Data Exchange menu

MAP ID = 207

The Data Exchange section exchanges data with administrative systems conforming to the Schools Online file formats.

Contents

Data Exchange menu

Data import overview

South Australia

Northern Territory

Important import information

Import warnings

Importing Student/Candidate data

Importing Teacher data

Importing Class data

Importing Enrolment data

Importing VET Enrolment/VET Results data

Importing CEA Data (SA Schools only)

Exporting data (SA)

Selecting the export details (SA)

Running the export (SA)

Exporting Class data (SA)

Exporting SACE Enrolment data (SA)

Exporting Subject data (SA)

Exporting Student data (SA)

Exporting Teacher data (SA)

Exporting VET result data (SA)

Exporting CEA Reference data (SA)

Exporting CEA Data (SA)

Exporting data (NT)

Selecting the export details (NT)

Running the export (NT)

Exporting Enrolment data (NT)

Exporting Subject data (NT)

Exporting Candidate data (NT)

Exporting VET Result data (NT)

Exporting Data – saving a file from an Internet Browser

Microsoft Internet Explorer 10

Google Chrome

Mozilla Firefox

Opening a 'dat' file exported from Schools online

Import and export file formats (SA)

SA Import file formats

SA Export file formats

Import file formats (SA)

Students import file format (SA)

Teachers import file format (SA)

Classes import file format (SA)

SACE Enrolments import file format (SA)

VET Enrolments import file format (SA)

CEA Data import file format (SA)

Export file formats (SA)

Classes export file format (SA)

SACE Enrolments export file format (SA)

Subjects export file format (SA)

Students export file format (SA)

Teachers export file format (SA)

VET Results export file format (SA)

CEA Data export file format (SA)

CEA Reference Data export file format (SA)

Import and export file formats (NT)

NT Import file formats

NT Export file formats

Import file formats (NT)

Candidates import file format (NT)

Teachers import file format (NT)

Class Structure import file format (NT)

Enrolments import file format (NT)

VET Results import file format (NT)

VET Qualifications import file format (NT)

Export file formats (NT)

Enrolments export file format (NT)

Subjects export file format (NT)

Candidates export file format (NT)

VET Results export file format (NT)

 

Data import overview

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Schools Online allows you to import data from another administrative system. The files you can import MUST BE IMPORTED IN THIS ORDER.

Your import files must use a CSV (comma separated value) format.

South Australia

·         Students (StudImp.dat*)

·         Teachers (TchrImp.dat*)

·         Classes (ClassImp.dat*)

·         SACE Enrolments (EnrlImp.dat*)

·         VET Enrolments (VETRImp.dat*)

·         CEA Data (CEAImp.dat*)

* These file names refer to EDSAS users only.

Northern Territory

·         Candidates (SSABSACandidateExport.csv#)

·         Teachers (SSABSATeacherExport.csv#)

·         Class Structure (SSABSAClassStructureExport.csv#)

·         Enrolments (SSABSAEnrolmentExport.csv#)

·         VET Results (SSABSAVETResultsExport.csv#)

·         VET Qualifications (SSABSAVETQualificationsExport.csv#)

# These file names refer to SAMS users only.

Important import information

·         You can only import one file at a time.

·         Do not attempt to have two imports running at the same time.

·         We strongly recommend that imports should be performed by just one staff member with administrative rights to Schools Online.

·         Always import students and teachers before classes and enrolments.

·         If your student import file includes a student with a name identical to a student already in the database, the import will fail because the system will assume you are trying to create a duplicate. Remove the student from the import file and try again. If the second student is not a duplicate, you will need to enter that student manually through the Create Student screen.

·         Make sure your classes exist before importing SACE enrolments.

·         Administrative systems such as:

·         EDSAS (SA) will save this file in the C:\Temp, C:\WINNT\Temp or C:\Windows\Temp directory on your hard disk.

·         SAMS (NT) will save the file in the W:\Keys\Integris\Outbox directory.

Import warnings

If warnings are generated the valid records will be taken on and the invalid records will be rejected, these warnings will be reported via an import error report.

Examples of warnings are:

Students

·         A student already exists on the database matching on surname, gender, date of birth and first character of given name.

·         The student (identified using the SACE Board Registration number) belongs to another school.

·         Student Code already used at the school (unique for school).

·         A students given name and/or surname contains non-printable characters.

Teachers

·         The teacher for the class does not exist.

You may need to import your teachers before importing SACE classes.

Enrolments

·         The student for a SACE enrolment does not exist on the database.

You may need to import your students first.

·         The student (identified using the SACE Board Registration number) belongs to another school.

·         The status of the enrolment is set to 'C' (Completed).

VET

·         The student for a VET enrolment does not exist.

You may need to import your students first.

·         The student (identified using the SACE Board Registration number) belongs to another school.

Importing Student/Candidate data

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To import from another administrative system, you must create a students or candidates export file, and save it to a known location.

Menu: Home > Data Exchange > Import > Import Data

Data Exchange 1 Import Data (Student/Candidates)

To import student data:

1.     From the Import Data screen, select ‘Students’ (SA), or ‘Candidate’ (NT), from the Type field.

2.     Select a date format that matches the date format in the imported file. The accepted formats are:

·         dd/mm/yyyy

·         mm/dd/yyyy

·         yyyy/mm/dd

·         ddmmyyyy

·         mmddyyyy

·         yyyymmdd

3.     Click on the Browse button and locate the students import file from your computer or the network.

4.     Click on the Import button to import the file into the database. The Import Data Status screen may show progress as the students are imported.

5.     If the data format or contents are not compatible with Schools Online an Import error report will be generated. Read the report and resolve the issues with the data before reimporting the file.

Any data not reported in the import error report will be imported (unless a record already exists)

Data Exchange 2 Import error report (Student/Candidates)

Importing Teacher data

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To import from another administrative system, you must create a teachers export file, and save it to a known location.

Menu: Home > Data Exchange > Import > Import Data

Data Exchange 3 Import Data (Teachers)

To import teacher data:

1.     From the Import Data screen, select ‘Teachers’ from the Type field.

2.     The date format choice is not applicable to the Teachers import so leave the default value as it is.

3.     Click on the Browse button and locate the students import file from your computer or the network.

4.     Click on the Import button to import the file into the database. The Import Data Status screen may show progress as the students are imported.

5.     If the data format or contents are not compatible with Schools Online an Import error report will be generated. Read the report and resolve the issues with the data before reimporting the file.

Any data not reported in the import error report will be imported (unless a record already exists)

Data Exchange 4 Import error report (Teachers)

6.     When the import is successful, an appropriate message will be displayed.

Importing Class data

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To import from another administrative system, you must create a classes or class structure export file, and save it to a known location.

This is not the same as importing enrolments for your students. It is a separate process.

Menu: Home > Data Exchange > Import > Import Data

Data Exchange 5 Import Data (Classes/Class Structure)

To import class data:

1.     From the Import Data screen, select Classes (SA), or Class Structure (NT), from the Type field.

2.     The date format choice is not applicable to the classes or class structure import so leave the default value as it is.

3.     Click on the Browse button and locate the students import file from your computer or the network.

4.     Click on the Import button to import the file into the database. The Import Data Status screen may show progress as the students are imported.

5.     If the data format or contents are not compatible with Schools Online an Import error report will be generated. Read the report and resolve the issues with the data before reimporting the file.

Any data not reported in the import error report will be imported (unless a record already exists)

Data Exchange 6 Import error report (Classes/Class Structure)

6.     When the import is successful, an appropriate message will be displayed.

Importing Enrolment data

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To import from another administrative system, you must create a SACE Enrolments or Enrolments export file, and save it to a known location.

If no class structure exists for an enrolment, an import error will be displayed. It will be necessary to import or create the class structure and then attempt the SACE enrolments import again.

Menu: Home > Data Exchange > Import > Import Data

Data Exchange 7 Import Data (SACE Enrolments/Enrolments)

To import enrolment data:

1.     From the Import Data screen, select SACE Enrolments (SA), or Enrolments (NT), from the Type field.

2.     The date format choice is not applicable to the SACE Enrolments or Enrolments import so leave the default value as it is.

3.     Click on the Browse button and locate the students import file from your computer or the network.

4.     Click on the Import button to import the file into the database. The Import Data Status screen may show progress as the students are imported.

5.     If the data format or contents are not compatible with Schools Online an Import error report will be generated. Read the report and resolve the issues with the data before reimporting the file.

Any data not reported in the import error report will be imported (unless a record already exists)

Data Exchange 8 Import error report (SACE Enrolments/Enrolments)

6.     When the import is successful, an appropriate message will be displayed.

Importing VET Enrolment/VET Results data

Map ID = 192

To import from another administrative system, you must create a VET Enrolments or VET Results export file, and save it to a known location.

Menu: Home > Data Exchange > Import > Import Data

Data Exchange 9 Import Data (VET Enrolments/VET Results)

To import VET enrolment data:

1.     From the Import Data screen, select ‘VET Enrolments’ (SA), or ‘VET Results’ (NT), from the Type field.

2.     Select a date format that matches the date format in the imported file. The accepted formats are:

·         dd/mm/yyyy

·         mm/dd/yyyy

·         yyyy/mm/dd

·         ddmmyyyy

·         mmddyyyy

·         yyyymmdd

3.     Click on the Browse button and locate the students import file from your computer or the network.

4.     Click on the Import button to import the file into the database. The Import Data Status screen may show progress as the students are imported.

5.     If the data format or contents are not compatible with Schools Online an Import error report will be generated. Read the report and resolve the issues with the data before reimporting the file.

Any data not reported in the import error report will be imported (unless a record already exists)

Data Exchange 10 Import error report (VET Enrolments/VET Results)

Importing CEA Data (SA Schools only)

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To import from another administrative system, you must create a CEA Data export file and save it to a known location.

Menu: Home > Data Exchange > Import > Import Data

Data Exchange 11 Import Data (CEA Data)

To import CEA data:

1.     From the Import Data screen, select ‘CEA Data’ from the Type field.

2.     Select a date format that matches the date format in the imported file. The accepted formats are:

·         dd/mm/yyyy

·         mm/dd/yyyy

·         yyyy/mm/dd

·         ddmmyyyy

·         mmddyyyy

·         yyyymmdd

3.     Click on the Browse button and locate the students import file from your computer or the network.

4.     Click on the Import button to import the file into the database. The Import Data Status screen may show progress as the students are imported.

5.     If the data format or contents are not compatible with Schools Online an Import error report will be generated. Read the report and resolve the issues with the data before reimporting the file.

Any data not reported in the import error report will be imported (unless a record already exists)

Data Exchange 12 Import error report (CEA Data)

6.     When the import is successful, an appropriate message will be displayed.

Exporting data (SA)

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Schools Online allows you to export your data and view each data file on screen or save the file to disk. You can then import the data into another administrative software system. The export files you can generate are:

·         Classes (ClassExp.dat)

·         SACE Enrolments (EnrlExp.dat)

·         Subjects (SubjExp.dat)

·         Students (StudExp.dat)

·         Teachers (TchrExp.dat)

·         VET Results (VETRExp.dat)

·         CEA Data (CEAData.dat)

·         CEA Reference Data (CEARExp.dat)

Selecting the export details (SA)

Menu: Home > Data Exchange > Export > Export Data

Data Exchange 13 Export Data

1.     Click the Export Type down arrow to display the list of export types.

Data Exchange 14 Export Data - export type list

2.     Select an Export Type from the list.

3.     Select a Text Delimiter from the list. The accepted formats are:

·         (None)

·         " (Quotation mark)

4.     Select a Field Separator from the list. The accepted formats are:

·         (None)

·         (Tab)

·         , (Comma)

·         | (Pipe)

·         ~ (Tilde)

·         _ (Underscore)

5.     Select a Date Format for the export file. The accepted formats are:

·         dd/mm/yyyy

·         mm/dd/yyyy

·         yyyy/mm/dd

·         ddmmyyyy

·         mmddyyyy

·         yyyymmdd

If exporting Subjects to EDSAS you must choose “(None)” as the text delimiter and “(Tab)” as the field separator

6.     If you want field headers in your export file, select Include Field Headers.

Running the export (SA)

To run the export from the Export Data screen:

1.     Click on the OK button to begin the export. The Export Status screen will show that the data is being extracted from the database.

Data Exchange 15 Export Status – Retrieving Data

 

Data Exchange 16 Export Status – Export Completed

2.     Choose either to Save the file or View the data when the data has been extracted.

Once the file has been prepared by Schools Online the browser should give you the options to save the file.

Exporting Class data (SA)

Menu: Home > Data Exchange > Export > Export Data

1.     Select Classes from the list of export options on the Export Data screen.

2.     Click on the OK button to begin the export.

Exporting SACE Enrolment data (SA)

Menu: Home > Data Exchange > Export > Export Data

1.     Select SACE Enrolments from the list of export options on the Export Data screen.

2.     Click on the OK button to begin the export.

Exporting Subject data (SA)

Menu: Home > Data Exchange > Export > Export Data

1.     Select Subjects from the list of export options on the Export Data screen.

2.     Click on the OK button to begin the export.

Exporting Student data (SA)

Menu: Home > Data Exchange > Export > Export Data

1.     Select Students from the list of export options on the Export Data screen.

2.     Click on the OK button to begin the export.

Exporting Teacher data (SA)

Menu: Home > Data Exchange > Export > Export Data

1.     Select Teachers from the list of export options on the Export Data screen.

2.     Click on the OK button to begin the export.

Exporting VET result data (SA)

Menu: Home > Data Exchange > Export > Export Data

1.     Select VET Results from the list of export options on the Export Data screen.

2.     Click on the OK button to begin the export.

Exporting CEA Reference data (SA)

Menu: Home > Data Exchange > Export > Export Data

1.     Select CEA Reference Data from the list of export options on the Export Data screen.

2.     Click on the OK button to begin the export.

Exporting CEA Data (SA)

Menu: Home > Data Exchange > Export > Export Data

1.     Select CEA Data from the list of export options on the Export Data screen.

2.     Click on the OK button to begin the export.

Exporting data (NT)

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Schools Online allows you to export your data and view each data file on screen or save the file to disk. You can then import the data into another administrative software system. The export files you can generate are:

·         Enrolments (Enrolments.csv)

·         Subjects (Subjects.csv)

·         Candidates (Candidates.csv)

·         VET Results (VETResults.csv)

Selecting the export details (NT)

Menu: Home > Data Exchange > Export > Export Data

Data Exchange 17 Export Data

1.     Click the Export Type down arrow to display the list of export types.

Data Exchange 18 Export Data - export type list

2.     Select the file type you want from the list.

3.     Select a Text Delimiter from the list. The accepted formats are:

·         (None)

·         " (Quotation mark)

4.     Select a Field Separator from the list. The accepted formats are:

·         (None)

·         (Tab)

·         , (Comma)

·         | (Pipe)

·         ~ (Tilde)

·         _ (Underscore)

5.     Select a Date Format for the export file. The accepted formats are:

·         dd/mm/yyyy

·         mm/dd/yyyy

·         yyyy/mm/dd

·         ddmmyyyy

·         mmddyyyy

·         yyyymmdd

Running the export (NT)

Menu: Home > Data Exchange > Export > Export Data

1.     Click on the OK button to begin the export. The Export Status screen will show that the data is being extracted from the database.

Data Exchange 19 Export Status – Retrieving Data

 

Data Exchange 20 Export Status – Export Completed

2.     Choose either to Save the file or View the data when the data has been extracted.

Once the file has been prepared by Schools Online the browser should give you the options to save the file.

Exporting Enrolment data (NT)

Menu: Home > Data Exchange > Export > Export Data

1.     Select Enrolments from the list of export options on the Export Data screen.

2.     Click on the OK button.

Exporting Subject data (NT)

Menu: Home > Data Exchange > Export > Export Data

1.     Select Subjects from the list of export options on the Export Data screen.

2.     Click on the OK button.

Exporting Candidate data (NT)

Menu: Home > Data Exchange > Export > Export Data

1.     Select Candidates from the list of export options on the Export Data screen.

2.     Click on the OK button.

Exporting VET Result data (NT)

Menu: Home > Data Exchange > Export > Export Data

1.     Select VET Results from the list of export options on the Export Data screen.

2.     Click on the OK button.

Exporting Data – saving a file from an Internet Browser

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Schools Online allows you to export your data and view each data file on screen or save the file. You can then import the data into another administrative software system.

This procedure may appear differently on your screen if you are using a browser (and version) other than Microsoft Internet Explorer 10, Google Chrome and Mozilla Firefox.

Microsoft Internet Explorer 10

Map ID = 111

1.     When the data has been extracted, you will be prompted by Internet Explorer at the bottom of the screen.

Data Exchange 21 Internet Explorer File Download prompt

2.     Click the down arrow next to Save button

3.     From the menu that has now appeared, click on Save As.

4.     As you chosen to save the file, you will be prompted to select a location for the file.

Data Exchange 22 Internet Explorer file download Save As prompt

5.     Once you have selected by navigating to the most appropriate location to save the file click Save.

The file has now been saved in the location selected and ready to be imported into another administrative system.

Google Chrome

1.     When the data has been extracted, you will be prompted by Google Chrome at the bottom of the screen.

Data Exchange 23 Google Chrome File Download prompt

2.     Google Chrome has downloaded the file to the default location. You will need to access this location and move the file to another location as necessary.

The file is now ready to be imported into another administrative system.

Mozilla Firefox

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1.     When the data has been extracted, you will be prompted and should choose to Save File and then click on OK.

Data Exchange 24 Firefox file download prompt

2.     As you chosen to save the file, you may be prompted to select a location for the file.

Data Exchange 25 Firefox file download Save to prompt

3.     Once you have selected by navigating to the most appropriate location to save the file click Save.

The file has now been saved in the location selected and ready to be imported into another administrative system.

Opening a 'dat' file exported from Schools online

Map ID = 113

Most computers have file association so when you double click on a '.docx' file it will open Microsoft Word and that document will load. Files known as 'dat' file normally have no association and you will need to follow the instructions below to see the contents.

1.     Double click on the 'dat' file and it will try to open the file with the associated program but by default ‘dat’ files have no associated program.

Data Exchange 26 Windows can’t open this file

2.     Select the option to Select a program from a list of installed programs and then click on OK. A list of the programs installed on your computer will be displayed in the Open with window.

Data Exchange 27 Open With

3.     Select a program from the list. It is suggested you use Notepad, WordPad or Microsoft Excel unless you have a reason for choosing another program.

Import and export file formats (SA)

SA Import file formats

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The following tables list the fields and their characteristics in the import and export files for South Australian schools.

The Import files include:

·         Students

·         Teachers

·         Classes

·         SACE Enrolments

·         VET Enrolments

·         Compulsory Education Age (CEA) Data

SA Export file formats

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The Export files include:

·         Classes

·         SACE Enrolments

·         Subjects

·         Students

·         Teachers

·         VET Results

·         Compulsory Education Age (CEA) Data

·         Compulsory Education Age (CEA) Reference Data

Import file formats (SA)

The following tables list the fields and their characteristics of the import files for South Australian schools.

The Import files include:

·         Students

·         Teachers

·         Classes

·         SACE Enrolments

·         VET Enrolments

·         Compulsory Education Age (CEA) Data

Students import file format (SA)

The following table lists fields, sizes and characteristics of students import file format for South Australia.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Char	True	School Number issued by the SACE Board.
2	Registration Number	7	Char	False	Unique SACE Board Student Identifier.
3	Student Code	8	Char	True	Assigned by school, unique within school.
4	Title	4	Char	False	For example Mr, Miss, Ms.
5	Given Names	45	Char	True	Mixed case
6	Family Name	45	Char	True	Mixed case
7	Gender	1	Char	True	M or F
8	Date of Birth	10	Char	True	ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd, yyyy/mm/dd (e.g. 28021985 or 02281985). HINT: Choose the correct format on the Import Data screen.
9	Phone Country Code	3	Char	False	If used, this must be a valid ABS country code (e.g. 061 = Australia).
10	Phone Area Code	4	Char	False	(e.g. 08 = South Australia) All three parts of the phone code must be used, or none.
11	Local Phone Number	10	Char	False	8-10 digits containing no spaces.
12	Street Address Line 1	30	Char	True	Student address for documentation delivery
13	Street Address Line 2	30	Char	False	Only to be used if required.
14	Street Address Line 3	30	Char	False	Only to be used if required.
15	Suburb	45	Char	True	Will be converted to upper case.
16	State	3	Char	True	Use OS for overseas addresses.
17	Post Code	4	Char	True	Use OSOS for overseas addresses.
18	Home Group	8	Char	False	Assigned by student’s contact school.
19	Year Level	2	Char	False	8, 9, 10, 11, 12, 13, or valid EDSAS Census Year Level.
20	Street Address Line 4	30	Char	False	Only to be used if required.
21	TAFE ID	10	Char	False	Unique TAFE Student Identifier
22	ED ID	13	Char	False	Applies to EDSAS and Dux. Null for other school admin systems.
23	Ab/Tr Ind	1	Char	False	‘Y’, ‘N’ or blank
24	Email address	100	Char	False	Student's email address (where available)

Data Exchange 28 Students import file format (SA)

Teachers import file format (SA)

The following table lists the fields, sizes and characteristics of the teachers import file format for South Australia.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Char	True	School Number issued by the SACE Board.
2	Teacher Code	8	Char	True	Assigned by school, unique within school.
3	Family Name	30	Char	True	The teacher's surname.
4	Initials	4	Char	True	First character of each of the teacher's given names.
5	Title	4	Char	True	The teacher's title.
6	Type	1	Char	True	Set to 'T' to indicate teacher
7	Teacher Registration Number	50	Char	False	The number allocated by the Teachers Registration Board.
8	Email Address	100	Char	False	The teacher's email address.
9	Given Names	50	Char	False	The teacher's first name(s).
10	Date of Birth	10	Char	False	The teacher's date of birth. Formats accepted are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.
11	Gender	1	Char	False	The teacher's gender. One of 'M' (Male) or 'F' (Female).

Data Exchange 29 Teachers import file format (SA)

Classes import file format (SA)

The following table lists the fields, sizes and characteristics of the classes import file format for South Australia.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Char	True	School Number issued by the SACE Board
2	Year	4	Integer	True	ccyy (e.g. 2014)
3	Stage	1	Integer	True	1 or 2
4	SACE Code	3	Char	True	SACE Subject Code (e.g. BIG)
5	Credits	2	Integer	True	Valid values: 10 or 20
6	Class Number	2	Integer	True	01 to 98
7	Program Variant	1	Char	False	A to Z
8	Semester	1	Integer	True	1 or 2
9	Teacher Code	8	Char	True	Assigned by school, unique within school
10	School Class Code	10	Char	False	Assigned by school, unique within school
11	Results Due	1	Char	True	J (June) or D (December)

Data Exchange 30 Classes import file format (SA)

SACE Enrolments import file format (SA)

The following table lists the fields, sizes and characteristics of the SACE enrolments import file format for South Australia.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Integer	True	School Number issued by the SACE Board
2	Registration Number	7	Char	False	Unique SACE Board Student Identifier.
3	Student Code	8	Char	True	Assigned by school, unique within school
4	Year	4	Integer	True	ccyy (e.g. 2014)
5	Semester	1	Integer	True	1 or 2
6	Stage	1	Integer	True	1 or 2
7	SACE Code	3	Char	True	SACE Subject Code (e.g. BIG)
8	Credits	2	Integer	True	Valid values: 10 or 20
9	Enrolment Number	2	Integer	False	If this is not set, a new enrolment is assumed.
10	Results Due	1	Char	True	J (June) or D (December)
11	Program Variant	1	Char	False	A to Z
12	Teaching School Number	3	Integer	True	The school at which the subject is taught.
13	Assessment School Number	3	Integer	True	The school at which the subject is assessed.
14	Class Number	2	Integer	True	Class number assigned by the teaching school.
15	Enrolment Status	1	Char	True	C (Completed), D or X (Deleted), P (Proposed), E or F (Enrolled), or W (Withdrawn). Must be in upper case.
16	Repeat Indicator	1	Char	False	Defaults to 'N' if not set. Set to Y if repeating the subject – only applies to Stage 1 enrolments.
17	School Class Code	10	Char	False	Class identifier, unique within the school.
18	Stage 1 Grade	1	Char	False	A, B, C, D, E, N or P (P=Pending and applies only to "completion requirement" subjects for which the enrolment will be rolled over to the next semester).
19	Partial Credits	2	Integer	False	Functionality not yet implemented.
20	ED ID	13	Integer	False	Applies to EDSAS and Dux. Null for other school administration systems.

Data Exchange 31 SACE Enrolments import file format (SA)

VET Enrolments import file format (SA)

The following table lists the fields, sizes and characteristics of the VET enrolments import file format for South Australia.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Integer	True	School Number issued by the SACE Board
2	Registration Number	7	Char	False	SACE Registration Number
3	Student Code	8	Char	True	Assigned by school, unique within school
4	Commencement Date	10	Date	True	dd/mm/ccyy (e.g. 16/02/2014)
5	Enrolment Number	3	Integer	True	Positive integer or 0 for embedded, -1 for standalone
6	VET Module Number	3	Integer	False
7	VET Module Id	15	Char	True	National or State Competency Code (e.g. CPCCSH3005A)
8	Result	1	Char	True	Valid AVETMISS Result (e.g. P, O or F)
9	When Changed	10	Date	False	dd/mm/ccyy (e.g. 16/02/2014)
10	Who Changed	10	Char	False
11	Enrolment Year	4	Integer	False	ccyy (e.g. 2014)
12	Stage	1	Integer	False	1 or 2
13	SACE Code	3	Char	False	SACE Subject Code (e.g. BIG)
14	Credits	1	Integer	False	Valid values: 10 or 20
15	Semester	1	Integer	False	1 or 2
16	Variant	1	Char	False	A to Z
17	Class Code	10	Char	False	Assigned by school, unique within school
18	Results Due	1	Char	False	J (June) or D (December)
19	Registered Training Organisation ID	10	Char	True	RTO Code
20	Certificate ID	10	Char	True	Qualification Code
21	School Apprenticeship Flag	1	Char	True	Y or N
22	Result Date	10	Date	False	dd/mm/ccyy (e.g. 16/02/2014)

Data Exchange 32 VET Enrolments import file format (SA)

CEA Data import file format (SA)

The following table lists the fields, sizes and characteristics of the CEA data import file format for South Australia.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Integer	True	School Number issued by the SACE Board.
2	Registration Number	7	Char	False	SACE Registration Number.
3	Student Code	8	Char	True	Assigned by school, unique within school.
4	ED ID	13	Char	False	Applies to EDSAS and Dux only. Null/blank for data from other school administration systems.
5	CEA Type e.g. (a) Approved Learning Program (b) Exemption	4	Char	True	A code that identifies which of the ways a student can comply with the Act.
6	CEA Category e.g. If engaged in an: Approved Learning Program: Secondary, University, TAFE. Apprenticeship: MECS Class, RTO Training, Other. Exemption: Employment, Home Schooling, Other	10	Char	True	A code that identifies which CEA category has been assigned to the young person. A complete listing of the categories that apply to each of the CEA types will need to be imported into the school administrative systems from Schools Online. To help with understanding, some examples (not yet finalised) of Categories for each type are shown at left.
7	Deleted Indicator	1	Char	False	'Y' or Null. 'Y' indicates that the record was created in error and should be excluded from reporting.
8	Start Date	10	Char	True	The commencement data of the CEA type (compliance with the act). Formats accepted are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.
9	End Date	10	Char	False	The end date of the CEA type (compliance with the act). Formats accepted are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.

Data Exchange 33 CEA Data import file format (SA)

Export file formats (SA)

Map ID = 136

The Export files include:

·         Classes

·         SACE Enrolments

·         Subjects

·         Students

·         Teachers

·         VET Results

·         Compulsory Education Age (CEA) Data

·         Compulsory Education Age (CEA) Reference Data

Classes export file format (SA)

The following table lists the fields, sizes and characteristics of the Classes export file format for South Australia.

#	Name	Max Length	Data Type	Information
1	Contact School Number	3	Char	School Number issued by the SACE Board
2	Year	4	Integer	ccyy (e.g. 2014)
3	Stage	1	Integer	Valid values: 1 or 2
4	SACE Code	3	Char	Valid SACE Subject Code (e.g. BIG - Alpha-Numeric)
5	Credits	2	Integer	Valid values: 10 and 20
6	Class Number	2	Integer	Class number assigned by the teaching school.
7	Program Variant	1	Char	Is characters A to Z only or is otherwise blank.
8	Semester	1	Integer	Valid values: 1 or 2
9	Teacher Code	8	Char	Teacher identifier
10	School Class Code	10	Char	Assigned by school, unique within school
11	Results Due	1	Char	J (June) or D (December)
12	Accession Number	8	Char	Unique Assessment Plan Approval Number

Data Exchange 34 Classes export file format (SA)

SACE Enrolments export file format (SA)

The following table lists the fields, sizes and characteristics of the SACE Enrolments export file format for South Australia.

#	Name	Max Length	Data Type	Information
1	Registration Number	7	Char	SACE Student Number composed of 6 digits and one check character. (e.g. 123456H)
2	Enrolment Number	2	Integer	The number assigned to the student's enrolment by the SACE Board.
3	Stage	1	Integer	Valid values: 1 or 2
4	SACE Code	3	Char	Valid SACE Subject Code (e.g. BIO - Alpha-Numeric)
5	Credits	2	Integer	Valid values: 10 or 20
6	Year	4	Integer	ccyy (eg. 2014)
7	Semester	1	Integer	Valid values: 1 or 2
8	Results Due	1	Char	J (June) or D (December)
9	Teaching School Number	3	Char	School Number issued by the SACE Board
10	Class Number	2	Integer	Class number assigned by the teaching school.
11	Program Variant	1	Char	Valid values: A to Z
12	Assessment School Number	3	Char	School Number issued by the SACE Board
13	Repeat Indicator	1	Char	Valid values: Y or N
14	Enrol Date	10	Date	Date format: dd/mm/yyyy
15	Enrolment Status	1	Char	E (Enrolled), W (Withdrawn), D (Deleted), G (Granted), C (Completed)
16	When Created	10	Date	Date format: dd/mm/yyyy
17	Who Created	10	Char	Identifies the user responsible for creating the enrolment.
18	When Changed	10	Date	Date format: dd/mm/yyyy
19	Who Changed	10	Char	Identifies the user responsible for the last modification to the enrolment record.
20	Levelled Result	1	Char	V (OA), S (SA), R (RA), N (RNM)
21	When Completed	5	Integer	The year that the enrolment was completed + start semester. eg. 20141
22	Eligibility Indicator	1	Char	Valid values: Y or N or blank. Only applies to language subjects.
23	Student Code	8	Char	Student identifier, unique within the school.
24	Contact School Number	3	Char	School Number issued by the SACE Board
25	Exam Centre	3	Char	School Number issued by the SACE Board
26	Pairing Indicator	2	Integer	Historic field - used for pairing single unit Stage 2 enrolments.
27	Achievement Score	2	Integer	Integer, between 0 and 20
28	School Score	2	Integer	Integer, between 0 and 20
29	Speed	5	Float	A numeric with floating precision where -1 equates to NULL
30	HEES	4	Float	Scaled achievement score. Valid values between 0.0 and 20.0.
31	School Level	1	Char	Historic field - result supplied by the school. Only applies to Stage 2 levelled result type subjects.
32	School Grade	1	Char	Grade supplied by the school - only applies to Stage 2 enrolments.
33	School Class Code	10	Char	Assigned by school, unique within school
34	ED ID	13	Char	Applies to EDSAS and Dux. Blank for other school admin systems.
35	Stage 1 Grade	1	Char	A, B, C, D, E, N or P Only applies to SACE Stage 1 enrolments. (P=Pending and applies only to "completion requirement" subjects for which the enrolment will be rolled over to the next semester).
36	Partial Credits	2	Integer	Functionality not yet implemented.
37	Results Type	1	Char	L = Levelled Result, S = Scored, G = Graded, N = Non-Graded

Data Exchange 35 SACE Enrolments export file format (SA)

Subjects export file format (SA)

The following table lists the fields, sizes and characteristics of the Subjects export file format for South Australia.

#	Name	Max Length	Data Type	Information
1	Stage	1	Integer	Valid values: 1 or 2
2	SACE Code	3	Char	Valid SACE Subject Code (e.g. BIG - Alpha-Numeric)
3	Credits	2	Integer	Valid values: 10 or 20
4	Expiry Date	10	Date	Date format: dd/mm/yyyy
5	Subject Name	128	Char	Name of the SACE subject
6	Descriptor	-	Text	Detailed subject information
7	Subject Type	1	Char	‘P’ = PES, ‘S’ – SAS, ‘A’ = PAS
8	New SACE subject flag	1	Char	‘Y’ or “N’. Used to identify whether a subject is a current SACE or new SACE subject (for 2010 onwards).
9	Result Type	1	Char	L = Levelled Result, S = Scored, G = Graded, N = Non-Graded

Data Exchange 36 Subjects export file format (SA)

Students export file format (SA)

The following table lists the fields, sizes and characteristics of the Students export file format for South Australia.

Data Exchange 37 Students export file format (SA)

Teachers export file format (SA)

The following table lists the fields, sizes and characteristics of the Teachers export file format for South Australia.

#	Name	Max Length	Data Type	Information
1	Contact School Number	3	Char	School Number issued by the SACE Board
2	Teacher Code	8	Char	Assigned by school, unique within school
3	Family Name	30	Char	The teacher's surname.
4	Initials	4	Char	First character of each of the teacher's given names.
5	Title	4	Char	The teacher's title.
6	Type	1	Char	'T' to indicate teacher

Data Exchange 38 Teachers export file format (SA)

VET Results export file format (SA)

The following table lists the fields, sizes and characteristics of the VET Results export file format for South Australia.

#	Name	Max Length	Data Type	Information
1	Contact School Number	3	Integer	School Number issued by the SACE Board
2	Student Code	8	Char	Assigned by school, unique within school
3	VET Year	4	Integer	ccyy (e.g. 2014)
4	Enrolment Number	3	Integer	Positive Integer
5	VET Module Number	3	Integer
6	VET Module ID	12	Char	National or State Competency Code (e.g. CPCCSH3005A)
7	Result	1	Char	Valid AVETMISS Result (e.g. P, O or F)
8	When Changed	10	Date	Date format: dd/mm/yyyy
9	Who Changed	25	Char
10	Registration Number	7	Char	SACE Board student Number composed of 6 digits and one check character. (e.g. 123456H)
11	Enrolment Year	4	Integer	ccyy (e.g. 2014)
12	Stage	1	Char	Valid values: 1 or 2
13	SACE Code	3	Char	Valid SACE Subject Code (e.g. BIG - Alpha-Numeric)
14	Credits	2	Integer
15	Semester	1	Integer	Valid values: 1 or 2
16	Variant	1	Char	Valid values: A to Z
17	Class Code	8	Char	Assigned by school, unique within school
18	Results Due	1	Char	J (June) or D (December)

Data Exchange 39 VET Results export file format (SA)

CEA Data export file format (SA)

The following table lists the fields, sizes and characteristics of the CEA Data export file format for South Australia.

#	Name	Max Length	Data Type	Information
1	Contact School Code	3	Char	School Code issued by the SACE Board.
2	Registration Number	7	Char	Unique SACE Board Student Identifier (Note: Provisional).
3	Student Code	8	Char	Student identifier, assigned by the school, unique within the school.
4	ED ID	13	Char	Applies to EDSAS and Dux. Blank for other school administrative systems.
5	CEA Type	4	Char	Identifies which of the 2 ways a student can comply with the Act. (e.g. ALP, Exemption, Non-participation)
6	CEA Category	10	Char	A complete listing of the categories that apply to each of the 3 CEA types will need to be imported into other school administrative systems from Schools Online.
7	Deleted Indicator	1	Char	'Y' or Null, 'Y' = logically deleted.
8	Start Date	10	Char	The commencement date of the CEA type (compliance with the act). Selectable output formats are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.
9	End Date	10	Char	The end date of the CEA type (compliance with the act). Selectable output formats are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.

Data Exchange 40 CEA Data export file format (SA)

CEA Reference Data export file format (SA)

The following table lists the fields, sizes and characteristics of the CEA Reference Data export file format for South Australia.

#	Name	Max Length	Data Type	Information
1	Code Type	4	Char	The code will identify a CEA type. (Values to be confirmed).
2	Code	10	Char	Code used to identify a CEA Category available under the CEA Type identified in field 1. (Values to be confirmed).
3	Description	50	Char	A description of the CEA Type/CEA Category.

Data Exchange 41 CEA Reference Data export file format (SA)

Import and export file formats (SACE International)

SACE International Import file formats

Map ID = ???

The following tables list the fields and their characteristics in the import and export files for SACE International schools.

The Import files include:

·         Students

·         Teachers

·         Classes

·         SACE Enrolments

·         VET Enrolments

·         Compulsory Education Age (CEA) Data

SACE International Export file formats

Map ID = ???

The Export files include:

·         Classes

·         SACE Enrolments

·         Subjects

·         Students

·         Teachers

·         VET Results

·         Compulsory Education Age (CEA) Data

·         Compulsory Education Age (CEA) Reference Data

Import file formats (SACE International)

The following tables list the fields and their characteristics of the import files for SACE International schools.

The Import files include:

·         Students

·         Teachers

·         Classes

·         SACE Enrolments

·         VET Enrolments

·         Compulsory Education Age (CEA) Data

Students import file format (SACE International)

The following table lists fields, sizes and characteristics of students import file format for SACE International.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Char	True	School Number issued by the SACE Board.
2	Registration Number	7	Char	False	Unique SACE Board Student Identifier.
3	Student Code	8	Char	True	Assigned by school, unique within school.
4	Title	4	Char	False	For example Mr, Miss, Ms.
5	Given Names	45	Char	True	Mixed case
6	Family Name	45	Char	True	Mixed case
7	Gender	1	Char	True	M or F
8	Date of Birth	10	Char	True	ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd, yyyy/mm/dd (e.g. 28021985 or 02281985). HINT: Choose the correct format on the Import Data screen.
9	Phone Country Code	3	Char	False	If used, this must be a valid ABS country code (e.g. 061 = Australia).
10	Phone Area Code	4	Char	False	(e.g. 08 = South Australia) All three parts of the phone code must be used, or none.
11	Local Phone Number	10	Char	False	8-10 digits containing no spaces.
12	Street Address Line 1	30	Char	True	Student address for documentation delivery
13	Street Address Line 2	30	Char	False	Only to be used if required.
14	Street Address Line 3	30	Char	False	Only to be used if required.
15	Suburb	45	Char	True	Will be converted to upper case.
16	State	3	Char	True	Use OS for overseas addresses.
17	Post Code	4	Char	True	Use OSOS for overseas addresses.
18	Home Group	8	Char	False	Assigned by student’s contact school.
19	Year Level	2	Char	False	8, 9, 10, 11, 12, 13, or valid EDSAS Census Year Level.
20	Street Address Line 4	30	Char	False	Only to be used if required.
21	TAFE ID	10	Char	False	Unique TAFE Student Identifier
22	ED ID	13	Char	False	Applies to EDSAS and Dux. Null for other school admin systems.
23	Ab/Tr Ind	1	Char	False	‘Y’, ‘N’ or blank
24	Email address	100	Char	False	Student's email address (where available)
25	Stream ID	2	Char	False	Assessment Cycle ID

Data Exchange 28 Students import file format (SACE International)

Teachers import file format (SACE International)

The following table lists the fields, sizes and characteristics of the teachers import file format for SACE International.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Char	True	School Number issued by the SACE Board.
2	Teacher Code	8	Char	True	Assigned by school, unique within school.
3	Family Name	30	Char	True	The teacher's surname.
4	Initials	4	Char	True	First character of each of the teacher's given names.
5	Title	4	Char	True	The teacher's title.
6	Type	1	Char	True	Set to 'T' to indicate teacher
7	Teacher Registration Number	50	Char	False	The number allocated by the Teachers Registration Board.
8	Email Address	100	Char	False	The teacher's email address.
9	Given Names	50	Char	False	The teacher's first name(s).
10	Date of Birth	10	Char	False	The teacher's date of birth. Formats accepted are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.
11	Gender	1	Char	False	The teacher's gender. One of 'M' (Male) or 'F' (Female).

Data Exchange 29 Teachers import file format (SACE International)

Classes import file format (SACE International)

The following table lists the fields, sizes and characteristics of the classes import file format for SACE International.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Char	True	School Number issued by the SACE Board
2	Year	4	Integer	True	ccyy (e.g. 2014)
3	Stage	1	Integer	True	1 or 2
4	SACE Code	3	Char	True	SACE Subject Code (e.g. BIG)
5	Credits	2	Integer	True	Valid values: 10 or 20
6	Class Number	2	Integer	True	01 to 98
7	Program Variant	1	Char	False	A to Z
8	Semester	1	Integer	True	1 or 2
9	Teacher Code	8	Char	True	Assigned by school, unique within school
10	School Class Code	10	Char	False	Assigned by school, unique within school
11	Results Due	1	Char	True	J (June) or D (December)
12	Stream ID	2	Char	False	Assessment Cycle ID

Data Exchange 30 Classes import file format (SACE International)

SACE Enrolments import file format (SACE International)

The following table lists the fields, sizes and characteristics of the SACE enrolments import file format for SACE International.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Integer	True	School Number issued by the SACE Board
2	Registration Number	7	Char	False	Unique SACE Board Student Identifier.
3	Student Code	8	Char	True	Assigned by school, unique within school
4	Year	4	Integer	True	ccyy (e.g. 2014)
5	Semester	1	Integer	True	1 or 2
6	Stage	1	Integer	True	1 or 2
7	SACE Code	3	Char	True	SACE Subject Code (e.g. BIG)
8	Credits	2	Integer	True	Valid values: 10 or 20
9	Enrolment Number	2	Integer	False	If this is not set, a new enrolment is assumed.
10	Results Due	1	Char	True	J (June) or D (December)
11	Program Variant	1	Char	False	A to Z
12	Teaching School Number	3	Integer	True	The school at which the subject is taught.
13	Assessment School Number	3	Integer	True	The school at which the subject is assessed.
14	Class Number	2	Integer	True	Class number assigned by the teaching school.
15	Enrolment Status	1	Char	True	C (Completed), D or X (Deleted), P (Proposed), E or F (Enrolled), or W (Withdrawn). Must be in upper case.
16	Repeat Indicator	1	Char	False	Defaults to 'N' if not set. Set to Y if repeating the subject – only applies to Stage 1 enrolments.
17	School Class Code	10	Char	False	Class identifier, unique within the school.
18	Stage 1 Grade	1	Char	False	A, B, C, D, E, N or P (P=Pending and applies only to "completion requirement" subjects for which the enrolment will be rolled over to the next semester).
19	Partial Credits	2	Integer	False	Functionality not yet implemented.
20	ED ID	13	Integer	False	Applies to EDSAS and Dux. Null for other school administration systems.
21	Stream ID	2	Char	False	Assessment Cycle ID

Data Exchange 31 SACE Enrolments import file format (SACE International)

VET Enrolments import file format (SACE International)

The following table lists the fields, sizes and characteristics of the VET enrolments import file format for SACE International.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Integer	True	School Number issued by the SACE Board
2	Registration Number	7	Char	False	SACE Registration Number
3	Student Code	8	Char	True	Assigned by school, unique within school
4	Commencement Date	10	Date	True	dd/mm/ccyy (e.g. 16/02/2014)
5	Enrolment Number	3	Integer	True	Positive integer or 0 for embedded, -1 for standalone
6	VET Module Number	3	Integer	False
7	VET Module Id	15	Char	True	National or State Competency Code (e.g. CPCCSH3005A)
8	Result	1	Char	True	Valid AVETMISS Result (e.g. P, O or F)
9	When Changed	10	Date	False	dd/mm/ccyy (e.g. 16/02/2014)
10	Who Changed	10	Char	False
11	Enrolment Year	4	Integer	False	ccyy (e.g. 2014)
12	Stage	1	Integer	False	1 or 2
13	SACE Code	3	Char	False	SACE Subject Code (e.g. BIG)
14	Credits	1	Integer	False	Valid values: 10 or 20
15	Semester	1	Integer	False	1 or 2
16	Variant	1	Char	False	A to Z
17	Class Code	10	Char	False	Assigned by school, unique within school
18	Results Due	1	Char	False	J (June) or D (December)
19	Registered Training Organisation ID	10	Char	True	RTO Code
20	Certificate ID	10	Char	True	Qualification Code
21	School Apprenticeship Flag	1	Char	True	Y or N
22	Result Date	10	Date	False	dd/mm/ccyy (e.g. 16/02/2014)

Data Exchange 32 VET Enrolments import file format (SACE International)

CEA Data import file format (SACE International)

The following table lists the fields, sizes and characteristics of the CEA data import file format for SACE International.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Contact School Number	3	Integer	True	School Number issued by the SACE Board.
2	Registration Number	7	Char	False	SACE Registration Number.
3	Student Code	8	Char	True	Assigned by school, unique within school.
4	ED ID	13	Char	False	Applies to EDSAS and Dux only. Null/blank for data from other school administration systems.
5	CEA Type e.g. (a) Approved Learning Program (b) Exemption	4	Char	True	A code that identifies which of the ways a student can comply with the Act.
6	CEA Category e.g. If engaged in an: Approved Learning Program: Secondary, University, TAFE. Apprenticeship: MECS Class, RTO Training, Other. Exemption: Employment, Home Schooling, Other	10	Char	True	A code that identifies which CEA category has been assigned to the young person. A complete listing of the categories that apply to each of the CEA types will need to be imported into the school administrative systems from Schools Online. To help with understanding, some examples (not yet finalised) of Categories for each type are shown at left.
7	Deleted Indicator	1	Char	False	'Y' or Null. 'Y' indicates that the record was created in error and should be excluded from reporting.
8	Start Date	10	Char	True	The commencement data of the CEA type (compliance with the act). Formats accepted are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.
9	End Date	10	Char	False	The end date of the CEA type (compliance with the act). Formats accepted are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.

Data Exchange 33 CEA Data import file format (SACE International)

 

Export file formats (SACE International)

Map ID = 136

The Export files include:

·         Classes

·         SACE Enrolments

·         Subjects

·         Students

·         Teachers

·         VET Results

·         Compulsory Education Age (CEA) Data

·         Compulsory Education Age (CEA) Reference Data

Classes export file format (SACE International)

The following table lists the fields, sizes and characteristics of the Classes export file format for SACE International.

#	Name	Max Length	Data Type	Information
1	Contact School Number	3	Char	School Number issued by the SACE Board
2	Year	4	Integer	ccyy (e.g. 2014)
3	Stage	1	Integer	Valid values: 1 or 2
4	SACE Code	3	Char	Valid SACE Subject Code (e.g. BIG - Alpha-Numeric)
5	Credits	2	Integer	Valid values: 10 and 20
6	Class Number	2	Integer	Class number assigned by the teaching school.
7	Program Variant	1	Char	Is characters A to Z only or is otherwise blank.
8	Semester	1	Integer	Valid values: 1 or 2
9	Teacher Code	8	Char	Teacher identifier
10	School Class Code	10	Char	Assigned by school, unique within school
11	Results Due	1	Char	J (June) or D (December)
12	Accession Number	8	Char	Unique Assessment Plan Approval Number

Data Exchange 34 Classes export file format (SACE International)

SACE Enrolments export file format (SACE International)

The following table lists the fields, sizes and characteristics of the SACE Enrolments export file format for SACE International.

#	Name	Max Length	Data Type	Information
1	Registration Number	7	Char	SACE Student Number composed of 6 digits and one check character. (e.g. 123456H)
2	Enrolment Number	2	Integer	The number assigned to the student's enrolment by the SACE Board.
3	Stage	1	Integer	Valid values: 1 or 2
4	SACE Code	3	Char	Valid SACE Subject Code (e.g. BIO - Alpha-Numeric)
5	Credits	2	Integer	Valid values: 10 or 20
6	Year	4	Integer	ccyy (eg. 2014)
7	Semester	1	Integer	Valid values: 1 or 2
8	Results Due	1	Char	J (June) or D (December)
9	Teaching School Number	3	Char	School Number issued by the SACE Board
10	Class Number	2	Integer	Class number assigned by the teaching school.
11	Program Variant	1	Char	Valid values: A to Z
12	Assessment School Number	3	Char	School Number issued by the SACE Board
13	Repeat Indicator	1	Char	Valid values: Y or N
14	Enrol Date	10	Date	Date format: dd/mm/yyyy
15	Enrolment Status	1	Char	E (Enrolled), W (Withdrawn), D (Deleted), G (Granted), C (Completed)
16	When Created	10	Date	Date format: dd/mm/yyyy
17	Who Created	10	Char	Identifies the user responsible for creating the enrolment.
18	When Changed	10	Date	Date format: dd/mm/yyyy
19	Who Changed	10	Char	Identifies the user responsible for the last modification to the enrolment record.
20	Levelled Result	1	Char	V (OA), S (SA), R (RA), N (RNM)
21	When Completed	5	Integer	The year that the enrolment was completed + start semester. eg. 20141
22	Eligibility Indicator	1	Char	Valid values: Y or N or blank. Only applies to language subjects.
23	Student Code	8	Char	Student identifier, unique within the school.
24	Contact School Number	3	Char	School Number issued by the SACE Board
25	Exam Centre	3	Char	School Number issued by the SACE Board
26	Pairing Indicator	2	Integer	Historic field - used for pairing single unit Stage 2 enrolments.
27	Achievement Score	2	Integer	Integer, between 0 and 20
28	School Score	2	Integer	Integer, between 0 and 20
29	Speed	5	Float	A numeric with floating precision where -1 equates to NULL
30	HEES	4	Float	Scaled achievement score. Valid values between 0.0 and 20.0.
31	School Level	1	Char	Historic field - result supplied by the school. Only applies to Stage 2 levelled result type subjects.
32	School Grade	1	Char	Grade supplied by the school - only applies to Stage 2 enrolments.
33	School Class Code	10	Char	Assigned by school, unique within school
34	ED ID	13	Char	Applies to EDSAS and Dux. Blank for other school admin systems.
35	Stage 1 Grade	1	Char	A, B, C, D, E, N or P Only applies to SACE Stage 1 enrolments. (P=Pending and applies only to "completion requirement" subjects for which the enrolment will be rolled over to the next semester).
36	Partial Credits	2	Integer	Functionality not yet implemented.
37	Results Type	1	Char	L = Levelled Result, S = Scored, G = Graded, N = Non-Graded

Data Exchange 35 SACE Enrolments export file format (SACE International)

Subjects export file format (SACE International)

The following table lists the fields, sizes and characteristics of the Subjects export file format for SACE International.

#	Name	Max Length	Data Type	Information
1	Stage	1	Integer	Valid values: 1 or 2
2	SACE Code	3	Char	Valid SACE Subject Code (e.g. BIG - Alpha-Numeric)
3	Credits	2	Integer	Valid values: 10 or 20
4	Expiry Date	10	Date	Date format: dd/mm/yyyy
5	Subject Name	128	Char	Name of the SACE subject
6	Descriptor	-	Text	Detailed subject information
7	Subject Type	1	Char	‘P’ = PES, ‘S’ – SAS, ‘A’ = PAS
8	New SACE subject flag	1	Char	‘Y’ or “N’. Used to identify whether a subject is a current SACE or new SACE subject (for 2010 onwards).
9	Result Type	1	Char	L = Levelled Result, S = Scored, G = Graded, N = Non-Graded

Data Exchange 36 Subjects export file format (SACE International)

Students export file format (SACE International)

The following table lists the fields, sizes and characteristics of the Students export file format for SACE International.

Data Exchange 37 Students export file format (SACE International)

Teachers export file format (SACE International)

The following table lists the fields, sizes and characteristics of the Teachers export file format for SACE International.

#	Name	Max Length	Data Type	Information
1	Contact School Number	3	Char	School Number issued by the SACE Board
2	Teacher Code	8	Char	Assigned by school, unique within school
3	Family Name	30	Char	The teacher's surname.
4	Initials	4	Char	First character of each of the teacher's given names.
5	Title	4	Char	The teacher's title.
6	Type	1	Char	'T' to indicate teacher

Data Exchange 38 Teachers export file format (SACE International)

VET Results export file format (SACE International)

The following table lists the fields, sizes and characteristics of the VET Results export file format for SACE International.

#	Name	Max Length	Data Type	Information
1	Contact School Number	3	Integer	School Number issued by the SACE Board
2	Student Code	8	Char	Assigned by school, unique within school
3	VET Year	4	Integer	ccyy (e.g. 2014)
4	Enrolment Number	3	Integer	Positive Integer
5	VET Module Number	3	Integer
6	VET Module ID	12	Char	National or State Competency Code (e.g. CPCCSH3005A)
7	Result	1	Char	Valid AVETMISS Result (e.g. P, O or F)
8	When Changed	10	Date	Date format: dd/mm/yyyy
9	Who Changed	25	Char
10	Registration Number	7	Char	SACE Board student Number composed of 6 digits and one check character. (e.g. 123456H)
11	Enrolment Year	4	Integer	ccyy (e.g. 2014)
12	Stage	1	Char	Valid values: 1 or 2
13	SACE Code	3	Char	Valid SACE Subject Code (e.g. BIG - Alpha-Numeric)
14	Credits	2	Integer
15	Semester	1	Integer	Valid values: 1 or 2
16	Variant	1	Char	Valid values: A to Z
17	Class Code	8	Char	Assigned by school, unique within school
18	Results Due	1	Char	J (June) or D (December)

Data Exchange 39 VET Results export file format (SACE International)

CEA Data export file format (SACE International)

The following table lists the fields, sizes and characteristics of the CEA Data export file format for SACE International.

#	Name	Max Length	Data Type	Information
1	Contact School Code	3	Char	School Code issued by the SACE Board.
2	Registration Number	7	Char	Unique SACE Board Student Identifier (Note: Provisional).
3	Student Code	8	Char	Student identifier, assigned by the school, unique within the school.
4	ED ID	13	Char	Applies to EDSAS and Dux. Blank for other school administrative systems.
5	CEA Type	4	Char	Identifies which of the 2 ways a student can comply with the Act. (e.g. ALP, Exemption, Non-participation)
6	CEA Category	10	Char	A complete listing of the categories that apply to each of the 3 CEA types will need to be imported into other school administrative systems from Schools Online.
7	Deleted Indicator	1	Char	'Y' or Null, 'Y' = logically deleted.
8	Start Date	10	Char	The commencement date of the CEA type (compliance with the act). Selectable output formats are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.
9	End Date	10	Char	The end date of the CEA type (compliance with the act). Selectable output formats are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.

Data Exchange 40 CEA Data export file format (SACE International)

CEA Reference Data export file format (SACE International)

The following table lists the fields, sizes and characteristics of the CEA Reference Data export file format for SACE International.

#	Name	Max Length	Data Type	Information
1	Code Type	4	Char	The code will identify a CEA type. (Values to be confirmed).
2	Code	10	Char	Code used to identify a CEA Category available under the CEA Type identified in field 1. (Values to be confirmed).
3	Description	50	Char	A description of the CEA Type/CEA Category.

Data Exchange 41 CEA Reference Data export file format (SACE International)

Import and export file formats (NT)

NT Import file formats

Map ID = 143

The following tables list the fields and their characteristics in the import and export files for Northern Territory schools.

The Import files include:

·         Candidates

·         Teachers

·         Class Structure

·         Enrolments

·         VET Results

·         VET Qualification

NT Export file formats

Map ID = 144

The Export files include:

·         Enrolments

·         Subjects

·         Candidates

·         VET Results

Import file formats (NT)

The following tables list the fields and their characteristics in the import and export files for Northern Territory schools.

The Import files include:

·         Candidates

·         Teachers

·         Class Structure

·         Enrolments

·         VET Results

·         VET Qualification

Candidates import file format (NT)

The following table lists the fields, sizes and characteristics of the Candidates import file format for the Northern Territory.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Registration	7	Char	False	SACE Board's student's registration
2	Student Code	20	Char	True	Student identifier, assigned by the school, unique within the school.
3	Contact School	3	Char	True	School number issued by the SACE Board.
4	Title	4	Char	False	For example Mr, Miss, Ms.
5	Given Names	45	Char	True	Mixed case
6	Surname	45	Char	True	Mixed case
7	Gender	1	Char	True	M or F
8	Aboriginal Torres Strait Islander Descent	1	Char	False	Valid values: Blank, N, T, A, or Y
9	Date of Birth	10	Char	True	The student's date of birth. Selectable output formats are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.
10	Phone Country Code	3	Char	False	If used, this must be a valid ABS country code (e.g. 061 = Australia).
11	Phone Area Code	4	Char	False	(e.g. 08 = South Australia) All three parts of the phone code must be used, or none.
12	Phone Number	10	Char	False	8-10 digits containing no spaces.
13	Address 1	30	Char	True	Student address for documentation delivery
14	Address 2	30	Char	False	Only to be used if required.
15	Address 3	30	Char	False	Only to be used if required.
16	Address 4	30	Char	False	Only to be used if required.
17	Suburb	45	Char	True	Will be converted to upper case.
18	State	3	Char	True	Use OS for overseas addresses.
19	Post Code	4	Char	True	Use OSOS for overseas addresses.
20	Home Group	8	Char	False	Assigned by student’s contact school.
21	Year Level	2	Char	False	8, 9, 10, 11, 12, 13, or valid EDSAS Census Year Level.
22	571 Visa Student	1	Char	False	Valid values: Y, N, - (Not Set), or Blank
23	571 Fees Paid	1	Char	False	Valid values: Y, N, - (Not Set), or Blank
24	HEES Declaration (SATAC)	1	Char	False	Valid values: Y, N, - (Not Set), or Blank
25	Institutions Declaration (School)	1	Char	False	Valid values: Y, N, - (Not Set), or Blank
26	Media Declaration	1	Char	False	Valid values: Y, N, - (Not Set), or Blank
27	EDHO Number	13	Char	False
28	Language Spoken at Home	4	Char	False	Valid ABS code or Blank
29	Country of Birth	4	Char	False	Valid ABS code or Blank
30	Email Address	100	Char	False	Students email address (where available)
31	Stream ID	2	Char	False	Assessment Cycle ID

Data Exchange 42 Candidates import file format (NT)

Teachers import file format (NT)

The following table lists the fields, sizes and characteristics of the Teachers import file format for the Northern Territory.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Teacher Code	8	Char	True	Assigned by school, unique within school
2	Family Name	30	Char	True	The teacher's surname.
3	Initials	4	Char	True	First character of each of the teacher's given names.
4	Title	4	Char	True	The teacher's title.

Data Exchange 43 Teachers import file format (NT

Class Structure import file format (NT)

The following table lists the fields, sizes and characteristics of the Class Structure import file format for the Northern Territory.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Year	4	Integer	True	School Number issued by the SACE Board
2	Semester	1	Integer	True	1 or 2
3	Stage	1	Integer	True	1 or 2
4	SACE Code	3	Char	True	SACE Board SACE Code (e.g., 'BIG' Alphanumeric).
5	Credits	2	Integer	True	Valid values: 10 or 20
6	Class Number	2	Integer	True	Between 1 and 98
7	Program Variant	1	Char	False	A - Z or Blank
8	Results Due	1	Char	True	J = June or D =December
9	Teacher Code	8	Char	True	Assigned by school, unique within school
10	School SACE Class Code	10	Char	False	Assigned by school, unique within school
11	Accession Number	8	Char	False	NT999999, where 999999 represents a current 6 digit NT accession number
12	Stream ID	2	Char	False	Assessment Cycle ID

Data Exchange 44 Class Structure Import file format (NT)

Enrolments import file format (NT)

The following table lists the fields, sizes and characteristics of the Enrolments import file format for the Northern Territory.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	Registration	7	Char	True	SACE Board Registration Number.
2	Enrolment Number	2	Integer	False	Positive Integer or Blank.
3	Year	4	Integer	True	Year of Enrolment
4	Semester	1	Integer	True	1 or 2
5	Stage	1	Integer	True	1 or 2
6	SACE Code	3	Char	True	SACE Board SACE Code (e.g., 'BIG' Alphanumeric).
7	Credits	2	Integer	True	10 or 20.
8	Class Number	2	Integer	True	Class number assigned by the teaching school (1 to 98 inclusive).
9	Results Due	1	Char	True	J = June or D = December.
10	Program Variant	1	Char	False	A - Z or Blank
11	Assessment School	3	Char	True	School number issued by the SACE Board.
12	Enrolment Status	1	Char	True	E = Enrolled, W = Withdrawn,D = Deleted, G = Granted,C = Completed. Note: Imported values of G or C will be ignored by Schools Online.
13	Repeat Indicator	1	Char	True	Valid values: Y, N
14	Levelled Result	1	Char	False	V = OA, S = SA, R = RA, N = RNM, Blank if not completed
15	NT Stage 1 Score	2	Integer	False	Integer score out of 20 (Blank if not completed)
16	Stage 1 Grade	1	Char	False	A, B, C, D, E, N, P. This field only applies to SACE Stage 1 enrolments (P=Pending - which will be rolled over automatically to the next semester). Values for non-graded subjects e.g. (PLP-Modified) will interpret C = Completed and N = Not Completed
17	Partial Credits	2	Integer	False	Northern Territory Ignores this field. (Was proposed for new SACE, but is not used).
18	ED ID	13	Char	False	Northern Territory Ignores this field. Applies to EDSAS and Dux. Null/blank for data from other school administration systems.
19	Stream ID	2	Char	False	Assessment Cycle ID

Data Exchange 45 Enrolments Import file format (NT)

VET Results import file format (NT)

The following table lists the fields, sizes and characteristics of the VET Results import file format for the Northern Territory.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	School Entering Data	3	Integer	True	School Code issued by SACE Board.
2	Training Organisation Name	100	Char	True	This is the actual RTO that delivered the training in this module/competency. Gets stored in the VET Class table.
3	VET Start Date	10	Char	True	dd/mm/yyyy (e.g. 16/03/2014) Date VET module/competency begun.
4	Enrolment Number	2	Integer	True	Positive integer or blank for new, -1 for standalone
5	VET Module Number	3	Integer	True
6	VET Module ID	15	Char	True
7	Result	2	Positive Integer	False	82 (Non-assessable enrolment - Withdrawn or Not Satisfactorily Completed)
8	Registration Number	7	Char	True	Unique SACE Board Student Identifier
9	Enrolment Year	4	Positive Integer	False	ccyy (e.g. 2014) Blank if Module is standalone
10	Semester	1	Positive Integer	False	1 or 2 Blank if Module is standalone
11	Stage	1	Positive Integer	False	1 or 2 Blank if Module is standalone
12	SACE Code	3	Char	False	Valid SACE Board SACE Subject Code (e.g. BIG - Alpha-Numeric) Blank if Module is standalone
13	Credits	2	Positive Integer	False	Blank if Module is standalone
14	Class Number	2	Positive Integer	False	Positive Integer or Blank Blank if Module is standalone
15	Program Variant	1	Char	False	A - Z or Blank Blank if Module is standalone
16	Class Code	10	Char	False	Blank if Module is standalone
17	Results Due	1	Char	False	J (June) or D (December) Blank if Module is standalone
18	RTO ID	10	Char	True	Must be a valid RTO Identifier Code RTO Identifier Code is supplied/obtained from various national bodies dealing with VET.
19	Certificate ID	10	Char	True	VET Certificate Identifier Code is supplied/obtained from various national bodies dealing with VET.
20	School Based New Apprenticeship	1	Char	False	Y, N, or - Failure to supply is equivalent to - (not available).
21	Training Organisation Delivery Location Identifier	10	Char	True

Data Exchange 46 VET Results import file format (NT)

VET Qualifications import file format (NT)

The following table lists the fields, sizes and characteristics of the VET Qualifications import file format for the Northern Territory.

#	Name	Max Length	Data Type	Required or Mandatory Field	Information
1	School Entering Data	3	Integer	True	School Code issued by SACE Board
2	Registration Number	7	Char	True	Unique SACE Board Student Identifier
3	Course Code	10	Char	True	AVETMISS Course Identifier
4	Completed	1	Char	True	Y or N
5	Year Started	4	Char	True	ccyy (e.g. 2014)
6	Year Completed	4	Char	False	ccyy (e.g. 2014)
7	Issued	1	Char	True	Y or N. If ‘Y’ in Schools Online, it won’t overwrite via an import.

Data Exchange 47 VET Qualifications import file format (NT)

Export file formats (NT)

The Export files include:

·         Enrolments

·         Subjects

·         Candidates

·         VET Results

Enrolments export file format (NT)

The following table lists the fields, sizes and characteristics of the Enrolments export file format for the Northern Territory.

#	Name	Max Length	Validation	Information
1	Registration	7		SACE Board Registration Number.
2	Enrolment Number	2
3	Year	4
4	Semester	1		1 or 2
5	Stage	1		1 or 2
6	SACE Code	3		SACE Board Subject Code (e.g., 'BIG' Alphanumeric).
7	Credits	2		Valid values: 10 or 20
8	Class Number	2		Between 1 and 98.
9	Results Due	1		J = June or D = December
10	Program Variant	1		Characters A to Z only or is otherwise blank.
11	Teaching School	3		School Number issued by SACE Board
12	Assessment School	3		School Number issued by SACE Board
13	Enrolment Date	10	Char	Date format: dd/mm/yyyy
14	Enrolment Status	1		E = Enrolled, W = Withdrawn, D = Deleted, G = Granted, C =Completed
15	Levelled Result	1		V = OA, S = SA, R = RA, N = RNM
16	Exam Centre	3		School Number issued by the SACE Board
17	Achievement Score	2		An integer between 0 and 20. Numeric Result for Enrolment, including NT Stage 1 Score.
18	Speed	4		Is a numeric with floating precision where - 1 equates to NULL Numeric Result for Typing Speed (eg:40.5).
19	Stage 1 Grade	1	Char	A, B, C, D, E, N or P Only applies to SACE Stage 1 enrolments. (P=Pending and applies only to "completion requirement" subjects for which the enrolment will be rolled over to the next semester).
20	Stream ID	2	Char	Assessment Cycle ID

Data Exchange 48 Enrolments export file format (NT)

Subjects export file format (NT)

The following table lists the fields, sizes and characteristics of the Subjects export file format for the Northern Territory.

#	Name	Max Length	Validation	Information
1	Stage	1		1 or 2
2	SACE Code	3		SACE Board Subject Code (e.g., 'BIG' Alphanumeric).
3	Credits	2		Valid values: 10 or 20
4	Expiry Date	10	Char	Date format: dd/mm/yyyy
5	Description	200		Subject Name
6	Descriptor	*	-	*Extended Description (64k Max, No CR/LFs)
7	Subject Type	1	Char	P (PES), S (SAS), A (PAS)

Data Exchange 49 Subjects export file format (NT)

Candidates export file format (NT)

The following table (Data Exchange 50) lists the fields, sizes and characteristics of the Candidates export file format for the Northern Territory.

#	Name	Max Length	Validation	Information
1	Registration	7		SACE Board's student's Registration number.
2	Student Code	20		Student identifier, assigned by the school, unique within the school.
3	Surname	45
4	Givens	45
5	Title	4
6	Date of Birth	10	Char	The student's date of birth. Selectable output formats are: ddmmyyyy, dd/mm/yyyy, mmddyyyy, mm/dd/yyyy, yyyymmdd or yyyy/mm/dd.
7	Gender	1		M or F
8	Contact School	3		School Number issued by the SACE Board
9	Status	1		E = Enrolled, C = Completed, D = Deleted
10	Date Completed	10	Char	Date format: dd/mm/yyyy. Blank until SACE Board gives the candidate a Completed Status.
11	Date Registered	10	Char	Date format: dd/mm/yyyy. The date the candidate was registered with SACE Board.
12	HEES Declaration (SATAC)	1		Valid values: Y, N
13	Institutions Declaration (Schools)	1		Valid values: Y, N
14	Media Declaration	1		Valid values: Y, N
15	Certificate Printed	1		Valid values: Y, N
16	Certificate Type	1		S (SA), N (NT), or Blank
17	Deceased	1		Valid values: Y, N, or Blank
18	EDHO Number	13		NT Department Student Code (Leading zeros preserved)

Data Exchange 50 Candidates export file format (NT)

VET Results export file format (NT)

The following table lists the fields, sizes and characteristics of the VET Results export file format for the Northern Territory.

#	Name	Max Length	Validation	Information
1	School Entering Data	3		This will come from the vetClass information for this module or competency.
2	Registration Number	7		Unique SACE Student Identifier
3	VET Start Date	10		Date VET module / competency begun. Note that the SAMS system uses this field as part of the primary key for their VET Results. Note also that the Year as stored in the VET Module table will have to be derived from this field for NT VET.
4	Enrolment Number	2	Integer	-1 if standalone
5	VET Module Number	3		VET Module Sequence Number - Blank if new VET Module for student.
6	VET Module ID	12		-1 if standalone
7	Result	2		The NT are sending down AVETMISS compliant codes for results. There is a new table on the DB to provide a translation between these numeric codes and our codes - avetmissResultType. 20 = P (Pass), 30 = F (Fail), 99 = U (Unresulted), etc
8	Enrolment Year	4		Blank if module is standalone ccyy (e.g. 2014)
9	Semester	1		Blank if module is standalone 1 or 2
10	Stage	1		Blank if module is standalone 1 or 2
11	SACE Code	3		Valid SACE Subject Code (e.g. BIG - Alpha-Numeric) Blank if module is standalone
12	Credits	2		Blank if module is standalone
13	Class Number	2		Blank if module is standalone
14	Program Variant	1		Blank if module is standalone A - Z
15	Results Due	1		Blank if module is standalone J (June) or D (December)
16	VET Class Code	8		The VET Class identifier - Note: Different to SACE Class.

Data Exchange 51 VET Results export file format (NT)