Import_Export Student Data - BSSS tab

Overview

The ACT Board of Senior Secondary Studies (ACTBSSS) is a statutory authority responsible for the certification of senior secondary school studies in government and non-government schools in the Australian Capital Territory.

BSSS collect Year 11 and 12 student data within the first two weeks of an assessment period (generally a semester).

The BSSS data submission process is different to most other data submission processes.

Normally the submission owner (eg State Gov) will define a data template that the school must populate with their data and upload to the submission owner, generally through a portal of some description. Where a Synergetic solution has been provided, the school will use this Synergetic functionality to produce populated templates for this upload.

ACT BSSS does not do this. Instead, they access the school’s database and gain the data directly. They produce a custom or tailored SQL solution for each school that will draw the data from that school for them.

In the case of Synergetic there are a number schools where the data transfer between the school and ACT BSSS has been developed without the involvement of Synergetic developers and these solutions are custom and not supported by Synergetic.

There is a Synergetic delivered Off The Shelf solution. For this the school populates a set of “transfer” tables designed and built to BSSS specification within the official Synergetic solution. The school initiates the population of these tables via functionality in the Student Data Import/Export area of Synergetic. ACT BSSS then access the tables and extract the data they require.

BSSS tab and tables

Use the BSSS tab to provide data to the BSSS (ACT Board of Senior Secondary Studies) for the following exports:

export students
export student classes
export student addresses,

Unlike other exports, no output files are created. Instead, processing each export populates a table in the Synergetic database. BSSS connects to this table and extracts the data.

Export file	Destination table name
export students	xeACT_ST_XFR
export student classes	xeACT_STMA_XFR
export student addresses	xeACT_Student_Address_XFR

Opening the BSSS tab

To open the BSSS tab:

Select Module > Students > Student Data Import/Export from the main menu.
The WA SCSA tab of the Import/Export Student Data window is displayed.
Tip: You can also access the student import and export functions by clicking .
Click the BSSS tab.
The BSSS tab of the Import/Export Student Data window is displayed.

Import/Export Student Data - BSSS tab key fields

Field

Description

School code

BSSS school code for your organisation.

Process Type

Select any of the following:

export students
export student classes
export student addresses.

File

Configuration details

Export Students

Click to view configuration details

Column	Heading	Description
A	STKey	Student number allocated by the Board of Senior Secondary Studies. Students without the BSSS student number will not be populated into the BSSS data transfer table.
		Configuration
		Mandatory
		This field is defined using the Studies Code field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab. This field has a maximum field length of characters.
B	SRKS_Number	Synergetic ID of the student.
		Configuration
		Mandatory
		This field is defined when students are added to the Synergetic community database. This field has a maximum field length of 7 characters.
C	Surname	Surname of the student.
		Configuration
		Mandatory
		This field is defined using the Surname field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum length of 26 characters.
D	First_Name	First given name of the student.
		Configuration
		Mandatory
		This field is defined using the first text box of the Given field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum length of 40 characters.
E	Second_Name	Second given name of the student.
		Configuration
		Mandatory
		This field is defined using the second text box of the Given field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum length of 40 characters.
F	Pref_Name	Preferred name of the student.
		Configuration
		Mandatory
		This field is defined using the Preferred field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum field length of 20 characters.
G	Gender	Gender of the student.
		Configuration
		Mandatory
		This field is defined using the Gender field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field is populated based on the SynergyMeaning in the luGender lookup table. See luGender lookup table. This field has a maximum field length of 1 character. This field has a value of either: - M when the SynergyMeaning of the luGender record is Male - F when the SynergyMeaning of the luGender record is Female - X when the SynergyMeaning of the luGender record is Other.
H	BirthDate	Date of birth of the student.
		Configuration
		Mandatory
		This field is defined using the Date of Birth field on the Other tab of Community Maintenance. See Community Maintenance - Other tab. This field has a maximum field length of 8 characters.
I	PreviousA	Previous school attended by the student.
		Configuration
		Mandatory
		This field is defined using the Previous School field on the Entry tab of Current Student Maintenance. See Current Student Maintenance - Entry tab. This field has a maximum field length of 4 characters.
J	Time_Flag	Whether the student is a full-time student.
		Configuration
		Mandatory
		This field always has a value of F.
K	Status	Status of the student during the export period.
		Configuration
		Mandatory
		This field is defined using the Leaving Date field on the Status sub-tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab. This field has a maximum length of 4 characters. This field value is: - LEFT when the leaving date is before the process date of the export - ATTD when the leaving date is after the process date of the export.
L	Repeat	Whether the student is repeating the year level.
		Configuration
		Mandatory
		This field is defined using the Status field on the Status sub-tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab. This field is populated using the luStudentStatus lookup table. See luStudentStatus lookup table. This field has a maximum length of 1 character. This field value is: - Y when the selected status has a SynergyMeaning of REPEATING in the luStudentStatus lookup table - N when the selected status has any SynergyMeaning in the luStudentStatus lookup table.
M	Family	Synergetic ID of the primary contact.
		Configuration
		Mandatory
		This field is defined using the ID field of the SC1 contact on the Contacts tab of Current Student Maintenance. See Current Student Maintenance - Contacts tab. This field has a maximum field length of 7 characters. Note: To allow identifying the address of a student across the Export Students and Export Student Addresses tables, a join across xeACT_ST_TFR (Export Students) and xeACT_ST_TFR (Export Student Addresses) is made on the fields xeACT_ST_TFR.Family to xeACT_Student_Address_TFR.DFKey. A single row in the export student addresses table may contain the address of more than one student. For instance, siblings living with the same Primary Contact (eg parent) will all use the address of the parent.
N	Cert_Flag	Whether the student intends to complete tertiary studies.
		Configuration
		Mandatory
		This field is defined using the Intends Tertiary field on the Flags tab of Current Student Maintenance. See Current Student Maintenance - Flags tab. This field has a maximum field length of 1 character. This field value is: - Y when the Intends Tertiary field is selected - N when the Intends Tertiary field is not selected.
O	Res_Status	Whether the student is a full-fee student.
		Configuration
		Mandatory
		This field is defined using the Full Fee Paying field on the Debtor tab of Current Student Maintenance. See Current Student Maintenance - Debtor tab. This field has a maximum length of 1 character. This field value is: - F when the Full Fee Paying field is selected - P when the Full Fee Paying field is not selected
P	Birth_Country	Country of birth of the student.
		Configuration
		Mandatory
		This field is defined using the Country of Birth field on the Other tab of Community Maintenance. See Community Maintenance - Other tab. This field has a maximum field length of 30 characters. Note: The default country code is used when the Country of Birth field is blank. See Default_CountryOfBirthCode configuration setting.
Q	Roll_Group	Roll group of the student.
		Configuration
		Mandatory
		This field is defined using the Tutor Group field on the School tab of Current Student Maintenance. See Current Student Maintenance - School tab. This field has a maximum field length of 10 characters.
R	Aboriginal	Whether the student is Indigenous.
		Configuration
		Mandatory
		This field is defined using the Indigenous Student field on the Flags tab of Current Student Maintenance. See Current Student Maintenance - Flags tab. This field has a maximum length of 1 character. This field value is: - Y when the Indigenous field is selected - N when the Indigenous field is not selected.
S	TSI	Whether the student is a Torres Strait Islander.
		Configuration
		Mandatory
		This field is defined using the Torres Strait Islander field on the Flags tab of Current Student Maintenance. See Current Student Maintenance - Flags tab. This field has a maximum length of 1 character. This field value is: - Y when the Torres Strait Islander field is selected - N when the Torres Strait Islander field is not selected.
T	Campus	Campus of the student.
		Configuration
		Optional
		This field is defined using the Campus field on the Status sub-tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab. This field has a maximum length of 15 characters.
U	Home_School	This field is always blank.
V	Academ_Yr	Year level of the student.
		Configuration
		Mandatory
		This field is defined using the Year Level field on the Status sub-tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab. This field has a maximum field length of 3 characters.
W	Student_EMail	Email address of the student.
		Configuration
		Mandatory
		This field is defined using the default email address. Default email is defined using the Default Email field on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab. If default email is set to Home Email then this field is populated with the Home Email field on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab. If default email is set to Occupation Email then this field is populated with the Email field on the Occupation tab of Community Maintenance. See Community Maintenance - Occupation tab. Note: If default is Home and Occupation Email, both email addresses are used.
X	USI	Unique_Student_Identifier - Government-issued reference code which uniquely identifies students as someone who has undertaken education or training in Australia.
		Configuration
		Mandatory
		This field is defined using the Unique Student Identifier field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab. This field has a maximum field length of 10 characters, while Syn Web and Syn Main allow 20 characters, the BSSS export only takes the first 10 characters.
Y	LastGetDate	Current date and time.

Export Student Classes

Click to view configuration details

Column	Heading	Description
A	TID	Unique Identifier for each row, based upon Student, Class, Year and Term that remains the same each time the table is deleted and re-created.
		Configuration
		Mandatory
		This field is defined using the database field StudentClassesSeq from the table StudentClasses. This field can be seen on the Classes tab of Class Maintenance of the Students Module, by enabling Grid Enhancements and adding the Seq column. See Current Student Maintenance - Classes tab. Note: Deleting and re-enrolling a student from and to the Class will change the TID. BSSS should be informed if this occurs post-first submission of the data to BSSS.
B	SKey	Student number allocated by the Board of Senior Secondary Studies. Students without the BSSS student number will not be populated into the BSSS data transfer table.
		Configuration
		Mandatory
		This field is defined using the Studies Code field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab. This field has a maximum field length of 10 characters.
C	MKey	Unique 6-character Class ID as provided by BSSS.
		Configuration
		Mandatory
		This field is defined based upon the BSSS tab Radio Button: Use Class ID for MKey of Student Classes. If Off then this field is defined using the first six characters of the Assessment Code field on the General tab of Class Maintenance. If On then this field is defined using the Class ID field on the General tab of Class Maintenance. See Class Maintenance - General tab. Note: A unique identifier for the class provided by BSSS.
D	Class	Unique 6-character Class ID as provided by BSSS.
		Configuration
		Mandatory
		This value is defined using the Class ID field on the General tab of Class Maintenance. See Class Maintenance - General tab. This field has a maximum field length of 6 characters. Note: As of late 2023, this field no longer used by BSSS.
E	TTPeriod	File year and semester of the class.
		Configuration
		Mandatory
		This field is defined using the Year and Term fields on the BSSS tab of the Import/Export Student Data window. This field has a maximum field length of 6 characters. Note: If Year and Term values are not selected on the BSSS tab, this field is defined the default values set using the Set Current button on the File Semester tab of Student File Semester Maintenance. See Student File Semester Maintenance - File Semester tab.
F	CYear	File year.
		Configuration
		Mandatory
		This field is defined using the Year field on the BSSS tab of the Import/Export Student Data window. This field has a maximum field length of 4 characters. Note: If a Year values is not selected on the BSSS tab, this field is defined the default value set using the Set Current button on the File Semester tab of Student File Semester Maintenance. See Student File Semester Maintenance - File Semester tab.
G	ACT_Class	Class code of the class.
		Configuration
		Mandatory
		This value is defined using the Class Code field when the class is created. See Class creation windows. This field has a maximum field length of 9 characters.
H	Course	Code allocated to the class by the Board of Senior Secondary Studies.
		Configuration
		Mandatory
		This field is defined using the Board Studies Code field on the General tab of Class Maintenance. See Class Maintenance - General tab. This field has a maximum field length of 4 characters. Note: This field contains the first four characters of the Board Studies Code.
I	Part_Year_Studied	This field is always blank.
J	Unit_Status	This field is always blank.
K	Unit_Score	This field value is always 0.
L	Unit_Grade01	This field is always blank.
M	ScaledUnitScore	This field value is always 0.
N	Assessment_Period	One of {Y1, S1, S2, Q1, Q2, Q3, Q4}.
		Configuration
		Mandatory
		Either the Assessment Period Value is defined exactly, or Y, S or Q is provided and the system determines the accompanying number. Based on the value of the Board Of Studies Type field on the General tab of Class Maintenance. See Class Maintenance - General tab. If the Board Of Studies Type field is one of {Y1, S1, S2, Q1, Q2, Q3, Q4} then the Assessment Period is populated with this value. If the Board Of Studies Type field is Y, then the Assessment Period value is Y1. If the Board Of Studies Type field is S, then the Assessment Period value is either S1 or S2. The second character 1 or 2, is defined by the Actual Sem value for the File Term for which the Export Student Classes is being run. From the File Semester tab of Student File Semester Maintenance. See Student File Semester Maintenance - File Semester tab. Note: Actual Semester must be 1 or 2. If the Board Of Studies Type field is Q, then the Assessment Period value is Q combined with the File Term the BSSS Export is being run for to be either Q1, Q2, Q3 or Q4. Quarter 1, 2, 3 or 4 is defined by the File Term value for which Export Student Classes is being run. Note: File Term must be 1, 2, 3 or 4. If the valued determined is not in {Y1, S1, S2, Q1, Q2, Q3, Q4}, then an exception occurs and a Warning is displayed This field has a maximum field length of 2 characters.
O	LastGetDate	Current date and time.
P	School_Code	BSSS school code for your organisation
		Configuration
		Mandatory
		This field is defined using the School Code field on the BSSS tab of the Import/Export Student Data window. This field has a maximum field length of 4 characters.
Q	SRKS_Number	Synergetic ID of the student.
		Configuration
		Mandatory
		This field is defined when students are added to the Synergetic community database. This field is an integer. Note: This field is not required by BSSS; however, is included to make the table easier to read for school staff.

Export Student Addresses

Click to view configuration details

Column	Heading	Description
A	DFKey	Synergetic ID assigned to the primary student contact.
		Configuration
		Mandatory
		This field is defined using the ID field of the SC1 contact on the Contacts tab of Current Student Maintenance. See Current Student Maintenance - Contacts tab. This field has a maximum field length of 7 characters. Note: A single row in the export student addresses table may contain the address of more than one student. For instance, siblings living with the same Primary Contact (eg parent) will all use the address of the parent. To allow identifying the address of a student across the Export Students and Export Student Addresses tables, a join across xeACT_ST_TFR (Export Students) and xeACT_ST_TFR (Export Student Addresses) is made on the fields xeACT_ST_TFR.Family to xeACT_Student_Address_TFR.DFKey.
B	Home_Phone	Home phone number of the student.
		Configuration
		Optional
		This field is defined using the Phone field in the Household area on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab. This field has a maximum length of 20 characters.
C	Silent	Whether the phone number is not to be listed or made available to other parties.
		Configuration
		Optional
		This field is defined using the Silent Phone field in the Household area on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab. This field has a maximum length of 1 character. This field has a value of: - Y when the Silent Phone field is selected - N when the Silent Phone field is not selected.
D	Home_Fax	Home fax number of the student.
		Configuration
		Optional
		This field is defined using the Fax field in the Household area on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab. This field has a maximum length of 20 characters.
E	Home_Email	Home email address of the student.
		Configuration
		Optional
		This field is defined using the Email and Default Email fields in the Personal area on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab. This field has a maximum length of 100 characters.
F	Home_Building	Building type of the home address of the student.
		Configuration
		Optional
		This field is defined using the Line 1 field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab. This field has a maximum length of 40 characters. Note: Synergetic does not store specific building, number and street values, but derives them from the Line 1 and Line 2 fields.
G	Home_Number	Street number of the home address of the student.
		Configuration
		Mandatory
		This field is defined using the Line 1 and Line 2 fields on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab. This field has a maximum length of 7 characters. Note: Synergetic does not store specific building, number and street values, but derives them from the Line 1 and Line 2 fields.
H	Home_Street	Street of the home address of the student.
		Configuration
		Mandatory
		This field is defined using the Line 1 and Line 2 fields on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab. This field has a maximum length of 44 characters. Note: Synergetic does not store specific building, number and street values, but derives them from the Line 1 and Line 2 fields.
I	Home_Suburb	Suburb of the home address of the student.
		Configuration
		Mandatory
		This field is defined using the Suburb field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab. This field has a maximum length of 30 characters.
J	Home_State	State where the home address of the student is located.
		Configuration
		Mandatory
		This field is defined using the State field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab. This field has a maximum length of 3 characters.
K	Home_PCode	Postcode of the home address of the student.
		Configuration
		Mandatory
		This field is defined using the Postcode field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab. This field has a maximum length of 4 characters.
L	Mail_Building	Building type of the postal address of the student.
		Configuration
		Optional
		This field is defined using the Line 1 field on the Postal Address tab of Community Maintenance. See Community Maintenance - Postal Address tab. This field has a maximum length of 40 characters. Note: Synergetic does not store specific building, number and street values, but derives them from the Line 1 and Line 2 fields.
M	Mail_Number	Street number of the postal address of the student.
		Configuration
		Optional
		This field is defined using the Line 1 and Line 2 fields on the Postal Address tab of Community Maintenance. See Community Maintenance - Postal Address tab. This field has a maximum length of 7 characters. Note: Synergetic does not store specific building, number and street values, but derives them from the Line 1 and Line 2 fields.
N	Mail_Street	Street of the postal address of the student.
		Configuration
		Optional
		This field is defined using the Line 1 and Line 2 fields on the Postal Address tab of Community Maintenance. See Community Maintenance - Postal Address tab. This field has a maximum length of 44 characters. Note: Synergetic does not store specific building, number and street values, but derives them from the Line 1 and Line 2 fields.
O	Mail_Suburb	Suburb of the postal address of the student.
		Configuration
		Optional
		This field is defined using the Suburb field on the Postal Address tab of Community Maintenance. See Community Maintenance - Postal Address tab. This field has a maximum length of 30 characters.
P	Mail_State	State where the postal address of the student is located.
		Configuration
		Optional
		This field is defined using the State field on the Postal Address tab of Community Maintenance. See Community Maintenance - Postal Address tab. This field has a maximum length of 3 characters.
Q	Mail_PCode	Postcode of the postal address of the student.
		Configuration
		Optional
		This field is defined using the Postcode field on the Postal Address tab of Community Maintenance. See Community Maintenance - Postal Address tab. This field has a maximum length of 4 characters.
R	LastGetDate	Current date and time.

Process Date

Date of the import or export.

File Type

Type of classes to be exported. For example:

academic classes
music classes
sport
and so on.

Export Assessable Classes Only

Select to restrict the export of student classes to those that are assessable.

Use Class ID for MKey Field

Select to determine how MKey is populated

If Off then this field is defined using the first six characters of the Assessment Code field on the General tab of Class Maintenance.
If On then this field is defined using the Class ID field on the General tab of Class Maintenance. See Class Maintenance - General tab.
Value stored as Configuration Key: ExternalSystem|BSSS|MKey|UseClassID in Configuration File Maintenance of System. See: Configuration File Maintenance window

Year Level From / To

Year levels to export.

Synergetic Application

Import_Export Student Data - BSSS tab

Analytics

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