Student Data Capture System (SDCS)

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Data submission 1 is due on Monday 25 March 2019.

Data submission 1 (version 2) is due on Monday 29 April 2019.

General notes

• Use the latest SDCS version 19.3c, which can be downloaded from www.qcaa.qld.edu.au/senior/sdcs/software.

• Set SDCS to Disk #1 status (in the current Year 12 Cohort > File > Change Disk #).

• In data submission 1, we are collecting Year 12 student and subject information. This data must be error free. If you are having trouble producing an error-free disk, call the Client Services team for advice. Please don’t send a backup file without prior approval from Client Services.

• The moderation fee in 2019 will be $453.55 (inclusive of GST) per student per year.

The Visa Students Report that is generated during the creation of data files is no longer required to be signed and sent to the Client Services team.

• If you have students participating in the Queensland Certificate of Individual Achievement (QCIA), ensure you tick the QCIA checkbox on the Student Details tab. All comments and achievements are to be recorded in SLIMS/RABS.

• Upload files using the Submit files facility on the QCAA secure website

www.qcaa.qld.edu.au/senior/sdcs. Emails will not be accepted without prior approval.

Visa students report and payment of moderation fees

The QCAA identifies students admitted to Australia on temporary permits as visa students (this does not include Australian permanent residents or citizens). Short-term visiting students, such as students on exchange programs, who do not expect and/or are not eligible to receive a Senior Education Profile from the QCAA should not be recorded on SDCS.

Visa students are required to pay a moderation fee to the QCAA on a yearly basis unless they have a valid reason for exemption. Reasons for exemption can be found on page 39 of the SDCS user guide (www.qcaa.qld.edu.au/downloads/senior/sdcs_user_guide.pdf).

The QCAA will invoice schools after data submission 1.

Visa fees for students enrolled at state schools are usually paid by Education Queensland International (EQI). State schools should phone EQI on (07) 3034 4583 if they have queries regarding this arrangement.

Student Data Capture System

Data submission 1

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Student Data Capture System

Data submission 1 Queensland Curriculum & Assessment Authority

March 2019 Page 2 of 3

For each visa student, additional data needs to be supplied on the Student Details page of SDCS:

• Tick the Visa check box.

• Click on the Visa Details tab. The details listed below are mandatory for visa students:

− Date Entered Australia

− Visa Fees Paid Year 11 — valid options are i. YES (if fees have been forwarded to the QCAA) ii. NO (if fees have not been forwarded)

iii. EXEMPT (if the student is exempt from payment of the moderation fee, as described above).

− Visa Fees Paid Year 12 — as for Year 11 above

− Visa Documents Sighted check box — check if visa documents have been sighted.

Copies of documents do not need to be sent to the QCAA.

Common error/warning messages

If there is an error or warning for a student record, one of the symbols in the table below will be displayed against the student in the Students tab. To view an error/warning message, click on the Student Details tab (for the particular student), then click on the Messages tab.

Symbol Explanation

Validated, no errors or warnings

Errors exist in record; data cannot be submitted with errors

Invalidated state; changes have been made but not validated; students who have been marked as Left Early are always in this state

No errors or warnings; an information message

Warning exists; schools should check, but may not necessarily be required to fix Use the drop-down arrow to select if fees have been paid or student is exempt. If EXEMPT is selected, the Fee Exemption Reason drop-down menu will appear.

Tick the Visa check box. Click on the Visa Details tab.

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Student Data Capture System

Data submission 1 Queensland Curriculum & Assessment Authority

March 2019 Page 3 of 3

Solutions

Message Explanation Solution

Error Message 309:

Your school is not listed as participating in this restricted subject.

The version of SDCS you are running does not have a record of your school participating in this restricted subject. Restricted subjects are usually trial pilots.

You must apply to the QCAA to participate in the trial pilot.

Invalid study pattern for Variable Progression Rate

The subject noted needs to have the semester units showing the actual pattern of study.

If only two semesters of the subject are to be studied, remove the semester units not being studied, e.g. when Semesters 1 and 2 are being studied, delete the 3 and 4 in the columns next to the When column.

Check that the entries for the student in the Start Semester and Cert Year fields are correct.

VPR must do at least half the workload (Authority subjects) in the final year.

Variable Progression Rate (VPR) students are required to complete at least half of their Year 12 studies of Authority subjects in the final year.

This error indicates that this requirement has not been met.

SDCS and/or the student’s course of study will need to be updated to meet this requirement, e.g. if a student is studying a total of four Authority subjects, they must complete at least two in the final year of the VPR.

Error Messages 404–406:

ATSI/Country of Birth/

Language spoken at home may not be empty.

These fields appear on the Students tab and can be bulk- filled with a default value.

Click on the column header, e.g. Language, to get the option to Fill the column with default value.

Warning Message 413:

Both home phone and home email may not be blank.

Enter a home phone number, a home email address or both.

Warning Message 430:

Student does not have a Learner Unique Identifier (LUI).

If possible, enter the LUI for the student as created in the

Registration and Banking System.

The LUI is not unique. There is a student, in any cohort

on SDCS, with the same LUI. Check the student’s LUI and correct any errors or remove the LUI from the oldest record.

The Local Student Number is not unique.

There is a student, in any cohort on SDCS, with the same school Student ID.

Check the Student IDs and correct or remove the Student ID from the oldest record.

More information

If you would like more information, please visit the QCAA website

www.qcaa.qld.edu.au/senior/sdcs. Alternatively, phone Client Services on (07) 3864 0278 or email the team at [email protected].