Exporting the Student Background Data file

Owned by Richard Kennedy (Unlicensed)
Last updated: Mar 31, 2023 by Graham Kidd
4 min read

Australian schools (including religious schools) are required to export and submit their student background data to the Australian Curriculum and Assessment Reporting Authority (ACARA).

You can fulfil this requirement by exporting the Student Background Data (SBD) file. This file contains the background details of:

  • all students in all grades

  • exchange students staying in Australia for 12 months (or longer).

Tip: Exchange and/or full-fee paying students must meet ACARA requirements to be included in the Student Background Data file. If your school has exchange and/or full-fee paying students that do not meet ACARA inclusion requirements, you can exclude the students by adding them to the Tag List window then selecting the Exclude Tagged Students checkbox during the export. For information about using the Tag List window, see Tag lists.

Field configurations

You can click the link below to view field configuration details for the Student Background Data file.

 View configuration details

Student Background Data File

FieldDescription
ACARA SML ID

Unique ID allocated to a given school and campus by ACARA.

Note: You can determine your ACARA school code by searching for your school using the ACARA Schools List. See ACARA Schools List.

Configuration
  • This field is defined by populating the SchoolCodeACARA configuration setting with the ACARA SML ID assigned to your organisation by the Australian Curriculum, Assessment and Reporting Authority. See SchoolCodeACARA configuration setting.
School Name

Registered name of your organisation.

Configuration
Calendar Year

Year of the data.

Configuration
Jurisdiction Student ID

Synergetic ID of the student.

For the purposes of this export, Synergetic IDs are used to:

  • uniquely identify students in your school to prevent students being reported twice
  • provide a reference point for correcting data issues with individual students.

Note: Students are assigned a Synergetic ID when their record is created in Synergetic. You can either create new records or transfer students from Future Student Maintenance to Current Student Maintenance. See Creating new students.

Grade of Student Enrolment

Year level of the student. ACARA requires this field to be populated with one of the following values.

Configuration
  • This field is defined 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 value of either:

    • 0 = Year 1 minus 1 (Kinder-Prep)
    • 1 = Year 1
    • 2 = Year 2 
    • 3 = Year 3 
    • 4 = Year 4 
    • 5 = Year 5 
    • 6 = Year 6
    • 7 = Year 7
    • 8 = Year 8 
    • 9 = Year 9 
    • 10 = Year 10 
    • 11 = Year 11
    • 12 = Year 12 
    • 22 = Year PS (special schools QLD);
    • 33 = Year 1-2 (Pre-Kinder)
    • PU = Primary Ungraded
    • SU = Senior Ungraded
    • 99 = Ungraded.

Note: You need to map luYearLevel values to ACARA values using the ACARA interface setting. Click the link below for more information.

 How to map luYearLevel values to ACARA values

To map the luYearLevel values:

  1. Open the Interface Settings window. See Using the Interface Settings window.
    The Interface Settings window is displayed.
  2. Select ACARA - Australian Curriculum, Assessment and Reporting Authority from the drop-down list.
  3. Click  to expand all items in the settings tree, if they are not already expanded.
  4. Click Outbound.
    The lookup tables are displayed.
  5. Click the arrow on the luYearLevel item.
  6. Click  next to the first value to be mapped.
    The mapping drop-down list is displayed.


    Note: The  icon is displayed when there are unmapped values.

  7. Select the ACARA value that best represents the corresponding Synergetic lookup table record.
  8. Repeat steps 6 and 7 for all remaining year levels.
Date of Birth

Date of birth of the student.


Configuration
  • 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 must be formatted at text without any leading or trailing spaces.
  • This field must be entered using the format DD/MM/YYYY. For example, 02/05/2021.
Gender (Sex)

Gender of the student.

Note: You can define the list of genders used at your organisation using the luGender lookup table. See luGender lookup table.

Configuration
  • This field is defined using the Gender field of the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab.
  • This field has a value of either:

    • 1 = Male
    • 2 = Female
    • 3 = Intersex or Indeterminate
    • 9 = Not stated/inadequately described.

Note: You must map luGender values to ACARA values using the ACARA interface setting. Click the link below for more information.

 How to map luGender values to ACARA values

To map the luGender values:

  1. Open the Interface Settings window. See Using the Interface Settings window.
    The Interface Settings window is displayed.
  2. Select ACARA - Australian Curriculum, Assessment and Reporting Authority from the drop-down list.
  3. Click  to expand all items in the settings tree, if they are not already expanded.
  4. Click Outbound.
    The lookup tables are displayed.
  5. Click the arrow on the luGender item.
  6. Click  next to the first value to be mapped.
    The mapping drop-down list is displayed.


    Note: The  icon is displayed when there are unmapped values.

  7. Select the ACARA value that best represents the corresponding Synergetic lookup table record.


  8. Repeat steps 6 and 7 for all remaining genders.
Aboriginal and/or Torres Strait Islander status
(ATSI Status)

Aboriginal and Torres Strait Islander status.

Configuration
  • This field is defined based the selections of the Indigenous and Torres Strait Islander fields of the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab..
  • This field has a value of:

    • 1 when the Indigenous Student field is selected
    • 2 when the Torres Strait Islander field is selected
    • 3 when both fields are selected
    • 4 when neither field is selected
    • 9 when the status is not-stated or unknown.
Student Language other than English spoken at home
(Students Main SLG)

Language spoken at home by the student. 

Configuration
  • This field is defined using the Home Language field of the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab.


  • This field must be populated with one of the values defined in the LanguageList tab of the 2019_Independent_school_template.xls spreadsheet. See 2019 SBD_independent_school_template.xls.

    Note: You must map luLanguage values to ACARA values using the ACARA interface setting. Click the link below for more information.

 How to map luLanguage values to ACARA values

To map the lulanguage values:

  1. Open the Interface Settings window. See Using the Interface Settings window.
    The Interface Settings window is displayed.
  2. Select ACARA - Australian Curriculum, Assessment and Reporting Authority from the drop-down list.
  3. Click  to expand all items in the settings tree, if they are not already expanded.
  4. Click Outbound.
    The lookup tables are displayed.
  5. Click the arrow on the luLanguage item.
  6. Click  next to the first value to be mapped.
    The mapping drop-down list is displayed.


    Note: The  icon is displayed when there are unmapped values.

  7. Select the ACARA value that best represents the corresponding Synergetic lookup table record.


  8. Repeat steps 6 and 7 for all remaining languages.
Parent 1 School Education
(Parent Guardian 1 School Education)

Highest secondary year level of the mother.

Configuration
  • This field is defined using the Highest Secondary Year Level field on the Parent 1 or Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab.

    Note: Synergetic applies logic defined by the Commonwealth Government to identify Parent 1, accordingly there will be instances where the parent number in the export may not correspond with the sub-tab name.

  • This field has a value of:

    • 0 for Not stated/unknown
    • 1 for Year 9 or equivalent or below
    • 2 for Year 10 or equivalent
    • 3 for Year 11 or equivalent
    • 4 for Year 12 or equivalent.

Tip: You can use the ParentYearLevelNoConvert configuration setting to determine whether the value of the Highest Secondary Year Level field in Synergetic needs to be converted to the appropriate MCEETYA value.  If you are already storing the Parent Year Level in the MCEETYA format, set this to True.

Parent 1 Non-School Education
(Parent Guardian 1 Highest Non-School Education)

Highest qualification level of the mother.

Configuration
  • This field is defined using the Highest Qualification Level field on the Parent 1 or Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab.

    Note: Synergetic applies logic defined by the Commonwealth Government to identify Parent 1, accordingly there will be instances where the parent number in the export may not correspond with the sub-tab name.

  • This field has a value of:

    • 0 for Not stated/unknown.
    • 5 for Certificate I to IV (including trades)
    • 6 for Diploma/Advanced Diploma
    • 7 for Bachelor Degree or higher
    • 8 for No non-school education.
Parent 1 Occupation Group
(Parent Guardian 1 Occupation Group)


Occupation position of the mother.

Configuration
  • This field is defined using the Occupation Position field on the Parent 1 or Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab.

    Note: Synergetic applies logic defined by the Commonwealth Government to identify Parent 1, accordingly there will be instances where the parent number in the export may not correspond with the sub-tab name.

  • This field has a value of:

    • 1 for Senior management in large business organisation, government admin/defence, qualified professional
    • 2 for Other business manager, arts/media/sportsperson, associate professional
    • 3 for Tradesman/woman, clerk, skilled office/sales/service staff
    • 4 for Machine operator, hospitality staff, assistant, labourer, related worker
    • 8 for Not in paid work in last 12 months
    • 9 for Not stated or unknown.
Parent 1 Language other than English spoken at home
(Parent Guardian 1 Main SLG)

Home language of the mother.

Configuration
  • This field is defined using the Home Language field on the Parent 1 or Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab.

    Note: Synergetic applies logic defined by the Commonwealth Government to identify Parent 1, accordingly there will be instances where the parent number in the export may not correspond with the sub-tab name.

  • This field must be populated with one of the values defined in the LanguageList tab of the 2019_Independent_school_template.xls spreadsheet. See 2019 SBD_independent_school_template.xls.


  • Note:     You must map luLanguage values to ACARA values using the ACARA interface setting. Click the link below for more information    .


 How to map luLanguage values to ACARA values

To map the lulanguage values:

  1. Open the Interface Settings window. See Using the Interface Settings window.
    The Interface Settings window is displayed.
  2. Select ACARA - Australian Curriculum, Assessment and Reporting Authority from the drop-down list.
  3. Click  to expand all items in the settings tree, if they are not already expanded.
  4. Click Outbound.
    The lookup tables are displayed.
  5. Click the arrow on the luLanguage item.
  6. Click  next to the first value to be mapped.
    The mapping drop-down list is displayed.


    Note: The  icon is displayed when there are unmapped values.

  7. Select the ACARA value that best represents the corresponding Synergetic lookup table record.


  8. Repeat steps 6 and 7 for all remaining languages.
Parent 2 School Education
(Parent Guardian 2 School Education)

Highest secondary year level of the father.

Configuration
  • This field is defined using the Highest Secondary Year Level field on the Parent 1 or Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab.

    Note: Synergetic applies logic defined by the Commonwealth Government to identify Parent 2, accordingly there will be instances where the parent number in the export may not correspond with the sub-tab name.

  • This field has a value of:

    • 0 for Not stated/unknown
    • 1 for Year 9 or equivalent or below
    • 2 for Year 10 or equivalent
    • 3 for Year 11 or equivalent
    • 4 for Year 12 or equivalent.

Tip: You can use the ParentYearLevelNoConvert configuration setting to determine whether the value of the Highest Secondary Year Level field in Synergetic needs to be converted to the appropriate MCEETYA value.  If you are already storing the Parent Year Level in the MCEETYA format, set this to True.

Parent 2 Non-School Education
(Parent Guardian 2 Highest Non-School Education)

Highest qualification level of the father.

Configuration
  • This field is defined using the Highest Qualification Level field on the Parent 1 or Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab.

    Note: Synergetic applies logic defined by the Commonwealth Government to identify Parent 2, accordingly there will be instances where the parent number in the export may not correspond with the sub-tab name.

  • This field has a value of:

    • 0 for Not stated/unknown.
    • 5 for Certificate I to IV (including trades)
    • 6 for Diploma/Advanced Diploma
    • 7 for Bachelor Degree or higher
    • 8 for No non-school education.
Parent 2 Occupation Group
(Parent Guardian 2 Occupation Group)

Occupation position of the father.

Configuration
  • This field is defined using the Occupation Position field on the Parent 1 or Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab.

    Note: Synergetic applies logic defined by the Commonwealth Government to identify Parent 2, accordingly there will be instances where the parent number in the export may not correspond with the sub-tab name.

  • This field has a value of:

    • 1 for Senior management in large business organisation, government admin/defence, qualified professional
    • 2 for Other business manager, arts/media/sportsperson, associate professional
    • 3 for Tradesman/woman, clerk, skilled office/sales/service staff
    • 4 for Machine operator, hospitality staff, assistant, labourer, related worker
    • 8 for Not in paid work in last 12 months
    • 9 for Not stated or unknown.
Parent 2 Language other than English spoken at home
(Parent Guardian 2 Main SLG)

Home language of the father.

Configuration
  • This field is defined using the Home Language field on the Parent 1 or Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab.

    Note: Synergetic applies logic defined by the Commonwealth Government to identify Parent 2, accordingly there will be instances where the parent number in the export may not correspond with the sub-tab name.

  • This field must be populated with one of the values defined in the LanguageList tab of the 2019_Independent_school_template.xls spreadsheet. See 2019 SBD_independent_school_template.xls.

    Note: You must map luLanguage values to ACARA values using the ACARA interface setting. Click the link below for more information.


 How to map luLanguage values to ACARA values

To map the lulanguage values:

  1. Open the Interface Settings window. See Using the Interface Settings window.
    The Interface Settings window is displayed.
  2. Select ACARA - Australian Curriculum, Assessment and Reporting Authority from the drop-down list.
  3. Click  to expand all items in the settings tree, if they are not already expanded.
  4. Click Outbound.
    The lookup tables are displayed.
  5. Click the arrow on the luLanguage item.
  6. Click  next to the first value to be mapped.
    The mapping drop-down list is displayed.


    Note: The  icon is displayed when there are unmapped values.

  7. Select the ACARA value that best represents the corresponding Synergetic lookup table record.


  8. Repeat steps 6 and 7 for all remaining languages.


To export the SBD file:

  1. Ensure you have configured the ACARA external system lookup table mapping. See Configuring external system lookup table mapping.
  2. Open the Demographic tab of the Import/Export Student Data window. See Import_Export Student Data - Demographic tab.
    The Demographic tab of the Import/Export Student Data window is displayed.

  3. Select the year using the Year field.
  4. Select the term using the Term field.

    Note: You do not need to select the Campus.

  5. Select the state using the State field.
  6. Select ACARA - SBD using the Export File drop-down list.
    The fields are updated.
  7. Type your ACARA school code into the School Code field.

    Note: You can determine your ACARA school code by searching for your school using the ACARA Schools List. See ACARA Schools List.

  8. Select Exclude Tagged Students to exclude tagged students. For example, exchange students visiting for less than 12 months.
  9. Select how fields in the report are separated using the Delimiter field.

    Tip: We recommend using the Comma delimiter.

  10. Select the date up to which student data will be included in the SBD file using the Process Date field.

    Note: Students are excluded if their Entry Date is after this date or their Leaving Date is prior to this date.

  11. Click  to select a location to save the file.
    The Save As window is displayed.
  12. Navigate to the file location where the SBD file is to be saved.
  13. Type a filename into the File name field followed by .txt. For example, SBD Export 2019.txt.

    Note: Exporting the SBD file as a text file ensures that values with leading zeroes are maintained. Later in this process we will export this data into the ACARA Spreadsheet.

  14. Click .
  15. Click .
    The SBD file is exported.
  16. Open Microsoft Excel.
  17. Click the Data tab.
    The Data tab is displayed.
  18. Click  in the Get External Data area.
    The Import Text File window is displayed.
  19. Select the 2019 SBD Export.txt file.
  20. Click .
    The Text Import Wizard - Step 1 of 3 window is displayed.


    Tip: You can change the value of the Start import at row field if you are using the ACARA spreadsheet with pre-defined headers.

  21. Select the My Data has headers field.
  22. Click .
    The Text Import Wizard - Step 2 of 3 window is displayed.
  23. Select the delimiter used for the text file using the Delimiters area. For example, Comma.
    The Data preview area is refreshed to display the content in columns.
  24. Click .
    The Text Import Wizard - Step 3 of 3 window is displayed.
  25. Select one of the following columns in the Data preview area.

    • Student Language other than English spoken at home (Students Main SLG)
    • Parent 1 Language other than English spoken at home (Parent Guardian 1 Main SLG)
    • Parent 2 Language other than English spoken at home (Parent Guardian 2 Main SLG)

  26. Select the Text field in the Column data format area.
  27. Repeat Steps 25 and 26 for the remaining fields.
  28. Click .
    The Import Data window is displayed.


    Tip: You can update the Existing worksheet field to change the row and column insertion point.

  29. Click .
    The SBD Export is imported.
  30. Review the information for completeness.

    Note: You can use the field information below these steps to determine acceptable values and where the values are defined in Synergetic.

  31. Repeat the export process, if necessary.
  32. Submit the Student Background Data file to ACARA.
    Exporting the Student Background Data file is complete.