Student Maintenance - Flags tab.

To run the Student Census - Australian Non-Government Schools report:

Select Module > Students > Student Crystal Reports Available.
The Synergetic Crystal Reports Available window is displayed.
Locate the report using the Search field.
Select the Student Census - Australian Non-Government Schools report in the grid area.
Click .
The Student Census - Australian Non-Government Schools window is displayed.
Select the official census date using the Census Date field.

Note: You can check information about the census, including the official census dates, on the Schools Hub Portal website. See 2022 Non-Government Schools Census.

Important: This field is used to determine whether students are included or excluded from the report. For example, students with a Leaving Date before this date are excluded from the report.
Select the date used to calculate the age of the students using the Age at Date field.
Select the mode of the report using the Mode drop-down list. You can select:

• Summary to ignore all selections in the If using per-section options area and display all sections of the report with totals only. Proceed to Step 11.

Tip: You can use the Excluded field of the Summary report to quickly check whether any students have been excluded from the census report.

• Detailed to ignore all selections in the If using per-section options area and display all sections of the report with totals and a list of the students represented in the totals. Proceed to Step 11.

Tip: You can use the Detailed report to determine the reason why students have been excluded from the census report.

Note: You are only shown sections relevant to the students selected. For example, if there are no part-time students in Year 10, the part-time section will not be displayed.

• Raw data to generate a raw data file that can be exported to Excel and that includes a record for each student and columns covering the data used to create the census report. Proceed to Step 11.

Note: This report should be exported to Excel. For information about exporting the Raw Data report to Excel, see Exporting raw Student Census data to Excel (Non-Government Schools).

• Export Mode (Data for Government Submission) to export only the data used for the submission to the Department of Education, Skills, and Employment. Proceed to Step 11.

Note: This report should be exported to Excel and copied to the Census Upload Tool spreadsheet for submission to the DESE. See Preparing Student Census data for submission (Non-Government Schools).

• Use Per Section Options Below... to set a different mode for each student category listed in the If using per-section options area. Proceed to the next step.

Tip: You can use this option to check specific sections of the report.
Select the per-section options for each student category using the If using per-section options area fields, if you selected the Use Per Section Options Below... mode. You can select:

• Summary to display the selected student category using the Summary mode
• Detailed to display the selected student category using the Detailed mode
• None to exclude the selected student category from the report.
Select the Include Information Pages field to include the Report Information pages at the end of the report.

Note: The Report Information page is not displayed for the following modes:

• Raw Data
• Data for Government Submission
Select one or more fields in the Reference Period for Inclusion Selections area to define criteria for including students in the census.

You can select:

• Select the Attendance for File Type field to include students from a particular file type, such as Academic.
• Select the Absence Events Daily Calc field to include students provided they have at least one day in the reference period where their absence factor is less than 1.0.

Important: Do not change the Reference Period Days field unless the Department of Education defines a new reference period. Currently, the census reference period consists of twenty school days (excluding weekends and other configured non-attendance days such as public holidays) leading up to and including the census day.

Note: You can configure non-attendance days by setting the value of the Timetable Type field to D0 using the Calendar Events tab of Timetable Maintenance. See Timetable Maintenance - Calendar Events tab.
Select a campus from the Campus drop-down list to filter reported records by the selected campus.
Select the Combine Campuses field if you have multiple campuses and would like to combine results across all the campuses. For example, Year 7 results from all your campuses.
Select a sub-school from the Sub School drop-down list to filter reported records by the selected sub-school.
Select a year level from the Year Level drop-down list to filter reported records by the selected year level.
Click .
The Student Census - Australian Non-Government Schools report is displayed.
Running the Student Census - Australian Non-Government Schools report is complete.

SynWeb

You can click the following link for information about running the Student Census - Australian Non-Governmental Schools report using SynWeb.

Running the Student Census Report using SynWeb

Running the Student Census - Australian Non-Government Schools report

You can run the Student Census - Australian Non-Government Schools report to preview and prepare data for the 2022 Non-Government Schools Census.

There are five export modes available for this report:

Summary exports a summary report of the census data.
Detailed exports a detailed report of the census data.
Raw Data exports a file containing all the raw data used for the report. See Exporting raw Student Census data to Excel (Non-Government schools).
User Per-Section Options Below exports a report of the census data, using the per-section options chosen by the user.
Export Mode (Data for Government Submission) exports the census data to be submitted to the Department of Education, Skills, and Employment. See Preparing student census data for submission (Non-Governmental Schools).

Note: You need to have security access to the STUCENS3|Student Census - Australian Non-Government Schools report to view the report. See Group_User Security Maintenance - Groups View in the Synergetic System Maintenance manual

Inclusion criteria

Each section of the report has an Excluded column for indicating the number of students excluded from the report. These students meet the criteria required to be included in the section in question but do not meet other criteria required for them to be included in the census figures. For more information about global and category-specific inclusion requirements, see Global inclusion requirements and Category-specific requirements below.

Global inclusion criteria

Students must meet all of the following requirements to be included in the census.

Click here to view global inclusion criteria

Field	Requirement	See...
Entry Date	Students must have an Entry Date field that is blank or on or before the census date.	Current Student Maintenance - Entry tab
External Student Flag	Students must not have the External Student Flag field selected.	Current Student Maintenance - Flags tab
Gender	Students must have a gender selected in the Gender field with a SynergyMeaning of either: M - Male F - Female X - Other.	Current Student Maintenance - Personal tab luGender lookup table
IncludeInCensusFlag	Students must have the IncludeInCensusFlag field selected for their year level.	luYearLevel lookup table
Leaving Date	Students must have a Leaving Date field that is blank or after the census date.	Current Student Maintenance - School tab - Status sub-tab
Reference period	Students must have at least one of the following on a day in the reference period: Class attendance Absences factor (as calculated by the Absence Events Daily Calc) of less than one.
Status	Students must have a status selected in the Status field with a SynergyMeaning other than EXTERNAL or SHORTSTAY.	Current Student Maintenance - School tab - Status sub-tab
Year Level	Student year levels must be mapped to DESE values using the AUSGOVNGSC external system of the Interface Settings window.	Using the Interface Settings window

Category-specific inclusion requirements

Students must meet the following additional requirements to be included in each category of the census.

Important: Global criteria must be met or students will be excluded from the report.

Click here to view category-specific inclusion criteria

Category	Requirement	See...
Boarders	Students must have an option selected in the Boarder field with a SynergyMeaning of BOARDER.	Current Student Maintenance - School tab - Status sub-tab
English as an Additional language	Students must have the English as an Additional Language field selected.	Current Student Maintenance - Flags tab
Full time students	Students must have an FTE greater than or equal to 1.	Current Student Maintenance - School tab - Status sub-tab
Indigenous students	Students must have the Torres Strait Islander or Indigenous Student flag selected.	Current Student Maintenance - Flags tab
Indigenous boarding students	Students must have: Torres Strait Islander or Indigenous Student flag selected. Option selected in the Boarder field with a SynergyMeaning of BOARDER.	Current Student Maintenance - Flags tab Current Student Maintenance - School tab - Status sub-tab
Overseas students	Students must have the Full Fee Flag field selected.	Current Student Maintenance - Debtor tab
Part time students	Students must have an FTE less than 1.	Current Student Maintenance - School tab - Status sub-tab
Students with Disability (Full time)	Students must have a disability record with an expiry date in the current calendar year or a blank expiry date. Students with disabilities will be excluded when: Include in Export field is not selected Category field is not populated with a value that has a SynergyMeaning of Cognitive, Physical, Sensory or Social Adjustment level field is not populated with a value that has a SynergyMeaning of Differentiated, Extensive, Substantial or Supplementary. Note: Only one disability record is used per-student. Priority is given to the record with the Include in Export field selected. When there are multiple disability records they are prioritised by the sort order.	Current Student Maintenance - Disability tab
Students on Visas	Students must have a visa subclasses record with the Active field selected. Students on visas will be excluded when: Visa expiry date is on or prior to the census date Visa Class or Subclass areas are blank Visa Subclass does not have the Active field selected. Note: Only the top visa subclass record under the top passport record is used for each student.	Current Student Maintenance - International tab

Additional notes

Exchange students attending your school for less than six months are not excluded
Indigenous Non-Stated is not included
Distance Education students are not identified in Synergetic, so there are no Distance Education sections on the report
Home Educations students are not identified by Synergetic, so they are not excluded.

Note: You can exclude home education students and exchange students attending your organisation for less than six months by selecting the External Student Flag field on the Flags tab of Current Student Maintenance. See Current Student Maintenance - Flags bar.

To run the Student Census - Australian Non-Government Schools report:

Select Students > Student Reports Available.
The Available Reports window is displayed.
Locate the report using the Search field.
Select the Student Census - Australian Non-Government Schools report in the grid area.
The Student Census - Australian Non-Government Schools window is displayed.

Note: Mandatory fields are marked with asterisks.
Select the official census date using the Census Date field.

Note: You can check the official census dates on the Department of Education and Training website. See 2022 Non-Government Schools Census.

Important: This field is used to determine whether students are included or excluded from the report. For example, students with a Leaving Date before this date are excluded from the report.
Select the date used to calculate the age of the students using the Age at Date field.
Select the mode of the report using the Mode drop-down list. You can select:

• Summary to ignore all selections in the If using per-section options area and display all sections of the report with totals only. Proceed to Step 9.

Tip: You can use the Excluded field of the Summary report to quickly check whether any students have been excluded from the census report.

• Detailed to ignore all selections in the If using per-section options area and display all sections of the report with totals and a list of the students represented in the totals. Proceed to Step 9.

Tip: You can use the Detailed report to determine the reason why students have been excluded from the census report.

Note: You are only shown sections relevant to the students selected. For example, if there are no part-time students in Year 10, the part-time section will not be displayed.

• Raw data to generate a raw data file that can be exported to Excel and that includes a record for each student and columns covering the data used to create the census report. Proceed to Step 9.

Note: This report should be exported to Excel. For information about exporting the Raw Data report to Excel, see Exporting raw Student Census data to Excel (Non-Government schools).

• Export Mode (Data for Government Submission) to export only the data used for the submission to the Department of Education, Skills, and Employment. Proceed to Step 9.

Note: This report should be exported to Excel and copied to the Census Upload Tool spreadsheet for submission to the DESE. See Preparing Student Census data for submission (Non-Government Schools).

• Use Per Section Options Below... to set a different mode for each student category listed in the If using per-section options area. Proceed to the next step.

Tip: You can use this option to check specific sections of the report.
Select the per-section options for each student category using the If using per-section options area fields, if you selected the Use Per Section Options Below... mode.

You can select:

• Summary to display the selected student category using the Summary mode
• Detailed to display the selected student category using the Detailed mode
• None to exclude the selected student category from the report.
Select the Include Information Pages field to include the Report Information pages at the end of the report.

Note: The Report Information page is not displayed for the following modes:

• Raw Data
• Data for Government Submission
Select one or more fields in the Reference Period for Inclusion Selections area to define criteria for including students in the census.

You can select:

• Select the Attendance for File Type field to include students from a particular file type, such as Academic.
• Select the Absence Events Daily Calc field to include students provided they have at least one day in the reference period where their absence factor is less than 1.0.

Important: Do not change the Reference Period Days field unless the Department of Education defines a new reference period. Currently, the census reference period consists of twenty school days (excluding weekends and other configured non-attendance days such as public holidays) leading up to and including the census day.

Note: You can configure non-attendance days by setting the value of the Timetable Type field to D0 using the Calendar Events tab of Timetable Maintenance. See Timetable Maintenance - Calendar Events tab.
Select a campus from the Campus drop-down list to filter reported records by the selected campus.
Select the Combine Campuses field if you have multiple campuses and would like to combine results across all the campuses. For example, Year 7 results from all your campuses.
Select a sub-school from the Sub School drop-down list to filter reported records by the selected sub-school.
Select a year level from the Year Level drop-down list to filter reported records by the selected year level.
Click .
The Student Census - Australian Non-Government Schools report is displayed.
Running the Student Census - Australian Non-Government Schools report is complete.