Import_Export Student Data - SACE tab

Organisations from South Australia report to the SACE Board using the Schools Online Reporting System.

You can use the SACE tab to:

export:

- Students details file
- Teachers details file
- SACE Classes file
- SACE Enrolments file
Import student numbers.

Opening the SACE tab

To open the SACE 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 SACE tab.
The SACE tab of the Import/Export Student Data window is displayed.

Import/Export Student Data - SACE tab key fields and buttons
Fields

Field

Description

School Code

School code for your organisation.

Results for Month

Results month of the export.

Process Type

Process type. Valid options include:

Export Students
Export Teachers
Export SACE Classes
Export SACE Enrolments
Import Student Numbers.

Note: Synergetic field values may be longer than the maximum field length allowed by SACE. When this happens the field values are truncated and a report listing the truncated fields is displayed.

Process Type

Description

Export Students

Used to export a data file containing student details.

View configuration details

Students file (SACE)

Selection criteria

Field	Description
Year	Students must be enrolled in a class in the current file year that has a code selected in the Board Studies Code field on the General tab of Class Maintenance. See Class Maintenance - General tab.
Term	This field is not used.
Campus	Students must be enrolled in a class at the selected campus, if a campus is selected. You can add students to classes using the Classes tab of Class Maintenance. See Current Student Maintenance - Classes tab. Note: You can define the class campus during the class creation process. See Creating new classes.
Year Level From/To	Students must be in one of the selected year levels. You can select student year levels using the Year Level field on the Status tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab.
Process Date	Students must have active class enrolment at the process date. Class enrolment is defined using the Start Date and Stop Date fields on the Classes tab of Current Student Maintenance and is considered to be active when: Start Date is blank or equal to or before the Process Date Stop Date is blank or equal to or after the Process Date. See Current Student Maintenance - Classes tab.
Export Assessable Classes Only	When this field is selected, students are only included when the Assess column is selected on the Classes tab of Current Student Maintenance. For information about changing the value of this field, see Modifying student class details (current students).
Students with Blank Studies Code	When this field is selected, students are only included when they have a blank Studies Code field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab.

Export field configurations

Column	Heading	Description
A	Contact School Number	School Number issued to your organisation by the SACE Board.
		Configuration
		Mandatory
		This field value is defined using the School Code field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 3.
B	Registration Number	SACE Board Identifier assigned to the student.
		Configuration
		Optional
		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 7.
C	Student Code	Synergetic ID of the student.
		Configuration
		Mandatory
		This field value is defined when the student is added to the Synergetic community. Synergetic IDs are displayed in the top-right corner of Current Student Maintenance. This field has a maximum field length of 20.
D	Title	Title of the student. For example, Mr.
		Configuration
		Optional
		This field value is defined using the Title field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum field length of 4.
E	Given Names	Given Names of the student.
		Configuration
		Mandatory
		This field value is defined using the Given field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field has a maximum field length of 45.
F	Family Name	Surname of the student.
		Configuration
		Mandatory
		This field value is defined using the Surname field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field has a maximum field length of 45.
G	Gender	Gender of the student.
		Configuration
		Mandatory
		This field value is defined using the Gender field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field has a maximum field length of 1.
H	Date of Birth	Date of birth of the student.
		Configuration
		Mandatory
		This field value is defined using the Date of Birth field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field has a maximum field length of 10.
I	Phone Country Code	Country code of the phone number recorded for Parent 1.
		Configuration
		Optional
		This field has a default value of 061 This field has a maximum field length of 3.
J	Phone Area Code	Area code of the phone number recorded for Parent 1.
		Configuration
		Optional
		This field has a default value of 08. This field has a maximum field length of 4.
K	Local Phone Number	Phone number recorded for Parent 1.
		Configuration
		Optional
		This field value is defined using the home phone number recorded for Parent 1 in the Home Phone field on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab. This field has a maximum field length of 10. Tip: You can launch to the Parent 1 community record by clicking on the Parent 1 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab - Parent 1 sub-tab.
L	Street Address Line 1	Line 1 of the student's postal address.
		Configuration
		Mandatory
		This field value 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 field length of 30.
M	Street Address Line 2	Line 2 of the student's postal address.
		Configuration
		Optional
		This field value is defined using the Line 2 field on the Postal Address tab of Community Maintenance. See Community Maintenance - Postal Address tab. This field has a maximum field length of 30.
N	Street Address Line 3	Line 3 of the student's postal address.
		Configuration
		Optional
		This field value is defined using the Line 3 field on the Postal Address tab of Community Maintenance. See Community Maintenance - Postal Address tab. This field has a maximum field length of 30.
O	Suburb	Suburb of the student's postal address.
		Configuration
		Mandatory
		This field value 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 field length of 45.
P	State	State of the student's postal address.
		Configuration
		Mandatory
		This field value 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 field length of 3.
Q	Post Code	Postcode of the student's postal address.
		Configuration
		Mandatory
		This field value 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 field length of 4.
R	Home Group	Home group of the student.
		Configuration
		Optional
		This field value is defined using the HomeGroupDefinition field of the luYearLevel lookup table. See luYearLevel lookup table. This field has a maximum field length of 8.
S	Year Level	Year level of the student.
		Configuration
		Optional
		This field value 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 2.
T	Street Address Line 4	Leave this field blank.
U	TAFE ID	Vocational Education Code assigned to the student by the government.
		Configuration
		Optional
		This field is defined using the Vocational Education 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.
V	ED ID	Leave this field blank.
W	Ab/Tr Ind	Whether the student is an Aboriginal or Torres Strait Islander.
		Configuration
		Optional
		This field value is defined using the Indigenous Student and Torres Strait Islander fields on the Flags tab of Current Student Maintenance. See Current Student Maintenance - Flags tab. This field has a value of Y when either of these fields is selected. Otherwise, the field has a value of N. This field has a maximum field length of 1.
X	Email Address	Email address of the student.
		Configuration
		Optional
		This field value is defined using the Email field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field has a maximum field length of 100.

Export Teachers

Used to export a data file containing teacher details.

View configuration details

Teachers file (SACE)

Selection criteria

Field	Description
Year	Teachers must be teaching a class in the current file year that has a code selected in the Board Studies Code field on the General tab of Class Maintenance. See Class Maintenance - General tab.
Term	This field is not used.
Campus	Teachers must be teaching a class at the selected campus, if a campus is selected. Note: You can define the class campus during the class creation process. See Creating new classes.
Year Level From/To	Teachers must be teaching a class with students in one of the selected year levels. You can add students to classes using the Classes tab of Class Maintenance. See Current Student Maintenance - Classes tab. Note: You can select student year levels using the Year Level field on the Status tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab.
Process Date	Teachers must be teaching a class with active class enrolment at the process date. Class enrolment is defined using the Start Date and Stop Date fields on the Classes tab of Current Student Maintenance and is considered to be active when: Start Date is blank or equal to or before the Process Date Stop Date is blank or equal to or after the Process Date. See Current Student Maintenance - Classes tab.
Export Assessable Classes Only	When this field is selected, teachers are only included when they teach classes that have active student enrolment and the Assess field selected on the Classes tab of Current Student Maintenance. For information about changing the value of this field, see Modifying student class details (current students).
Students with Blank Studies Code	When this field is selected, teachers are only included when they teach classes that have at least one student with a blank Studies Code field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab.

Export field configurations

Column	Heading	Description
A	Contact School Number	School Number issued to your organisation by the SACE Board.
		Configuration
		Mandatory
		This field value is defined using the School Code field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 3.
B	Teacher Code	Synergetic ID of the teacher.
		Configuration
		Mandatory
		This field is defined when the teacher is added to the Synergetic community. Synergetic IDs are displayed in the top right corner of Staff Maintenance. This field has a maximum field length of 8.
C	Family Name	Surname of the teacher.
		Configuration
		Mandatory
		This field value is defined using the Surname field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum field length of 30.
D	Initials	Initials of the teacher.
		Configuration
		Mandatory
		This field value is defined using the Initials field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum field length of 4.
E	Title	Title of the teacher.
		Configuration
		Mandatory
		This field value is defined using the Title field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum field length of 4.
F	Type	Type of staff member. Note: This field does not require any configuration. The value is always T - Teacher.
G	Teacher Registration Number	Registration number of the teacher.
		Configuration
		Optional
		This field value is defined using the Registration Number field on the School tab of Staff Maintenance. See Staff Maintenance - School tab. This field has a maximum field length of 50. Note: Staff registrations are added on the Checks tab of Staff Maintenance. See Staff Maintenance - Checks tab.
H	Email Address	Occupation email address of the teacher.
		Configuration
		Optional
		This field value is defined by: - selecting Occupation Email in the Default Email field - populating the occupation email of the teacher into the Email field. See Staff Maintenance - Personal tab. Note: Email addresses will not be exported when an email type other than Occupation Email is selected in the Default Email field. This field has a maximum field length of 100. Note: You can edit the staff email using the Phone tab of Community Maintenance. See Community Maintenance - Phone tab.
I	Given Names	Given names of the teacher.
		Configuration
		Optional
		This field value is defined using the Given field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum field length of 50.
J	Date of Birth	Date of birth of the teacher.
		Configuration
		Optional
		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 10.
K	Gender	Gender of the teacher.
		Configuration
		Optional
		This field value is defined using the Gender field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. This field has a maximum field length of 1.

Export SACE Classes

Used to export a data file containing SACE class details.

View configuration details

Classes file (SACE)

Selection criteria

Field	Description
Year	Classes must be taught in the selected year and have a code selected in the Board Studies Code field on the General tab of Class Maintenance. See Class Maintenance - General tab.
Term	This field is not used.
Campus	Classes must be taught in the selected campus, if a campus is selected. Classes are assigned to campuses during the class creation process. See Creating new classes.
Year Level From/To	Classes must be taught in one of the selected year levels.
Process Date	Classes must have active class enrolment at the process date. Class enrolment is defined using the Start Date and Stop Date fields on the Classes tab of Current Student Maintenance and is considered to be active when: - Start Date is blank or equal to or before the Process Date - Stop Date is blank or equal to or after the Process Date. See Current Student Maintenance - Classes tab.
Export Assessable Classes Only	When this field is selected, classes are only included when the Assess column is selected on the Classes tab of Current Student Maintenance. For information about changing the value of this field, see Modifying student class details (current students).
Students with Blank Studies Code	When this field is selected, classes are only included when they include at least one student with a blank Studies Code field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab.

Export field configurations

Column	Heading	Description
A	Contact School Number	School Number issued to your organisation by the SACE Board.
		Configuration
		Mandatory
		This field value is defined using the School Code field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 3.
B	Year	File Year.
		Configuration
		Mandatory
		This field value is defined using the Year field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 4.
C	Stage	Stage of the subject.
		Configuration
		Mandatory
		This field value is exported as 0. Users must manually populate the field in the exported file with the stage of the subject. This field has a value of 1 or 2. This field has a maximum field length of 1.
D	SACE Code	SACE Subject code.
		Configuration
		Mandatory
		This field value 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 3.
E	Credits	Credits assigned for successful completion of the subject.
		Configuration
		Mandatory
		This field value is defined by manually populating the field with the number of credits assigned for completing the class. This field has a value of 10 or 20. This field has a maximum field length of 2.
F	Class Number	Class code for the class.
		Configuration
		Mandatory
		This field value is defined using the first two characters of the Class Code field in Class Maintenance. This Class Code is defined when the class is created. See Creating new classes. This field has a maximum field length of 2. Tip: You can change the class code if necessary by right-clicking the class and selecting Rename from the right-click menu.
G	Program Variant	Leave this field blank.
H	Semester	File semester.
		Configuration
		Mandatory
		This field is defined using the Semester field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 1.
I	Teacher Code	Synergetic ID of the teacher.
		Configuration
		Mandatory
		This field is defined using the ID field of the Seq 1 staff member on the Staff tab of Class Maintenance. See Class Maintenance - Staff tab. This field has a maximum field length of 8.
J	School Class Code	Class code used for the class.
		Configuration
		Optional
		This field value is defined using the Class Code field in Class Maintenance. This field is defined when the class is created. See Creating new classes. This field has a maximum field length of 10. Tip: You can change the class code if necessary by right-clicking the class and selecting Rename from the right-click menu.
K	Results Due	Month that results are due.
		Configuration
		Mandatory
		This field value is defined using the Results for Month field on the SACE tab of the Import/Export Student Data window. This field has a value of J (June) or D (December). This field has a maximum field length of 1.

Export SACE Enrolments

Used to export a data file containing student enrolment details.

View configuration details

SACE Enrolments file (SACE)

Selection criteria

Field	Description
Year	Students must be enrolled in a class in the current file year that has a code selected in the Board Studies Code field on the General tab of Class Maintenance. See Class Maintenance - General tab.
Term	This field is not used.
Campus	Students must be enrolled in a class at the selected campus, if a campus is selected. You can add students to classes using the Classes tab of Class Maintenance. See Current Student Maintenance - Classes tab. Note: You can define the class campus during the class creation process. See Creating new classes.
Year Level From/To	Students must be in one of the selected year levels. You can select student year levels using the Year Level field on the Status tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab.
Process Date	Students must have active class enrolment at the process date. Class enrolment is defined using the Start Date and Stop Date fields on the Classes tab of Current Student Maintenance and is considered to be active when: Start Date is blank or equal to or before the Process Date Stop Date is blank or equal to or after the Process Date. See Current Student Maintenance - Classes tab.
Export Assessable Classes Only	When this field is selected, students are only included when the Assess column is selected on the Classes tab of Current Student Maintenance. For information about changing the value of this field, see Modifying student class details (current students).
Students with Blank Studies Code	When this field is selected, students are only included when they have a blank Studies Code field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab.

Export field configurations

Column	Heading	Description
A	Contact School Number	School Number issued to your organisation by the SACE Board.
		Configuration
		Mandatory
		This field value is defined using the first three characters of School Code field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 3.
B	Registration Number	SACE Board Identifier assigned to the student.
		Configuration
		Optional
		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 7.
C	Student Code	Synergetic ID of the student.
		Configuration
		Mandatory
		This field value is defined when the student is added to the Synergetic community. Synergetic IDs are displayed in the top-right corner of Current Student Maintenance. This field has a maximum field length of 20.
D	Year	File year.
		Configuration
		Mandatory
		This field value is defined using the Year field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 4.
E	Semester	File semester.
		Configuration
		Mandatory
		This field is defined using the Semester field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 1.
F	Stage	Stage of the subject.
		Configuration
		Mandatory
		This field value is defined by manually populating the field with the stage of the subject This field has a value of 1 or 2. This field has a maximum field length of 1.
G	SACE Code	SACE Subject code.
		Configuration
		Mandatory
		This field value 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 3.
H	Credits	Credits assigned for successful completion of the subject.
		Configuration
		Mandatory
		This field value is defined by manually populating the field with the number of credits assigned for completing the class. This field has a value of 10 or 20. This field has a maximum field length of 2.
I	Enrolment Number	Enrolment number of the student.
		Configuration
		Optional
		Note: New enrolments are assumed when this value is not defined.
J	Results Due	Month that results are due.
		Configuration
		Mandatory
		This field value is defined using the Results for Month field on the SACE tab of the Import/Export Student Data window. This field has a value of J (June) or D (December). This field has a maximum field length of 1.
K	Program Variant	Leave this field blank.
L	Teaching School Number	School code for the school where the subject is taught.
		Configuration
		Mandatory
		This field value is defined using the School Code field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 3.
M	Assessment School Number	School code for the school where the subject is assessed.
		Configuration
		Mandatory
		This field value is defined using the School Code field on the SACE tab of the Import/Export Student Data window. This field has a maximum field length of 3.
N	Class Number	Class code used for the class.
		Configuration
		Mandatory
		This field value is defined using the first two characters of the Class Code field in Class Maintenance. This Class Code is defined when the class is created. See Creating new classes. This field has a maximum field length of 2. Note: This value is blank if the class code in the Class Code field in Class Maintenance is longer than two characters. Tip: You can change the class code if necessary by right-clicking the class and selecting Rename from the right-click menu.
O	Enrolment Status	Enrolment status of the student.
		Configuration
		Mandatory
		This field value is defined using SynergyMeaning assigned to the enrolment status selected in the Status field on the Classes tab of Current Student Maintenance. See Current Student Maintenance - Classes tab. This field has a maximum field length of 1. Note: You can define the values of the Status field using the luStudentClassStatus lookup table. See luStudentClassStatus lookup table. The field value is: C (Completed) when the SynergyMeaning of the status is either: - Exempt - Complete E (Enrolled) when the SynergyMeaning of the status is Normal. W (Withdrawn) when the SynergyMeaning of the status is either: - Cancelled - Left.
P	Repeat Indicator	Leave this field blank.
Q	School Class Code	Unique code used to identify the class.
		Configuration
		Optional
		This field value is defined using the Class Code field in Class Maintenance. This field is defined when the class is created. See Creating new classes. This field has a maximum field length of 10. Tip: You can change the class code if necessary by right-clicking the class and selecting Rename from the right-click menu.
R	Stage 1 Grade	Leave this field blank.
S	Partial Credits	Leave this field blank.
T	ED ID	Leave this field blank.

Import Student Numbers

Used to import student registration numbers. See Importing student registration numbers.

Year Level From / To

Range of year levels to export.

Note: This field and the following three fields are disabled when the Import Student Numbers process type field is selected.

Process Date

Date the export is completed.

Export Assessable Classes Only

Select when exporting student classes that are assessable.

Students with Blank Studies Code Only

Select to export a listing of students with no studies code populated into the Studies Code field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab.

Enrolment Status to Import

Select the student enrolment statuses to import.

You can select:

Enrolled
Completed
Deleted
Blank.

Note: You can only edit these fields when the Import Student Numbers process type is selected.

Directory

File location.

Buttons

Button	Description
	Select the file location.