Current Student Maintenance - Codes tab

Owned by
Former user (Deleted)
Last updated: Jan 29, 2024 by
Graham Kidd
3 min read

Use the Codes tab to maintain codes used to:

  • cross link records back to previous systems used
  • link to other database records used at your organisation.




 Opening the Codes tab

To open the Codes tab:

  1. Select Module > Students > Current Student Maintenance from the main menu.
    The Set Current Student Search Criteria window is displayed.


    Tip: You can also access the current student functions by clicking .
  2. Search for the student. See Searching for existing students in the Current students manual.
  3. Click the Codes tab.
    The Codes tab of the Current Student Maintenance window is displayed.


    Note: In New Zealand organisations, NSN is displayed instead of Studies Code.


Current Student Maintenance - Codes tab key fields

Previous System Codes area fields

Codes generated during the conversion from a previous system are for information purposes only.

Field

Description

Student Code

Code for the current student in the system used before Synergetic.

Parent Code

Code for the parent or family in the system used before Synergetic.

Other Codes area fields

Codes are used to relate student records with external programs; if they need a different code to the Synergetic ID. Codes are optional depending on the external programs used at your organisation.

Field

Description

Bar Code

Code given to the student for barcoding programs in your organisation. For example in the library, the barcode may be based on the ID and a check digit.

Studies Code (Australia) /
NSN (New Zealand)

Student's candidate number allocated by a government body responsible for higher secondary qualifications. For example, in Australia:

  • School Curriculum and Standards Authority in WA
  • BSSS in the ACT
  • and so on.

The data can be imported from or exported to these external systems. See Importing and exporting student data in the Current students manual.
In New Zealand, NSN is:

  • a record of learning number mandatory for all roll returns
  • allocated by the ENROL (electronic enrolment management system) program
  • for students:
  • participating in NCEA (National Certificate of Educational Achievement)
  • moving into tertiary education.

See Managing New Zealand student NSNs and identity details (Roll returns) in the Current students manual.

Tip: Some organisations relabel this field to meet their needs in their jurisdiction. For example, Learner ID.

Note: Queensland organisations can populate this field with the QSA Student Number by importing the LUI file using the Import/Export Student Data - QCAA tab. See Import_Export Student Data - QCAA tab.

Important: Queensland organisations must conform with this usage to use the QCAA functionality.

Timetable Code

Code used in external timetabling program, if required.

Alternate Code

Spare code field. Use as needed.

Tertiary Registration Code

Student's candidate number allocated by the government body responsible for tertiary entrance.

Government Student Number

Student number assigned to the student by the government.

Note: This field is automatically populated if you transfer a past or future student to current students. See either:
• Transferring future students to current students
• Transferring past students back to current students.

StateDescription
Queensland

Queensland organisations use this field to record the Learner Unique Identifier (LUI) used by the Queensland Curriculum and Assessment Authority (QCAA) to identify students.

Queensland organisations can populate this field by either:

  • Exporting and submitting the Register New Student File to the QCAA then importing the supplied Learner Unique Identifier File to automatically populate this field for all students listed in the file.
  • Manually entering the LUI number, if known.

Note: For information about exporting the Register New Student File and importing the Learner Unique Identifier File, see the /wiki/spaces/PRD/pages/2347864578.

Victoria

Victorian organisations use this field to record the Victorian Student Number (VSN) used by the Victorian Curriculum and Assessment Authority (VCAA) to identify students.

Victorian organisations can manually enter:

  • N if a new VSN is required
  • U if the student has a VSN but the number is uncertain
  • Actual VSN, if known.

Early Learning Code

Early Learning Code assigned to the student by the government.

Vocational Education Code

Vocational Education Code assigned to the student by the government.

Unique Student Identifier

Government-issued reference code which uniquely identifies students as someone who has undertaken education or training in Australia.