Exporting the STATS file

STATS data is submitted to the DESE in the form of an XML file. This file is generated by the Cohort Data Collection Tool spreadsheet using data exported from Synergetic.

Important: You must use the STATS Cohort Data Collection Tool spreadsheet.

To export the STATS file: 

1. Map the outbound Synergetic lookup table 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: Student cohorts with unmapped year levels or genders will be reported. However, this data will fail DESE validation. For more information about cohorts and field configurations, see Import_Export Student Data - STATS tab.
   
   
2. Open the STATS tab of the Import/Export Student Data window. See Import_Export Student Data - STATS tab.
   The STATS 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.
5. Select the campus using the Campus drop-down list.
   
6. Select the reference period using the Export Type field. You can select:
   
   • Semester 1
   • Term 3.
   
   
7. Select the start of the reporting period using the Start Date field.
8. Select the end of the reporting period using the End Date field.
   
9. Select the included year levels using the Year Level From and To fields.
   
10. Click  to select a location to save the file.
    The Save As window is displayed.
    We recommend saving the file as a .csv file.
    
11. Navigate to the file location where the STATS Export file is to be saved.
12. Type a filename into the File name field followed by .csv. For example, STATS Export.csv.
    
    Note: Victorian CEO Schools must follow the naming convention as defined by the Victorian CEO.
    
    
13. Click .
14. Click .
    
    Note: Warnings will be displayed if issues exist in Interface Settings mappings. For more information about possible warnings, see Import_Export Student Data - STATS tab.
    
    
15. Resolve any warnings in Interface Settings and re-run the export. 
    The STATS Export file is exported.
    
16. Download the Cohort Data Collection Tool spreadsheet from the Schools Hub website. See Schools Hub (STATS).
    
    Important: You must use the Cohort Data Collection Tool spreadsheet.
    
    
    
17. Open the Cohort Data Collection Tool spreadsheet in Microsoft Excel.
    
    Important: You must enable macros when opening the spreadsheet.
    
    
18. List your school locations on the LOCATION LIST sheet, if not already done.
19. Select the COHORT DATA sheet.
    
20. Select the first data cell to be populated with data.
    
21. Populate your data into the Cohort Data Collection Tool spreadsheet. 
    
    Note: There are several ways to populate the data. Use your preferred method.
    
    Important: DESE instructs users to delete Column C (Collection) as shown below in the Cohort Data Collection Tool spreadsheet. Synergetic has found this to be incorrect. To ensure data is entered in the correct columns, do not delete Column C.
    
    
    
    The STATS Export data is imported.
22. Review the information for completeness. For report value configuration details, see Import_Export Student Data - STATS tab.
    
23. Repeat the export process for additional year levels, if necessary.
24. Select the reference period using the Enter Reference Period and Year field.
    
25. Select the year using the Enter Reference Period and Year field.
    
26. Click .
27. Resolve any errors marked with in the Valid Data column.
28. Repeat Step 26 until there are no more errors.
29. Click .
30. Save XML file.
31. Submit the STATS file to the Department of Education, Skills and Employment.
    
    Export and submission is complete.