Important Information for 2019
Schools use the Student Data Capture System (SDCS) to report Year 12 student details – including enrolments and results – to the QCAA.
From 2019 there will be a number of changes for SDCS:
SDCS should not be used for 2019 Year 10 & 11 cohorts or subsequent cohorts.
Schools will need to use QCAA’s new online application – Student Management Application – for the 2019 Year 10 & 11 cohorts and subsequent cohorts.
SDCS and SLIMS-RABS will continue until late 2019, when they will be decommissioned and retained for historical records. Schools should continue to use SDCS for students in the following cohorts:
Cohort Year
Students in Year 12 only
Note: Student Management will be used for Year 10 and Year 11 2019
Note: Only one person can enter data on the Student Data Capture System (SDCS) at any one time. It is strongly recommended that SDCS is only loaded on one machine to avoid the risk of data errors.
If you are entering a new student, please note that you will not become the Main Learning Provider (MLP) on SLIMS until after Data Submission 1 is uploaded and processed.
Background
The Student Data Capture System (SDCS) is the data collection system used by schools to report student details — including enrolments and assessments — to the QCAA.
The SDCS enrolment data submission collects enrolment totals for the Year 12 cohort and subject-groups at your school.
These enrolment totals help our moderation, testing and certification processes by giving an early and clear indication of patterns and trends in student enrolments.
Schools need to enter their enrolment data in two places for each cohort:
Students tab
Student Data Capture System
Enrolment Data submission
Access
SDCS users require the SCHOOLSDCS role to upload data submissions. Access to the QCAA secure site is managed by QCAA.
If you need SCHOOLSDCS access, please follow the instructions for requesting access.
School administration with the SCHOOLSDCS role can:
submit SDCS data submission files and
view a list of previously submitted files.
Due date
Enrolment data submissions are due Monday 18 February 2019.
What you need to do
Ensure you are using the latest SDCS software version, available at www.qcaa.qld.edu.au/3957.html
Start SDCS
Change the Disk # to Enrolment Disk: File > Change File # > Enrolment Disk checkbox.
Enter enrolment details on the Students tab
Select the relevant cohort (Year 12, 2019 only – the new Student Management application will be used for Year 10 and 11, 2019 students)
Select the Students tab
Enter the total number of students for the cohort in the Enrolled field.
Figure 1: Entering enrolment details on the Students tab
Note: The number in the Enrolled field must match the total number of actual students displayed in Blue.
2 - Total students as at most recent validation
1 - Select the relevant cohort
Ver 19.1a – BEST STATE HIGH SCHOOL – ID: 999 - Students
3 - Enter total number of students enrolled
Enter enrolment on the Subjects tab
Select the Subjects tab
If student and subject details already exist, you can click on the red arrow icon ( ) to automatically fill the Enrol column with the last validated student count for each subject.
If student and subject details are yet to be entered, click on the Subjects tab and insert the subjects, then enrolment totals for each subject in the Enrol column.
Notes:
Individual student details and their subject and course enrolments are not required at this stage and will not be included in the data collected for this submission. If you have already entered individual student information, this data does not need to be error-free at this stage.
However, you must fix any subject-group errors.
The Enrol column changes to Actual when SDCS is in Data Submission #1 – #5 status, showing the school’s actual enrolments.
Figure 2: Entering data in the Subjects tab
Create your data submission files
Go to the File menu and select Create Data Files. The dialog box on the right will appear.
Click Browse and select the destination where you want to save your files.
e.g. C:\SDCS\2019\data submission.
Click Process.
A validation will run and produce a Batch Validation report for the Year 12 cohort.
Check that two files have been created:
exch000dyy.12e
Ver 19.1a – BEST STATE HIGH SCHOOL – ID: 999 - Subjects
Enter subject enrolment totals manually
If student and subject details already exist, click the red arrow to
automatically fill the Enrol column with the validated student count
Enter subjects
Upload your data submission files to the QCAA website
1. From the QCAA website Home Page, select QCAA secure from the Logins menu.
2. Enter your User ID (BIC) and Password, and click on Login.
3. Confirm the Authorised access by clicking Continue.
4. Select SDCS (Student Data Capture System).
Are you Ima Teacher (1234ZZZZ) ?
5. Select Submit files from the Submit SDCS files menu at the top right of your screen.
6. Follow the instructions on the webpage to upload your files.
Common errors and solutions
Error Explanation Solution
Error Message 371:
Enrolment data not supplied or inconsistent
This error occurs when no enrolment total has been entered on the Students tab
(see Figure 1).
Enter the correct enrolment total for the cohort.
Error Message 372:
Enrolment is less than students listed
This error occurs when Enrolled total on the Students tab is less than the number of students enrolled (see Figure 1).
Check and update the enrolment total.
Error Message 373:
Enrolment total is less than number of students listed in subject
This error occurs when you have more students listed in a subject than indicated on the Enrolled total on the Subjects tab (see Figure 2).
Check the students listed on the Class Lists page for a current listing of students for that subject.
Delete students from the class list or update totals on the Subjects tab to match.
More information
If you would like more information, please visit the QCAA website
https://www.qcaa.qld.edu.au/senior/sdcs/data-submission-guides. Alternatively, phone 3864 0278 or email Client Services at [email protected].
