Victorian organisations can use the Transport tab to export Conveyance Allowance Program data for submission to the Department of Education and Training.
Important: You will only see this tab if the RegionCode configuration setting value is set to VIC. See RegionCode configuration setting.
Background
The Department of Education and Training introduced the Conveyance Allowance Program to provide financial assistance to cover transportation costs to and from school where students:
- live in rural and regional Victoria and attend their nearest appropriate school/campus
- attend eligible specialist schools.
For more information about the Conveyance Allowance Program including eligible schools, relevant dates, and submission instructions, see Conveyance Allowance Program.
Inclusion and exclusion criteria
Click here to view inclusion criteria | Field | Description | See... |
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| Travel Allowance | Students must have the Travel Allowance field selected on either: - Transport tab of Current Student Maintenance
- Semester tab of Past Student Maintenance.
| Current Student Maintenance - Transport tab Past Student Maintenance - Semester tab | | Year | Students must have been current students in the file year selected using the Year field on the Transport tab of Import_Export Student Data tab. | See Year field below. | | Campus | Students must be or have been studying at the campus selected using the Campus field on the Transport tab of the Import_Export Student Data tab. | See Campus field below. |
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Click here to view exclusion criteria | Field | Description | See... |
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| Current students only | When the Current Students Only field is selected on the Transport tab of the Import_Export Student Data window the following students are excluded from the export: - Past students
- Current students with a Leaving Date on the Status sub-tab of the School tab of Current Student Maintenance prior to the Process Date on the Transport tab of the Import_Export Student Data tab.
| Current Student Maintenance - School tab - Status sub-tab See the Current Students Only and Process Date fields below. | | Leaving Date | Students are excluded from the export when their Leaving Date on the Status sub-tab of the School tab of Current Student Maintenance is either: - Later than the date selected using the Process Date field on the Transport tab of the Import_Export Student Data tab.
- Prior to the file year selected using the Year field on the Transport tab of the Import_Export Student Data tab.
| Current Student Maintenance - School tab - Status sub-tab See the Process Date and Year fields below. |
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Field configurations
For information about the field configurations used for the Conveyance Allowance Program export please click the link below.
Click here to view field configurations
| Student fields | | Column | Heading | Description |
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| A | Student VSN(varchar9) | Victorian Student Number of the student. | | Configuration |
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| Mandatory | - Populate the VSN of the student into the Government Student Number field on the Codes tab of Current Student Maintenance. See Current Student Maintenance - Codes tab.
- This field has a maximum length of 9 characters.
| | B | Student Identifier(varchar10) | Synergetic ID of the student. | | C | Student First Name | Given name of the student. | | Configuration |
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| Mandatory | | | D | Student Surname | Surname of the student. | | Configuration |
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| Mandatory | | | E | Student Birth Date | Date of birth of the student. | | Configuration |
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| Mandatory | - Populate the date of birth of the student into the Date of Birth field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab.
- This field has a maximum length of 10 characters.
- This field has a format of dd/mm/yyyy.
| | F | Student Full Time Equivalent | FTE of the student. | | Configuration |
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| Mandatory | | | G | Student Enrolment Date | Entry date of the student. | | Configuration |
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| Mandatory | - Populate the Entry date field on the Entry tab of Current Student Maintenance. See Current Student Maintenance - Entry tab.
- This field has a maximum length of 10 characters.
- This field has a format of dd/mm/yyyy.
| | H | Student Exit Date | Leaving date of the student. | | Configuration |
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| Optional | - Populate the leaving date of the student into the Leaving Date field on the Status sub-tab of the School tab of Current Student Maintenance. See Current Student Maintenance - School tab - Status sub-tab.
- This field has a maximum length of 10 characters.
- This field has a format of dd/mm/yyyy.
| | I | Student Year Level | Year level of the student. | | Configuration |
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| Mandatory | | | J | Student Contact Telephone Number | Home phone number of the student. | | Configuration |
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| Mandatory | - Populate the home phone number into the Home phone field on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab.
- This field has a maximum length of 20 characters.
| | K | Student Residential Address Line 1 | Line 1 of the student's home address. | | Configuration |
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| Mandatory | - Populate the first line of the student's home address into the Line 1 field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
- This field has a maximum length of 30 characters.
| | L | Student Residential Address Line 2 | Line 2 of the student's home address. | | Configuration |
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| Mandatory | - Populate the first line of the student's home address into the Line 2 field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
- This field has a maximum length of 30 characters.
| | M | Student Residential Suburb | Suburb of the student's home address. | | Configuration |
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| Mandatory | - Populate the suburb of the student's home address into the Suburb field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
- This field has a maximum length of 30 characters.
| | N | Student Residential Postcode | Postcode of the student's home address. | | Configuration |
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| Mandatory | - Populate the postcode of the student's home address into the Postcode field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
- This field has a maximum length of 4 characters.
| Applicant fields Note: The applicant is the first contact on the Contacts tab of Current Student Maintenance with the Lives With field selected. If no contact has the Lives With field selected, the applicant is determined using the standard student contact hierarchy (i.e. SC1 then SC2, etc). See Current Student Maintenance - Contacts tab. | | O | Applicant First Name | First name of the applicant. |
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| Highly recommended | | | P | Applicant Surname | Surname of the applicant. | | Configuration |
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| Highly recommended | | | Q | Applicant Contact Telephone Number | Phone number of the applicant. | | Configuration |
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| Highly recommended | | | R | Applicant Residential Address Line 1 | First line of the applicant's home address. | | Configuration |
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| Highly recommended | | | S | Applicant Residential Address Line 2 | Second line of the applicant's home address. | | Configuration |
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| Highly recommended | | | T | Applicant Residential Suburb | Suburb of the applicant's home address. | | Configuration |
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| Highly recommended | | | U | Applicant Residential Postcode | Postcode of the applicant's home address. | | Configuration |
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| Highly recommended | |
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Opening the Transport tab To open the Transport tab: - Select Module > Students > Student Data Import/Export from the main menu.
The WA SCSA tab of the Import/Export Student Data window is displayed.
Tip: You can also access the student import and export functions by clicking  .
- Click the Transport tab.
The Transport tab of the Import/Export Student Data window is displayed.
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Import/Export Student Data - Transport key tab fields and buttons
Fields
Note: This export ignores the value of the Term field.
Field | Description |
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| Year | File year to process. |
| Campus | Campus to process. |
State | Australian state where the school is located. Note: This tab is currently only available to Victorian schools. |
Export File | File to export. Note: This tab is currently only used to export the Conveyance Allowance Program data file. |
Current Students Only | Select this field to exclude past students from the export. |
Process Date | Date the export is run. |
| View Exported Students | View the Students included in the Export window when the export is processed. .png?version=2&modificationDate=1617029690180&cacheVersion=1&api=v2&width=748&height=250)
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| File Name | File name of the export. |
Progress | Progress of the import. |
Buttons
Button | Description |
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| Select the path of the file being exported. |
