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VASS New User Manual 2014 - Victorian Curriculum and

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1. symbol in the Other field The symbol is the pipe hence the term pipe delimited file The pipe symbol is usually located on the same key as the backslash key on the computer keyboard and is shown as a broken vertical line When the pipe is entered vertical lines will appear in the data preview pane Click Next 7 Step 2 of 3 Text import Wizard This step is used to mark certain fields as text to preserve the format click Finish The file should now be saved in Excel format for ease of use This file can then be used by the school for mailing labels etc GE ET le S Personal Details Summary The STUDENT ADMIN gt Other Student Reports gt Personal Details Summary is used to print a Summary list of the students once their personal details have been entered into VASS This report is very useful as it lists the course code as well as telephone number date of birth and optionally the address of the students This report can be viewed on screen and printed or extracted as a text file Ce Student Personal Details Summary Report for DEMONSTRATION COLLEGE Year 2014 W January 2014 Year formGroup Student Farnity Name First Name Second Name ExternaliD Gender Phone Number Date of Birth Course Level Number Code et 141494677 STUDENT 13 VE vee TEST stu001 1408 1956 Grousser nsns EE 268 121936 onns Esnnanne DANTE 1806 1996 Zuse 5 2609 1995 442 9808 oen7isse f 446 7207
2. 29 VASS new users training manual June 2014 Wd mmm CURRICULUM AND ASSESSMENT AUTHORITY There are three groups of students whose enrolments may not be complete due to a missing class code e Students who have been transferred to a new home school The original home school class codes are removed when a student is transferred but the assessing school class code does not change The new home school will need to place the student in the appropriate classes e Students who have been enrolled by their home school to undertake a Unit at an assessing school where the assessing school has not yet entered the class code e Students who have been enrolled by their assessing school to undertake a Unit at that School and the home school has not yet entered the home school class code Do not change class codes for units completed at the previous home school e g Unit 1 or 3 in semester1 if the student was transferred to your school in Semester 2 rege E Students Not Allocated to Classes for DEMONSTRATION COLLEGE Year 2014 30 January 2014 Run Type All Classes Summary HOME SCHOOL YOUR SCHOOL MUST ENTER CLASS CODE VCE Une Class usent ame Stadent Year form Home onbe Level Group School Cote HOME SCHOOL YOUR SCHOOL MUST ENTER CLASS CODE VET Una Class Daten tame Sudem Year Form Home Home School Mame sses Assessing Senooi Name Figure 13 Student Not Allocated to Classes Report 30 VASS new users training man
3. Hospitality Kitchen Operations Integrated Technologies Task Description 01 Work performance 02 Work performance 03 Work project 04 Work project 05 Product 06 Product 07 Portfolio 08 Portfolio For all YCE VET programs apart from VCE VET Dance and VCE VET Music CUS30109 Graded Assessment 1 contributes 66 tow ards the Study Score Graded Assessment 2 contributes 34 tow ards the Study Score For VCE VET Dance and VCE VET Music CUS30109 each Graded Assessment contributes 50 towards the Study Score Figure 26 VCE VET Programs offering a Study Score VASS new users training manual June 2014 54 2 Ben 53 m o Ka 3 K oe gt wi eo 2 3 ECH a D EN Ki D wi S o e a e Ki gt E Ki a Ej E E G O vw KA v KA 3 0 K KI ES ER D KI e a 2 Ki KI ker ES P E KH E Z 5 E E 2 o c KI ES O S E 2 Ka IT E 2 N e ks VICTORIAN CURRICULUM ND ASSESSMENT AUTHORITY a 2 amp oO Gi p 2 o Ss g Hd D D gQ CG E a g gt gt LA ku gQ EI o gt OO pa OO 2 ell e 2 D 2 amp amp oO Q ke kos oO Q a v E 2 a e gt KI 3 Ki a h VAN CURRICULUM AND ASSESSMENT AUTHORITY Removing Students Exiting Stu
4. y 8 5 Certificate UOC Structure for er E COLLEGE Year 2013 8 November 2013 _ Certificate Code SIT20207 R Certificate Name Certificate II in Hospitality Certificate Type VES Industry Area Tourism Hospitality and Events Minimum Hours 248 Minimum Streams 0 Maximum Units 5 Maximum Sequences 1 SBNA Allowed No Report Order UOC Code Stream Stream Min Min Min Pat Pat Min uoc UOC Class Min VCAA Scored Compulsory Hours Points Optional Code Compulsory Optional Compulsory Set Up UOC Value Parts Dec Hours A VCE VET Units 12 vy osteo Y O SITHCCCDO1B Organise and prepare food Y 2 zm N SITHCCCO02A Present food Y e eo w SITHFABOO3A Serve food and beverage to oustomers Y am N SITHINDO01B Dev amp update hospitality industry know Y 23 sn N SITHINDO02A Apply hospitality skis in M o o N SITXCOMODTA Work with coleagues and customers Y 2 200 n SITXCOMOO2A Work in a socially diverse environment a am N SITKOHSOOIB Folow heathsafetyiseounty procedures 3 2 120 N alow workplace hygiene procedures Y 15 1500 N Y ing procedures N 2 aw N at N 5 150 N s N 5 en N N a am N N en N N v on nN N 3 om N N E KK N ai Figure 17 Certificate UoC Structure Report VET Add Modify RTOs Exercise 20 Selecting the RTO for a VET Certificate 1 Select SCHOOL PROGRAM gt VET in Schools gt Add Modify RTOs Classes 2 Select LMF20309 VES Certificate Il in Furniture Making 3 Click Add Modify VET
5. The Focus Area approval process allows VCAA to confirm that each student enrolled in VCE Music Investigation Units 3 4 has selected a Focus Area of appropriate depth and breadth that this Focus Area has appropriate links to a work selected from a VCE Music Prescribed list and that the Focus Area provides adequate scope for the student to prepare and present a performance examination program that will allow them to address assessment criteria at the highest level Each section of the approval form must be completed Copies of the form can be downloaded from the VCE Music Investigation study page Approval forms should be uploaded via VASS on or before 5 00pm of the cut off date as published in the Important Administrative Dates and on the VASS home page A reply indicating approved or not approved will be sent by VCAA as soon as possible after the cut off date Extended Investigation The VCE Extended Investigation enables students to develop refine and extend knowledge and skills in independent research and carry out an investigation that focuses on a rigorous research question The investigation may be an extension of an area of curriculum already undertaken by the student or it may be completely independent of any other study in the student s VCE program Through this study students develop their capacity to explore justify and defend their research findings to a general audience in both oral and written forms Students
6. een E ele E 21 Email Distribution EE 21 Modifying TN E 21 Viewing Other School Details AAA 22 El E 22 Teacher e e E 22 Adding a New Teacher 22 VCE School e e E E 23 Selecting VCE units offered by the home school 23 ST etd ge Ke 23 School Programi SUMMA yesse mer ses ae enna eee 24 Programs Offered by EE ege eiekgeeierhegee gege see eeetne tml eens 25 School Assessment Dates entry vsciivincastsacnapeceincneaseaconcis teeuresavusescee SERGE RSENE ENKER Ee 25 VCE Student de EE 26 VASS new users training manual June 2014 VA CURRICULUM AND ASSESSMENT AUTHORITY VCE UO MIAME a5 ete estan gee eee ea aces sn ceases a taaui es saa tek cedaaevea sae cee EEHEHE EA REEE E EREEREER 26 Glass Eeer 27 Student Level Program by Block Report 5jasciscoceiccssehassstncrs besunetahesseuns intunebe tandaedebereeetukenusuee 29 Students Not Allocated to Classes Hepnort 29 Changing a Student Class GCOGG E 31 Students Without a Program Report uk 31 Student Eligibility Reports vcccstcc ccuctecceescrdsecdenetsetenessietibebdenwierinaddsbobienmemietiezetieamentindls ee 31 VET School Progra siess nee EE EEE EE NENE EERE KE E ER 35 Selecting a VET Certificate ENEE 35 Certificate WoC Structure EN 35 VET Add Modify RTOS E 36 VET Add Modify GIES SOS selescecincdsesstnsunwiscoonrresdereyeiieedubidieanieainmybob eomnisinaeetieineuienaten 37 VET St dent PYOQKAN scasscocsrociectasesavedsiecsarieeiune hnemteeiuiedinehs omen e EERE ieee 37 Enrolling in a VET Certi
7. 2 Intermediate Intermediate Yes PER VCE Units Year Unit Code Unit Name Result Level Allocated Strands 2014 07033 PRODUCT DESIGN AND TECHNOLOGY 3 Senior Yes WRK 2014 DT034 PRODUCT DESIGN AND TECHNOLOGY 4 Senior Yes WRK 2014 AC011 ACCOUNTING 1 Intermediate Yes GCR 2014 AC022 ACCOUNTING 2 Intermediate Yes GCR Total Number of Students 1 Figure 16 A VCAL Student Eligibility Report 34 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VET School Program For administrative purposes all VET certificates VES NAP and VFE are deemed to be delivered by the students home school This means that home schools are responsible for enrolling their students and entering results The correct RTO must be recorded against the students enrolment Setting up a VET program involves e selecting the VET FE certificate s offered by your school e selecting the RTO s responsible for each VET certificate offered by your school e setting up classes for the required VET FE UoCs Units of Competence Students undertaking a VFE Certificate as part of a School Based New Apprenticeship SBA must be correctly flagged Selecting a VET Certificate Exercise 19 Selecting a VET Certificate Select SCHOOL PROGRAM gt VET in Schools gt Select Certificates to be Offered Four certificates have already been selected Click Add Certificates Select LMF20309 VES Certificate II in Furniture Making and click Add T
8. 25 towards study score COURSEWORK UNIT 3 SIAR 2 JULY 28 The accreditation period forthe A Z Susiness Management Rede Besim is 2010 2015 Teachers must be using the current Study Design Available online at ee ee tech er Refer to Study Design Assessment tables pages 25 and 29 Further advice is provided in the iE Zuse Management dssessmnent Handbook Available online at is gals gid SE EHS SE Task Description Max Score Unit 3 Outcome 1 7 20 Task Description Max Score mm Unit 3 Outcome 2 r ap e Task Description Max Score gQ Unit 3 Outcome 3 r 40 GRADED ASSESSMENT 2 25 towards study score COURSEWORK UNIT 4 SIAR 4 NOVEMBER Q Task Description Max Score Unit d Outcome 1 r 60 ws Task Description Max Score m Unit 4 Qutcome 2 r op GRADED ASSESSMENT 3 50 towards study score End of gear ezamination TEACHERS 7p NOTES Y LE See Figure 23 Business Management Graded Assessments 49 VASS new users training manual June 2014 Wd mmm CURRICULUM AND ASSESSMENT AUTHORITY Art GRADED ASSESSMENT 1 20 towards study score COURSEWORK UNITS 3 AND UNIT 4 SIAR 2 JULY 28 Task Description Max Score D1 Unit 3 Outcome 1 r 20 Task Description Max Score 01 Unit d Outcome 1 P 20 GRADED ASSESSMENT 2 50 towards study score SCHOOL ASSESSED TASK SIAR 4 NOY 10 Task Description Max Score SCHOOL ASSESSED TASK Unit 3 Outcome 2 Unit d Dutcome 2 Folio 60 GRADED ASSESSMENT 3 30 toward
9. 290571936 448 5601 musse 5 117101956 orons 24 1986 DANELLE A0 207 F 5449 6996 12121996 FEEEFEEEEFEEEFEFEEEFEEE RRARARRRARRARRRRRRARRRARR Figure 5 A Personal Details Summary report H State Government 20 Victoria VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY School Admin Email Distribution Lists Changes made to email addresses on VASS do not automatically update the Edumail Distribution Lists DLs used to send VCAA Notices to Schools e DL Government Schools e DL Government Schools Coordinators e DLNon government Schools e DLNon government Schools Coordinators Staff members from Government Schools should download the Joining the Distribution List Government Schools instructions from VASS to place themselves on the Edumail Distribution List DL Only Edumail email addresses can be used for Government Schools For Non Government Schools there is provision for only 2 email addresses per school VASS Operations must be notified in writing of any changes to email addresses The main email address for Non Governments School must be generic e g vce demonstration vic edu au Modifying School Details School contact details should be updated on VASS as soon as changes occur e g address telephone fax principal VASS administrator and coordinators Exercise 11 Modifying School Details Select SCHOOL ADMIN gt Modify School Detail
10. 5 Click OK Neil Frost is withdrawn from all VET in Schools enrolment and as a result from the VCE Withdrawal from VCAL Certificates and Units occurs in a similar manner Student Exit Exercise 38 Student Exit 1 Select STUDENT ADMIN gt Student Exit gt Student Exit 2 Find Neil Frost and Record Exited Student The Record a student as having exited screen will be displayed 3 Enter the date in the Exit field and Tab or click away from the field to activate Save Click Save The message For this student you should have entered any previously determined Indicative Examination Grades will be displayed 5 Click Yes The message Do you want to record will be displayed 6 Click Yes The message Student has been will be displayed 7 Click OK and Close Deleting a Student Record It is possible to delete the year record of a student who has been rolled over in error who has been entered onto the database twice duplicated or who leaves the school during the year Only the current year s record is deleted Any previous years records are preserved A student s year record can only be deleted if they have no enrolments or results entered for the year and an exit date has been entered Therefore any Unit 3 and 4 enrolments must be withdrawn before the Enrolment 2 date A student s record for the year is deleted using the Delete button on the Modify Student Personal
11. AUST COLLEGE HAR DESIGN H A 2 1 CDI ACCOUNTING 1 AN ESTHER ANDREWS 1 EM 1 E AC AT HELEN ATTRILL 1 A2 1 6 ACO22 AC AUST COLLEGE HAR DESIGN 2 A 2 1 AC022 AN ESTHER ANDREWS 2 Al d 5 Aco22 AT HELEN ATTRILL 2 A2 1 ACO33 CO AE ALISON ANDREA 1 B 0 ACO34 ACCOUNTING 4 AE ALISON ANDREA 2 8 H Figure 6 A School Program Summary report State Government 24 H VASS new users training manual June 2014 Wd 1c CURRICULUM AND ASSESSMENT AUTHORITY Programs Offered by Schools The SCHOOL PROGRAM gt Programs Offered by Schools is used to locate assessing schools offering Units that your students may wish to undertake and Schools with whom your school may be able to form a Partnership In both cases you must have permission from the selected School before enrolling a student with them or attempting to form a Partnership Goose Programs Offered by Schools Report Year 2014 30 January 2014 z Type VCE Units Unit 51011 BIOLOGY 1 Region ALL Sector ALL Report Order Name School Name Phone Suburb Sector Semester Students Partnership Code Formed 01216 ACADEMY OF MARY 94193044 FITZROY CATHOLIC 1 H IMMACULATE 14952 AL SIRAAT COLLEGE 9408 1999 EPPING INDEPENDENT 1 5 or more 11961 ALIA COLLEGE 98229622 HAWTHORNEAST INDEPENDENT 1 3 14924 ALKIRA SECONDARY COLLEGE 5991 3500 CRANBOURNE GOVERNMENT 1 H NORTH 01852 ALPHINGTON GRAMMAR 94997778 ALPHINGTON INDEPENDENT 1 2 SCHOOL 01311 APOLLO BAY P 12COLLEGE
12. Certificate Level 6 Strand Numeracy Credits Required 1 Credit at Certificate Level Required for Strand N Level Foundation Type Code Name VCAL Unit NUMO11 Numeracy Skils Foundation VET Certificate UOC 21671VIC VFE Certificate in Transition Education VBP499 Functional numeracy VET Certificate UOC 21671VIC VFE Certificate in Transition Education VBPSOS Fractions decimals amp percents VET Certificate UOC 21772VIC VFE Certificate in General Education for Aduts AURC251677A Use numbers in the workplace VET Certificate UOC 21772VIC VFE Certificate in General Education for Aduts VBM298 Sports Numbers VET Certificate UOC 21772VIC VFE Certificate in General Education for Adus VBQU129 Work with time money amp Figure 21 A Curriculum Strand Report Selecting a VCAL certificate Exercise 24 Selecting a VCAL Certificate 1 pg Select SCHOOL PROGRAM gt VCAL gt Select Certificates to be Offered Click Add Certificates and select VCAL Intermediate Click Add The message Do you want to add will be displayed Click Yes The message Certificates added successfully will be displayed Click OK then Close Selecting a VCAL Certificate Provider Exercise 25 Selecting a VCAL Certificate Provider 1 Ce go Select SCHOOL PROGRAM gt VCAL gt Add Modify Certificate Providers Click Add Modify Providers and select the correct Provider from the l
13. Delete Student with Pending Student Number The record will be deleted and the next student on the Import Hold table will be displayed VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Duplicate Student Search The STUDENT ADMIN gt Other Student Reports gt Duplicate Student Search produces a report that lists any possible duplicate students based on three out of four matches to Family Name First Name Date of Birth and Gender at your school Previously generated Duplicate Student reports can be viewed printed or a new report can be generated If the report indicates that you have a student with two student numbers you should contact VASS Operations for assistance L mt Repot Close Possible Duplicate Students for DEMONSTRATION COLLEGE Year 2014 Year Course Student Name Date of Birth Gender Telephone Year Form F Last Code Number Level Group Enrolled 2014 VCE 12142945E ZANDERSON MICHELLE KATE 14 08 1996 F 5433 2847 12 3K 2014 VCE 12221177F ZAUNG NAY TAT 24 11 1996 H 448 5977 12 3D 2014 VCE 12277337G ZBENTLEY AYDEN ALAN 21 02 1996 w 447 3349 12 SM 2014 VCE 121443295 ZBENTLEY TANNER JOHN 21 02 1996 H 447 3349 12 7c 2014 VCE 89311867F ZBROWN JESSICA LOUISE 12 06 1996 F 449 7384 12 7N 2014 VCE 12165124X ZBROWN SHANNON GRACE 17 10 1996 F 439 4807 12 SF 2014 VCE 10209937R ZBROWN TIA BELINDA 25 08 1994 F 0429 066 12 1A 555 F
14. Details screen STUDENT ADMIN gt Modify Student Personal Details 56 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Appendix 1 VASS Student Personal Details Import File Structure The same file structure applies to both the Import Students and the Amend Students imports An import file can contain either Student Personal Details or Student Programs for one year level only or for multiple year levels but not both Student Personal Details and Student Programs at the same time Each of the 24 fields must be present in the file Where data is not available for a field and it is not a mandatory field then the field should be left empty but not omitted There must be one record line for each student i e 60 students equals 60 records lines in the file A new student record is created if there is no Student Number in the file and no existing student with exactly the same Family Name First Name Gender or Date of Birth The correct Date of Birth must be used to prevent the creation of duplicate students on the system The Date of Birth must be in the Australian format DD MM YYYY or D MM YYYY or DD M YYYY or D M YYYY A bad file will be declared if the date entered is not a valid date e g May 32 or February 29 but the year of birth is not a leap year A bad file will be declared if more than 1 5 of the students in the file to a maximum of 6 have the same Date of Birth There are
15. National Number Level Group Plan Status Result Count Hours 229 4012 ZPEODER S SUSPENSION 14149467T STUDENT PRST TEST Figure 19 VET Certificate Enrolment List Entering an Assessment Plan An Assessment Plan is mandatory for all students enrolled in a VET Certificate with a scored Unit 3 4 stream The Assessment Plan is essentially coursework for VET and the screen can be accessed via the link on the VET Enrolment Maintenance screen or via the menu STUDENT PROGRAM gt VET in Schools gt Modify Assessment Plan Exercise 23 Entering an Assessment Plan for a student 1 Select STUDENT PROGRAM gt VET in Schools gt Modify Assessment Plan 2 Find Graeme O Meara and Modify Assessment Plan 3 Graeme O Meara s details will be displayed The Assessment Plan Status field is No Plan The following Assessment Plan information has been provided by Graeme s RTO UoC Task Description CUESOU07B Apply audio general knowledge to work activities Work Performance CUESOU08B Select Manage microphone audio inputs Portfolio CUSSOU301A Provide sound reinforcement Product CUSSOU302A Record and mix a basic music demo Work Project CUSSOU303A Set up and disassemble audio equipment Work Performance 39 state Government VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY 4 Inthe pull down menu next to CUESOUO07B Apply audio general knowledge to work act
16. RTOs 4 Select an RTO and click Add RTO The message Do you want to create will be displayed Note If the required RTO is not listed you must contact Student Records and Results Click Yes The message RTO details saved successfully will be displayed 6 Click OK and Close E 36 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VET Add Modify Classes The only way to distinguish UoCs taught at the home school and those offered by an RTO is by the use of the Teacher Name The Teacher Name can be left blank where the UoC is taught outside the school or a made up teacher using the name of the RTO A made up teacher will help when distributing enrolment lists and or results input sheets to RTOs Exercise 21 Setting up UoC Classes 1 Select SCHOOL PROGRAM gt VET in Schools gt Add Modify RTOs Classes 2 Select LMF20309 VES Certificate Il in Furniture Making and click Add Modify VET Classes 3 Select Stream B Units 3 4 and click Add Stream 4 Enter Class Code for the required UoCs compulsory UOC s are at the top of the list 5 Once all the details in the top row have been completed remove the tick in the Delete next to the All UoCs or against every UOC you wish to keep and all the following rows will also be completed 6 Or select each UoC by taking the tick out of the withdraw box and completing the Class Code and Teacher Code 7 Click Sav
17. TRAINING BGT T BSB30110 VFE Certificate Ill in Business Class GT RTO ZBALLARAT GROUP TRAINING BGT CHC20108 VES Certificate II in Community Services Class C1 RTO ZBALLARAT GROUP TRAININ CHC20108 VES Certificate Il in Community Services Class C2 RTO ZBALLARAT GROUP TRAININ CHC20108 VES Certificate Il in Community Services Class Y2 RTO ZBALLARAT GROUP TRAININ CHC20112 VES Certificate Il in Community Services Class C1 RTO ZUNIVERSITY OF BALLARAT CHC20112 VES Certificate Il in Community Services Class Y1 RTO ZUNIVERSITY OF BALLARAT CHC30712 VFE Certificate Ill in Children s Services Class FA RTO ZBALLARAT GROUP TRAINING CHC30712 VFE Certificate Ill in Children s Services Class GT RTO ZBALLARAT GROUP TRAINING CHC30712 VFE Certificate Ill in Children s Services Class FA RTO ZVICTORIAN FITNESS ACADE CHC30712 VFE Certificate Ill in Children s Services Class GT RTO ZVICTORIAN FITNESS ACADE Please select the VET program to enrol the studeni Jv Trusted sites Protected Mode Off f e 100 e Figure 18 VET Enrolment Program Exercise 22c Enrolling a student in a complete VET Program d Cu g e Select STUDENT PROGRAM gt VET in Schools gt Enrolment gt Add Program Find the student and highlight the line Select 21908VIC VES Certificate 11 in Equine Industry from the list Click Add VET Program The VET Enrolment Maintenance screen will be displayed showing the students enrolment into the VE
18. The Student Full Details Report must be printed and given to students for checking and signing at the beginning of the year and always when changes have been made to either the students personal details or enrolments Exercise 7 Student Full Details Report 1 Select STUDENT ADMIN gt Student Full Details Report 2 Enter all or part of the VCAA Student Number name and click on Find 3 Enter the appropriate parameters for the selected student and click Run Student Full Details Report See Figure 3 4 Click Close ost this Student Print ALL Students Print FROM this Student Close Next gt gt Jump to View Update Student VCE Enrolment VET Enrolment VCAL Enrolment Current and any previous years enrolments for all assessing schools are shown Student VCE Details MONIQUE TONI ABBOUD 30 January 2014 Student Num 12333417R External ID VSN 200032402 Family name ABBOUD First name MONIQUE TONI Second name Title MISS Telephone 9305 6150 Gender Female Date of birth 21 12 1996 Postal address 1 CIMBERWOOD DRIVE CRAIGEBURN VIC 3064 Home school 14564 KOLBE CATHOLIC COLLEGE Year level 12 Form group LG33 IB student N Permission for use of student work Y Consent given for release to the print media of name and school for any study with a score of 40 or higher Y Consent given for release to Government Departments of personal details for awards or prizes Y Consent given for release of contact da
19. b 5 2 01999103 99990 SMIO 7 Smish Maryanne MCOS A 3 61999103 99990 Maryanne 022 A 4 61999103 99990 Maryanne A 5 51999103 99990 Maryanne E 51999101 99990 Maryanne Y 7 Gisssi02 99990 M Maryanne A 8 019991037 99990 SMIO2Z7 Smith Maryanne A 5 159910 99990 SMIO27 Smith Maryanne 8 10 Notes 11 ColumnsA amp B8 12 ColumnsC amp 0 Either DEECD School Code or VCAA Sc Either Student Number or Exter hool Code must be used Student identifier must be used 14 Columns amp K 13 External Student identifier can only be used if the data is already in Either the DEECD Assessing school Code or the VCAA Assessing School Code must be used 15 Row2 Sample line fi ith a focus code 16 Row 3 Sample line fo tata different assessing school 17 Row4 Sample line for it 1 study 18 Row5 Sample line for a Unit 2 study Unit 2 s are not automatically created when a student is enrolled in Unit 1 Row 6 Sample line for VCAL certificate with primary purpose flag in the class code field Row 7 Sample line for a VCAL unit Row 9 Sample line of VET enrolment Certificate code in unit code field all UoCs in stream set up in one class code B for import and Certificate type in the Focus Area Field L D K M d P a R D H S 6 ME b H R D tfi a 4 y E D H 61999102 99990 AL 01999102 939990 VES the Students Personal Details Figure 28 Sample Student Program Import in Excel with explanatory notes and a
20. be displayed 8 Click Yes and OK The enrolment maintenance screen will be displayed with John Adams enrolment details 9 Click Close Enrolments into studies assessed by another Provider can be made either by the student s home school or by the assessing school The assessing school must know the students student number to undertake enrolments The assessing school is responsible for the entry of results Ga G a O D The exception to the above is students studying Dance with a private provider The home school is responsible for the student s enrolment and results entry The assessing school code however should be that of the private provider with the class code of the home school Focus areas are mandatory for MC043 4 Music Performance Units 3 and 4 MC053 4 Music Investigation Units 3 and 4 and TT033 4 Texts and Traditions Units 3 and 4 so the correct focus area code should be initially entered 26 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY The remaining studies requiring focus areas are e AR033 4 Art Units 3 and 4 e DT033 4 Product Design and Technology Units 3 and 4 e ME033 4 Media Units 3 and 4 e SA033 4 Studio Arts Units 3 and 4 e SE033 4 Systems Engineering Units 3 and 4 e VC033 4 Visual Communication Design Units 3 and 4 If the focus area is not initially known for these studies the default value of Not Specified can
21. be used until the correct focus area is known The cut off date for changing focus codes is Enrolment 2 Exercise 17b VCE Enrolments at another assessing school and Focus Codes 1 Select STUDENT PROGRAM gt VCE gt Enrolment 2 Enter the initials L L and click Find 3 As there is only one student Larry Lescun matching the entered data his details will be displayed immediately Some versions of Larry have no enrolments and some have enrolments in Greek Click Add and select EN013 English 3 DT033 Product Design and Technology When Product Design and Technology is added to Pending Enrolments In Focus Area next to Product Design and Technology select an area of your choice Add LO093 and LO094 LOTE French 3 4 class ZZ Larry is studying French at another school therefore the assessing school Code for this Unit needs to be changed Click on the binoculars next to LO093 and Select 01870 VSL Lote Distance Education Centre Victoria Repeat steps for LOO94 LOTE French 4 9 Click Submit Pending Enrolments The message You are about to enrol Larry Lescun will be displayed 10 Click Yes and OK At this point an automatically generated email is sent to the assessing school for both Units LO093 and LO094 School 01870 now has an enrolment for Larry Lescun in LOO93 and LO094 You will be returned to the VCE Enrolment Maintenance screen 11 To change the Focus Area select DT033 Product Design and T
22. for the current year then the incoming student record is rejected If the incoming student is not the existing student then it will be necessary to contact Student Records and Results for further advice If an incoming record containing a Student Number Family Name First Name Gender and Date of Birth matches a student already on the VCAA database but without a current year record then a new year record will be created for the student and the existing data will be updated by the incoming record Exercise 9 Moving a Student from the Import Hold Table 1 Select STUDENT ADMIN gt Modify Student Personal Details 2 Type IMPORT in the Student Number field and click Find A list of all students on the Import Hold Table will be displayed 3 Highlight the first student and click Modify Student Details 4 Click Save The Student Search Results dialog box will appear displaying the details of students matching your student s details on any 3 of the 4 criteria 5 If your student is not one of those listed click Save as New Student Your student will be added to the database and allocated a Student Number 6 Click Next gt gt to move to the next student on the Import Hold table 7 Repeat these steps with the remaining students on the Import Hold Table 8 When the final Import Hold student has been processed click Close If the student is already on the database for 2014 close the match list by clicking Cancel and
23. in Building amp Construction Class 1 RTO ZUNIVERSITY OF BALLARAT B03 21844VIC VES Cert Il in Building amp Construction Class 2T RTO ZUNIVERSITY OF BALLARAT 21844VIC VES Cert Il in Building amp Construction Class 2W RTO ZUNIVERSITY OF BALLARAT 21908VIC VES Certificate II in Equine Industry Class U1 RTO ZUNIVERSITY OF BALLARAT 21908VIC VES Certificate II in Equine Industry Class U2 RTO ZUNIVERSITY OF BALLARAT 22015VIC VES Cert Il in Auto Studies Pre vocational Class 1 RTO ZUNIVERSITY OF BALLARAT 22015VIC VES Cert Il in Auto Studies Pre vocational Class U2 RTO ZUNIVERSITY OF BALLARA 22015VIC VES Cert Il in Auto Studies Pre vocational Class 1 RTO ZKANGAN INSTITUTE OF TAF 22015VIC VES Cert Il in Auto Studies Pre vocational Class U2 RTO ZKANGAN INSTITUTE OF Ty 22071VIC VES Cert Il in Integrated Technologies Class 1 RTO ZUNIVERSITY OF BALLARAT 22071VIC VES Cert II in Integrated Technologies Class 2 RTO ZUNIVERSITY OF BALLARAT 22138VIC VFE Cert Il in Plumbing Pre Apprenticeship Class U1 RTO ZUNIVERSITY OF BALLAR AHC20110 VES Certificate II in Agriculture Class U1 RTO ZUNIVERSITY OF BALLARAT AHC20110 VES Certificate II in Agriculture Class U2 RTO ZUNIVERSITY OF BALLARAT AUR30405 VFE Cert III in Auto Mechanical Technology Class UB RTO ZUNIVERSITY OF BALLAF AVI40108 VFE Cert IV Aviation Comm Pilot Aeroplane Class A1 RTO ZNATASSESS BSB20107 VFE Certificate II in Business Class GT RTO ZBALLARAT GROUP
24. s Consent Media Consent Awards and Consent for On Track Release flags are all set to No Set all three to YES Click Save The message Do you want to change will be displayed Click Yes The message Student consents saved successfully will be displayed 7 Click OK then Close The changes will be saved D On VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Matching Students Process and the Import Hold Table When students are added to the VCAA database they are matched against those already on the VCAA database using four criteria e Family Name e First Name e Date of Birth e Gender Students imported into VASS will be placed on the Import Hold Table if they match existing students on any three of these four criteria This occurs when details for same sex twins are imported The second twin will be placed on the hold table as they match the existing twin s record on Family Name Gender and Date of Birth Students on the Import Hold Table have not been allocated a VCAA Student Number and their personal details record is therefore incomplete Students must be moved from the Import Hold Table and allocated a Student Number before they can be enrolled in a program Invalid Suburb Post Code combinations will also cause students to be placed on the Import Hold Table If an incoming student exactly matches a student who already has a record
25. the binoculars the school name will be displayed 4 Click Transfer A message about entering results for the student will be displayed 5 Click Yes The message Do you want to transfer will be displayed 6 Click Yes and OK At this point an email is automatically sent to the student s new home school informing them of the transfer See Figure 1 for a sample transfer email RITA COVEOS 10287390A has been transferred from DEMONSTRATION COLLEGE 1 to DEMONSTRATION COLLEGE 2 It is suggested that you review ths enroknert n VASS Tt mad ar Figure 1 A transfer email Automatic Email Generation in VASS Certain actions on VASS will automatically generate an email e school to school Student Transfer or student enrolment withdrawal from units assessed elsewhere e school to VCAA withdrawal from Performance Studies or changes to a Focus Code after the Enrolment 2 due date VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Registering a New Student Student Personal Details can be entered online student by student or imported into VASS in bulk A VCAA student number is automatically allocated as soon as a student s personal details have been saved successfully All students undertaking a VCE VET or VCAL program must be flagged with a course code of VCE Year 10 students entered as part of the On Track project that is with no enrolments for the ye
26. 03 9032 1784 fax 03 9032 1799 or bui joe q edumail vic gov au Victorian Student Number VSN team 1800 822 635 fax 03 9032 1798 or victorian student register edumail vic gov au Victorian Tertiary Admissions Centre VTAC 1300 364 133 www vtac edu au Government schools with problems using CASES21 should contact the CASES21 Help Desk on 1800 641 943 or for CASES21 Timetabling Support on 9637 2824 Logging in VASS has a three layered security system To access VASS a user requires a Username Password and a valid Authentication key Users are logged out after 30 minutes of inactivity When logging in for the first time registered VASS Users must have a USB flash drive memory key available This then becomes the User s Authentication Device During this and subsequent logins a unique file called valid key is written to the device The valid key file changes with every log in it is a one use key VASS new users training manual June 2014 S S VICTORIAN CURRICULUM AND ASSESSMENT AUTHORITY Exercise 1 Logging In 1 Open Internet Explorer and https www vass vic edu au The Welcome to VASS screen will be displayed 2 Place the USB flash drive into the appropriate port and click on VASS User Login link 3 Enter the username and password then Login 4 The message Please insert your VASS Authentication device into the PC will be displayed Click OK to the messages until the message appears Authentica
27. 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Student Admin The menus in the Student Admin section of VASS allow users to add new students either online or by importing data Existing students can be modified transferred to a new home school rolled over to the next year or flagged as having exited the school Student Course Codes Consents and Home Group can be changed without visiting each student s personal details Various reports are available including the Student Full Details report which is the key report to check the accuracy of a student s personal details and enrolment Deceased Students When a student or ex student dies it can be a very distressing time for the school community and the VCAA has full compassion for those involved The VCAA student database is used by the Department of Education and Early Childhood Development to support a number of programs including that of the Victorian Electoral Commission in contacting prospective voters on their seventeenth birthday To prevent inadvertent additional grief to the family through contact from these programs Home schools are requested to communicate the death of a student or ex student to the VCAA This can be done by sending a letter signed by the Principal to the Manager Student Records and Results The student record will be supressed The student record will not appear in any data extract or report sourced from the VCAA database including those available to the sc
28. 52376483 APOLLO BAY GOVERNMENT 1 4 01337 ASHWOOD SECONDARY 9807 1333 ASHWOOD GOVERNMENT 1 S or more COLLEGE 01456 ASSUMPTION COLLEGE 782 1422 KILMORE CATHOLIC 2 H 01251 AVE MARIA COLLEGE 9337 1666 ABERFELOE CATHOLIC 1 H 01177 BAMBROGE COLLEGE 55722788 HAMETON GOVERNMENT H HAMILTON 01634 BAIRNSDALE SECONDARY 150 4800 BAIRNSDALE GOVERNMENT 1 0 COLLEGE Figure 7 A Programs Offered by Schools report School Assessment Dates entry The SCHOOL PROGRAM gt VCE gt School Assessment Dates screen allows the user to enter all internal school assessment due dates Once these dates are enterd into VASS they will appear in the Student Assessment Timetable report for each student when the Include School Assessments option is selected e School Assessment Dates Enty for DEMONSTRATION SCHOOL Ven 2014 Webpage Disiog e Px School Assessment Dates Entry for DEMONSTRATION SCHOOL Year 2014 Study Details Study Sequence Code Description Class Code 1 e Graded Assessment 1 COURSEWORK UNIT 3 Task Description Task Type VCAA Due Date Due Date Unit3 Outcome 1 Task 01 Unit 3 Outcome 1 COMPULSORY 28 07 2014 20 07 2014 Unit3 Outcome Task 01 Unit 3 Outcome 2 COMPULSORY 28 07 2014 20 07 2014 Graded Assessment 2 COURSEWORK UNIT 4 Task Description Task Type VCAA Due Date Due Date Unit4 Outcome Task 01 Unit 4 Outcome 1 COMPULSORY 10 11 2014 02 11 2014 Unit4 Outcome2 Task 01 Unit 4 Outcome 2 Task 1 COMPULSOR
29. ASS new users training manual June 2014 Wd mmm CURRICULUM AND ASSESSMENT AUTHORITY 11 To complete the Import Process click Update Students The message The Update Students run will be displayed 12 Click OK The progress of the import can be checked by clicking Recheck Status When the status has changed to Complete highlight the Import and View Import Report Import data into VASS which Import data into VASS without the includes the school s internal school s internal Student Identifier Student Identifier Step 1 Impor Student Personal Step 1 Export Student Personal Details to VASS without the school s Details to VASS including the internal studentidentifier school s internal studentidentifier VASS Students Personal Details Im port School local management Step 2 Export student numbers from VASS to the school local system Systems e g CASES21 Step 2 Import Students Programs TASSWeb_ etc To VASS matching on the schools Internal student identifier Step 3 Import Student Programs to VASS matching on the student number VASS Students VASS Students Program s Import Program s Import Figure 2 The steps in a Student Personal Details Import VASS new users training manual June 2014 Wd um CURRICULUM AND ASSESSMENT AUTHORITY Student Full Details Report The Student Full Details Report is the key report for checking Student Personal Details and enrolments
30. Admin Teacher Rollover Continuing teachers must be rolled over on VASS each year to create a record for the New Year Teachers who have left the school can be omitted from the rollover by removing the tick from the Required to be Registered box Exercise 13 Teacher Rollover 1 Select TEACHER ADMIN gt Teacher Rollover 2 Click Rollover Teachers 3 The Rollover Teachers screen will be displayed 4 Remove the tick from the Required to be Registered column for one of the teachers as they have left the college and click Rollover The message Do you want to rollover will be displayed 6 Click Yes the Teacher Rollover Complete report will be displayed Click Close a Adding a New Teacher New teachers may be added to VASS at any time during the year Exercise 14 Adding a New Teacher 1 Select TEACHER ADMIN gt Add Teacher 2 Enter a Teacher Code and values in each of the Title Family Name and First Name fields 3 Click Save The message Do you want to create will be displayed 4 Click Yes The message Teacher details saved successfully will be displayed 5 Click OK then Close 22 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VCE School Program Selecting VCE units offered by the home school Only units being assessed by your school should be selected Setting up a VCE program involves e Selec
31. Imports the Student Eligibility report is processed in the background The Eligibility Reports are stored for 2 weeks They are not interactive reports and so must be rerun following any changes to enrolments or the entry of results Once the Eligibility Report has been completed it may be viewed by selecting the radio buttons to filter the Eligibility report and using Run Report Other filters can be used as required The Student Full Details Report with an Eligibility statement can be printed selecting the Display Student Full Details Report radio button STUDENT ADMIN SCHOOL ADMIN TEACHER ADMIN SCHOOL PROGRAM STUDENT PROGRAM RESULTS ADMIN SYSTEM ADMIN Student Eligibility Report Parameters Year Level 12 x Form Group Certificate Details ALL X Include Eligible Students v Run Student Eligibility Report Check this box to include these students vf Trusted sites Protected Mode Off fy v 125 e Figure 14a A Student Eligibility Report parameters screen with Include Eligible Students box ticked 32 VASS new users training manual June 2014 VICTORIAN CURRICULUM AND ASSESSMENT AUTHORITY derer provided by VCAA STUDENT ADMIN SCHOOL ADMIN TEACHER ADMIN SCHOOL PROGRAM STUDENT PROGRAM RESULTS ADMIN SYSTEM ADMIN VCE Student Eligibility Report Status Last Report Executed Student Eligibility for School 01226 Date 11 35AM 29 05 2014 Student Number ALL
32. Os for VET certificates using SCHOOL PROGRAM gt VET in Schools gt Add Modify RTOs Classes Add Modify VET RTOs Set up classes for UOCs using SCHOOL PROGRAM gt VET in Schools gt Add Modify RTOs Classes Add Modify VET Classes Do not set up classes for UOCs in which it is not intended to enrol students in the current year The import function will enrol a student in the VET certificate at the RTO and then in all the UOCs set up for the certificate and class A student will not be enrolled in UOCs where they have not met the requisites It is not necessary to enrol a student in the VET certificate before running the import It is not necessary to specify each UOC in the import file Where a student is already enrolled in the VET certificate and some UOCs the import function can be used to enrol the student in additional UOCs UOCs where the student is already enrolled are ignored The import function will set the SBA status of a student depending on the certificate For certificates that must be undertaken as SBA the student will be flagged accordingly For certificates that may optionally be undertaken as SBNA the student will be flagged as not undertaking the certificate as SBA as the majority of students do not undertake these certificates as SBA If necessary set the student s status online using STUDENT PROGRAM gt VET in Schools gt Enrolment The most common situation for importing VET certificates is where many student
33. Personal Details Import File Structure cccceeeeeeeeee eee eeeeeneeeeeteeeeeeeeee 57 APpendix E 61 VASS student program Import File Structure c cceceeeeeeeeeeeeneeeeeeeeeeeeeeeenaaeeeeeeeeeeeeeee 61 e lan el 64 Additional notes on student program files VET cccccceeeeeeeeeeeeeeeeeeeeeeeeeeneneeeeeeeereneeee 64 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Introduction VASS Victorian Assessment Software System is a web based application that allows student personal details enrolments for VCE VET and VCAL and results to be entered and stored on the central VCAA database Data is either entered online or by importing data Student Personal Details and Student Programs only A web based application has several advantages for schools The student s details or program are saved directly to the central VCE database VCAA Student Numbers are automatically generated Schools can see changes made to student data by the VCAA as soon as they are completed VASS can be accessed using any PC using a Windows operating system and only Internet Explorer up to version 9 with the correct browser settings available from the VASS Browser booklet and the MeadCo Software and Licence installed Access to students details is limited to e home schools via name or Student Number e assessing schools via the Student Number only e Assessing schools can enter VCE enrolm
34. T Equine Program Stream A Any messages regarding the enrolment will be displayed at the top of the UoC list Any modifications can be made if needed now click Close H State Government 38 Victoria VASS new users training manual June 2014 VA CURRICULUM AND ASSESSMENT AUTHORITY Certificate Enrolment List The STUDENT PROGRAM gt VET in Schools Reports gt Certificate Enrolment Lists reports on all students enrolled in Certificates offered by the School This report also provides information on the number of UoCs each student is enrolled in and the status of their Assessment Plan A student s VET enrolment is not valid if they are only enrolled in the Certificate and the UoC count is zero This is the report produced for the Government Schools Auditors mm rem em pm E VET Certificate Enrolment List for DEMONSTRATION COLLEGE Year 2014 30 January 2014 Certificate Code ALL Certificate Type ALL RTO ALL Assessment Plan Status ALL SBNA Students Only No Certificate Details 22246VIC VES Certificate Il in Equine industry RTO RTO RTO Name Student VSN Famity Kame Given Names Year form AssessmentCertificate VOC UOC SBMA VCAA National Number Level Group Plan Status Result Count Hours Code Code 01213 29 ZANDERSON MICHELLE KATE Certificate Details AUR20705 NAP Cert cate I in Automotive Mechanical RTO RTO RTO Name Student vse Famy Name Given Names Year Form Assessment Certificate VOC UOC SBMA VCAA
35. UoCs Units you have created classes for in this stream remove the tick in the top box of the Withdraw column Alternatively select the UoCs Units you wish to enrol the student into by removing the tick in the Withdraw column beside each UoC Click Save The message Do you want to save the changes will be displayed Click Yes and OK The VET Enrolment Maintenance screen will be displayed with Units 1 and 2 UoCs from Stream A VCE VET units BU171 BU172 and BU181 will also be displayed Click on the blue VCE Enrolment link at the bottom of the page The automatically allocated VCE VET Units are displayed on the VCE Enrolment screen in light grey VCE VET Units provide the link between a student s VET Certificate enrolment and their VCE Enrolment VCE VET Units can be viewed but not altered from the VCE Enrolment screen STUDENT ADMIN SCHOOL ADMIN TEACHER ADMIN SCHOOL PROGRAM STUDENT PROGRAM RESULTS ADMIN SYSTEM ADMIN VET Enrolment Add Program Please enter your search details to locate a student Student Number FirstName MOLLY Family Name ZA VET Program 21773VIC VFE Cert Il for General Ed for Adults Class GT RTO ZBALLARAT GROUP TRAINING E e 21764VIC VES Certificate Il in Dance Class M2 RTO ZAUSTRALIAN DANCE COUNCIL AUSDAN Student Number 21773VIC VFE Cert Il for General Ed for Adults Class GT RTO ZBALLARAT GROUP TRAINING B Form Group 12276663L 21844VIC VES Cert Il
36. Wd um CURRICULUM AND ASSESSMENT AUTHORITY VASS new users training manual 2014 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Contents COMENS aarete reena aaea aa REEE E S aaea E E EREA E a A EEEE ERENER REA a 2 latzeg ee e a E E E E ehesed ets 5 VASS EE 6 Eeer 6 Logging ie E 6 Important Administrative Dee seszkiennr emensg keen G ss SES Gee EES 7 VASS EE 7 Download rarer 7 V 8 Types of school USCS J rcicicnsccssiermicndamereeaeidnmes Reeaeieetnnes Ghaaclereneeanetenemekeet 8 Ee 04 a E 10 Deceased Students sea wsececa ce cesar ececere cca ieanayactuacadeeeaceerensoeenaceeiaueaszatcihigeiegamanemateeeenes 10 SCHEER pcnsteccs aresmtsvsectorenerstatsrmietondtaaamietentecer enn eureaeineanienmmictaie epee reninterey 10 St dent LEI egene 11 Registering a New Ee En E 12 Modifying Existing Student Personal Details ANEN 13 Importing Student Personal Details Data into VAN 13 Student Full Details Heport kee 16 Student Personal Details Forms siscivicsisessrccusiteiesseeiseounnts totdeedausnteiatonenees casasedoberiepeumenusede 17 Changing Student Ee E E 17 Matching Students Process and the Import Hold Table ccccceececeeseeeeeeeeeeeteeeeeaeees 18 Duplicate Student SCAG jxceciiecesasseeincecdcumcandadnnerecuaneecisy wend eewcerasvaacentesmeeredsiaiebimnentes 19 Exporting Student Details eteuiegergegiegererttes re egebesgketerSeiegebe Ekeudr r ege eekegetgegiegebegkt eege 19 keelen ee 20
37. Y 10 11 2014 02 11 2014 Unit4 Outcome Task 02 Unit 4 Outcome 2Task2 COMPULSORY 10 11 2014 Figure 8 School Assessment Dates Entry screen 25 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VCE Student Program Certificate of enrolment From 2014 e Students can only be awarded one senior secondary certificate either VCE or VCAL in a single academic year e Students will no longer be awarded both a VCAL and VCE certificate for the same program of study e Students will need to nominate one certificate in each academic year to be their certificate of enrolment VCE enrolment Exercise 17a VCE enrolment at the home school Select STUDENT PROGRAM gt VCE gt Enrolment Enter the initials J A and click Find Select John Adams and click Modify Student s VCE Enrolment Click Add A box is shown listing all the classes that the school has set up Click on ACO11 ACCOUNTING 1 and click Add Select and Add PY022 PSYCHOLOGY 2 AR011 ART 1 and BM011 BUSINESS MANAGEMENT 1 class G e BM022 BUSINESS MANAGEMENT 2 class G e EN011 ENGLISH 1 class A e EN012 ENGLISH 2 class A e MAQ071 MATHS GENERAL MATHEMATICS 1 class M e MAQ072 MATHS GENERAL MATHEMATICS 2 class M e PY011 PSYCHOLOGY 1 class K All are now Pending Enrolments 7 Click Submit Pending Enrolments The message You are about to enrol JOHN ADAMS in the following units will
38. Year Level 12 Form Group ALL Eligible Students Included Yes Status Completed New Student Eligibility Report Display Student Full Details Report Display Student Eligibility Report Include IB students Yes g No Include students with no enrolments Yes No Done Jo Trusted sites Protected Mode Off f 100 Figure 14b A Student Eligibility Report status screen VCE Student Eligibility Report for DEMONSTRATION SCHOOL Year 26 June 2014 Fa 2014 Student Number ALL First Name ALL Family Name ALL Year Level 12 Form Group ALL Include IB Students No Include Students with No Enrolments No Include Eligible Students Yes Year Form Student Name Adult All Units English Sequences Total Block Level Group Number Returningto Counting Units other Credit Units Study for VCE than English 12 1A 12103288A ZANNAND BRONTE MULLER N 23 4 5 D Eligibility Message Eligible to Satisfy the VCE 12 1A 12349348W ZAUSTIN THOMAS CONNOR N 20 4 4 D Eligibility Message Eligible to Satisfy the VCE 12 1A 12188745F ZDEERING MITCHELL JOHN N 21 4 5 0 Eligibility Message Eligible to Satisfy the VCE 12 1A 12192716T ZDYNON JAKE THOMAS N 23 4 5 D Eligibility Message Eligible to Satisfy the VCE 12 1A 12226594W ZRICE BRONTE LOUISE N 20 4 5 D Eligibility Message Eligible to Satisfy the VCE i 12 1A 12212397T ZWELLS COREY ADAM N 20 4 5 D i Eligibility Message Eligible to Satisfy the VCE Fig
39. al Details are correct prior to the Enrolment 5 due date as after this date the VCAA extracts address details to send to external organisations such as VTAC It is important that the address details of students expecting to complete their VCE and VCAL certificates at the end of the year are accurate so that Australia Post can deliver Statement of Results to the correct address Government schools are able to extract Student Personal Details in a format suitable to import directly into VASS from CASES21 Government schools that use the CASES21 timetabling package can also extract VCE Student Personal Details and Student Program data VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Student Personal Details and Student Program data may be extracted from other student management systems and timetabling packages and then imported into VASS as long as the files are correctly structured see Appendixes 1 and 2 The ability to import data is controlled by the VCAA Unit 3 4 enrolments cannot be imported after the Enrolment 2 due date It is not possible to Import Student Personal Details or Unit 1 and 2 enrolments after the Enrolment 5 due date The VASS Import Document provides a more detailed explanation of the import process This document can be downloaded from SYSTEM ADMIN gt Downloads Records that are rejected because the student too closely matches an existing student or are rejected due to an inval
40. and does apply penalties for lateness Download function The Download function in VASS contains many useful documents such as most forms needed for student administration second language applications and examination documentation The Checklist of Important Steps for VASS Administrators is placed in the downloads section at the end of each year as a reference document for VASS Administrators The menu SYSTEM ADMIN gt Downloads VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VASS user access The VCAA has established a number of different user types with varying levels of access to VASS A school can have as many VASS administrators as they feel they require within reason To obtain a list of your school s VASS administrators you will need to contact VASS Operations Once a user has been set up as one user type it is a straight forward process to change the user type for that user VASS Operations can also transfer users from one school to another Types of school users VASS Administrators have system control at their school and can set up the other user types listed below To change the details of a VASS Administrator contact VASS Operations Clerical users can e add modify student personal details e set up the school program for VCE VET and VCAL e enrol students in VCE VET and VCAL e enter results for any class e produce certain types of reports Teacher unrestricted users ca
41. ar should be flagged with a course code of PDO Personal Details Only The PDO flag prevents a student from being enrolled in any program A student initially entered on VASS with a course code of PDO can have their course code changed to VCE if they need to be enrolled ina VCE VET or VCAL program using STUDENT ADMIN gt Modify Student Personal Details or STUDENT ADMIN gt Change Student Course Code Exercise 4 Adding a New Student 1 Select STUDENT ADMIN gt Add Student 2 Enter appropriate details in the relevant fields Mandatory fields are marked with a red asterisk If the course code of PDO is selected then fields not relevant to PDO students are deactivated 3 Click Save The message Do you want to create will be displayed 4 Click Yes The message Student details saved successfully will be displayed 5 Click OK The screen will be refreshed and will now include a VCAA student number for the new student 6 Click Close When entering a student who is claiming past Year 11 or 12 results VASS will attempt to match the new enrolment with the student s previous records The student s previous student number will be allocated if it is in the current format Otherwise a new student number will be allocated linking the new and previous enrolments If Past Results are not claimed when the student is initially being added to VASS any claims for Past Results must be made th
42. d single spaces General Declaration 1 Mandatory If not Y the student will not be W imported Victorian Student 9 Optional If entered must be the valid VSN for Number X the student Table 2 The VASS Student Personal Details Import file structure VASS new users training manual June 2014 60 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Appendix 2 VASS student program Import File Structure VCE VET and VCAL programs can be imported into VASS in the one file but can only be imported for home school students however the import file can contain enrolments for home school students assessed by other schools The school program must be set up for the year before a programs import can occur This involves at least the selection of the units that will be taught at the home school If any units taught by assessing schools are included in the file then these units must have been selected by the schools concerned Any enrolments in the file for Units not selected by either the home or assessing school will be rejected VCAL Certificates to be selected and providers must be allocated to the selected certificates VCAL units must be selected and providers allocated to those units If VCE or VCAL classes are not set up and class codes are included in the import file then the import lines will fail Once a student s program has been entered onto VASS it is not possible to use a Student Program import to change an
43. dents Students who have officially left the school system or moved interstate or overseas may be flagged as having exited The Student Exit function is used to record the date of the student s exit from the school system to prevent students who have left school being re enrolled by mistake and to ensure that all results are entered for the student Before a student can be recorded as having left the school system they must be withdrawn from all possible VCE units VET UoCs and VCAL units and all possible results should be entered Ideally students should complete the Student Exit Form available from the downloads section of VASS before they are withdrawn from their entire program This form should be retained by the school Students cannot be withdrawn from VCE units VET Certificates UoCs or VCAL units that have had results entered or when it is past the appropriate cut off date The Student Exit function should not be used for students transferring to another school Exercise 36 Student Exit 1 Select STUDENT ADMIN gt Student Exit gt Student Exit 2 Find Neil Frost and Record Exited Student 3 The Date student exited school field is unavailable until all possible enrolments are withdrawn and all results for remaining enrolments are entered As this student has enrolments he must be withdrawn from these enrolments before an exit date can be entered Click Close Withdrawing a Student Students are withdrawn
44. e The message Do you want to create will be displayed 8 Click Yes OK Teacher details can be added if required Click Close VET Student Program Enrolling in a VET Certificate and UoCs Enrolling a student in a VET Certificate is a two step process The student must first be enrolled in the Certificate and then they must be enrolled in the appropriate UoCs or Stream The alternative is a one step complete program enrolment In both cases the VET program must be set up first in VASS Students undertaking a school based apprenticeship must have their enrolment correctly flagged Exercise 22a Enrolling a student in a VET Certificate 1 Select STUDENT PROGRAM gt VET in Schools gt Enrolment 2 Find Valerie Martins and select BSB20107 VES Certificate Il in Business in the VET maintenance screen 3 Select an RTO and click Add The message You are about to enrol Valerie Martins Viper will be displayed 4 Click Yes and OK The VET Enrolment Maintenance screen will be displayed The next step is to enrol the student into the Stream UOC classes within the certificate 37 VASS new users training manual June 2014 VAL CURRICULUM AND ASSESSMENT AUTHORITY Exercise 22b Enrolling a student in UoCs ip 2 Select Stream A Units 1 2 Click Add Stream The Add VET Stream screen will be displayed listing all the UoCs in that stream for which classes have been set up To select all the
45. echnology Unit 3 click Modify and select the correct Focus area then click Save 12 The message Do you want to save the changes will appear Click Yes 13 Click OK and Close The Focus Area for DT033 and DT034 has been changed Assessing schools and class codes can also be changed using this method 14 Click Close to exit the enrolment screen for Larry es I ep On ce Class Lists STUDENT PROGRAM gt VCE Reports gt Class Lists are the key reports for teachers to check that all students have been allocated to the correct class There are three versions of the class list Template with Blank Columns Detailed List on Screen and Export Detailed List The Detailed List version is the only summary report of focus codes Class Lists must be printed and distributed to teachers for checking at the beginning of the year and whenever a student s enrolment details change 27 VASS new users training manual June 2014 YS 1c CURRICULUM AND ASSESSMENT AUTHORITY See Figure 10 for a sample of a class List Template with Blank Columns Figure 11 is a sample of the Detailed List on Screen version Unit Code DT033 Unit Name PRODUCT DESIGN AND TECHNOLOGY 3 Class Code A Semester 1 Unit Level ALL Teacher Code AM Teacher Name MR PETER ADAMS Total Number of Students 3 VCE Class List Template for DEMONSTRATION COLLEGE Year 2014 Class 1 of 1 selected Year Form Student Family Name G
46. ents and results but not VET and VCAL For Administrative purposes a student s home school is responsible for the entry of all VET and VCAL enrolments and results irrespective of the actual assessing school VASS upgrades are controlled by the VCAA and Schools are notified of new VASS enhancements when they occur and schools are notified in advance of dates and times of planned outages for system maintenance VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VASS databases The training database consists of fictitious schools with fictitious students It is not accessible outside the training venues The production real database contains real students in real Schools and should not be used with the exercises in this training booklet or to practice by adding fictitious data Web addresses e VASS Production database https www vass vic edu au e VCAA www vcaa vic edu au e Notices to Schools www vcaa vic edu au Pages correspondence index aspx Contacts VASS Operations 03 9032 1758 1800 623 68 fax 03 9032 1742 or vass support edumail vic gov au Student Records and Results Unit 03 9032 1742 fax 03 9302 1591 or student records edumail vic gov au Vocational Education and Training 03 9032 1737 fax 03 9302 1799 or vet vcaa edumail vic gov au Victorian Certificate of Applied Learning 03 9032 1725 or vcaa vcal edumail vic gov au Data Analysis Measurement and Reporting
47. eport is produced This report lists any problems encountered with the incoming data and is accessed from the View Import Report button on the Import Retrieval screen This report must be checked to determine if any difficulties were encountered with the records in the file Not all incorrect data will produce a BAD FILE status If a record in the import file contains data that already exists in the database for the current year then that RECORD will be rejected but a BAD FILE status will not be declared Other records in the file will be imported if the Update step occurs The External Student Identifier field on VASS is the student identifier used by the school s local student management system For Government schools this is the student s CASES21 ID The External Student Identifier is not a mandatory field but it is useful data to include in the Student Personal Details import as it is used along with the student s name to match the student in a Student Program import or in an Amend Student import without having to enter the VCAA Student Numbers into the school s local Student Management System The import process deals with telephone numbers in the following manner e Any characters following a forward slash are discarded e Any illegal character is replaced with a space Legal characters belong to the set 0 1 2 3 4 5 6 7 8 9 soace Examples of illegal characters are any letter of the alphabet a forward slash brackets e
48. ficate and UotCe 37 Certificate Enrolment E 39 Entering an Assessment Platt yixsasasciniecesvincastve toe EENS EAESEEEANEENE ENEE EEEAEESEENE ERAN EREEe 39 Assessment Plan Report AAA 40 VCAL School Progra EEN 41 Curriculum Strand Report EEN 41 Selecting a VCAL Certificate kee 42 Selecting a VCAL Certificate Provider AAA 42 Selecting a V CAL in E 43 Selecting a VCAL Unit de EE 43 VCAL Mee e e 43 VCAL Student PrOQVanicccccicecrcccsaeeoeicrines Sine cide neieeneseiedi melee ieee ei 44 Enrolling in a VCAL Certificate and VCAL Units ccc cceeeeeee eee eeeeeeneeeeeeeeeeeeeteneeeeeeeees 44 PROG UGGS EE E 45 school Scores Coursework Resuhs 2 gugesustgeiegs rgetoerbeeegere ee breet Seege ebe SEENEN 51 School Scores School Assessed Tasks Results Entry c ceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeee 51 Producing a School Scores Hepont un 52 AE e e 52 VET Results VET UoC Result Entry 22ccc cccccscccstseccsasceccestesstencsadeccsteeetsenaedeescetaeenenateeeanse 53 MET Task Score EMY c ccetetesectonetacetnteraieconctacetmtevanetecersneseusreaatenetaeetenetmietenniaceioterenetendags 53 VGAL Unit Result Enty E 53 le ie EE 55 Exiting EE CN 55 Withdrawing EE 55 SWEN EXI aeree eaa n E E O E natal mist aaeenmietni na ctimmeeniane a 56 Deleting a Student EE eerste ee 56 VASS new users training manual June 2014 Wd mmm CURRICULUM AND ASSESSMENT AUTHORITY fa ven elt peeps ae teeenr a eee E eee E ee ere eee ee eee eee 5 VASS Student
49. from their VCE program as a result of withdrawing them from all units in the current year that have not had results entered or it is not past the cut off date The same process is used to withdraw a student from an incorrect enrolment Exercise 37a Withdrawing a student from a VCE program 1 Select STUDENT PROGRAM gt VCE gt Enrolment 2 Find Neil Frost and Modify Student Enrolment Neil Frost s 2014 VCE enrolments will be displayed 3 Click in the check box in the Withdraw column against each enrolment Click on the Withdraw button The message You are about to withdraw Neil Frost will be displayed 4 Click Yes The message The student has been successfully will be displayed 5 Click OK and Close Students are withdrawn from a VET Certificate as a result of withdrawing them from all VET UoCs in the current year that have not had results entered or if it is not past the cut off date 55 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Exercise 37b Withdrawing a student from a VET program 1 Select STUDENT PROGRAM gt VET in Schools gt Enrolment 2 Find Neil Frost and Modify VET Enrolment button Neil s 2014 VET UoC enrolments will be displayed 3 Click Withdraw Certificate The message You are about to will be displayed Click Yes The message Certificate has been withdrawn successfully will be displayed
50. gt by Class or by Student VASS allows providers who record an N for an overall VCAL unit to record S for individual VCAL learning outcomes Students with an S for some VCAL learning outcomes existing credit are permitted to complete the outstanding VCAL learning outcomes that were not achieved previously to enable them to record an S for the unit The carry forward of existing credit is limited to two years based on the date when the student was last enrolled in the VCAL unit A document called VCAL Unit Learning Outcomes is available in the downloads section of VASS 53 VASS new users training manual June 2014 v VCE VET Programs COURSEWORK UNITS 3 and 4 offering a Study Score SIAR 5 NOVEMBER 17 The following programs require THREE Assessment Tasks to be selected and scored BSB20112 CHC20112 CUA20111 22203VIC 21908VIC LMF20303 ICA30111 MSL30109 CUF30107 CUS30103 CUS30203 SIS30513 SIT20207 SIT20307 22071 IC Type TEACHERS NOTES BU203 BU204 CT253 CT254 DN053 DNOS4 EG163 EG164 EQ043 EQ044 FN163 FN164 INSO3 INSO4 LB203 LB204 MU053 MU054 MI133 M134 MI153 M154 SR293 SR294 HS133 HS134 HS143 HS144 ET113 ET114 Score Range 9 25 Business Community Services Dance Engineering Studies Equine Industry Furnishing Information Technology Laboratory Skills Interactive Digital Media Music Music Technical Production Sport and Recreation Hospitality
51. h VAN CURRICULUM AND ASSESSMENT AUTHORITY Field Column cont Max no of Details characters Suburb Location L 30 Mandatory Alphabetic only The Australia Post approved format MUST be used suburb name followed by the direction e g Kew East and not East Kew the word Mount and not abbreviated to Mt State Country M 17 Optional if the postcode is a valid Australian postcode If entered must be NSW NT QLD SA TAS VIC or WA Must be present if the postcode is Postcode N 4 Mandatory for Australian addresses Use for overseas addresses Telephone Number O 15 Optional May only contain numbers hyphens and spaces Excel tip Mark as text to preserve the leading zero if the area code or a mobile telephone number is entered Date of Birth P 10 Mandatory Must contain numbers and forward slashes only and be in DD MM YYYY D MM YYYY DD M YYYY or D M YYYY format Excel tip Mark as text to preserve format Gender Q 1 Mandatory Must be F or M Year Level R 2 Mandatory Must be in the range 7 to 12 Home Group S 8 Optional Must be alphanumeric Previous Family Name 25 Optional Can only contain letters hyphen T apostrophes and single spaces Previous First Name 15 Optional Can only contain letters hyphen U apostrophes and single spaces Previous Second 15 Optional Can only contain letters hyphen Name V apostrophes an
52. he message Do you want to add the certificates will be displayed Click Yes The message Certificates added successfully will be displayed Click OK then Close O G peo O UN Certificate UoC Structure Report The Certificate UoC Unit of Competence Structure Report is an extremely useful report that provides information about Streams compulsory and optional UoCs scored UoCs and indicates when a class has been set up for a UoC The Certificate UoC Structure report indicates whether a Certificate can be undertaken as a School Based New Apprenticeship All NAP Certificates are only available as School Based New Apprenticeships Some VFE Certificates may be undertaken as School Based Apprenticeships VES Certificates are not available as School Based Apprenticeships 35 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Close Certificate UOC Structure for mmm EE COLLEGE Year 2013 8 November 2013 Certificate Code SIT20207 Certificate Name Certificate Il in Hospitality Certificate Type VES Industry Area Tourism Hospitality and Events Minimum Hours 248 Minimum Streams 0 Maximum Units 5 Maximum Sequences 1 SBNA Allowed No Report Order UOC Code Unit Code Unit Name Accrued Scored Sequence Stream VCA Value Code HSIN Hospitality 1 mn N A HS112 Hospitality 2 mo N A Le Hospitality A 1 zoo N A 1e1n Hospiaity 3 moo yY 3 5 Lem Hospitality 4 zo
53. header row The VASS Student Program Import File Structure is described in Table 3 Max no of characters Field Column Details DEECD School Code A 10 Mandatory if VCAA School Code is blank Must be a valid DEECD School Code and match the login school Found on the SCHOOL ADMIN gt Modify School Details screen of VASS Excel Tip Mark as text to preserve the leading zero If this field is left blank and Excel is used in the preparation of the file then make sure that the field is not deleted by Excel VCAA School Code B Mandatory if DEECD School Code is blank Found on the SCHOOL ADMIN gt Modify School Details screen of VASS Excel Tip Mark as text to preserve the leading zero Student Number C Mandatory if External Student Identifier is blank Alphanumeric If entered it must be a valid Student Number External Student Identifier 12 D Mandatory if Student Number is blank Alphanumeric If used the External Student Identifier must already be on the VCAA database having been entered with the Student Personal Details Family Name E 25 Mandatory Can only contain alphabetic hyphen apostrophes and single spaces Must contain at least one character VASS new users training manual June 2014 H State Government 52 Victoria h VAN CURRICULUM AND ASSESSMENT AUTHORITY Field Column cont Max no of Details characters First Name F 15 Ma
54. hese reports are given to teachers for checking once scores have been entered Best practice includes the collecting and filing of these reports once they are countersigned by the teacher Exercise 32 School Scores Report Scenario 1 To display all results for a SIAR 1 Select RESULTS ADMIN gt VCE Reports gt School Scores gt by Class 2 Select SIAR 2 Unit 3 Coursework and UNIT ME033 3 Accept the default values for Display Missing Results Only Display Students Assessed Elsewhere and the Report Order 4 Click Run School Scores Report The report will list all students in the class whether they have results entered or not Click Close Scenario 2 Missing Results Only Mode 5 Change the default value for Display Missing Results Only from No to Yes 6 Click Run School Scores Report The report will now display only those students in the class who have missing results Click Close Coursework and School Assessed Task results can be altered after the due date using the Score Amendment Sheet and forwarding it to Student Records RESULTS ADMIN gt VCE Reports gt School Scores gt Amendment Sheet Penalties may apply VCE Unit Results All VCE Unit results Units 1 to 4 must be entered by the SIAR 5 due date of 17 November 2014 Most schools enter Unit 1 and 3 results soon after the end of Semester 1 as this allows checks such as the Eligibility Report to be run mid year Witho
55. hool through VASS Student Rollover Each student has a record for each year that they are registered on the VCAA database The Student Rollover function allows you to move rollover all eligible students in a year level in a given year to the next year level in the next year e g Year 11 in 20XX to Year 12 in 20ZZ thus creating a new year record for the students The Rollover function will change Year 10 students flagged as PDO Personal Details Only to Year 11 VCE Students Students flagged with an exit date are not presented in the list of students to roll over If students are not returning to your school in the new year you do not want to create a year record for them This is done by removing the tick in the General Declaration Signed checkbox Once the Student Record exists on your 2014 VASS database the student can be enrolled into their academic program or transferred to another school Exercise 2A Bulk Student Rollover 1 Select STUDENT ADMIN gt Student Rollover The Student Rollover Parameters screen will be displayed 2 Select Year 11 and click Rollover Students Five students are listed as being eligible to be rolled over from Year 11 in 2013 to Year 12 in 2014 Remove the tick from the general declaration box for Kim Adalot 3 Click Rollover The message Do you want to rollover all students will be displayed 4 Click Yes A report will be displayed showing the results of the rollover 5 Cl
56. ick Close Only Adult Providers can rollover Year 12 students using this method Other schools can rollover Year 12 students individually using the STUDENT ADMIN gt Modify Students Personal Details screen VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY It is also possible to retrieve students who attended your school in previous years as long as they haven t been claimed by any other school in the meantime Exercise 2B Individual Student Rollover 1 Logged in as 2014 2 Select STUDENT ADMIN gt Modify Students Personal Details 3 Change the year displayed on this screen to the last year the student was at your school in this case 2013 4 Enter the student s name Kim Adalot and click Find If more than one student is displayed select the correct one and click Modify 5 Click Save The message Do you want to create will be displayed 6 Click Yes The message Student details updated successfully will be displayed 7 Click OK then Close Student Transfer When students change home schools either during the year or at the end of the year the ownership of the student must be transferred to the new home school Exercise 3 Student Transfer 1 Select STUDENT ADMIN gt Student Transfer gt Transfer Student 2 Enter part or all of Michael Phan s name an click Find Michael s details will be displayed 3 Enter the New School Code and click on
57. id suburb post code combination are placed on the Import Hold Table see Exercise 9 The steps involved in a Student Personal Details Import can be seen in Figure 2 The status of a file is initially Scheduled It will eventually move to In Progress and then if it is not found to be a Bad File it becomes Validated but not updated This means that the file structure is suitable to load onto the VCAA database To load the data onto the database the Import Report must be opened in order to access the Update Students button The status of the file is again Scheduled and then In Progress Once the data has been loaded onto the database the status is Complete Individual student records will have been loaded onto the database placed on the Hold Table or rejected A file is declared to be a Bad File if the data it contains does not match the VASS file requirements e g it is not a text file or it has a header row etc Exercise 6 Importing Student Personal Details into VASS 1 Select STUDENT ADMIN gt Student Imports The Imports screen lists any imports made during the last two weeks Click Run New Import The Imports dialog box will appear Browse to the required file e g year10_10A and click Open Click Import Students The message Do you want to import will appear Click Yes to schedule the Student Details Import The message Import of student details has been succes
58. igure 4 A Duplicate Student Search Report Exporting Student Details Many VASS menu items allow data to be extracted from the system as a pipe delimited text file The extracted data can be used in many ways mailing lists imports into MarkBook or as the basis of a Student Program import file Once all your Students Personal Details have been entered into VASS it is possible to extract the data including the Student Number for use as the basis of a Student Program import file MS Excel is usually used to view the extracted files Exercise 10A Exporting Student Details from VASS 1 Select STUDENT ADMIN gt Export Student Details Select year 11 and click Export Student Details Ensure the Always ask before opening this type of file box is ticked and click Save Select the USB in the Save In field Rename the file student txt and click on the Save The Download Complete dialog box will be displayed 6 Click Close Eu gt O VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Exercise 10B Imported VASS Student Details into Microsoft Excel Open Microsoft Excel Select File gt Open In the Look in field select the USB and in the Files of type field select Text files Select the file student txt Click Open Step 1 of 3 Text import Wizard Select Delimited and click Next Step 2 of 3 Text import Wizard Select Other Type a
59. ist Click Add Provider The message Do you create will be displayed Click Yes The message Provider details saved successfully will be displayed Click OK then Close H State Government 42 Victoria VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Selecting a VCAL unit Exercise 26 Selecting a VCAL Unit de ae OEN Select SCHOOL PROGRAM gt VCAL gt Select Units to be Offered Click Add Units and select WRS021 Work Related Skills Unit 1 Intermediate Click Add The message Do you want to add will be displayed Click Yes The message Units added successfully will be displayed Click OK and Close Selecting a VCAL Unit Provider Exercise 27 Selecting a VCAL Unit Provider 1 Ea p gt 9 D Select SCHOOL PROGRAM gt VCAL gt Add Modify Unit Providers Click Add Modify Unit and select the correct Provider from the list Click Add Provider The message Do you create will be displayed Click Yes The message Provider details saved successfully will be displayed Click OK and Close VCAL Add Modify Classes Exercise 28 Setting up VCAL Classes 1 2 3 4 Select SCHOOL PROGRAM gt VCAL gt Add Modify Classes Find VCAL Unit WRS021 Work Related Skills Unit 1 Intermediate Click Add Modify Classes The VCAL Class Details screen will be displayed Enter the Class Code and clic
60. its 1 Click Add Multiple Units 2 Select the VCAL Units you wish to enrol the student into by removing the tick in the Withdraw column 3 Select the correct Unit Provider for each unit if more than one is available 4 Select the correct class if more than one is available 5 Click Save The message Do you want to save will appear 6 Click Yes The message The student s VCAL enrolment details have been saved successfully will be displayed 7 Click OK The Modify VCAL Enrolment screen will be displayed with the selected VCAL Units 8 Click Close 44 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Results Entry Data Entry of School Assessments The current version of Data Entry of School Assessments provides a Summary of the Assessment for each study The booklet can be downloaded through VASS SYSTEM ADMIN gt Downloads It is recommended that a copy of the appropriate pages of the current version be provided to teachers when available at the beginning of the year This spread sheet is updated yearly All VCE sequences except VCE VET sequences have three Graded Assessments However the combination of Coursework Unit School assessed Tasks and Examination Graded Assessments varies across studies VCE VET programs offering a study score have only two Graded Assessments Coursework Unit 3 4 and End of year Examination Focus Area approval
61. iven Names Group Number 11 TXT 14149467T STUDENT FIRST TEST 12 14324848X STUDENT SECOND TRIAL 11 cc 14245060X STUDENT THIRD NONE 30 January 2014 Figure 10 Template with Blank Columns version of a class list VCE Class List for DEMONSTRATION COLLEGE Year 2014 Class 1 of 1 selected Unit Code DT033 Unit Name PRODUCT DESIGN AND TECHNOLOGY 3 Class Code A Semester 1 Unit Level ALL Teacher Code AM Teacher Name MR PETER ADAMS Home Schoo Home havering Schoo Assessing Year Form Group Student Level Ieper Ke EH Class Class D D nm zer NU ug A A t saszenese A A ce tamasa Total Number of Students 3 Parity Name STUDENT STUDENT STUOENT 30 January 2014 Given Names Focus Focus Area Name FIRST TEST Cu CERAMICS SECOND TRIAL PY POLYMERS PLASTICS THIRD NONE T TEXTRES VARNS FIBRES ART d Figure 11 Detailed List on Screen version of a class list with Focus Area Code and name columns 28 VASS new users training manual June 2014 VA CURRICULUM AND ASSESSMENT AUTHORITY Student Level Program by Block Report The STUDENT PROGRAM gt Student Program Inquiries Reports gt Student Level Program by Block report lists all students in alphabetical order by Year Level and Form Group with their semester one and two VCE enrolments then VET and VCAL enrolments The VET enrolments will be listed by certificate code once in a column VCAL unit codes will be shown VET and VCAL enrolments wi
62. ivities The Task Options will be displayed 5 Select either task 01 Work performance or 02 Work performance Although the Task Description is the same these are different Task Types based on the Task Number 6 Repeat for CUSSOU303A Set up and disassemble audio equipment using the task type allocated by the RTO 7 Select the tasks for the other UoCs listed 8 Click Save The message Do you want to save the changes will be displayed 9 Click Yes The message Assessment Plan details saved successfully will be displayed 10 Click OK Note that at the top right of the screen next to the Assessment Plan field the words Invalid Plan are displayed The reason the Plan is Invalid will also be displayed 11 In real life it would be necessary to contact the RTO to solve this issue In this example change the Portfolio task to the same task type used for CUSSOU302A Record and mix a basic music demo that is to Work Project 12 Click Save and Yes The message Assessment Plan details saved successfully will be displayed 13 Click OK The value in the Assessment Plan Status field is Valid Plan 14 Click Close The Modify Assessment Plan Browse Students screen will be refreshed Assessment Plan Report The Assessment Plans Report shows for scored VET Certificates and streams the details for each student for whom an Assessment Plan is required For students with Assessment P
63. k Add Class The message Do you want to create will be displayed E Click Yes The message Class details saved successfully will be displayed Click OK and OK then Close 43 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VCAL Student Program Certificate of enrolment e Students can only be awarded one senior secondary certificate either VCE or VCAL in a single academic year e Students will no longer be awarded both a VCAL and VCE certificate for the same program of study e Students will need to nominate one certificate in each academic year to be their certificate of enrolment VCAL students can be enrolled into VCE units but VCE students cannot be enrolled into VCAL units Enrolling in a VCAL Certificate and VCAL Units A VCAL student is first enrolled in the VCAL Certificate and then in the appropriate VCAL Units VET UOCs and VCE Units Exercise 29a Enrolling a student in a VCAL Certificate 1 Select STUDENT PROGRAM gt VCAL gt Enrolment Find John Adams and Add VCAL Enrolment Select VCAL Foundation and the correct Certificate Provider for this student Click Add The message You are about to enroll will be displayed Click Yes The message John Adam has been enrolled in the following VCAL Certificate VCAL Foundation will be displayed 6 Click OK Eu es ES Exercise 29b Enrolling a student into VCAL Un
64. klet and tick the Non Reduction Booklet checkbox You will get a warning message saying you must have A3 paper loaded Changing Student Consents VASS displays four consent flags for each student Consent for Media Release Consent for Awards Processing Copyright and Consent for On Track Release All four flags are set to No when Student Personal Details data is imported Student Consents may be changed for individual students using the STUDENT ADMIN gt Modify Student Personal Details menu or for students on a form group basis using the STUDENT ADMIN gt Student Consents gt Change Student Consents menu The report STUDENT ADMIN gt Student Consents gt Results Not to be Released report displays a list of students who have one or more of their consent flags set to No or blank It is important to check this report as students who have chosen NOT to have their results reported in previous years may wish to change their preferences once they are in Year 12 Consent flags of YES means that any score over 40 appears in the press and they will be eligible for consideration for a Premier s Award or an Australia Prize if they obtain a study score of 50 Exercise 8 Changing Student Consents 1 Select STUDENT ADMIN gt Student Consents gt Change Student Consents 2 Click Find A list of Year Levels and Form Groups will appear 3 Select Year 12 and click Change Students 4 Cathy Kendall
65. lans each task being undertaken by the student is reported along with the UOCs allocated to the task and the weighting of the task The weighting is the number of hours of UOCs allocated to this task as a percentage of the hours of UOCs allocated to all tasks The report can be used to verify that Assessment Plans have been correctly recorded 1 Select STUDENT PROGRAM gt VET in Schools Reports gt Assessment Plans 2 Select a Certificate from the pull down menu or leave as default ALL 3 Click Run Assessment Plan Report Pint ths 7 __ Pint ALL Steams 1 Print FROM this Stream reen lt lt Previous Next gt gt Assessment Plans Report for ren COLLEGE Year 2013 8 November 2013 Certificate Stream 3 of 8 selected Certificate 22071VIC VES Certificate II in Integrated Technologies Stream B VCE VET Units 3 4 Student Name RTO Plan Em Number Status Task Want DEEN 11221952L ZHAWKINS JOSHUA MARK 4909 ZUNIVERSITY OF BALLARAT Valid 01 Work performance 28 57 CPPSEC2021A 1 install security equipment and systems UEENEEEO79A Kentify amp select components accessories materials for work 05 Product 14 29 VBP132 1 Program a basic robotic system 07 Portfolio 57 14 UEENEEE0448 Apply technologies and concepts to electrotechnology work 12253979A ZHEINTZ JAYDEN RICHARD 4909 ZUNIVERSITY OF BALLARAT Valid 01 Work performance 28 57 CPPSEC2021A 1 Install security equipment and systems GARRY UEENEEEO79A Kdentify amp select c
66. ll be omitted if the report is filtered by semester If the Timetable Block information is entered when the classes are set up then the students enrolments are displayed per block If not all enrolments are listed as Block Unassigned This report can be used to indicate if a student is enrolled in two studies that occur in the same block on the timetable This is the report produced for the Government Schools Auditors Print Report Close Student Level Program by Block Report for 30 January 2014 DEMONSTRATION COLLEGE Year 2014 Year Level ALL Semester ALL Form Group ALL Unit Level ALL Year Form Fam Wang Goen Women Student Sem Bock Block 2 Block 3 Block 4 Block 5 Block 6 Block Level Group Number Unassigned STUDENT THRO NONE 14245060X 1 Posie wes Figure 12 Student Level Program by Block Report Students Not Allocated to Classes Report The STUDENT PROGRAM gt Student Program Enquiries Reports gt Students Not Allocated to Classes report lists any student who has not been assigned to a class by either their home or assessing school A student s enrolment is not complete until each Unit the student is enrolled in has a class code entered by both the home school and the assessing school For most students these are the same as they are assessed by their home school If the assessing school has not entered a class code then they will be unable to enter results for that Unit or print class lists
67. mation Dig Media amp Tech Eligibility Message Warning Stream C minimum hours or points not satisfied Warning Minimum number of streams for the Certificate not satisfied Warning Minimum hours for the Certificate not satisfied Warning Ineligible to satisfy VES Certificate ICA30111 Figure 15b A VET Student Eligibility Report with Include Eligible Students box ticked Close VCAL Eligibility Report for DEMONSTRATION COLLEGE Year 2014 30 January 2014 Student Number 14324848X Include Eligible Students Y As at 30 01 2014 13 27 16 Student Number 14324848X Name STUDENT SECOND TRIAL Year Level 12 Form Group VCAL Certificates Year 2014 Certificate VCAL Intermediate Primary VCAL Y Result Strands satisfied WRK PER LI GCH Eligible N Strands not yet satisfied NUM IND Total Credits eligible 10 minimum required 10 VCAL Credits eligible 6 minimum required 2 Credits eligible at Certificate level or above 10 minimum required 6 VCAL Units Year Unit Code Unit Name Result Level Allocated Strands 2014 WRSO31 Work Related Skills Unit 1 Senior Senior Yes WRK 2014 WRS032 Work Related Skills Unit 2 Senior Senior Yes WRK 2014 LIT021 Literacy Skils intermediate Reading and Writing Intermediate Yes ur 2014 LiT022 Literacy Skils intermediate Oral Communication Intermediate Yes GCR 2014 PDS021 Personal Development Skils Uni 1 Intermediate Intermediate Yes PER 2014 PDS022 Personal Development Skills Unt
68. multiple classes for a unit 1 Select SCHOOL PROGRAM gt VCE gt Add Modify Classes 2 On the Add Modify Classes Browse VCE Units screen change the Include units not assessed at this school radio button to YES and enter EV033 in the Unit Code field 3 Click Find enter a Class Code and click Add Class The message Do you want to create will be displayed 4 Click Yes and OK Repeat steps 4 5 and 6 to set up classes B and C Teacher details and time block data can be added later 5 Click Close When a Unit 3 class is set up this way a matching Unit 4 class is automatically set up with the same class details but the time block and teacher details must be added separately School Program Summary The School Program Summary SCHOOL PROGRAM gt School Program Summary is a list of the Units Teachers classes and number of students enrolled in each class taught at your School Units will only show on this report after a class is set up for that Unit It can be run for the entire School Program or separately for VCE VET and VCAL Programs This report can be viewed on screen and printed or extracted as a text file Cese School Program Summary for DEMONSTRATION COLLEGE Year 2014 30 January 2014 Report Selection VCE Summary only Unit Level ALL Semester ALL Teacher VCE Summary Unit Code Unit Name Teacher Teacher Name Semester Class Class Time Code Code Size Block CDI ACCOUNTING 1 ACH
69. must undertake Unit 3 prior to undertaking Unit 4 Units 3 and 4 are designed to a standard equivalent to the final year of secondary education Accordingly the standards of research expected of students undertaking the VCE Extended Investigation is that of the final year of secondary education Units 3 and 4 each involve at least 50 hours of scheduled supervised instruction and mentoring combined with independent study monitored by the supervising teacher It is expected that students will commit out of school time to undertake research and that schools will monitor this aspect of the study 45 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VCE Baccalaureate The VCE Baccalaureate will be awarded to eligible students from 2014 The VCE Baccalaureate will support the Government s objectives to encourage more students to include languages and higher level mathematics in their senior secondary program of study To be eligible for the award of the VCE Baccalaureate students will be required to meet the requirements of satisfactory completion of the VCE and e satisfactorily complete a Units 3 and 4 sequence from English or Literature or English Language with a minimum study score of 30 or English as an Additional Language EAL with a minimum study score of 33 e satisfactorily complete a Units 3 and 4 sequence in either Mathematics Methods or Specialist Mathematics e satisfactorily comple
70. n e enter results for any class e produce certain types of reports e access the VCE Data Service This group is suitable for KLA managers Teacher restricted users can e enter results for their own VCE classes e produce certain types of reports for their own VCE classes e access the VCE Data Service This group is not suitable for VET teachers Teacher Reports restricted read only users can e only access reports for their own VCE classes e access the VCE Data Service VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY School VET Group VETFE users can e setup and enrol students in VET Certificates e modify VET Assessment plans e enter VET results e run Student Eligibility for VET e run some Statistical Reports School Statistics and Results Group SSRG users can access e the VCE Data Service e school statistics menus e results reporting menus e All Eligibility reports e Examination Centre Summary e Examination Clashes Principal s Statistics Group PRIN users can access e the VCE Data Service e school statistics menus e results reporting menus Inactive Group users can no longer access VASS VASS administrators should regularly audit the VASS users at their school Only the VCAA can modify VASS administrators Refer to the download document Managing School Based User Access for further details SYSTEM ADMIN gt Downloads VASS new users training manual June
71. ndatory Can only contain alphabetic hyphen apostrophes and single spaces Must contain at least one character Second Name G 15 Optional Can only contain alphabetic hyphen apostrophes and single spaces Unit Code or VET VCAL 15 Mandatory Must be a valid VCAA unit code or Certificate code VET or VCAL Certificate code VCAL Unit Code H Class Code l 2 Mandatory Must be a valid class set up in VASS DEECD assessing school 10 Mandatory if VCAA Assessing School Code is Code RTO code or VCAL blank certificate provider code J Excel Tip Mark as text to preserve the leading zero VCAA Assessing School 5 Mandatory if DEECD Assessing School Code Code RTO Code or VCAL is blank Certificate Provider Code Excel Tip Mark as text to preserve the leading K zero Focus Area or 3 Focus codes are mandatory for Music VET Certificate Type L Performance Units 3 4 Music Investigation and Text and Traditions Units 3 4 VET Certificate type VES VFE NAP mandatory Table 3 The VASS Student Program Import file structure VASS new users training manual June 2014 63 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Appendix 3 Additional notes on student program files VET The home school must set up the VET Certificate program in VASS before programs can be imported Set up VET certificates using SCHOOL PROGRAM gt VET in Schools gt Select Certificates to be Offered Set up RT
72. nts in this certificate will be displayed 4 Select Graeme O Meara and click Modify Student UOC Results The UoC Results Entry for Graeme O Meara screen will be displayed 5 Click Set Blank UoC Results to S An S result will appear against each UoC Click Save The message Do you want to save will be displayed 7 Click Yes The message UoC results saved successfully VCE VET Unit results updated will be displayed Click OK and Close 3 D VET Task Score Entry VET Task scores cannot be entered unless a student has a Valid Assessment Plan A task score cannot be entered against a UoC with an N result VET task scores can be entered by class or by student Exercise 35 Entering VET Task Scores Select RESULTS ADMIN gt VET in Schools Results Entry gt by Student Select CUS30209 Certificate III in Technical Production from the drop down list Click Find A list of students in this certificate will be displayed Select Graeme O Meara and click Modify Student Task Scores Enter valid scores in the range 5 to 25 for each task Click Save The message Do you want to save will be displayed Click Yes The message Task Scores saved successfully will be displayed Click OK and Close SI g Gl ss SN VCAL Unit Result Entry VCAL Unit results must be entered by the SIAR 5 due date of 17 November 2014 using RESULTS ADMIN gt VCAL Results Entry
73. nts to complete the VCE or VET Certificate in which they are enrolled e The VET Student Eligibility report STUDENT PROGRAM gt VET in Schools Reports gt VET Student Eligibility is used to check the eligibility of students to complete the VES VET Certificate in which they are enrolled e The VCE Baccalaureate Eligibility report STUDENT PROGRAM gt VCE Reports gt VCE Baccalaureate Eligibility is used to check the eligibility of students to receive the VCE Baccalaureate Certificate e A separate VCAL Eligibility report is available through the menu STUDENT PROGRAM gt VCAL Reports gt VCAL Student Eligibility It is recommended that the VCE and VET Eligibility Reports be run for all Year 12 students prior to the Enrolment 2 date and again later in the year but especially following any changes to enrolments for Year 12 students The Eligibility Reports work on the basis that a blank result is a potential S so it is important to rerun the VCE Eligibility Report after the entry of semester 1 results When running the Eligibility report it is possible to include or exclude eligible students 31 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Once scheduled the status of the Eligibility report will progressively move from Scheduled to In Progress To check the progress of the report click Recheck Status This will refresh the page Like the Duplicate Student Search and
74. omponents accessories materials for work 05 Product 14 29 VBP132 1 Program a basic robotic system 07 Portfolio 57 14 UEENEEE044B Apply technologies and concepts to electrotechnology work activities 12343961L ZPOWELL AIDAN MITCHELL 4909 ZUNIVERSITY OF BALLARAT Valid 01 Work performance 28 57 CPPSEC2021A 1 install security equipment and systems UEENEEEO794 Kdentify amp select components accessories materials for work 05 Product 14 29 VBP132 1 Program a basic robotic system 06 Product 57 14 UEENEEE044B Apply technologies and concepts to electrotechnology work activities Total number of students 3 Figure 20 Assessment Plan report e State Government 40 H Victoria VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VCAL School Program As with a VET Certificate a students VCAL Program is deemed to be delivered by the home school This means that home schools are responsible for enrolling their students and entering results Like all enrolments on VASS the Student s Personal Details must first be entered and a VCAA Student Number obtained before enrolments into a VCAL Program can commence A student s VCAL program can consist of VCAL Units one or more VET VFE Certificates and some VCE Units Setting up the school s VCAL program can involve e selecting the VCAL Certificate s as being offered by your school e selecting the Provider s for the VCAL Certificate e selecting the VCAL Unit
75. onal Details and Student VCE and VCAL and VET Program data for a year or to amend existing Student Personal Details data The importation process provides an alternative to the manual keying in of data The VASS Import process is one of four VASS processes that are scheduled and then processed in the background This means that a file scheduled for import is placed in a queue with jobs from other schools and will be processed in turn It is not necessary to remain logged into VASS during this time or to even have the computer switched on It is also possible to undertake work in other areas of VASS as long as the data input does not involve the same group of students as the import Only the home school is able to import Student Details or Student Programs regardless of where the units are being assessed New student data is generally imported in preparation for the start of the new school year either late in the current year or early in the new school year Alternatively data may be imported in the middle of the year for Unit 1 or 2 enrolments in Semester 2 The import file must be correctly formatted or the data will be rejected The Student Personal Details Import File Structure is described in Appendix 1 The Student Program Import File Structure is described in Appendix 2 The Amend Student Import may be used at any point during the year when it becomes necessary to update Student Personal Details Schools should ensure that Student Person
76. rough Student Records and Results as a new student number will have been already allocated and the student s record has NOT been linked to any previous results Only students who have been absent from school for at least one academic year should be flagged as claiming past results If the New Student s Details match those of an existing student on the database a Student Search Results dialog box will appear The details of the listed students should be studied carefully to ensure that the new student is not already on the database see Exercise 9 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Modifying Existing Student Personal Details This menu can be used to modify Student Personal Details for existing students Exercise 5 Changing a student s family name Select STUDENT ADMIN gt Modify Student Personal Details Enter part or all of Marjorie Minno s name and click Find Change the Family Name to George Click Save The message Do you want to save will be displayed Click Yes The message Do you want to will be displayed Click Yes The message The student s family name will be displayed Click Yes The message Student details updated successfully will be displayed Click OK and Close ce deg Co es Gi IOS Importing Student Personal Details Data into VASS The VASS Import process can be used to create new Student Pers
77. s Make changes to details in this screen Click Save The message Do you want to save will be displayed Click Yes The message School details saved successfully will be displayed Click OK and Confirm Details The message Do you want to confirm these details will be displayed Click Yes The message School details confirmed successfully will be displayed Click OK and Close es SI E on gs E IC Changes to a school name and main email address can only be done by the VCAA Please contact VASS Operations for further details School email addresses will only be changed after an email or fax has been received from the Principal or delegate Exam Centre Messages sent via VASS go to the school email address and to the VCE Coordinator if an email address has been entered in VASS 21 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Viewing Other School Details Contact details for other VCE Providers may be viewed using SCHOOL ADMIN gt View School Details Exercise 12 Viewing Other School Details 1 Select SCHOOL ADMIN gt View School Details 2 Itis possible to do a complete or partial search on the school name Type VSL in the School Name field 3 Click Find 4 Select 01314 VSL Altona North Footscray Sunshine by clicking on the appropriate line to highlight it 5 Click View to view the school s details then click Close Teacher
78. s are undertaking the same program of UOCs In this case it is important that all UOCs are set up with the same class code In a situation is where a school has two or groups of students undertaking the same VET certificate but each group is undertaking a different program possibly at a different RTO 1 Set up classes for the first group s UOCs with one class code for example A 2 the second group s UOCs with a different class code for example B 3 then the import file should specify class A for the first group of students and class B for the second group of students The first group of students will be enrolled in all the UOCs with a class A set up and the second group of students will be enrolled in all the UOCs with a class B set up 64 VASS new users training manual June 2014
79. s being offered by your school When a Unit 3 class is set up the corresponding Unit 4 class is created Unit 1 and 2 classes can be set up together or independently Exercise 16A Setting Up Classes Taught by the home school Select SCHOOL PROGRAM gt VCE gt Add Class Enter PLO11 Unit 1 Philosophy or click on the binoculars and select from the pick list Enter the Class Code and Select a Teacher Code from the pick list Enter a Tick in the box for Also create PLO22 This will create a class for the Unit 2 Click Save The message Do you want to create will be displayed Click Yes and OK C Cl cS A OY 23 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY When setting up classes assessed elsewhere it is not necessary to select the VCE unit or enter a teacher code Exercise 16B Setting up classes taught by another school 1 Select SCHOOL PROGRAM gt VCE gt Add Class 2 Enter LO093 LOTE French 3 and enter ZZ as the Class Code 3 Click Save The message Do you want to create will be displayed 4 Click Yes The message You are creating a class for a unit that is not being offered at this school Do you wish to continue will be displayed 5 Click Yes OK then Close When a Unit 3 class is set up this way a matching Unit 4 class is automatically set up with the same class time block and teacher details Exercise 16C Setting up
80. s s as being offered by your school e selecting the Provider s for the VCAL Units e setting up classes for the VCAL Units being offered e setting up classes for the VCE Units being offered as part of the VCAL program e selecting the VCE VET and VET VFE Certificates being offered as part of the VCAL program e setting up classes for the required VCE VET and VET VFE Units of Competence UoCs Curriculum Strand Report In order to be awarded a VCAL Certificate a student must obtain a number of credits These credits may be made up of VCE Units VET VFE Training and VCAL Units There must be at least one credit from each of the Curriculum Strands Industry Specific Literacy Numeracy Personal Development VCAL General Credit Pool and Work Related The Curriculum Strand Report lists the VCAL units VCE units and VETV FE training required for students to complete each Strand of their VCAL Certificate at a particular level The Curriculum Strand Report can be accessed via SCHOOL PROGRAM gt VCAL gt Curriculum Strand Report 41 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Pont this Page Print ALL Pages Print FROM this Page Close lt lt Previous Next gt gt Curriculum Strand Report for DEMONSTRATION COLLEGE Year 30 January 2014 2014 Page 9 of 24 selected Certificate VCAL Intermediate Total Credits Required 10 VCAL Credits Required 2 Credits Required at
81. s study score End of gear ezamination FENCRERS NOTES The accreditation period forthe ZZ Aler Sher Design is 2010 2015 Teachers must be using the current Study Design Available online at Wee RE SE SECH Refer to Study Design Assessment tables pages 24 and 28 Further advice is provided inthe LZ Ae dssesoned InBook Available online at ee Use the Art assessment sheet to record scores for each student s School assessed Task Available online inthe 4utniaratie demm den for Soho base assessment Art madd Ip hinetehaieclartiariicd Art Figure 24 Art Graded Assessments 50 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY School Scores Coursework Results Exercise 30 Entering Coursework Results 1 Select RESULTS ADMIN gt VCE Results Entry 2 Enter BM033 and click Find 3 The Coursework Results Entry screen will be displayed as there is only one class created Click Modify School Scores 4 Select 1 COURSEWORK UNIT 3 SIAR 2 from the list of GA s for the study Click Continue 6 Enter valid scores including NA Not Assessed See the Business Management page from the 2014 Data Entry of School Assessments 7 Click Save The message Do you want to save will be displayed 8 Click Yes The message Coursework results saved successfully will be displayed 9 Click OK The overall GA score will be calculated for the students a
82. s the GA for Unit 3 has been completed Click Close E School Scores School Assessed Tasks Results Entry Exercise 31 School assessed Tasks Results 1 Select RESULTS ADMIN gt VCE Results Entry 2 Find AR033 and click Modify School Scores 3 Select School Assessed Task SIAR 3 from the list of GA s for the study 4 Enter valid scores which include NA Not Assessed for each student The criterion scores must be all numeric or all NA for each student Click Save The message Do you want to save will be displayed 6 Click Yes The message School Assessed Task results saved successfully will be displayed 7 Click OK and Close E School Scores Entry for pe Sf SNR COLLEGE Year 2014 Class Unit Code Unit Name e Semester Teacher Graded Assessment 2 SCHOOL ASSESSED TASK Student Num Student Name GA Total U30C3 amp U40C283 14101214E TEST DATA DATA 01 02 03 04 05 06 07 08 09 Reload l Close Please enter the task score or NA for this student Figure 25 School Assessed Task score entry screen 51 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Producing a School Scores Report This report is used for both Coursework and School assessed Tasks It can also be used as an input sheet for teachers and later as a summary sheet and a Missing Results report It is essential for the school s internal audit process that t
83. sfully scheduled will be displayed Click OK 6 The Imports screen will be refreshed with the details of the scheduled import The Import Type column indicates that this is a validation run i e the file will be checked for the accuracy and completeness of the data only No data will be loaded to the database 7 Click Recheck Status to refresh the screen and display the latest status of the import 8 To check the position of your import in the list of scheduled jobs click Last Completed Tasks The Last Completed Tasks dialog box will be displayed showing the Job ID Job Type and the Date Time of the last completed tasks for each Job Type The difference between the Job ID for the currently scheduled Import and the Job ID for the last completed task of the same job type will give an indication of your position in the queue 9 When the status of the Student Details Import is Validated but not updated highlight the Import to activate View Import Report 10 Click View Import Report The report displays the line number and description of errors in the import file a summary of the number of records potentially inserted into the database the number of records that already exist for the current year the number of potential Import Hold table records and the number of records with errors The Import Report for a validation run includes the words These counts are what would apply for an Update Students run E gt 6 S V
84. ta to On Track Y Course type VCE Deaf or hearing impaired N Y N Exchange overseas student N YN Adult returning to study N YM Full fee paying o s student N YN d ATSI status No Aboriginalty EAL status AN Interrupted studies Eligible for credit towards VCE N VCE satisfactory completion N Enrolled in one or more VET in Schools certificates N Claiming past results N Previous VCE Enrolments Unit Title Year Sem Class Teacher School Result AC011 ACCOUNTING 1 2013 1 1 MBS 14564 S AC022 ACCOUNTING 2 2013 2 1 MBS 14564 s 8M011 BUSNESS MANAGEMENT 1 2013 1 1 RAW 14564 s 8M022 BUSNESS MANAGEMENT 2 2013 2 1 RAW 14564 s ENO11 ENGUSH 1 2013 1 3 ou 14564 s EN012 ENGUSH 2 2013 2 3 ou 14564 s Figure 3 A VCE Student Full Details Report 16 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Student Personal Details Forms This form can be printed as a blank or can be used for Students who already have their details entered in VASS e g students rolled over from the previous year Forms are produced by going to STUDENT ADMIN gt Student Personal Details Forms The forms can be blank for students to complete or printed pre loaded with the student details currently in the VASS database and students either confirm or update the information To print as a four page booklet on A3 size paper set the printer preferences as follows leave the paper size as A4 set the Duplex to Boo
85. tc e Any sequence of multiple spaces is replaced by a single space e Any leading or trailing spaces are removed e The first three characters are removed if they are 03 then a space e The resulting sequence of numbers is truncated to 15 characters 58 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY H15 v fe A B c p F e wy J k L M N o P a R s ulviw mak SZ a S 3 s 5 2 5 5 2 MEHE 7 38 sZt f e o S 2 E z S Ss z EI a 3 E ane D sia 2 2 2 2 8 H 2 8 38 2 je 53003322T 5 28 433 Z gg 3 5 amp 5 2 8 28 F le 2 E 8 16 amp r 8 8 F F 2 Be SA e EEEO S 2 VCE 199910199990 SMI027 Smith Maryanne MS 6 Hay St Yea VIC 3717 96514482 12 12 1995 F 11 AB Y 259505988 3 vce 0199910179990 JONO13 Jones Jerry Ivan MR 16 Happy St KewEast VIC 3102 96514482 7 12 1996 M 11 AC Y 273564589 4 vce 019991019990 NGU099 Nguyen Loc Peter MR 20 Way St Toorak VIC 3142 96514482 17 6 1997 M 11 AB Y 5 vce 019991019990 ANDOO3 Andrews Frederick Paul MR 33 HighSt Bass VIC 3991 96514482 23 7 1996 M 11 AB Y 6 VCE 019991019990 AND005 Andrion Francis MR 2fFootSt Eltham VIC 3095 96514482 5 8 1996 M 11 AC Y 235412579 7 vce 019991019990 LAN012 Lane Lois MS 45 Centre Rd Bos HU VIC 1328 96514482 30 11 1997 F 11 AC 8 Figure 27 Sample Student Details Import in Excel with a header row Field Column Max no of Details charac
86. te a Units 3 and 4 sequence in a VCE Language This is an initiative to strengthen enrolment in Languages and intermediate and advanced level calculus based Mathematics The award of the VCE Baccalaureate will recognise that students have chosen to undertake a course of study that includes both these elements 46 VASS new users training manual June 2014 Graded Assessment GA h VAN CURRICULUM AND ASSESSMENT AUTHORITY Study Sequence GA 1 GA 2 GA 3 AC03 AHO3 BI03 BM03 CHO3 CS03 ECO ELO ENO1 ENO9 EV03 GE03 HHO3 HI08 HI13 HI16 IEO3 IT02 IT03 LO LS03 OSO3 PE03 PHOS PLO3 PSO3 PS05 PYO3 RE03 SO03 TT03 Coursework Unit 3 Coursework Unit 4 Examination ARO3 DT03 FY03 MEO3 SE03 Coursework Unit 3 4 School assessed Task Examination DA03 DROS TS03 MC04 Coursework Unit 3 4 Performance Examination Examination MC05 Coursework Unit 3 Coursework Unit 4 Performance Examination Languages Auslan Australian Indigenous Languages Classical Greek and Latin do not follow this pattern Coursework Unit 3 Coursework Unit 4 Oral and Written Examinations MAO7 MAO9 Coursework Unit 3 4 Examination Examination MA11 SA03 School assessed School assessed Examination Task Task VC03 Coursework Unit 3 School assessed Examination Task MS03 Coursework Unit 3 4 Externally Assessed Aural and Written Task Examina
87. ters Course Type A 3 Mandatory Can be VCE PDO or GAT DEECD School Code 10 Mandatory if VCAA School Code is blank B Found on the SCHOOL ADMIN gt Modify School Details screen of VASS Excel tip Mark as text to preserve the leading zero VCAA School Code C 5 Mandatory if DEECD School Code is blank Found on the SCHOOL ADMIN gt Modify School Details screen of VASS Excel tip Mark as text to preserve the leading zero VCAA Student Number 9 Optional Alphanumeric If entered it must be a D valid VCAA Student Number External Student 12 Optional Alphanumeric If included it can be Identifier E used to identify the student instead of the Student Number in the programs and amend student import Family Name F 25 Mandatory Can only contain letters hyphen apostrophes and single spaces Must contain at least one character First Name G 15 Mandatory Can only contain letters hyphen apostrophes and single spaces Must contain at least one character Second Name H 15 Optional Can only contain letters hyphen apostrophes and single spaces Salutation I 4 Mandatory MR MRS MS or MISS Address Line 1 J 25 Mandatory The postal address to which end of year results are sent Must contain at least one numeric character Address Line 2 K 25 Optional This must not be the same as Address Line 1 H State Government sad Victoria VASS new users training manual June 2014
88. three possible course codes e VCE All students undertaking a VCE VET or VCAL program must have a course code of VCE International Baccalaureate students must also have a course code of VCE e PDO Year 10 students entered onto VASS for the purposes of the On Track Project and so without a program should have a course code of PDO Personal Details Only e GAT The course code of GAT is for students from overseas schools undertaking the GAT only The Address Lines are for the students postal address and not their home address The data in the first Address Line should not be repeated in the second Address Line The Student Personal Details import sets the three consent flags Consent for Media Release Consent for Awards Processing and Consent for On Track Release to No These flags must be subsequently amended according to the Student Personal Details form that the student has signed The VCAA uses the Australia Post preferred format for the suburb location name Abbreviations are not used i e Mount is spelt fully and not abbreviated to Mt and the direction follows the suburb name i e Ballarat East and not East Ballarat Either of these types of errors will cause the student s data to be placed on the Import Hold Table as the suburb location name will not match the postcode The suburb location name must be corrected before saving the student to the VCAA database 57 VASS new users
89. ting VCE Units offered by your school e Setting up classes for VCE Units being offered at your school e Setting up classes for VCE Units being undertaken by your students at an assessing school Exercise 15 Selecting Units Offered by the home school Select SCHOOL PROGRAM gt VCE gt Select Units to be Offered Click Add Units The Add VCE Units screen will be displayed Select PLO11 Philosophy 1 PLO22 Philosophy 2 and PLO33 Philosophy 3 Click Add The message Do you want to add will be displayed Click Yes The message Units added successfully will be displayed Click OK then Close eo Cl es I Setting up Classes VCE classes can be rolled over from the previous year if the Units have been selected in the current year Class codes cannot be edited If the teacher has not been rolled over from the previous year the class will be rolled over but the Teacher Code will be blank If time blocks have been added to the classes in the previous year these will be rolled over with the classes VCE classes can be set up using one of two menus The Add Class menu is best used where only one class is required for a Unit The Add Modify Classes menu is used where a school has multiple classes for the same Unit A home school is required to set up classes for all studies undertaken by their students even when those studies are assessed elsewhere However studies being assessed elsewhere should not be selected a
90. tion X103 Coursework Unit 3 4 Externally Assessed Task VCE VET Coursework Unit 3 4 Examination No GA 3 Programs Table 1 Graded Assessment Summary table Table 1 is a summary of the distribution of Graded Assessments between Examinations Coursework and School Assessed Tasks for all studies VASS new users training manual June 2014 47 Wd um CURRICULUM AND ASSESSMENT AUTHORITY Accounting GRADED ASSESSMENT 25 towards study score COURSEWORK UNIT 3 SIAR 2 JULY 28 Task Description Max Score 01 Unit 3 Outcome 1 r 50 Task Description Max Score 01 Unit 3 Outcome 2 r 50 GRADED ASSESSMENT 2 25 towards study score COURSEWORK UNIT 4 SIAR 4 NOYEMBER 10 Task Description Max Score 01 Unit 4 Qutcome 1 r 50 Task Description Max Score 1 Unit d Outcome 2 Task r 20 TaskB 7 20 GRADED ASSESSMENT 3 50 towards study score End of gear ezamination TEACHERS NOTES The accreditation period for the current iE docouniing Stary Desi is 2013 2016 Teachers must be using the current Study Design Available online at kal Keser of l derhin Refer to Study Design Assessment tables on pages 27 and 32 Further advice is provided in the if Aneren dssessmant Handbook Available online at W Kalen teg l Figure 22 Accounting Graded Assessments 48 VASS new users training manual June 2014 Wd um CURRICULUM AND ASSESSMENT AUTHORITY Business Management GRADED ASSESSMENT
91. tion successful You may now remove your authentication device 5 Click OK the Enter Year screen with the Privacy statement will be displayed 6 Click Accept You have logged in successfully when the VASS Home Page with the Key Dates and pull down menus appears The first time a user logs into VASS from any computer the MeadCo Software and Licence agreement should appear but only if the user has sufficient network permissions for the download to occur If the MeadCo Software and Licence agreement is not downloaded then VASS will not function correctly Please refer to the VASS Browser booklet for instructions Important Administrative Dates The Important VASS Administrative Dates are available on the VASS Home Page A more detailed list can be found by clicking on the Help button on the home page of VASS VASS menus Reading left to right the seven principal menu items are e Student Admin e School Admin e Teacher Admin e School Program e Student Program e Results Admin e System Admin All VASS Users can see all menu items but cannot access greyed out restricted menus Some VASS functions are disabled after key dates have passed e Student enrolment VCE VET and VCAL e Results entry VCE VET and VCAL If data cannot be entered by the due dates contact Student Records and Results using the VASS Critical Dates Extension of Time form from the downloads section of VASS Student Records and Results can
92. training manual June 2014 h VARUN CURRICULUM AND ASSESSMENT AUTHORITY VASS will only accept either a pipe or tab delimited text file containing the correct number of fields with the appropriate type of data in each field Other types of file formats such as Excel Word or Access cannot be used as they contain hidden formatting which will cause the file to be rejected An import file must not contain any blank lines and must not contain a header row The import file name must not contain any brackets or other special characters The file name or file path must not be over 30 characters in length Importing Student Personal Details is a two step process The Validation step checks the data for accuracy and completeness and the Update step loads the data onto the VCAA database The Validation step checks that the file matches the VASS file specifications a Pipe or Tab delimited text file with the correct number of fields no fields exceed the maximum allowed length an acceptable date format the correct type of data in each field etc If the file or any record in the file fails any one of these checks then the validation process will stop at that point the file will be rejected and will be given a BAD FILE status When a file has been given a BAD FILE status it is not possible to proceed with the import The data in the file must be corrected and the corrected file revalidated On completion of each stage of the import process an Import R
93. ual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY Changing a Student Class Code The Change Student Class Code function can also be used to change student class codes Students enrolled in a Unit 3 4 sequence can change classes without being withdrawn first from the unit by this method Exercise 18 Change Student Class Code 1 Select STUDENT PROGRAM gt VCE gt Change Student Class Code 2 Enter LO223 LOTE Greek 3 and click Find Two records will be displayed A class with no class code and a class with class code X 3 Select the record with no class code and click Change All Students A list of students without a class code for this Unit will be displayed 4 Select Class Code X and click Save 5 The message Do you want to allocate will be displayed Click Yes 6 Click OK Repeat the same procedure for LO224 LOTE Greek 4 Students Without a Program Report The STUDENT PROGRAM gt Student Program Enquiries Reports gt Students Without a Program report is used to check that all non PDO students enrolled in the current year have been enrolled in a Program of Study Any students listed who are no longer at your School should be exited then deleted as early in the year as possible Student Eligibility Reports There are four Student Eligibility reports e The VCE Student Eligibility report STUDENT PROGRAM gt VCE Reports gt Student Eligibility is used to check the eligibility of stude
94. ure 15a A VCE Student Eligibility Report with Include Eligible Students box ticked 33 VASS new users training manual June 2014 VICTORIAN CURRICULUM AND ASSESSMENT AUTHORITY VET Student Eligibility Report for DEMONSTRATION SCHOOL Year 26 June 2014 2014 mr Student Number ALL First Name ALL Family Name ALL Year Level 12 Form Group ALL VET Certificate ALL Include IB Students No Include Students with No Enrolments No Include Eligible Students Yes Year Form Student Name VET Certificate Details Level Group Number 12 1A 12226594W ZRICE BRONTE LOUISE HLT32512 VES Cert Ill in Health Services Assistance Eligibility Message Eligible to Satisfy this certificate 12 1A 12226594W ZRICE BRONTE LOUISE HOSPITALITY 07 VFE Tourism Hospitality and Events Eligibility Message Warning No current year UOCs with satisfactory results 12 1c 12258800W ZDELL SPECTOR ALEXANDER CISCO1 VES CISCO Discovery amp Exploration JAMES Eligibility Message Eligible to Satisfy this certificate 12 1c 12176439R ZDENNIS ALEX LINDSAY ROBERT 22071VIC VES Cert Il in Integrated Technologies Eligibility Message Eligible to Satisfy this certificate 12 1c 12176439R ZDENNIS ALEX LINDSAY ROBERT HOSPITALITY 07 VFE Tourism Hospitality and Events Eligibility Message Warning No current year UOCs with satisfactory results 12 1c 12176439R ZDENNIS ALEX LINDSAY ROBERT ICA30111 VES Cert Ill in Infor
95. ut such checks there is a possibility of Year 12 Students failing to achieve their VCE Exercise 33 Unit Results Entry 1 Select RESULTS ADMIN gt VCE Results Entry 2 Find BM033 Business Management 3 and Modify Unit Results The Unit Results Entry screen will be displayed 3 Click Set Blank Unit Results to S All students in the class will be given an overall S result To enter an overall N result for a Unit highlight and delete the S result and then enter individual outcome results one of which must be an N 4 Press Tab key to move the cursor out of the last outcome field This will cause an N to appear in the Unit Result field 5 Click Save The message Do you want to save will be displayed Click Yes The message Unit results saved successfully will be displayed 7 Click OK and Close D A RESULTS ADMIN gt VCE Reports gt Unit Results gt Amendment Sheet can be used to alter unit results after the due date 52 VASS new users training manual June 2014 h VAN CURRICULUM AND ASSESSMENT AUTHORITY VET Results VET UoC Result Entry VET UoC results can be entered by class or by student Exercise 34 Entering VET UoC Results by Student 1 Select RESULTS ADMIN gt VET in Schools Results Entry gt Unit of Competence gt By Student 2 Select CUS30209 Certificate Ill in Technical Production from the drop down list Click Find A list of stude
96. y existing enrolments but additional units may be added All students in the Import Program file must have a year record for the current year Enrolments for students on the Import Hold Table will be rejected A Program import file can contain enrolments in units Unit 1 and or 2 and or 3 If the import file contains a valid Unit 3 enrolment VASS will automatically enrol the student in the equivalent Unit 4 regardless of whether the file contains the Unit 4 record Most studies only require the first 11 of the 12 fields in the import file The twelfth field focus code is only required for the small number of studies requiring a focus code Wherever you do not have data for a field and it is not a mandatory field then the field should be left empty but NOT omitted the only exception to this is the focus code field If the file contains VET enrolments the Focus code field must contain the VET Type Focus codes are mandatory for Music Performance MC043 and MC044 MC053 and MC054 and Text and Traditions 3 and 4 TT033 and TT034 A Student Programs import file must contain one record line for every unit the student is enrolled in i e a student with 10 unit enrolments will have 10 lines in the import file 61 VASS new users training manual June 2014 VICTORIAN CURRICULUM v AND ASSESSMENT AUTHORITY A Fy E D H I j 3 bad v z H bit ntiiiai E R E a E z 2 z 3 lt lt 5 m gd P 8 SI

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