Exporting SES files

Owned by Former user (Deleted)
Last updated: Mar 09, 2021 by Richard Kennedy (Unlicensed)

To export SES files in Australia:

  1. Update the method for identifying parents, if required. See SES parent extraction settings in the System maintenance manual.
  2. Ensure the Location AGEID number is populated into the MCEETYASchoolCode field of the luCampus lookup table for each campus at your organisation. See luCampus lookup table.
  3. Open the SES tab of the Import/Export Student Data window. See Import/Export Student Data - SES tab.
    The SES tab of the Import/Export Student Data window is displayed.



  4. Select the output type using the Output Type field. You can select:

    • Comma Delimited to create a csv file
    • Tab Delimited to create a txt file.

  5. Select the Year Level From and Year Level To for the year levels to export, inclusive.
  6. Change the default Addresses File Name, if required.

    Note:     The file name does not require a file extension.

    Note: The Locations File Name is automatically updated based on the value of the Addresses File Name field.
  7. Click .
    The following dialog is displayed.
  8. Click .
    The SES Address Listing, Australian Addresses Crystal Report is displayed in preview mode.


    Important: Scan the report to briefly check whether the number of Australian addresses is correct. When the number is much lower than expected it could indicate that the Code field of the luCountry lookup table and the Value field of the CountryCode configuration setting do not match exactly. When this occurs the students with mismatched addresses are reported as overseas students. See luCountry lookup table and CountryCode configuration setting.

  9. Close the report.
  10. Either:

    • No Errors are found.
    The following window is displayed.



    • Errors are found.
    The following window is displayed.


  11. Click .
    The SES Address Listing, Overseas Addresses Crystal Report is displayed in preview mode.

    Important: Scan the report to briefly check whether the number of Overseas addresses is correct. When the number is much higher than expected it could indicate that the Code field for the Australia record of the luCountry lookup table and the Value field of the CountryCode configuration setting do not match exactly. When this occurs the students with mismatched addresses are reported as overseas students. See luCountry lookup table and CountryCode configuration setting.

  12. Close the report.
  13. Download the Address Collection Data Upload Tool from the Schools Hub website.
  14. Open the Address Collection Data Upload Tool in Microsoft Excel.
  15. Open the Locations export file in Microsoft Excel.
  16. Copy the data from Columns A to I of the Locations export file.
  17. Paste the copied data into Cell B9 of the Locations sheet of the Address Collection Data Upload Template.

    Note: You need to manually enter values for Columns E through I for the first row.

  18. Click .
  19. Either:

    • Errors are detected. Resolve the errors using the information provided and repeat Steps 7 through 18.
    • No Errors are detected. Proceed to the next step.

  20. Open the Statement of Student Addresses export file in Microsoft Excel.
  21. Copy the data from Columns A to AB of the Statement of Student Addresses export file.
  22. Paste the copied data into Cell B9 of the Statement of Student Addresses sheet of the Address Collection Data Upload Template.

    Note: Values with leading zeros may not paste correctly.

  23. Click 
  24. Either:

    • Errors are detected. Resolve the errors using the information provided and repeat Steps 7 through 23.
    • No errors are detected. Proceed to the next step.

  25. Click .
  26. Upload the file as per instructions from the Department of Education.
  27. If you are running the process for individual campuses, repeat the process as required.
    Exporting SES files is complete.