Import_Export Student Data - Transport tab

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...

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.

Click here to view exclusion criteria

Field

Description

See...

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.

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

Conveyance Allowance Program

Column	Heading	Description
Student fields
A	Student VSN(varchar9)	Victorian Student Number of the student.
		Configuration
		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
		Mandatory
		Populate the given name of the student into the Given field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field has a maximum length of 20 characters.
D	Student Surname	Surname of the student.
		Configuration
		Mandatory
		Populate the surname of the student into the Surname field on the Personal tab of Current Student Maintenance. See Current Student Maintenance - Personal tab. This field has a maximum length of 30 characters.
E	Student Birth Date	Date of birth of the student.
		Configuration
		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
		Mandatory
		Populate 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. This field has a maximum length of 3 characters (e.g. 0.4).
G	Student Enrolment Date	Entry date of the student.
		Configuration
		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
		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
		Mandatory
		Populate the year level of the student into 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. This field has a maximum length of 2 characters.
J	Student Contact Telephone Number	Home phone number of the student.
		Configuration
		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
		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
		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
		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
		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.

		Highly recommended
		This field is defined using the Preferred field on the Name tab of Community Maintenance. See Community Maintenance - Name tab.
P	Applicant Surname	Surname of the applicant.
		Configuration
		Highly recommended
		This field is defined using the Surname field on the Name tab of Community Maintenance. See Community Maintenance - Name tab.
Q	Applicant Contact Telephone Number	Phone number of the applicant.
		Configuration
		Highly recommended
		This field is defined using the Home Phone field on the Phone tab of Community Maintenance. See Community Maintenance - Phone tab.
R	Applicant Residential Address Line 1	First line of the applicant's home address.
		Configuration
		Highly recommended
		This field is defined using the Line 1 field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
S	Applicant Residential Address Line 2	Second line of the applicant's home address.
		Configuration
		Highly recommended
		This field is defined using the 2 field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
T	Applicant Residential Suburb	Suburb of the applicant's home address.
		Configuration
		Highly recommended
		This field is defined using the Suburb field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.
U	Applicant Residential Postcode	Postcode of the applicant's home address.
		Configuration
		Highly recommended
		This field is defined using the Postcode field on the Home Address tab of Community Maintenance. See Community Maintenance - Home Address tab.

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.

Import/Export Student Data - Transport key tab fields and buttons
Fields

Note: This export ignores the value of the Term field.

Field	Description
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.
File Name	File name of the export.
Progress	Progress of the import.

Buttons

Button	Description
	Select the path of the file being exported.