Northern Territory organisations are required to export and submit Student Age Census to the Northern Territory Government.
Selection Criteria
Organisations have different selection criteria for the Student Age Census based on whether the Attendance module is installed.
Schools without the Attendance module
If your organisation does not have 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
If your organisation does have the Attendance module, students must meet all the criteria above, but also 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.
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 the 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 2020 Student Census spreadsheet in Microsoft Excel.
The 2020 Student Census spreadsheet is displayed. - Select the first cell to be populated with data.
- Click the Data tab.
The Data tab is displayed. - Click in the Get External Data area.
The Import Text File window is displayed. - Select the Student Age Census file.
- Click .
The Text Import Wizard - Step 1 of 3 window is displayed. - Select the My Data has headers field.
- Click .
The Text Import Wizard - Step 2 of 3 window is displayed. - Select the delimiter used for the file using the Delimiters area. For example, Comma.
The Data preview area is refreshed to display the content in columns. - Click .
The Text Import Wizard - Step 3 of 3 window is displayed. - Select one of the following columns in the Data preview area.
• - Select the Text field in the Column data format area.
- Repeat Steps 25 and 26 for the remaining fields.
- Click .
The Import Data window is displayed.
Tip: You can update the Existing worksheet field to change the row and column insertion point. - Click .
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.
Student Age Census file fields
Registered name of your organisation. 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 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. 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. 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. 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. Gender of the student. Note: You need to map luGender values to these NT Demographic values using the NTGOVDEMO interface setting. See Using the Interface Settings window. 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: 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. 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: 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. 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: 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: 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. 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. 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: 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: 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 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. 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: 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 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. 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. 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. 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. 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. 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: 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: 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 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. 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: 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 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. 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. 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.Column Field Description A School name Configuration B Student ID Synergetic ID of the student. C Surname Surname of the student. Configuration 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 Configuration J Date of birth Date of birth of the student. Configuration K Gender Configuration
- 1 for Male
- 2 for Female
- 3 for Intersex or Indeterminate
- 9 for Not stated.L Indigenous status Indigenous status of the student. Configuration M FTE FTE of the student. Configuration 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 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 R Student other spoken language Code used for the language spoken by the student at home. Configuration S Country of birth Code used for the country of birth of the student. Configuration T Parent 1 relationship to student Configuration Add relationships using the Relations tab of Current Student Maintenance. See Current Student Maintenance - Relations tab. U Parent 1 school education Configuration V Parent 1 non-school education Code used for the highest qualification level attained by the first parent. Configuration
• Loading lookup tables for external systems.W Parent 1 occupation group Description of the occupation position of the first parent. Configuration
• Loading lookup tables for external systems.X Parent 1 other spoken language Description of the home language of the first parent. Configuration
• Loading lookup tables for external systems.Y Parent 2 relationship to student Configuration Add relationships using the Relations tab of Current Student Maintenance. See Current Student Maintenance - Relations tab. Z Parent 2 school education Configuration AA Parent 2 non-school education Code used for the highest qualification level attained by the second parent. Configuration
• Loading lookup tables for external systems.AB Parent 2 occupation group Description of the occupation position of the second parent. Configuration
• Loading lookup tables for external systems.AC Parent 2 other spoken language Description of the language spoken by the second parent. Configuration
• Loading lookup tables for external systems.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