Preparing Student Census data for submission (Non-Government Schools)

Use the following topic to prepare student census data for submission as the Australian Non-Government Schools Census (NGSC) data by:

exporting the census data from Synergetic
copying the census data into the Census Upload Tool spreadsheet

Also see: Running the Student Census - Australian Non-Government Schools report

Field configurations

Click the link below to view the configuration details for each field included in the 2023 Non-Government Schools Census.

Field configurations

DESE Census file

DESE field	Description
SRN	Student Registration Number.
	Key configuration details
	This value is the Synergetic ID of the student.
Student Name	Name of the student.
	Key configuration details
	This value is defined using the Given and Surname fields on Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab.
Year Level	Year Level of the student.
	Key configuration details
	This value is determined using the Year Level field on the Status sub-tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab. For each year level you must: - Select the IncludeInCensusFlag field on the luYearLevel lookup table. See luYearLevel lookup table. - Map each luYearLevel lookup table record to an accepted DESE value using the AUSGOVNGSC external system on the Interface Settings window. See Using the Interface Settings window.
Age	Age of the student at the time of the export.
	Key configuration details
	This value is determined using the Age at Date field on the Student Census - Australian Non-Government Schools report window and the Date of Birth field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. Note: Students must be at least 4 years old to be included in the census.
Gender	Gender of the student.
	Key configuration details
	This value is defined using the Gender field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. The Gender field must be populated with a record that has a SynergyMeaning of either: - M - Male - F - Female - X - Other. This field has a value of either: M - Male when the record selected in the Gender field has a SynergyMeaning of MALE. F - Female when the record selected in the Gender field has a SynergyMeaning of FEMALE. X - Interminate/Unspecified when the record selected in the Gender field has a SynergyMeaning of OTHER.
Indigenous	Indigenous status of the student.
	Key configuration details
	This value is defined using the Indigenous Student and Torres Strait Islander fields on the Flags tab of Current Student Maintenance. See Current Student Maintenance - Flags tab. This field has a value of either: I - Indigenous when either or both the Indigenous Student or Torres Strait Islander field are selected N - Non-Indigenous when neither the Indigenous Student nor the Torres Strait Islander field is selected.
Education Type	Mode of education provided to the student.
	Key configuration details
	This value is defined using the Boarder field on the Status tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab. This field has a value of either: D - Day Student when no record is selected in the Boarder drop-down list or when a record is selected with a SynergyMeaning of DAY STUDENT B - Boarder when a record is selected in the Boarder drop-down list with a SynergyMeaning of BOARDER.
On Visa	Whether the student is an international student studying on an Australian visa.
	Key configuration details
	This value is defined using the top visa subclass record on the International tab of Current Student Maintenance Students must have a visa subclasses record with the Active field selected. Students on visas will be excluded when: - Visa expiry date is on or prior to the census date - Visa Class or Subclass areas are blank - Visa Subclass does not have the Active field selected. This field has a value of either: Y - Yes N - No.
Overseas Student	Whether the student is an overseas student.
	Key configuration details
	This value is defined using the Full Fee Flag field on the Flags tab of Current Student Maintenance. See Current Student Maintenance - Flags tab. This field has a value of either: Y - Yes N - No.
Disability Category	Disability category of the student.
	Key configuration details
	This value is defined using the Category field on the Disability tab of Current Student Maintenance. See Current Student Maintenance - Disability tab. The Category field must be populated with a value that has a SynergyMeaning of either: - Cognitive - Physical - Sensory - Social Note: Only one disability record is used per-student. Priority is given to the record with the Include in Export field selected. When there are multiple disability records they are prioritised by the sort order.
Adjustment Level	Disability adjustment level of the student.
	Key configuration details
	This value is defined using the Adjustment level field on the Disability tab of Current Student Maintenance. See Current Student Maintenance - Disability tab. The Adjustment field must be populated with a value that has a SynergyMeaning of either: - Differentiated - Extensive - Substantial - Supplementary. Note: Only one disability record is used per-student. Priority is given to the record with the Include in Export field selected. When there are multiple disability records they are prioritised by the sort order.
FTE	FTE of the student.
	Key configuration details
	This value is defined using the FTE field on the Status sub-tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab.

Note: You should check for errors by running the Summary and Detailed reports before exporting the census data. See Running the Student Census - Australian Non-Government Schools report.

Note: Synergetic is not providing an HR solution. For additional information about the Census Upload Tool including instructional videos, see Schools Hub - Non-Government Schools Census.

To prepare the student census data for submission:

Select Module > Students > Student Crystal Reports Available.
The Synergetic Reports Available window is displayed.
Locate the report using the Search field.
Select the Student Census - Australian Non-Government Schools report in the grid area.
Click .
The Student Census - Australian Non-Government Schools window is displayed.
Select the official census date using the Census Date field.

Note: You can check the official census date on the Department of Education and Training website. See Schools Hub - Non-Government Schools Census.

Important: This field is used to determine whether students are included or excluded from the report. For example, students with a Leaving Date before this date are excluded from the report.
Select the date used to calculate the age of students using the Age at Date field.
Select Data for Government Submission using the Mode drop-down list.
Select one or more fields in the Reference Period for Inclusion Selections area to define criteria for including students in the census.

You can select:

• Select the Attendance for File Type field to include students from a particular file type, such as Academic.
• Select the Absence Events Daily Calc field to include students provided they have at least one day in the reference period where their absence factor <1.0.

Important: Do not change the Reference Period Days field unless the Department of Education defines a new reference period. Currently, the census reference period consists of twenty school days (excluding school holidays) leading up to and including the census day.
Select a campus from the Campus drop-down list to filter reported records by the selected campus.
Select the Combine Campuses field if you have multiple campuses and would like to combine the results from all the campuses.
Select a sub-school from the Sub School drop-down list to filter reported records by the selected sub-school.
Select a year level from the Year Level drop-down list to filter reported records by the selected year level.
Select Summary in all the If using per section fields.
Click .
The Student Census - Australian Non-Government Schools report is displayed.
Click in the report toolbar.
The Export window is displayed.
Select Microsoft Excel 97-2000 - Data only (xls) using the Format drop-down list.
Select the export location using the Destination drop-down list. You can select:

• Application to open the data in Excel
• Disk file to save the file to your hard drive.
Click .
The Excel Format window is displayed.
Select Custom in the Excel Format area.
Select Details using the Column width based on objects in the drop-down list.
Select the Export page header and footer field.
Select the Simplify page headers field.
Click .
Open the census data file in Microsoft Excel.
Resize the columns so you can see the data.
Select all cells populated with data except the header cells.

Important: You must only select the cells populated with data (excluding headers). The Census Upload Tool spreadsheet does not allow content to be pasted when the size of the copied data does not match the size of the paste area.
Copy the cells.
Open the Census Upload Tool spreadsheet.

Note: You can download the latest Census Upload Tool spreadsheet from the Schools Hub website.

Important: The following steps provide instructions for adding student data to the Census Upload Tool spreadsheet. These steps are current at the time of writing, but may change. You can check the Schools Hub website for the latest instructions. See Schools Hub - Non-Government Schools Census Census.
Click the Enter Student Data tab.
The Enter Student Data tab is displayed.
Paste the copied rows into the spreadsheet.
Click .
Either:

• No errors are identified.
• Errors are identified and cells with errors are highlighted in red. Resolve any errors and repeat steps 1 through 17.

Tip: You can right-click cells with errors to view error descriptions.

Preparing the student census data for submission is complete.