Exporting the Student Age Census file (NT Demographic)

Northern Territory Schools are required to submit a file to the Nothern Territory Government containing demographic details for all currently enrolled students. This demographic export is known as the Northern Territory Student Age Census file.

Note: The Nothern Territory Student Age Census is produced from the Demographic tab of the Import/Export Student Data window. See Import_Export Student Data - Demographic tab.

Inclusion criteria

Organisations have different inclusion criteria for their students based on whether the Attendance module is installed.

Schools without the Attendance module

Students must be enrolled in the selected Year at the selected Process Date. See Import_Export Student Data - Demographic tab.
Students must have an FTE greater than 0. See Current Student Maintenance - School tab - Status sub-tab.

Schools with the Attendance module

Students must be enrolled in the selected Year at the selected Process Date. See Import_Export Student Data - Demographic tab.
Students must have an FTE greater than 0. See Current Student Maintenance - School tab - Status sub-tab.
Students must have either:

- at least one attendance In the four weeks prior to the selected Process Date. See Import_Export Student Data - Demographic tab.
- at least one absence event In the four weeks prior to the selected Process Date that has a Type with a SynergyMeaning that is not UNKNOWN or TRUANT. See Absence Events Maintenance window.

Note: You can define absence event types using the luAbsenceType lookup table. See luAbsenceType lookup table.

Field configurations

You can click the link below to view configuration details for each field included in the 2020 Student Census.

Click here to view field configurations

Column	Field	Description
A	School name	Registered name of your organisation.
		Configuration
		Type your school name into the School Name field on the Demographic tab of the Import/Export Student Data window. See Import_Export Student Data - Demographic tab. Note: You can pre-populate the School Name field by typing your school name into the Value field of the MCEETYA_SchoolName configuration setting. See MCEETYA_SchoolName configuration setting
B	Student ID	Synergetic ID of the student.
C	Surname	Surname of the student.
		Configuration
		Type the surname of the student into the Surname field on the Name tab of Community Maintenance. See Community Maintenance - Name tab. Note: You can override the value in the Surname field by populating the Override Legal Surname field on the Community Names window accessed by clicking on the Name tab of Community Maintenance. See Community Maintenance - Name tab.
D	First name	First name of the student.
		Configuration
		Type the first and middle names into the Given field on the Personal tab of Current Student Maintenance. See Community Maintenance - Name tab.
E	Residential address	Home address of the student.
		Configuration
		Populate the Line 1 to Line 3 fields on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
F	Suburb	Suburb of the student's home address.
		Configuration
		Populate the Suburb field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
G	State	State of the student's home address.
		Configuration
		Populate the State field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
H	Postcode	Postcode of the student's home address.
		Configuration
		Populate the Postcode field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
I	Year level/grade	Year level of the student. Important: You must map Synergetic year level values to accepted census values using the NTGOVDEMO external system on the Interface Settings window. See Using the Interface Settings window.
		Configuration
		Select the year level of the student using the Year Level drop-down list on the Status sub-tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab.
J	Date of birth	Date of birth of the student.
		Configuration
		Select the date of birth of the student using the Date of Birth field on the Other tab of Community Maintenance. See Community Maintenance - Other tab.
K	Gender	Gender of the student.
		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. This field has a maximum length of 1 character. This field has a value of: - 1 for Male - 2 for Female - 3 for Intersex or Indeterminate - 9 for Not stated. Note: You need to map luGender values to these NT Demographic values using the NTGOVDEMO interface setting. See Using the Interface Settings window.
L	Indigenous status	Indigenous status of the student.
		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 value of: Aboriginal when the Indigenous Student flag is selected Torres Strait Islander when the Torres Strait Islander flag is selected Both Aboriginal & Torres Strait Islander when both flags are selected. Neither Aboriginal nor Torres Strait Islander when neither flag is selected.
M	FTE	FTE of the student.
		Configuration
		Type the FTE of the student into the FTE field on the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab.
N	Class/form	School form of the student.
		Configuration
		Populate the HomeGroupDefinition field of the luYearLevel lookup table. See luYearLevel lookup table.
O	FFPOS	Whether the student is full-fee paying.
		Configuration
		Select the Full Fee Paying field on the Debtor tab of Current Student Maintenance. See Current Student Maintenance - Debtor tab. This field has a value of: Yes for full-fee paying students No for non-full-fee paying students
P	Dual enrolment status	Whether the student is enrolled at more than one school.
		Configuration
		Populate the details of any additional schools attended by the student into the Other Schools Attended sub-tab of the External tab of Current Student Maintenance. See Current Student Maintenance - External tab.
Q	Enrolment start date	Date the student entered your organisation.
		Configuration
		Type the entry date of the student into the Entry Date field on the Entry tab of Current Student Maintenance. See Current Student Maintenance - Entry tab.
R	Student other spoken language	Code used for the language spoken by the student at home.
		Configuration
		Select the home language of the student using the Home Language drop-down list on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. Note: You need to populate the Home Language field with MCEETYA values by loading the MCEETYA values into the luLanguage lookup table. See: Loading lookup tables for external systems luLanguage lookup table.
S	Country of birth	Code used for the country of birth of the student.
		Configuration
		Select the country of birth of the student using the Country of Birth drop-down list on Student sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab. Note: You need to populate the Country of Birth field with MCEETYA values by loading the MCEETYA values into the luCountry lookup table. See: Loading lookup tables for external systems luCountry lookup table.
T	Parent 1 relationship to student	Relationship of the first parent to the student. Important: You must map Synergetic relationship values to accepted census values using the NTGOVDEMO external system on the Interface Settings window. See Using the Interface Settings window.
		Configuration
		Add relationships using the Relations tab of Current Student Maintenance. See Current Student Maintenance - Relations tab.
U	Parent 1 school education	Code used for the highest level of school education attained by the first parent. Important: When the ParentYearLevelNoConvert configuration setting is set to True you must ensure that the Highest Secondary Year Level field is populated with one of the five values below. See ParentYearLevelNoConvert configuration setting.
		Configuration
		Select the highest level of school education using the Highest Secondary Year Level field on the Parent 1 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab - Parent 1 sub-tab. This field has a value of either: Not stated/unknown Year 9 or equivalent or below Year 10 or equivalent Year 11 or equivalent Year 12 or equivalent.
V	Parent 1 non-school education	Code used for the highest qualification level attained by the first parent.
		Configuration
		Select the highest qualification level of using the Highest Qualification Level field on the Parent 1 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab - Parent 1 sub-tab. This field has a value of either: Not stated/unknown. Certificate I to IV (including trades) Diploma/Advanced Diploma Bachelor Degree or higher No non-school education. Note: The actual field value (e.g. 2) is defined using the ExternalSystemCode field of the luQualificationLevel lookup table. You need to populate the lookup table values by loading MCEETYA values into the luQualificationLevel lookup table. See: • luQualificationLevel lookup table • Loading lookup tables for external systems. Important: Data is not loaded when the details of an existing row match the corresponding row from the loaded data. When this happens you need to manually select the MCEETYA ExternalSystemType and ExternalSystemCode values.
W	Parent 1 occupation group	Description of the occupation position of the first parent.
		Configuration
		Select the occupation position of the first parent using the Occupation Position field drop-down list on the Parent 1 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab - Parent 1 sub-tab. This field has a value of either: Senior management in large business organisation, government admin/defence, qualified professional Other business manager, arts/media/sportsperson, associate professional Tradesman/woman, clerk, skilled office/sales/service staff Machine operator, hospitality staff, assistant, labourer, related worker Not in paid work in last 12 months Not stated or unknown. Note: The actual field value (e.g. 2) is defined using the ExternalSystemCode field of the luOccupationPosition lookup table. You need to populate the lookup table values by loading MCEETYA values into the luOccupationPosition lookup table. See: • luOccupationPosition lookup table • Loading lookup tables for external systems. Important: Data is not loaded when the details of an existing row match the corresponding row from the loaded data. When this happens you need to manually select the MCEETYA ExternalSystemType and ExternalSystemCode values.
X	Parent 1 other spoken language	Description of the home language of the first parent.
		Configuration
		Select the home language using the Home language field on the Parent 1 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab - Parent 1 sub-tab. Note: The actual field value (e.g. 1201) is defined using the ExternalSystemCode field of the luLanguage lookup table. You need to populate the lookup table values by loading MCEETYA values into the luLangauge lookup table. See: • luLanguage lookup table. • Loading lookup tables for external systems. Important: Data is not loaded when the details of an existing row match the corresponding row from the loaded data. When this happens you need to manually select the MCEETYA ExternalSystemType and ExternalSystemCode values.
Y	Parent 2 relationship to student	Relationship of the second parent to the student. Important: You must map Synergetic relationship values to accepted census values using the NTGOVDEMO external system on the Interface Settings window. See Using the Interface Settings window.
		Configuration
		Add relationships using the Relations tab of Current Student Maintenance. See Current Student Maintenance - Relations tab.
Z	Parent 2 school education	Code used for the highest level of school education attained by the second parent. Important: When the ParentYearLevelNoConvert configuration setting is set to True you must ensure that the Highest Secondary Year Level field is populated with one of the four values below. See ParentYearLevelNoConvert configuration setting.
		Configuration
		Select the highest level of school education using the Highest Secondary Year Level field on the Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab - Parent 2 sub-tab. This field has a value of either: Not stated/unknown Year 9 or equivalent or below Year 10 or equivalent Year 11 or equivalent Year 12 or equivalent.
AA	Parent 2 non-school education	Code used for the highest qualification level attained by the second parent.
		Configuration
		Select the highest qualification level of using the Highest Qualification Level field on the Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab - Parent 2 sub-tab. This field has a value of either: Not stated/unknown. Certificate I to IV (including trades) Diploma/Advanced Diploma Bachelor Degree or higher No non-school education. Note: The actual field value (e.g. 2) is defined using the ExternalSystemCode field of the luQualificationLevel lookup table. You need to populate the lookup table values by loading MCEETYA values into the luQualificationLevel lookup table. See: • luQualificationLevel lookup table • Loading lookup tables for external systems. Important: Data is not loaded when the details of an existing row match the corresponding row from the loaded data. When this happens you need to manually select the MCEETYA ExternalSystemType and ExternalSystemCode values.
AB	Parent 2 occupation group	Description of the occupation position of the second parent.
		Configuration
		Select the occupation position of the second parent using the Occupation Position field drop-down list on the Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab - Parent 2 sub-tab. This field has a value of either: Senior management in large business organisation, government admin/defence, qualified professional Other business manager, arts/media/sportsperson, associate professional Tradesman/woman, clerk, skilled office/sales/service staff Machine operator, hospitality staff, assistant, labourer, related worker Not in paid work in last 12 months Not stated or unknown. Note: The actual field value (e.g. 2) is defined using the ExternalSystemCode field of the luOccupationPosition lookup table. You need to populate the lookup table values by loading MCEETYA values into the luOccupationPosition lookup table. See: • luOccupationPosition lookup table • Loading lookup tables for external systems. Important: Data is not loaded when the details of an existing row match the corresponding row from the loaded data. When this happens you need to manually select the MCEETYA ExternalSystemType and ExternalSystemCode values.
AC	Parent 2 other spoken language	Description of the language spoken by the second parent.
		Configuration
		Select the home language using the Home language field on the Parent 2 sub-tab of the Demographic tab of Current Student Maintenance. See Current Student Maintenance - Demographic tab - Parent 2 sub-tab. Note: The actual field value (e.g. 1201) is defined using the ExternalSystemCode field of the luLanguage lookup table. You need to populate the lookup table values by loading MCEETYA values into the luLangauge lookup table. See: • luLanguage lookup table. • Loading lookup tables for external systems. Important: Data is not loaded when the details of an existing row match the corresponding row from the loaded data. When this happens you need to manually select the MCEETYA ExternalSystemType and ExternalSystemCode values.
AD	AvailableHours	As these fields are outside the scope of Synergetic, they are listed in the proc, but no output is produced.
AE	AvailableMinutes
AF	Attended
AG	ECQualifiedTeacher
AH	AttendedHours
AI	AttendedMinutes

To export the Student Age Census file:

Ensure you have configured the NTGOVDEMO external system lookup table mapping. See Configuring external system lookup table mapping.
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.
Select the year using the Year field.
Select the term using the Term field.

Note: You do not need to select the Campus.
Select NT using the State field, if not already selected.
Select Student Age Census using the Export File drop-down list.
Type your school name into the School Name field.

Note: You can pre-populate this field by typing your school name into the Value field of the MCEETYA_SchoolName configuration setting. See MCEETYA_SchoolName configuration setting.
Select how fields in the report are separated using the Delimiter field.

Tip: We recommend using the Comma delimiter.
Select the date up to which student data will be included in the Student Age Census 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.
Click to select a location to save the file.
The Save As window is displayed.
Navigate to the file location where the Student Age Census file is to be saved.
Type a filename into the File name field followed by .txt. For example, 2020 Student Age Census.txt.
Click .
Click .
The Student Age Census file is exported.
Open the YYYY Student Census spreadsheet in Microsoft Excel.
The YYYY Student Census spreadsheet is displayed.
Select the first cell to be populated with data.
Open the Student Age Census export file.
Copy all the data.
Paste the data into the 2020 Student Census Spreadsheet.

The Student Age Census is imported.
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.
Submit the Student Age Census file.
Exporting the Student Age Census file is complete.