Import_Export Student Data - STATS tab

Use the STATS tab to export student attendance data for the Department of Education, Skills and Employment. See Exporting the STATS file.

Export file structure

For each year level, student attendance is reported against:

Year level (1 to 10, 11MINUS - 11 years and younger, or 12PLUS - 12 years and older)
Gender (M, F or X)
STATS Indigenous Student Type (T – Total students including Indigenous students; or I – Indigenous students only).

Each combination of these fields is called a cohort. For example, this is the Year 7 | Male | Total students cohort:

There are six possible cohorts per year level:

Total male students (including indigenous students)
Total female students (including indigenous students)
Total other gendered (X) students (including indigenous students)
Indigenous male students only
Indigenous female students only
Indigenous other gendered (X) students only.

Overview of the Report Logic

When the export is run, Synergetic calculates:

Total number of school days between the Start Date and End Date fields (see below) using the timetabled days set up on the Timetable Definition tab of Timetable Maintenance. See Timetable Maintenance - Timetable Definition tab.

Note: Holidays or any day set up as D0 on the Calendar Events tab of Timetable Maintenance are excluded. See Timetable Maintenance - Calendar Events tab.
Total percentage of student absences between the Start Date and End Date fields (see below) for each cohort by adding up daily absence percentages for each student.

Note: Daily absence percentages are calculated by taking the duration of absence events entered on the Absence Events Maintenance window as a percentage of the total day defined using the TimeFrom and Time To fields (excluding recess and lunch) on the Timetable Definition tab of Timetable Maintenance.

Note: Schools that only mark attendance twice daily need to use the Override Minutes field on the Timetable Definition tab of Timetable Maintenance to enter the total minutes for the morning and afternoon periods. See Timetable Maintenance - Timetable Definition tab.

You can click the link below to view inclusion criteria that determine when students are included in the report.

Inclusion criteria

Field	Description	See...
Year Level	Students must have a year level selected in the Year Level field on the Status sub-tab of Current Student Maintenance that corresponds to a record on the Year Levels tab of Timetable Maintenance.	Current Student Maintenance - School tab - Status sub-tab Timetable Maintenance - Year Levels tab
TimetableGroup	Students must have the TimetableGroup field on the Year Levels tab of Timetable Maintenance populated with a valid timetable group defined using the Timetable Group tab of Timetable Maintenance.	Timetable Maintenance - Year Levels tab Timetable Maintenance - Timetable Group tab
	Students must have the Create Absence Events field selected for their timetable group.	Timetable Maintenance - Timetable Group tab
	Students must have days set up for their timetable group on the Timetable Definition tab of Timetable Maintenance.	Timetable Maintenance - Timetable Definition tab
CountsAsAbsence	Student absence events are only recorded when absences are created with an absence type that has the CountsAsAbsence field selected on the luAbsenceType lookup table.	luAbsenceType lookup table
Attended	For schools with the Attendance module, students must have at least one day marked Attended during the reference period. Additionally, all attendanced must be entered prior to running the STATS export.	Attendance window

Exclusion criteria

You can click the link below to view exclusion criteria that determines when students are excluded from the report.

Exclusion criteria

Field	Description	See...
Attended	For schools with the Attendance module, students are excluded from the export when they have no days marked Attended during the reference period.	Attendance window
Entry Date	Students are excluded from the export when their Entry Date is after the reporting period	Current Student Maintenance - Entry tab
Leaving Date	Students are excluded from the export when their Leaving Date is prior to the reporting period.	Current Student Maintenance - School tab - Status sub-tab
FTE	Students are excluded from the export when their FTE is not 1.0.
Status	Students are excluded from the export when they have a Status with a SynergyMeaning of either: EXTERNAL EXCHANGE SHORTSTAY (only if an international full-fee paying student).
External Student	Students are excluded when the External Student flag is selected.	Current Student Maintenance - Flags tab
IncludeInCensusFlag	Students are excluded when the IncludeInCensusFlag is not selected for their year level. Note: You need to clear the IncludeInCensusFlag for the Preparatory and Senior Kindergarten records on the luYearLevel lookup table prior to running the STATS export.	luYearLevel lookup table in the System maintenance manual.

Report Values

You can click the links below for an explanation for each data column in the 2022 STATS export, as required by DESE (Schools Hub) and Catholic Education Victoria.

Report values

Column	Heading	Description
A	Location AGEID	Location AGEID issued to your organisation by the Department of Education. Important: This is not the School AGEID.
		Configuration and comments
		Configuration Populate the location AGEID of your organisation into value field of the MCEETYA_SchoolCode configuration. See MCEETYA_SchoolCode configuration setting. Comments This is a numerical field that has a maximum length of 5 characters.
B	Year Level	Year level of the students in the selected cohort.
		Configuration and comments
		Configuration Select the year level of each student using the Year Level drop-down list on the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab. Map the Synergetic year level values to the expected values of the STATS export using the AUSGOVSTATS external system of the Interface Settings window. See Using the Interface Settings window. Note: Cohorts with unmapped year levels will be included in the export. However, this data will fail the DESE validation. Note: Preparatory (J0) and Senior Kindergarten (K40) cannot be mapped and should be excluded from the export by clearing the IncludeInCensusFlag field on the luYearLevel lookup table. See luYearLevel lookup table. Comments This field has a maximum field length of 7 characters. This field has a value of either: 1 to 10 - Year levels 1 to 10 11MINUS - Students 11 years or younger that cannot be readily allocated to a year of education 12PLUS - Students 12 years or older that cannot be readily allocated to a year of education. Note: Only special schools can report using the 11MINUS and 12PLUS values.
C	Gender	Gender of the students represented in the selected cohort.
		Configuration and comments
		Configuration Select the gender of the student using the Gender field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. Map the Synergetic gender values to the expected values of the STATS export using the AUSGOVSTATS external system of the Interface Settings window. See Using the Interface Settings window. Note: Cohorts with unmapped genders will be reported. However, this data will fail the DESE validation. Comments This field has a maximum field length of 1 character This field has a value of either: M - Male F - Female X - Other.
D	Student Type	Type of student represented in the selected cohort.
		Configuration and comments
		Configuration Select the Indigenous Student and Torres Strait Islander fields on the Flags tab of Current Student Maintenance to determine the value of this field. See Current Student Maintenance - Flags tab. Comments This field has a maximum field length of 1 character This field has a value of either: T - Total students including indigenous students I - Indigenous students only.
E	Possible School Days	Number of enrolled days for full-time students in the selected cohort during the reference period.
		Comments
		This is a numerical field that cannot contain decimal points and must have a value greater than 0 This field has a maximum field length of 5 characters This field only includes full-time students. Note: Students are not considered full time when the FTE field on the School tab of Current Student Maintenance is lower than 1. See Current Student Maintenance - School tab - Status sub-tab.
F	Attendance Days	Number of days students in the selected cohort attended school during the reference period. For any given school day during the reference period, students with absences: less than or equal to two hours are reported as part-day attendances (0.5) greater than two hours are reported as whole day attendances (1.0).
		Comments
		This is a numerical field that supports up to two decimal places (for days of partial attendance) and must have a value greater than or equal to 0 This field has a maximum field length of 5 characters (plus two decimal points) This value must be less than or equal to the number of possible school days.
G	Students with <90% attendance	Number of full time students in the selected cohort that attended less than ninety percent of the possible school days during the reference period.
		Comments
		This is a numerical field that must have a value greater than or equal to 0 This field has a maximum field length of 4 characters
H	Students with ≥90% attendance	Number of full time students in the selected cohort that attended ninety percent or more of the possible school days during the reference period.
		Comments
		This is a numerical field that must have a value greater than or equal to 0 This field has a maximum field length of 4 characters.
I	Possible School Days for Students with ≥90 attendance	Number of enrolled days for students in the selected cohort that attended ninety percent or more of the possible school days during the reference period.
		Comments
		This is a numerical field that cannot contain decimal points and must have a value greater than or equal to 0 This field has a maximum field length of 5 characters.
J	School Days in Reference Period	Number of school days for the cohort during the reference period.
		Comments
		This is a numerical field that must have a value greater than 0 This field has a maximum field length of 3 characters.

Report values for Victorian Catholic Schools

Column	Heading	Description
A	School System Code	Code for the school system that your organisation is a part of.
		Configuration
		This field is populated using the School System Code field on the School tab of School Settings Maintenance. See School Settings Maintenance - School tab.
B	Location AGEID	Location AGEID issued to your organisation by the Department of Education. Important: This is not the School AGEID.
		Configuration
		This is a numerical field. This field has a maximum length of 5 characters.
C	Collection	The collection export type.
		Configuration
		This field is populated using the Export Type drop-down list on the STATS tab of the Import/Export Student Data window. See below. This field can have a value of either: - Semester 1 - Term 3.
D	Year Level	Year level of the students in the selected cohort.
		Configuration
		Select the year level of each student using the Year Level drop-down list on the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab. This field has a maximum field length of 7 characters. This field has a value of either: 1 to 10 - Year levels 1 to 10 PU - Primary ungraded students (11 years or younger) that cannot be readily allocated to a year of education SU - Secondary ungraded students (12 years or older) that cannot be readily allocated to a year of education. Note: Only special schools can report using the 11MINUS and 12PLUS values.
E	Gender	Gender of the students represented in the selected cohort.
		Configuration
		Configuration Select the gender of the student using the Gender field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. Map the Synergetic gender values to the expected values of the STATS export using the AUSGOVSTATS external system of the Interface Settings window. See Using the Interface Settings window. Note: Cohorts with unmapped genders will be reported. However, this data will fail the DESE validation. Comments This field has a maximum field length of 1 character This field has a value of either: M - Male F - Female X - Other.
F	Student Type	Type of student represented in the selected cohort.
		Configuration
		Select the Indigenous Student and Torres Strait Islander fields on the Flags tab of Current Student Maintenance to determine the value of this field. See Current Student Maintenance - Flags tab. This field has a maximum field length of 1 character This field has a value of either: T - Total students including indigenous students I - Indigenous students only.
G	Possible School Days	Number of enrolled days for students in the selected cohort during the reference period.
		Configuration
		This is a numerical field that cannot contain decimal points and must have a value greater than 0 This field has a maximum field length of 5 characters This field only includes full-time students. Note: Students are not considered full time when the FTE field on the School tab of Current Student Maintenance is lower than 1. See Current Student Maintenance - School tab - Status sub-tab.
H	Attendance Days	Number of days students in the selected cohort attended during the reference period. For any given school day during the reference period, students with absences: less than or equal to two hours are reported as whole day attendances (1.0) greater than two hours are reported as part-day attendances (0.5).
		Configuration
		This is a numerical field that supports up to two decimal places (for days of partial attendance) and must have a value greater than or equal to 0 This field has a maximum field length of 5 characters (plus two decimal points) This value must be less than or equal to the number of possible school days.
I	Students with <90% attendance	Number of full time students in the selected cohort that attended less than ninety percent of the possible school days during the reference period.
		Configuration
		This is a numerical field that must have a value greater than or equal to 0 This field has a maximum field length of 4 characters
J	Students with ≥90% attendance	Number of full time students in the selected cohort that attended ninety percent or more of the possible school days during the reference period.
		Configuration
		This is a numerical field that must have a value greater than or equal to 0 This field has a maximum field length of 4 characters.
K	Possible School Days for Students with ≥90 attendance	Number of enrolled days for students in the selected cohort that attended ninety percent or more of the possible school days during the reference period.
		Configuration
		This is a numerical field that cannot contain decimal points and must have a value greater than or equal to 0 This field has a maximum field length of 5 characters.
L	School Days in Reference Period	Number of school days for the cohort during the reference period.
		Configuration
		This is a numerical field that must have a value greater than 0 This field has a maximum field length of 3 characters.
M	Summary Year	Year of the export.
N	Submitting System Name	This field value is always SynergeticManual.

Opening the STATS tab

To open the STATS tab:

Select Module > Students > Student Data Import/Export from the main menu.
The Import/Export Student Data window is displayed.
Tip: You can also access the student import and export functions by clicking .
Click the STATS tab.
The STATS tab of the Import/Export Student Data window is displayed.

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

Field	Description
Export Type	Type of export. You can select either: Semester 1 Term 3.
Start Date/End Date	Export the records within this date range.
Year Level /To	Export the records within this year level range.
File Name	User defined name of the exported file. Note: Victorian CEO Schools must follow the naming convention as defined by the Victorian CEO.

Buttons

Button	Description
	Select the file location.

Warnings

Warning	Description	See...
Year Level(s) not mapped in Interface Settings. Only year levels mapped in Interface Settings will be included in export.	Synergetic year levels must be mapped to the expected values of the STATS export using the AUSGOVSTATS external system of the Interface Settings window.	Using the Interface Settings window
Gender not mapped in Interface Settings. Students with unmapped genders will not be grouped correctly in export.	Synergetic genders must be mapped to the expected values of the STATS export using the AUSGOVSTATS external system of the Interface Settings window.	Using the Interface Settings window