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:

  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 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.
FileConfiguration
Export student details
 Export student details field configurations

Student details (VASS)

ColumnHeadingDescription
ACourse 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.
BDET School Code

Not used.

CVCAA 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.
DVCAA Student NumberNot used.
EExternal Student IdentifierSynergetic 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. 
FFamily NameSurname 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.
GFirst NameGiven 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.
HSecond NameMiddle 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.
IStudent Email AddressStudent 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.
JAddress 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.
KAddress 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.
LSuburb/LocationSuburb 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.
MState/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.
NPostcodePostcode 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.
OTelephone NumberHome 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.
PDate of BirthDate 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.
QGender

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.
RYear LevelYear level of the student.
Configuration
Mandatory
SHome GroupForm 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:

  • This field must be alphanumeric.
  • This field has a maximum field length of 8 characters.
TPrevious Family NamePrevious 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.
UPrevious First NamePrevious 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.
VPrevious Second NamePrevious 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.
WGeneral DeclarationDeclaration that the submitted information is correct.
Configuration
Mandatory
  • This field has a maximum field length of 1 character.
XVictorian 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.
YStudent emailEmail address of the student.
Configuration
Optional

Export student classes
 Export student classes field configurations

Student classes (VASS)

ColumnHeadingDescription
ADET School Code

Not used.

BVCAA 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.
CVCAA Student NumberNot used.
DExternal Student NumberSynergetic 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. 
EFamily NameSurname 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.
FFirst NameGiven 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.
GSecond NameMiddle 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.
HUnit 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.
IClass 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.
JDET Assessing School Code

Not used.

KVCAA Assessing School CodeSchool 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.
LFocus 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

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.