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Import_Export Student Data - CEO tab

Import_Export Student Data - CEO tab

Use the CEO tab to:

  • Export:

    - student classes
    - student details
    - fee and charge details
    - student religious background
    - junior school literacy and reading recovery results.

  • Import:

    - pre-test literacy data
    - post-test literacy data
    - reading recovery data
    - student addresses.


Note: Only Catholic schools in Victoria use this option. In this case, the MCEECDYA export is not required, as the CEO provide this data on behalf of the school.

Check the information in School Settings Maintenance to ensure the data is up to date.

 Opening the CEO tab

To open the CEO tab:

  1. 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 .
  2. Click the CEO tab.
    The CEO tab of the Import/Export Student Data window is displayed.


Export mode fields

The following fields are displayed if the Export mode is selected.

Important: Refugees that have become Australian citizens are not reported as refugees. You can update the citizenship status of refugees to Australian Citizen by selecting a record with an ExternalSystemCode of AC in the Status drop-down list of the International tab of Current Student Maintenance. See Current Student Maintenance - International tab.

For information about updating the records available in the Status drop-down list, see luCitizenshipStatus lookup table.


Field

Description

File to Create


Type of export file to create.

Note: The School and School Board Information must be the first file produced.

FileDescription

School and School Board Information

Export school information including class groupings, LOTE provided, timetable structure, number of families, and school board and parish details.

 View configuration details

School and School Board Information

CEO fieldDescription
CEOSchoolCodeCEO school code assigned to your organisation.
Key configuration details
BoardMembersFemaleNumber of female board members at your organisation.
Key configuration details
BoardMembersMaleNumber of male board members at your organisation.
Key configuration details
BoardNameName of your school board.
Key configuration details
BoardTypeType of school board.
Key configuration details
PresidentCanonicalAdminParishCanonical administrator for your organisation.
Key configuration details
ClassGroupCommentsComments about the class group.
Key configuration details
LOTE1CEOCode
to
LOTE6CEOCode 

External codes used to identify the LOTE (Languages Other Than English) programs taught at your organisation.

Note: You can record up to six LOTE programs.

Key configuration details
LOTE1ProgramTypeCEOCode
to
LOTE6ProgramTypeCEOCode

Program types used for the LOTE (Languages Other Than English) programs taught at your organisation.

Note: You can record up to six LOTE programs.

Key configuration details

Note: You need to load CEO values into the luLOTEProgramType lookup table to correctly populate the Parish field. For information about loading lookup tables for external systems, see Loading lookup tables for external systems.

LOTE1LessonDurationMinutesPrep to LOTE6LessonDurationMinutesPrep

to

LOTE1LessonDurationMinutesYear6 to LOTE6LessonDurationMinutesYear6

Lesson duration for each LOTE Program taught to junior school students at your organisation.
Key configuration details

LOTE1LessonsPerWeekPrep to
LOTE6LessonsPerWeekPrep

to

LOTE1LessonsPerWeekYear6 to
LOTE6LessonsPerWeekYear6

Number of lessons per week for each LOTE Program taught to junior school students at your organisation.
Key configuration details

LOTE1NumberOfTermsPrep to
LOTE6NumberOfTermsPrep

to

LOTE1NumberOfTermsYear12 to
LOTE6NumberOfTermsYear12

Number of terms for each LOTE Program taught to all students at your organisation.
Key configuration details

LOTE1SelectionCriteriaCEOCodePrep to LOTE6SelectionCriteriaCEOCodePrep

to

LOTE1SelectionCriteriaCEOCodeYear6 to LOTE6SelectionCriteriaCEOCodeYear6

Criteria used to select the students for each LOTE Program taught to junior school students at your organisation.
Key configuration details
LOTEPolicyCEOCodeYear7 to
LOTEPolicyCEOCodeYear12
CEO language policy code for each secondary school year level.
Key configuration details
  • These values are defined using the CEOLanguagePolicyCode field in the luYearLevel lookup table. See luYearLevel lookup table

LOTE1StudyPeriodsPerCycleYear7 to
LOTE6StudyPeriodsPerCycleYear7

to

LOTE1StudyPeriodsPerCycleYear12 to LOTE6StudyPeriodsPerCycleYear12

Number of study periods per cycle for each LOTE Program taught to secondary school students at your organisation.
Key configuration details
TimetableCycleDaysNumber of days in the timetable cycle.
Key configuration details
TimetablePeriodsPerCycleNumber of periods in a day. 
Key configuration details
TimetableAverageMinutesAverage period duration in minutes.
Key configuration details
LanguagesPolicyLanguages policy of your organisation.
Key configuration details
AdminSystemName

SMS system used by your organisation.

Note: This value is hard-coded to "Synergetic".

VersionVersion of Synergetic used by your organisation.
SchoolHasBoardFlagWhether your organisation has a governing board.
Key configuration details
OtherSchoolsServedOther schools served by your organisation's board.
Key configuration details
ExternalSystemCodeExternal system code used to identify the body of canonical jurisdiction that your organisation operates under.
Key configuration details
  • This value is defined using the ExternalSystemCode linked to the body of canonical jurisdiction selected using the Body of Canonical Jurisdiction field on the Page 2 sub-tab of the School tab of School Settings Maintenance. See School Settings Maintenance - School tab - Page 2 sub-tab.

Note: You need to load CEO values into the luSchoolCanonicalJurisdictionBody lookup table to correctly populate the Body of Canonical Jurisdiction field. For information about loading lookup tables for external systems, see Loading lookup tables for external systems.

School Fees and Charges

Export fee information including school fees and charges and other fees including recurrent, capital, and other fees.

 View configuration details

School Fees and Charges

CEO fieldDescription
CEOSchoolCode

CEO school code assigned to your organisation.
Key configuration details
Year0SchoolFees to
Year12SchoolFees

Total school fees for each year level.
Key configuration details
  • These values are defined by calculating the sum of fees linked to fee categories with a SynergyMeaning of SchoolFeesRecurrent. See luDebtorFeeCategory lookup table.

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

FamilySchoolFees

Total school fees for all year levels.
Key configuration details
  • This value is defined by calculating the sum of fees linked to fee categories with a SynergyMeaning of SchoolFeesRecurrent. See luDebtorFeeCategory lookup table.

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

Year0CapitalFee to
Year12CapitalFee

Total capital fees for each year level.
Key configuration details

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

FamilyCapitalFee

Total capital fees for all year levels.
Key configuration details

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

Year0210 to
Year12210
Total compulsory tuition fees for each year level.
Key configuration details
  • These values are defined by calculating the sum of fees linked to fee categories with a SynergyMeaning of CompulsoryTuition. See luDebtorFeeCategory lookup table.

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

Family210Total compulsory tuition fees for all year levels.
Key configuration details

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

RegistrationFee

Application fee amount.
Key configuration details
  • This value is defined using the Deposit Type field of Enrolment Deposit Definitions Maintenance. See Maintaining enrolment deposit definitions.
  • The application fee has a Deposit Type of A (Application Fee).
EnrolmentFee

Non-refundable enrolment fee amount.
Key configuration details
EnrolmentFeeRefundable

Refundable enrolment fee amount.
Key configuration details
  • This value is defined using the Deposit Type and Refundable Deposit fields of Enrolment Deposit Definitions Maintenance. See Maintaining enrolment deposit definitions.
  • The refundable enrolment fee has the Refundable Deposit field selected and a Deposit Type of E (Enrolment Fee).
InterestFreeLoan

Interest-free loan amount.
Key configuration details
  • This value is defined using the Deposit Type field of Enrolment Deposit Definitions Maintenance. See Maintaining enrolment deposit definitions.
  • The interest-free loan has the Refundable Deposit field selected and a Deposit Type of I (Interest Free Loan).
InterestFreeLoanComment

Additional comment for the interest-free loan.
Key configuration details
  • This value is defined using the Deposit Type and Comment fields of Enrolment Deposit Definitions Maintenance. See Maintaining enrolment deposit definitions.
  • The comment is entered into the Comment field of the interest-free loan with a Deposit Type of I (Interest Free Loan).
FeeDiscountsCommentLeave this field blank.
NumberFamilies


Total number of families sending students to your organisation.
Key configuration details

This value is defined by calculating the number of primary (SC1) contacts linked to students for the current file year.

Note: You can define primary (SC1) contacts using the Relations tab of Current Student Maintenance. See Current Student Maintenance - Relations tab.

Year0ExcursionLevyTotal to Year12ExcursionLevyTotal

Combined total of all levy fees for each year level.

Key configuration details
  • This value is defined by calculating the sum of fees linked to fee categories with SynergyMeaning of CampLevies, ExcursionLeviesSacramentLeviesSportsLeviesSwimmingLevies. See luDebtorFeeCategory lookup table.

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

TwoTieredFeeStructureFamilyFlagThis value is always "No".
TwoTieredFeeStructureStudentFlagThis value is always "No".
TwoTieredFeeStructureLowestFeeThis value is always "0".
FeeStructureOneChildFlag to FeeStructureFourOrMoreChildFlag

Whether a two-tiered fee structure is offered on a per-student basis.
Key configuration details
  • These values are defined using the Fee Structure for One ChildFee Structure for Two ChildrenFee Structure for Three Children fields of the Page 1 sub-tab of the School tab of School Settings Maintenance. See School Settings Maintenance - School tab
DebtorBillingPeriods

Number of billing periods that you charge your debtors.
Key configuration details
Year0SwimmingLevy to Year12SwimmingLevy

Total swimming levy fees for each year level.
Key configuration details

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

Year0CampLevy to
Year12CampLevy

Total camp levy fees for each year level.
Key configuration details

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

Year0ExcursionLevy to Year12ExcursionLevy

Total excursion levy fees for each year level.
Key configuration details

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

Year0SacLevy to
Year12SacLevy



Total sacrament levy fees for each year level.
Key configuration details

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

Year0OtherLevy to
Year12OtherLevy

Other levy fees for each year level.
Key configuration details

Note: You can select the fee category used for fees charged at your organisation using the Fee Category field on the General tab of Debtor Fee Maintenance. See Debtor Fee Maintenance - General tab.

February Census

Export census data for all students attending as of the February census date.

 View configuration details

February Census

CEO fieldDescription
SchoolCodeCEO school code assigned to your organisation.
Key configuration details
CampusNumberCampus of the student.
Key configuration details
StudentIDSynergetic ID of the student.
Key configuration details
  • This value is defined using the Synergetic Community ID of the student.
StudentSurnameSurname of the student.
Key configuration details
StudentGiven1Given name of the student.
Key configuration details
StudentGiven2Middle names of the student.
Key configuration details
Gender

Gender of the student.

Note: You can define the list of genders used at your organisation using the luGender lookup table. See luGender lookup table.

Key configuration details
BirthDateDate of birth of the student.
Key configuration details
ParishCodeParish of the student.
Key configuration details

Note: You need to load CEO values into the luParish lookup table to correctly populate the Parish field. For information about loading lookup tables for external systems, see Loading lookup tables for external systems.

EntryDateDate the student entered your organisation.
Key configuration details
YearLevelYear level of the student.
Key configuration details
ClassInSchoolForm or tutor group of the student.
Key configuration details
PartTimeFlag

Whether the student is part-time.

Key configuration details
FTEFTE of the student at your organisation.
Key configuration details
OtherSchoolCEOCodeSchool code identifying the other external school the student is attending.
Key configuration details

Note: You need to load CEO values into the luSchool lookup table to correctly populate the SchoolCode field. For information about loading lookup tables for external systems, see Loading lookup tables for external systems.