Import_Export Student Data - VASS tab

Use the VASS tab to:

export student details to VASS
export student classes to VASS
import VASS student numbers.

Opening the VASS tab

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

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

Field

Description

School code

Victorian school code for your organisation.

Process Type

Select either:

export student details to VASS
export student classes to VASS
import VASS student numbers.

File

Configuration

Export student details

Export student details field configurations

Student details (VASS)

Column	Heading	Description
A	Course Type	Type of course to be completed by the student.
		Configuration
		Mandatory
		Can be ‘VCE/VCAL’ or ‘PDO’ (personal details only) This field has a maximum field length of 3 characters.
B	DET School Code	Not used.
C	VCAA School Code	School code assigned to your organisation.
		Configuration
		Mandatory
		This field is defined using School Code field on the VASS tab of the Import/Export Student Data window. See Import_Export Student Data - VASS tab. This field has a maximum field length of 5 characters.
D	VCAA Student Number	Not used.
E	External Student Identifier	Synergetic ID of the student.
		Configuration
		Optional
		This field is defined when the student is created in Synergetic. See Creating new students. Synergetic IDs are displayed in the top-right corner of Current Student Maintenance. This field is alphanumeric and has a maximum field length of 12 characters.
F	Family Name	Surname of the student.
		Configuration
		Mandatory
		This field is defined using the Surname field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field only supports letters, hyphens, apostrophes, and single spaces. This field has a maximum field length of 25 characters.
G	First Name	Given name of the student.
		Configuration
		Mandatory
		This field is defined using the first text box of the Given field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field only supports letters, hyphens, apostrophes, and single spaces. This field has a maximum field length of 15 characters.
H	Second Name	Middle name of the student.
		Configuration
		Optional
		This field is defined using the second text box of the Given field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab This field only supports letters, hyphens, apostrophes, and single spaces. This field has a maximum field length of 15 characters.
I	Student Email Address	Student Email Address VASS recommended that the student email address is a personal address, and the student will have access to it beyond their final year of schooling.
		Configuration
		Optional
		This field value is defined using the Email field on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab. If personal email is not provided, or both personal and occupation email are not provided, then field is left blank. This field has a maximum field length of 100 characters.
J	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 25 characters.
K	Address Line 2	Line 2 of the student's postal address. Note: Address Line 2 cannot be the same as Address Line 1.
		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 25 characters.
L	Suburb/Location	Suburb of the student.
		Configuration
		Mandatory
		This field is defined using the Suburb field on the Postal Address tab of Community Maintenance. See Community Maintenance - Postal Address tab. This field only accepts alphabetic characters. This field has a maximum field length of 30 characters.
M	State/Country	State of the student. Important: This field is Mandatory when the Postcode is ****.
		Configuration
		Optional
		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 17 characters.
N	Postcode	Postcode of the student.
		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 value of **** for overseas addresses. This field has a maximum field length of 4 characters.
O	Telephone Number	Home phone number of the student.
		Configuration
		Optional
		This field is defined using the Phone AH field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field only supports numbers, hyphens, and spaces. This field has a maximum field length of 15 characters.
P	Date of Birth	Date of birth of the student.
		Configuration
		Mandatory
		This field is defined using the Date of Birth field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field only supports numbers and forward slashes. This field has a maximum field length of 10 characters.
Q	Gender	Gender of the student. Important: You must map Synergetic gender values to VASS gender values using the VCAAVASSVS external system. See Using the Interface Settings window.
		Configuration
		Mandatory
		This field is defined using the Gender field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field must have a value of either: M - Male F - Female X - Other. This field has a maximum field length of 1 character.
R	Year Level	Year level of the student.
		Configuration
		Mandatory
		This field is defined using the Year Level field on the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab. This field must have a value in the range of 7 to 12. This field has a maximum field length of 2 characters.
S	Home Group	Form of the student.
		Configuration
		Optional
		The field used to populate this value is determined using the Synergetic Field for Student VASS Form field on the VASS tab of the Import/Export Student Data window. You can use the Synergetic Field for Student VASS Form field to define the form value using: Form defined using the Form field House defined using the House field Tutor defined using the Tutor Group field. See Current Student Maintenance - School tab - Status sub-tab. This field must be alphanumeric. This field has a maximum field length of 8 characters.
T	Previous Family Name	Previous surname of the student.
		Configuration
		Optional
		This field is defined using the Prev Surname field on the Other tab of Community Maintenance. See Community Maintenance - Other tab. This field only supports letters, hyphens, apostrophes, and single spaces. This field has a maximum field length of 25 characters.
U	Previous First Name	Previous first given name of the student.
		Configuration
		Optional
		This field only supports letters, hyphens, apostrophes, and single spaces. This field has a maximum field length of 15 characters.
V	Previous Second Name	Previous second given name of the student.
		Configuration
		Optional
		This field only supports letters, hyphens, apostrophes, and single spaces. This field has a maximum field length of 15 characters.
W	General Declaration	Declaration that the submitted information is correct.
		Configuration
		Mandatory
		This field has a maximum field length of 1 character.
X	Victorian Student Number	Victorian Student Number (VSN) assigned to the student.
		Configuration
		Optional
		This field is defined using the Government Student Number field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab. This field has a maximum field length of 9 characters.
Y	Student email	Email address of the student.
		Configuration
		Optional
		This field 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 50 characters.

Export student classes

Export student classes field configurations

Student classes (VASS)

Column	Heading	Description
A	DET School Code	Not used.
B	VCAA School Code	School code assigned to your organisation.
		Configuration
		Mandatory
		This field is defined using School Code field on the VASS tab of the Import/Export Student Data window. See Import_Export Student Data - VASS tab. This field has a maximum field length of 5 characters.
C	VCAA Student Number	Not used.
D	External Student Number	Synergetic ID of the student.
		Configuration
		Mandatory
		This field is defined when the student is created in Synergetic. See Creating new students. Synergetic IDs are displayed in the top-right corner of Current Student Maintenance. This field is alphanumeric and has a maximum field length of 12 characters.
E	Family Name	Surname of the student.
		Configuration
		Mandatory
		This field is defined using the Surname field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field only supports letters, hyphens, apostrophes, and single spaces. This field has a maximum field length of 25 characters.
F	First Name	Given name of the student.
		Configuration
		Mandatory
		This field is defined using the first text box of the Given field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field only supports letters, hyphens, apostrophes, and single spaces. This field has a maximum field length of 15 characters.
G	Second Name	Middle name of the student.
		Configuration
		Optional
		This field is defined using the second text box of the Given field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab This field only supports letters, hyphens, apostrophes, and single spaces. This field has a maximum field length of 15 characters.
H	Unit Code or VET/VCAL Certificate code, VCAL Unit Code	Code allocated to the class by the Victorian Curriculum and Assessment Authority. Note: This must be a valid VCAA, VET or VCAL 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 15 characters.
I	Class Code	Unique identifier for the class. Important: This must be set up in the Victorian Assessment Software System (VASS). For information about setting up classes in VASS, consult the new users guide. See Using the Victorian Assessment Software System (VASS).
		Configuration
		Mandatory
		This field 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 2 characters.
J	DET Assessing School Code	Not used.
K	VCAA Assessing School Code	School code assigned to your organisation.
		Configuration
		Mandatory
		This field is defined using School Code field on the VASS tab of the Import/Export Student Data window. See Import_Export Student Data - VASS tab. This field has a maximum field length of 5 characters.
L	Focus Area	Specific focus area of the class. Important: This field is Mandatory for: • Units MC033/4, MC053/4, IT033/4 and TT033/4 • VET Certificates: VE1, VE2 and VE3
		Configuration
		Optional
		This field value is defined using the Focus Area field on the Modify Student Class Details window. See Modifying student class details (assessments and reports). This field has a maximum field length of 3 characters.

When Exporting Files

Select to identify students when exporting by:

Candidate No
External ID
Both
Either.

Print Address Errors

When exporting student details, you can either:

print errors since the last export run
print all or none.

Year Level From / To

Range of year levels to export.

Last Run

Last export run date.

Synergetic Field for Student VASS Form

Field used to match with the form identifier in VASS.

Export Assessable Classes Only

Select when exporting student classes that are assessable.

Process Date

Date the import or export was run.

Use Calculated Next Term Subject Code

Select to use an automatically generated next term subject code.

This uses the NextSemesterSubjectCode from the luBoardStudiesSubjects lookup table as the subject code. See Maintaining lookup tables in the System maintenance manual.

Location of File

File location.

Buttons

Button	Description
	Select the file location.