Schools Online Training

Changes you make in the Schools Online training application will not affect your school data in the production version. The training database has been recently updated to reflect the data stored in the production Schools Online database for your school but it is a separate database.

Welcome and Introduction

Schools Online Training Guide

Schools Online Introduction

Schools Online conventions

Schools Online banner

Searching in Schools Online

Record creation

Student Code

Useful task sequence

Accessing Schools Online information

Accessing Schools Online

User Toolbar

Changing your password

Changing your security questions

Changing user settings

Logging out of Schools Online

School Menu

Performing a Rollover

Listing teachers

Creating a new teacher

Editing a teacher

Transferring Out

Transferring students out of your school

Transferring an individual student out of your school

Students Menu

Searching for a student at your school

Creating new student

Maintaining student information

Viewing Enrolments for a student

Enrolling individual students in SACE classes

Viewing Completion for a student

Viewing ATAR status for a student

Allocating students to a Home Group

SACE Classes Menu

Creating a new SACE class

Editing a SACE class

Viewing a SACE Class details (SACE Class Summary)

Updating SACE Class teacher information

Data Exchange Menu

Importing data into Schools Online

Exporting data from Schools Online

Reports Menu

Frequently Asked Questions (FAQ)

Appendix A

Import file specifications

Students import file specification

Teachers import file specification

Classes import file specification

SACE Enrolments import file specification

Welcome and Introduction

The Schools Online training is an introduction to the Schools Online system. Participants will learn how to navigate Schools Online and how to maintain the Schools records for their school.

Schools Online is the SACE Board of South Australia data collection software for South Australia Certificate of Education (SACE) students, SACE Enrolments and their results.

Students who successfully complete the SACE International are accredited with the SACE, an award that is recognised within the Australian Qualifications Framework (AQF).

The SACE is awarded to students who successfully complete their senior secondary schooling. SACE completion is the main way students meet university and TAFE entry requirements. The SACE International offers:

· proven learning techniques tailored to university study

· a balanced choice of subjects leading to a variety of university degree courses

· a mixture of school assessments and external examinations that assess students fairly

· the flexibility for students to complete the program over an extended period mixing part-time work and part-time study

· an opportunity for students to increase their Australian Tertiary Admission Rank (ATAR) by repeating subjects without penalty.

To qualify for the SACE and to meet Australian Tertiary Admission Rank (ATAR) requirements, students must complete 90–100 credits from the following list of subjects:

Accounting (ACG - 20 credits)
Biology (BIG - 20 credits)
Chemistry (CME - 20 credits)
Economics (EMS - 20 credits)
English as Second Language Studies (ELG - 20 credits)
English Studies (END - 20 credits)
English Communications (ECS - 20 Credits
Information Technology (IFT - 20 credits)
Legal Studies (LEG - 20 credits)
Malay Background Speakers (MLD - 20 credits)
Mathematical Studies (MDS - 20 credits)
Nutrition (NUT - 10 or 20 credits)
Physics (PYS - 20 credits)
Psychology (PSC - 20 credits)
Research Project (RPA or RPB - 10 credits)
Specialist Mathematics (MSC - 20 credits)

SACE results are used to calculate an ATAR, used by the South Australian Tertiary Admissions Centre (SATAC) to determine a student’s course offerings.

See https://www.sace.sa.edu.au/students/sace-overview to find out more about the SACE and https://www.sace.sa.edu.au/web/saceinternational to find out more about the SACE International Program.

The SACE Board of South Australia site for information about Schools Online is https://www.sace.sa.edu.au/connect/schools-online.

Schools Online Training Guide

Use the ‘Menu’ guide to open Schools Online to the screen as you follow this document. The Hints and the Schools Online Help for that screen describe how to use the screen.

· The Menu paragraphs in this training guide display the list of selections required to find a Schools Online screen.

· Screen names and selections within a screen are displayed in bold.

· Text or graphics within the square brackets indicate actions to take within the screen.

Training 1 Instructions to open a screen (example)

(Breadcrumbs in the Schools Online screens are very similar to the Training Guide’s Menu paragraphs.)

To learn about topics in this Training Guide:

1. Use the menu instructions to find the Schools Online screen.

2. Read the Hints on the Schools Online screen. To read more detail about the screen you are viewing click on the Context Help icon and read the help topic.

3. To read about related topics and navigate the other Help topics click on the ‘Show’ hyperlink in the top left of the help window. This will display the topic tree, a table of contents for Schools Online Help.

Schools Online Introduction

Schools Online conventions

Schools Online displays consistent information to help you navigate the system.

Training 2 Schools Online User Interface conventions

User details - The User Name and SACE Board school number used to log in to Schools Online are displayed at the top of the screen.

Menu - The menu at the left of the page displays the starting points for Schools Online activities. When you select a menu item from the list Schools Online will display the appropriate screen and may alter the menu options available to you.

Breadcrumbs - The breadcrumbs on each screen are displayed above the screen title. This sequence of hyperlinks indicates the sequence of opened screens. To return to a previous screen without causing data problems, click on the breadcrumb link to that screen. (Do not use your browser’s Back and Forward buttons.)

Screen Title - The title identifies the screen. The information displayed within a screen will depends on the selections you make in previous screens.

Context Help icon - Click on the Context Help icon to display the help topic relevant to current screen.

Schools Online banner

The Schools Online banner is viewable only when you are logged in to the system and is available from the top of the browser window.

Training 3 Right hand side of Schools Online banner

Explanation of the icons used in the Schools Online banner:

· - links to view the Schools Online main home page.

· - hides the menu and banner to make a printable view of the current page.

· - logs you out of Schools Online.

Searching in Schools Online

Throughout the system there are screens in which you enter search parameters.

· To go directly to the correct record enter a unique identifier, such as a Student Code, Registration Number and / or another appropriate ID.

· When you do not have an ID, enter detail to narrow the search. A list of possible matches will be returned for you to select from.

· Enter mandatory fields (red background) if your search requires them.

Record creation

Entering data within Schools Online follows consistent conventions. There are three levels of helpful detail:

1. Mandatory fields are indicated by red background and labels.

2. Hints are visible on the right of the screen as you enter data.

3. Context help is available via the Context Help icon.

Training 4 Schools Online Data Entry conventions

Student Code

Importing information about students, teachers, classes and enrolments at the beginning of the year reduces the double-handling of data.

The Student Code is a student identifier that is unique within a school. Use the Student Code to coordinate Schools Online records with the data in the school’s administration system.

1. Enter new students into your school’s administration system.

2. Use the Student Code it generates as the Student Code when you enter the student in Schools Online.

When Student data is imported into Schools Online your school’s administration system, that system’s Student Code is used in Schools Online, provided that the Student file is formatted correctly.

Useful task sequence

The data managed by Schools Online can be entered and updated manually as needed during the year.

1. Update Student / Candidate, Teacher, Class structure, and SACE Enrolment, including new enrolments (supported administration system)

2. Export the files from the administration system. If the system is not one of those supported by Schools Online, modify the exported file structure to comply with the specifications published in the Schools Online Help. (See ‘Data Exchange’)

3. Import into Schools Online the compliant files in the order listed within the Import Data list.

4. Perform Group Transfers In / Out to remove students not enrolled in current SACE classes from the Schools Online and import students new to the school.

5. Allocate students to Home Groups.

6. Update class information, variants and teacher information.

Manual processing:

1. Do an end of year rollover to increment student year levels, rollover classes and teacher

2. Add any new Teachers.

3. Maintain / update the SACE enrolments.

4. Maintain / update the Students.

5. Enrol students in SACE enrolment.

6. Do a Group Transfer Out of the students remaining in the Schools Online without a current year SACE enrolments.

Accessing Schools Online information

On the Schools Online section (link above) of the SACE Board website it gives you information about the system also you can download:

· a Schools Online Training Guide

· a Schools Online Instruction sheets

Training 5 Schools Online section of the SACE Board Website

Accessing Schools Online

When you login into you SACE Account you must enter your Email Address and Password.

Training 6 SACE Online Account Login screen

From the Schools Online home page you can:

· check Student transfers in / out and requests

· read current news items: Information about database cut-off dates and Schools Online release information

· use the menu to access the system.

User Toolbar

Changing your password

Your password is your means of protecting the privacy and security of the data stored in any SACE Board online application. Make sure that you never reveal your password to anyone.

To change your password:

1. Click on the settings icon or your name in the top right corner of Schools Online.

2. Click on menu option.

Training 7 Change Password screen

Change your password when you login into your SACE Online Account for the first time so that only you can log on SACE Online Account with your User Name.

Changing your security questions

When your account was first created and you logged in SACE Online it prompted you for five security questions used to identity you to reset your own password. It may be necessary to revisit your questions and they can be change very easily.

Displaying your current security questions

To change your security questions and answers:

1. Click on the settings icon or your name in the top right corner of Schools Online.

2. Click on menu option.

Training 8 Re-authentication required screen

As this identifies you and contains personal information we require you to re-enter your password for SACE Online.

Making changes to your security question choices

Training 9 Change Security Questions screen

1. On the Change Security Questions screen you will be able to select a new security question and enter the answer or update an existing question

2. Once all the changes have been made you can click on Submit to return to Schools Online.

Changing user settings

To change your password:

1. Click on the settings icon or your name in the top right corner of Schools Online.

2. Click on menu option.

Training 10 User Settings

Each Schools Online user can set their own defaults for some settings, which are described in the Hints and the ‘User Settings’ topic within Help / Hints.

Logging out of Schools Online

After using Schools Online to ensure the security of the system we suggest you logout of Schools Online to end your current session.

To logout of Schools Online:

1. Click on the settings icon or your name in the top right corner of Schools Online.

2. Click on menu option.

School Menu

Performing a Rollover

Training 11 School Rollover

Do not use the Rollover if you are importing student and class data from another administrative system.

When you update Schools Online manually the rollover facility allows you to:

· rollover your class and teacher information from the previous year to the current year

· increment, leave or decrement a year to each student's year level

· clear all home groups

Further details are described in the Hints / Help.

Listing teachers

From the Teacher List screen you can list current teachers, edit their name and view their current SACE classes. If a teacher has no current SACE classes they can be deleted from the Schools Online.

Creating a new teacher

Training 12 Create Teacher

1. From the Teacher List screen, click on the Add New Teacher button.

2. Note the teacher’s unique identifier in your school administration system. Use that identifier as the Teacher Code when you enter the teacher’s details into Schools Online.

3. Enter the details of the new teachers and click Save to create a new teacher.

Editing a teacher

Training 13 Editing Teacher

Make the necessary changes to the Title, Initial and Family Name as required. Once changes have been made, click Save to save the changes.

HINT: To change the Teacher Code the teacher must be deleted from the database and their record recreated with the correct Teacher Code.

Transferring Out

Transferring students out of your school

Students with no current year SACE enrolments or have left your school need to be transferred out from your school within Schools Online.

Training 14 Group Transfer Out

You may decide to process enrolments for a Home Group or Year Level and then transfer out the students with no current enrolments for that group before processing the next group.

1. Complete all student enrolments.

a) Make sure that data imports from your administration are completed.

b) Process the enrolments for new students, as described in the next section named ‘Students Menu’.

2. From the Group Transfer Out screen transfer the remaining students, who have no SACE enrolments, to the SACE Board of South Australia (School 000).

Further details about Group Transfer Out are described in the Hints / Help.

Transferring an individual student out of your school

Method 1:

Method 2:

Training 15 Transfer out Requests

Students Menu

Searching for a student at your school

Training 16 Student Search (Own School)

To find a particular student you can enter a Student code, SACE Registration Number, Given Names and / or Surname. You may wish use the Date of Birth to narrow the criteria.
Alternative you may search for a group of students you can select a Home Group or enter a Year Level.
Click Search to find students at your school.

The Student Search Results screen will display if more than one student matched the entered criteria.

Training 17 Student Search Results

To view more information on a selected student, click on the student’s name.

Creating new student

Training 18 Student Search Results

After the student has been created in the school’s administration system (Note the student’s unique ID in that system) enter their details in the Schools Online Create Student screen. Use the Student ID from the school administration system as the Student Code.

If the student details are similar to another student in the database the Check Student Duplicate screen will be displayed.

In the Check Duplicate Student screen click on the Modify button to modify the details and then click on the Save button.

Maintaining student information

If you wish to edit the student’s details after the record has been saved, open the View Student screen and click on the Maintain Student hyperlink at the bottom of the screen.

Viewing Enrolments for a student

From this screen you can:

· delete or withdraw current year individual SACE enrolments

· view and edit individual enrolments (including proposed)

· add the student to a SACE class

· run a Completion Check

· view the ATAR (Australian Tertiary Admission Rank) status for the student

Training 19 View Enrolments

Enrolling individual students in SACE classes

Training 20 Add Student to SACE Classes

1. Enter details and click on the View button, which displays students in the Add Students to SACE Classes screen.

2. Select the classes and click the Add to Classes button.

Viewing Completion for a student

A student's completion details demonstrate whether or not the subjects studied at Stage 2 will allow the student to gain the SACE and which subjects will contribute to fulfilling the various requirements. Detailed and summary views are available.

Training 21 Student Completion Details

Viewing ATAR status for a student

The ATAR (Australian Tertiary Admission Rank) status indicates whether or not a student will receive an ATAR score. It does this by checking all enrolments against a set of inbuilt rules to determine whether the grouping of subjects can be used to construct an aggregate for university entry.

Training 22 Australian Tertiary Admission Rank

Allocating students to a Home Group

Training 23 Home Group Allocation

Select the Home Group, the students to allocate, and click on the Allocate button.

SACE Classes Menu

NOTE: When you import SACE enrolments from another administrative system they will be added to the appropriate student’s enrolment records through the SACE class structure.

Creating a new SACE class

On the Create SACE Class screen:

1. Enter the required fields.

2. Enter the Class Code.

NOTE: Entering a Class Code will make it easier to go quickly to that class in the future.

Editing a SACE class

In the Edit SACE Class Information screen you can:

· change the Teacher for the class

· edit the Class Number and Class Code

· for a stage 2 class: you can also edit Assessment School, Assessment Group and the teacher information.

Viewing a SACE Class details (SACE Class Summary)

Method 1:

Method 2:

Training 24 SACE Class Summary (Stage 2 Subject)

From the SACE Class Summary screen you can:

· add, delete or withdraw students from the class

Updating SACE Class teacher information

Training 25 Update SACE Class Information screen

When classes are created (either via an import or rollover) you can update information relating to that particular SACE class.

You can for each class listed on this screen:

· Delete classes with no enrolments

· Change the Teacher assigned to the class

· for a stage 2 class: you can also edit Assessment Group.

Click on the Save button once any changes are made to save the entered information.

Data Exchange Menu

Importing data into Schools Online

We strongly recommend that data exchanges between your administrative system and Schools Online should be done by one staff member only. That staff member needs to have administrative rights to the system.

You can import data into Schools Online from administrative systems that use the correct file formats. The files and their specifications are described in the Schools Online Help. The files you can import are listed below and MUST BE IMPORTED IN THE CORRECT ORDER.

Appendix A of this Training Guide has the current data import file specifications from the Schools Online help.

Import File Order

1. Students

2. Teachers

3. SACE Classes

4. SACE Enrolments

Import warnings

You can only import one file at a time.

· Always import students and teachers before SACE classes and enrolments.

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

If your student import file includes a student with a name similar to a student already in the database, the system may assume you are trying to create a duplicate record and fail to import it. 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 SACE classes exist before importing SACE enrolments.

Importing the data

1. Select a file to import from the Type list. (Remember to import files in the correct sequence.)

2. Select the correct Date Format and browse to the File location, then click on the Import button.

3. A report will be generated, telling you if the import was successful and detailing any import errors.

If warnings are found in the import file, the correct records will be imported and the incorrect records will not. Errors found in those records will be reported to you in an error message.

For more details about importing data click on the Context Help icon and read the Help topic.

Exporting data from Schools Online

You can export data from Schools Online from the Export Data screen by selecting the Export Type, Text Delimiter, Field Separator, Date Format and Include Field Headers option. You can view each data file on screen or save the file to disk. You can then import the data into another administrative software system.

Reports Menu

Schools Online reports are available for Students and SACE Classes.

The Report types are: Certificate Print Name, Declarations Checklist, Potential Completion Details, Student Details, Student Summary, and Student Tracking Summary.

The Report types are: Class Listing, Class Listing by Subject, Enrolment Checklist, Enrolments Against Learning and Assessment Plan Status Report, Learning and Assessment Plan Status Report, Program Variant Listing, Research Project – End of Semester, School Assessment Sample Materials Submission, Students Enrolled Elsewhere, Students Registered Elsewhere, Subject Enrolment Eligibility Status, Subject Listing, Teacher Class Listing and Teacher Listing.

Frequently Asked Questions (FAQ)

You may find the answer to one of your questions in the FAQ (Frequently Asked Questions).

You should regularly visit the FAQ page within the help as this is reviewed regularly.

Appendix A

Import file specifications

Students import file specification

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

#	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	20	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. 28/02/1987 or 02/28/1987). HINT: Choose the correct format on the Import Data screen.
9	Phone Country Code	3	Char	False	If used, this must be a valid Telephone 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	Country	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	e.g. 12
20	Street Address Line 4	30	Char	False	Only to be used if required.
21	TAFE ID	10	Char	False	Not Applicable for SACE International Colleges.
22	ED ID	13	Char	False	Not Applicable for SACE International Colleges.
23	Ab/Tr Ind	1	Char	False	Not Applicable for SACE International Colleges.
24	Email address	100	Char	False	Student’s email address (where available)

Training 26 Students import file specification

Teachers import file specification

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

#	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	Not Applicable for SACE International Colleges.
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).

Training 27 Teachers import file specification

Classes import file specification

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

#	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. 2016)
3	Stage	1	Integer	True	2
4	SACE Code	3	Char	True	SACE Subject Code (e.g. BIG)
5	Credits	2	Integer	True	10 or 20.
6	Class Number	2	Integer	True	Class number assigned by the teaching school (01 to 98 inclusive)
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)

Training 28 Classes import file specification

SACE Enrolments import file specification

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

#	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	20	Char	True	Assigned by school, unique within school
4	Year	4	Integer	True	ccyy (e.g. 2016)
5	Semester	1	Integer	True	1 or 2
6	Stage	1	Integer	True	2
7	SACE Code	3	Char	True	SACE Subject Code (e.g. BIG)
8	Credits	2	Integer	True	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	Char	True	The school at which the subject is taught.
13	Assessment School Number	3	Char	True	The school at which the subject is assessed.
14	Class Number	2	Integer	True	Class number assigned by the teaching school (01 to 98 inclusive)
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	Not Applicable for SACE International Colleges.
19	Partial Credits	2	Integer	False	Not Applicable for SACE International Colleges..
20	ED ID	13	Integer	False	Not Applicable for SACE International Colleges..

Training 29 SACE Enrolments import file specification