ACARA Data Capture Update for Australian Schools

PCSchool has now created an export format that meets the new ACARA (Australian Curriculum, Assessment and Reporting Authority) requirements.

To get the new format you will need to be on Curric version 2012.2.0.755 by taking the latest Followup from our website: www.pcschool.net/download/Followup2012-2.zip Current Version Number

VERIFYING THE DATA

As well as taking the latest update you will need to ensure the data in PCSchool has been entered correctly this includes checking the following:

  • Student & Family origin and background information has been entered and Family DETYA addresses have been verified as per the Government Reporting tech tip.
  • Students who are Non Australian Citizens will need to have one of the following indicators assigned to them in the Student View – Enrolment tab – User Defined tab
Migrant, Visa or Overseas must be ticked if not an Australian Citizen

Migrant, Visa or Overseas must be ticked if not an Australian Citizen

  • Non Australian Citizens who has Permanent Residency in Australia will also need to have ‘Permanent Residency Visa’ as the Doc Sighted in the Student – Enrolment tab – Enrolment tab
Permanent Residency Visa must be selected as Doc Sighted

Permanent Residency Visa must be selected as Doc Sighted for non-citizens with permanent residency

NOTE: At present ‘Visa SubClass Number’ and ‘Arrival in Australia Date’ is not stored in a standard field in the database so must be added manually to the csv file once the bulk of the data has been exported.

CREATING THE FILE

Once the student information has been checked and verified you can create the ACARA File via Subjects – Data Capture – DEPT EDUC(Aust) tab:

Select Options and Preview File

If there are any critical errors they can be seen in the Error Log and will need to be corrected before the file can be Completed / created.

Upon selecting ‘Complete’ the file creation to prompt the ACARA Key School Data screen to appear. You will need to ensure you enter the correct information for your school.

Complete file creation and enter in ACARA Key School Data information

Complete file creation and enter in ACARA Key School Data information

Report formats include the Full ACARA export or a smaller SBD ACARA export depending on your requirements.

NOTE AGAIN: At present ‘Visa SubClass Number’ and ‘Arrival in Australia Date’ is not stored in a standard field in the database so must be added manually to the csv file once the bulk of the data has been exported.

If you have any problems or questions please contact the PCSchool Help Desk (07 4939 5995 – or – helpdesk@pcschool.net) for assistance.

Data Structure Changes 2014.0

View Followup 2014 Development History.

IMPORTANT: the following data structure changes have been made to the database tables in PCSchool, and may not yet be implemented or visible to the user after the update. Changes to the front end / user interface will be made in subsequent Version 2014 program followups and will be made available via the PCSchool website.

Strike through indicates implementation

Personal Development Codes:

  1. Added Award Type Ascii 10 (attached to Codemast field type “AWARDTYPE”  Use this to store such headings as CUP, CERTIFICATE 
  2. Added Criteria (text 500) to enable user to explain what is the criteria for this award

Personal and Professional Development

Added a new table to enable Professional Development entries to have Focus Areas appended.

  1. Table FOCUSAREA  links to Maintenance Codes of Type FOCUSAREA
  2. Added UniqueIF field to Personal Development Table, EXTRA, to give a unique link for the Focus Area

Co Curriculum

  1. Added Elective to Type of Activity and to season selection list
  2. Added Criteria Text field to Activity for use with help text in CoCurricular Choice
  3. Added fields for billing to Co-Curric Activity
  4. Added Points (Num 2) to CoCurric Activity for racking Co-Curric involvement

Activity

    • Non_Refund_Fee (Component of fee that is non refundable)
    • Refund_Fee (Refundable component of fee
    • Cost Centre (Debtor cost centre to use when billing)
    • Cost_Centre_RF  (Debtor cost centre to use when billing refunfable component)
    • Bill_To (Debtors or Sundry Debtors)

CoCurric

    • Fee
    • Refundable Fee
    • Billing Invoice Reference

Curriculum

  1. Added table support for Vocational Pathways to enable tracking of student re vocational readiness. Table 196 PATHWAYS  Links to Standard Table and Area of Assessment table.
  2. Added fields to Standard table to cater for UE_Lit_Maori_Read  and UE_Lit_Maori_Writing
  3. Added new table structure to support new markbook design inc formulas in the markbook. New tables include
    • MKBOOKH  replacing MBHeader
    • MKBOOKC removing column heading data from MBHeader
    • MKBOOKF used to store formula information for markbook columns
    • MKBOOKD will replace MARKBOOK

Timetable

  1. Added table CALCAMP to support multi-campus in the calendar and time table
  2. Added Campus to table TIMEPHAS to support multi-campus in the calendar and time table.
  3. Added CAMPUS to Timepdhd table to enhance support for multi campus

Staff Table (Added to Staff View  17/2/2014)

  1. Added House to Staff table
  2. Added KnownAs
  3. Added a new Table for ROLE to record roles of staff. Role codes stored in Maintenance View under Type = ROLE. Roles would include Principal, Year Co-Ordinator etc
  4. Added Spouse and Spouse phone
  5. Added Dormitory

Created Table for Vehicles to enable Vehicles to be assigned to Staff or Students

Reports Help

  1. Added LINK field to Report table to enable referencing to a url to provide on line help associated with a specific report
  2. Added field for Associated EMail where users can assign email addresses to be associated with a report. This enables a report to be emailed to automatically to a series of preset emails.

Ledger Reports

  1. Created Table REPSEQ to enable one ledger report to point to a series of reports that will be run when the specific report is selected. This will enable a single report to be selected eg MONTH END and this single report will result in a number of reports being printed, instead of having to individually selct each report in turn.

Financial Scheduling

  1. Created table FINSCHED for scheduling standing journals and for use in repeating Creditor transactions

Library

  1. Added SECGROUPIN to Library Patron table to enable local security support for the library
  2. Added fields to LIBLOAN to cater for last return dates for different loan types. Lastdate, l1date, l2date, l3date, l4date, l5date
  3. Added SUPPLIERID to Library Supplier table to link back to valid Creditor and Identity records via Member#
  4. Add field to LIBMAST for Target Audience

Student Table

  1. Added field for Epilepsy
  2. Added field for Deputy Principal
  3. Added field for Antihistermine Allowed
  4. added Health Care Card number and Expiry date
  5. Added field to record date of Year End for use in SIF compliance
  6. Added Medicare Expiry Date
  7. Added Vaccination fields
    1. Rotavirus 2mths
    2. Rotavirus 4 mths
    3. MMR 18 mths
    4. HIB 12 mths
  8. Added Visa Class and Visa Expiry Date

Added CLASLINK Table that will be used to auto allocate data based on a students Home or Core Class or Form Teacher

  1. associates Teachers with Form or Core Class and Home Rooms
  2. associates Deans and Deputy Principals with Form Class or Form Teacher

Sysfile Table

  1. Added fields to indicate associations between fields refrenced in CLASLINK

Family

  1. Added Field to each Care Giver enabling them to be tagged via Checkbox. Primary use is to label Care Givers as Voting Rights
  2. Added State to the Other Address Tab

Payroll

  1. Added fields into Paystd, Paytemp and Paytrans to improve monitoring of leave accruals, namely LEAVE_ACC  and  LS_ACC
  2. Added Long Service Acc YTD and LS Accrual Anniversary Date to cater for NSW award so that LSL accrued in a current year does not fall due until anniversary date is reached.

Payroll Super Control Table

  1. Added fields to SUPER to enable recording of specific Super Control Liability account details so that Super Providers can have their own Liability Control Accounts rather than use the default.
  2. Added Spin Number to Payroll SUPER table

Roll Table

  1. Add index to Roll  (Student Subject Year Class Date Recnum)  to  enable optimisation in absence calc in Crystal Report based on Roll attendance.

Teacher Absent table TCHABSNT

  1. Added Status to enable reason for absence (similar to student absence) to be recorded
  2. Added Doc_Sighted check box

Added Table CAMPUS

  1. Sits below Sysfile to store campus specific system entries that relate to that Campus, such as Timetable days and periods etc. Table links to Identity table to retrieve campus specific address and banking information.

Behaviour

  1. Added additional comment field for Result comment (POST_COMMENT)
  2. Added field for Location (code setup in Maintenance Codes Type = LOCATION)
  3. Added field for Referred_BY (code setup in Maintenance Codes Type = REFERRAL)
  4. Added field for Referred_TO (code setup in Maintenance Codes Type = REFERRAL)
  5. Added field for Severity. Values
    • Minor
    • Repeated Minor
    • Major
  6. Added field for Motivation (code setup in Maintenance Codes Type = MOTIVATION)
  7. Added field for Others Involved. Values  (code setup in Maintenance Codes Type = INVOLVED) eg .
    • None
    • Peers
    • Teacher
    • Relief Teacher
    • Non Teaching Staff

Incident Tracker

  1. Added field for Location
  2. Added field for Time_Of_Day  (code setup in Maintenance Codes Type = TIMEOFDAY)
  3. Added Referred_By  (code setup in Maintenance Codes Type = REFERRAL)
  4. Added Referred_To  (code setup in Maintenance Codes Type = REFERRAL)
  5. Added Approach  (code setup in Maintenance Codes Type = APPROACH)
  6. Added Post_Comment
  7. Added fields to Incident Codes table to enable identification of specific code lists for specific types of incident
  8. Added Security to Incident types so that types can be controlled by security of user

Ledger Posting Table (CBPOST)

  1. Added monthly fields to record the budget for an account for the next year
  2. Added Year to Date budget fields to record budgets for the next 5 years

Ledger Project Codes

  1. Added a Ledger Budget report name to be associated with the project

Keys and Key Usage

  1. Field to store Date Key Returned to the Key Usage table
  2. Comment field added to Key Usage table

Creditor Order Item Table

  1. Added Index for Creditor Code

PosPayment Methods

  1. Added Round option to allow user to specify specific tenders that require rounding

Invoice

  1. Added Invoice# for later use to support creation of Invoices

Micstran

  1. Added Invoice# for later use to support creation of Invoices

Foundation

  1. Added tables to break down a Campaign
    • ALUMFUND Break a Campiagn into sub funds
    • ALUMAPP  to enable Campaigns to be broken into Appeals
    • ALUMPACK enables Appeals to be broken into individual packages

POS Stock Table (POSSTCKL)

  1. Added Year field so that stock can be restricted to a year level

Spider – Subject Assessment Due Dates Propagated to Calendar from ‘Subject & Assessment Criteria’ control

Available in Spider version 2013.10 and above (Post Conference release available end October).

PCSchool has made further enhancements to the Subject and Assessment Criteria control, now linking it to the Calendar. Due dates for assessment items can be entered in via the Subject and Assessment Criteria control with the ability to also add attachments (either files or hyperlinks).Add Assessment Date and Attachment

These dates are then propagated to the Calendar within Spider and visible to to students, caregivers and teachers that have that subject attached to them in the timetable or for assessment.Propagated to Calendar

Spider – Subject Information available throughout Spider

Available in Spider version 2013.10 and above (Post Conference release available end October).

PCSchool has now enhanced the ability for students, caregivers and teachers to view Subject Information throughout the Spider.

Previously information added to to subjects via the Subject and Assessment Criteria control was only made available to students / caregivers when selecting subjects via the On-Line Student Subject Selection, now this information will show against the subject where-ever it may be displayed within the Spider.Online Subject SelectionResult EntryMy ClassesStudent Information

Spider – Additional Configuration File Options

Available in Spider version 2013.10 and above (Post Conference release available end October).

PCSchool has added new keys to the Spider Configuration file as follows:

Disable ‘Change Password’ – Change password option can now be ‘hidden’ with the use of a new Spider Configuration key of “ENABLE_CHANGEPASSWORD”. This option can be used by schools who have alternate methods for changing user passwords, such as through a Single Sign On Interface. Set the key to FALSE to disable / hide the ‘Change Password’ option at the top of the Spider screen.

Change Password can be hidden

View Student Info from Absence Entry – Absence Entry control has now been enhanced to enable teachers to view the Student Information control for students in their class by simply clicking on their name in the roll. This option can be enabled with the use of a new Spider Configuration key of “SHOW_STUDENTINFO_FROM_ABSENCEENTRY”. Set the key to TRUE to activate this option.Enable link to Student Information from Absence Entry

Enable Email Authentication – Email Authentication can be set to use the default setting in Spider Configuration file when sending out bulk emails from Spider (such as Parent Teacher Interviews) but the addition of a new configuration key will prompt individual teachers to enter in their personal email authentication details when sending out emails emails to students / caregivers from within Spider. This option can be enabled with the use of a new Spider Configuration key of “LOAD_DEFAULT_EMAIL_AUTHENTICATION”, a value of FALSE will require teacher enter authentication.Email Authentification

Spider – Caregivers ability to see Student Address details

Available in Spider Version 2013.08.12.xxx or above.

PCSchool has now enhanced the ability for schools to hide or display student address details from various caregivers when viewed in the Student Information control.

There are two security objects that can be used to set these rights for different caregivers. they are:Security Objects

If you have “Spider Show Address” object for any users “User Rights”, then they can see the address. But if the “Deny Address Access” exists, then that overrides all other security related to this.

Split family in spider:

  •    By default don’t show the address
  •    If you have object 289, then it will show address

Normal family in spider:

  •    By default show the address
  •    If they have object 292, then don’t show address

You need to update the spider if you want this to work and download an import a new SSObjects.tmp file. The SSObjects.tmp file can be found in the latest Programs Followup, once downloaded the .tmp file should be added to the PCSchool\Data folder on the server and then imported in: Import SSObjects File

Student Family Occupation (SFO) data output

Under the Victorian Government’s Non-Government Schools Funding Agreement for the 2010-2013 quandrennium, schools are required to supply their Student Family Occupation (SFO) data annually to the Department of Education and Early Childhood Development (DEECD). Full details are available at: http://www.education.vic.gov.au/school/principals/finance/Pages/srpref011.aspx

PCSchool now allows for this data to be output through the MCEETYA/DETYA tab under Subjects – Data Capture.Data Capture

The file is saved to a .txt file. If renamed with the .CSV extension this can be directly opened in Excel as below.SFO Output File

To have this new File Format available in Data Capture you must be on PCSchool Curric version 2013.02.0.574 Version

 

Download the current followup if your version is less than above from: http://www.pcschool.net/download/followup2012-2.zip

Spider – Help Content can be customised by school

Available in Spider Version 2013.07.25.xxx or above.

PCSchool has now made is possible for schools to add customised help content to each Spider control. This done via the Administration control in the Spider.Administration Control

Customise Cotrol Text & Help Content

Users can then access this Help via the [?] icon.Result Entry ViewHelp Icon

 

Spider – Budget Dashboard improved linkage to Ledger Project Codes

Available in Spider Version 2013.07.24.xxx or above.

PCSchool has improved the Budget Dashboard control to display department income / expenses based on Ledger Project Code sub accounts.

GL Project Codes are set up in PCSchool 'Back Office and assigned to the department head

GL Project Codes are set up in PCSchool ‘Back Office and assigned to the department head

Report is selected from those in Ledger Standard Report Setup and Printing (eg Department Report) and flagged to 'Publish for Project'.

Report is selected from those in Ledger Standard Report Setup and Printing (eg Department Report) and flagged to ‘Publish for Project’.

Based on the format of the Ledger Report and the sub account of the project code assigned to the staff member, they can then view and drill down on income and expenses for their department.

Based on the format of the Ledger Report and the sub account of the project code assigned to the staff member, they can then view and drill down on income and expenses for their department.

 

 

Spider – Roll Marking is now sensitive to students Date of Arrival

Available in Spider Version 2013.06.26.xxx or above.

PCSchool have now made the Roll Marking in Spider sensitive to the students ‘Arrival Date’.  This means that if a student starts part way through a term they will not show on previous attendance rolls as ‘not marked’ as was previously the case.Date of Arrival