Victrian Student Number Data Quality and Prcess Guidelines fr Victrian Gvernment Schls
Published by the Cmmunicatins Divisin fr Educatin Chief Infrmatin Officer Divisin Department f Educatin and Early Childhd Develpment Melburne Versin 1.1 August 2009 State f Victria (Department f Educatin and Early Childhd Develpment) 2009 The cpyright in this dcument is wned by the State f Victria (Department f Educatin and Early Childhd Develpment), r in the case f sme materials, by third parties (third party materials). N part may be reprduced by any prcess except in accrdance with the prvisins f the Cpyright Act 1968, the Natinal Educatin Access Licence fr Schls (NEALS) (see belw) r with permissin. An educatinal institutin situated in Australia which is nt cnducted fr prfit, r a bdy respnsible fr administering such an institutin may cpy and cmmunicate the materials, ther than third party materials, fr the educatinal purpses f the institutin. Authrised by the Department f Educatin and Early Childhd Develpment, 2 Treasury Place, East Melburne, Victria, 3002. This dcument is als available n the internet at www.educatin.vic.gv.au
Cntents 1. Overview 2. Imprtance f Data Quality Cnventins fr entering FIRST NAME 4 Cnventins fr entering SURNAME 6 Cnventins fr entering DATE OF BIRTH 8 Cnventins fr entering GENDER 8 Cnventins fr entering the VSN 8 3. Changes t Schl Prcesses and CASES21 t supprt the VSN Student Enrlment and Transfers 9 Change f Student Details 12 Student Exit/Transfer 13 Student Enrlment Cancellatin 13 Cmmunicating the VSN t Students and Parents 13 ST21003 Student Infrmatin Full Details 14 ST21026 Student Transfer Nte 14 ST21252 Student VSN Ntificatin 15 Student Reprt Card 15 4. VSN Supprt Cntacts DEECD Service Desk 16 VSN Website 16
1. Overview Each Victrian student will be issued with a unique student identifier, t be knwn as the Victrian Student Number (VSN). The Victrian Student Register (VSR) has been established thrugh legislatin t maintain a central registry f Victrian students. The registry maintains basic and minimalist identifying infrmatin relating t a student including: VSN, first name, surname, date-f-birth, and gender, as well as enrlment infrmatin fr each schl r prvider that the student attends including prvider number, enrlment date and exit date. It is a legislated requirement fr prviders t ntify the VSR f student enrlment infrmatin. The VSR is nt a repsitry r aggregatin pint fr ther student infrmatin such as achievements, results, health r pastral infrmatin. Once fully implemented, the VSN will be allcated t students at the first pint f enrlment within the Victrian educatin sectr. The purpse f this dcument is t prvide Victrian Gvernment Schls with the necessary guidelines that explain hw t enter student identifying infrmatin int CASES21 in a cnsistent manner, s that students can be registered crrectly during implementatin, transfers and new enrlments. This dcument is aimed at business managers and schl staff invlved in student enrlment and data entry int CASES21. Privacy guidelines fr schls An amendment t the Educatin and Training Refrm Act was intrduced in 2008 t supprt the intrductin f the Victrian Student Number (VSN). In general, the legislatin prescribes the purpses fr which the VSN may be used, and places sme restrictins n access t and disclsure f VSNs and related student infrmatin (e.g. student name, date f birth etc.). In general, disclsure f a student s name and the assciated VSN shuld be restricted t that student and that student s parents r guardians, within the bundaries f nrmal student infrmatin disclsure. Fr example, if there is a curt rder in place that disallws ne r mre parents, r ther interested parties, access t a student s recrds, then similar restrictins must be applied t the student s VSN. Disclsure f a student s name and assciated VSN t parties ther than the student r parent shuld be avided. Fr example, including the VSN n student identity cards is nt permitted. Similarly, if lists f students, including class rlls, are prduced fr any purpse ther than verifying VSN data with the VSR team, then the students VSNs shuld nt be included. 3 Victrian Student Number
2. Imprtance f Data Quality The VSR is a central database that maintains identifying infrmatin fr each Victrian student. It is critical that the infrmatin is accurate t ensure that student infrmatin is matched crrectly when a student transitins between schls and subsequent educatin prviders. The main cnsequence f prviding inaccurate data t the VSR is that the VSR student identificatin and matching prcess will fail, resulting in an exceptin. Exceptins are managed by the central VSR Team, wh will cntact schls t reslve the prblem. The fllwing identifying student infrmatin is managed by the VSR: First name Surname Date f Birth Gender VSN T reduce date quality related exceptins, the VSN Implementatin Team has develped a set f data entry cnventins fr student identifying infrmatin. These cnventins are t be read in cnjunctin with existing CASES21 Administratin prcess guides and in the cntext f the changes t the existing schl prcesses dcumented in Sectin 3 f this dcument - Changes t Schl Prcesses and CASES21 t supprt the VSN. Cnventins fr entering FIRST NAME The VSR expects the student s first name t be their legal first name. Data will be extracted ut f the CASES21 first given name field. 1. Where a student is enrlling fr the first time at a Victrian Schl (e.g. student enrlling in prep r student enrlling frm interstate), the first name shuld be btained frm fficial dcumentatin as apprpriate including a student s birth certificate, passprt, travel dcuments r ther fficial dcument such as a curt rder r adptin reprt. 2. Where a student is transferring frm anther schl (e.g. grade 6 student transferring t secndary cllege, r primary student transferring t anther primary schl), the first name shuld be btained frm the transferring schl by btaining a transfer nte. (Please nte: it is pssible t update the details btained frm the transferring schl prviding that thse updates are supprted by fficial dcumentatin). Dcumentatin and prcesses regarding student admissin and enrlment are dcumented in the enrlment dcumentatin guidelines within the Victrian Gvernment Schls Reference Guide, Sectin 4.1 Student attendance - part 4.1.1.2 Admissin Requirements at : Imprtance f Data Quality 4
http://www.educatin.vic.gv.au/management/gvernance/ referenceguide/envir/4_1.htm 3. It is imprtant that n additinal infrmatin r indicatrs be used as part f the first name. 4. Where students nly have a single name, the name prvided shuld be repeated in bth the first given name and surname fields. 5. Multiple first names shuld be separated by either: a. a single space r b. hyphen withut leading r trailing spaces Separatin f the names shuld be based n that in the fficial dcumentatin r enrlment frm t ensure a high level f cnsistency between enrlments. 6. Preferred names shuld nt be included in the first given name field. Instead preferred names shuld be entered in the preferred name field. 7. Middle names shuld nt be included in the first given name field. Instead secnd given name shuld be used fr this infrmatin. Examples Each f the fllwing represents a valid first name: Amanda Jhn Paul Jhn-Paul James Stephen Paula Michelle Jane The fllwing represent invalid first names: Amanda (1234) Reasn: First name cntains reference infrmatin (numbers and brackets) Amanda (Mandy) Reasn: First name cntains preferred name Frederick******* Reasn: First name cntains indicatr infrmatin (asterisks) Jhn Paul Reasn: Duble space between multiple first names 5 Victrian Student Number
Jhn Paul Reasn: Space befre and after hyphen ZZPaul Reasn: Name cntains indicatr infrmatin (ZZ) Cnventins fr entering SURNAME The VSR expects the student s surname t be their legal surname. Data will be extracted ut f the CASES21 surname field. 1. Where a student is enrlling fr the first time at a Victrian Schl (e.g. student enrlling in prep r student enrlling frm interstate), the surname shuld be btained frm fficial dcumentatin as apprpriate including student s birth certificate, passprt, travel dcuments r ther fficial dcument such as curt rder r adptin reprt. 2. Where a student is transferring frm anther schl (e.g. grade 6 student transferring t secndary cllege, r primary student transferring t anther primary schl), the surname shuld be btained frm the transferring schl by btaining a transfer nte. (Please nte: it is pssible t update the details btained frm the transferring schl after enrlment prviding that thse updates are supprted by fficial dcumentatin). Dcumentatin and prcesses regarding student admissin and enrlment are dcumented in the enrlment dcumentatin guidelines within the Victrian Gvernment Schls Reference Guide, Sectin 4.1 Student attendance - part 4.1.1.2 Admissin Requirements at : http://www.educatin.vic.gv.au/management/gvernance/ referenceguide/envir/4_1.htm 3. It is imprtant that n additinal infrmatin r indicatrs be used as part f the surname. 4. Where students nly have a single name, the name prvided shuld be repeated in bth the first given name and surname fields. 5. Multiple surnames shuld be separated by either: a. a single space r b. hyphen withut leading r trailing spaces 6. Middle names shuld nt be included in the surname field. Instead the secnd given name field shuld be used fr recrding this infrmatin. Imprtance f Data Quality 6
7. Preferred names shuld nt be included in the surname. Instead preferred names shuld be in the preferred name field. 8. Take care with cmmn variants e.g. Mac r Mc and apstrphes. a. Take special care when entering names beginning with Mc, Mc r Mac, like McDnald, Mc Dnald, MacDnald, Mac Dnald. Our research shws that nly abut 5% f names beginning with Mc have a space after the Mc, and very few Mac names have a space after the Mac. b. Take special care when entering names with apstrphes such as O Neill. In nearly all cases, the name shuld nt have spaces between the apstrphe and letters e.g. O Neill r O Reilly. Our research als shws that the spelling O Neil (i.e. withut apstrphe) is a spelling mistake and shuld actually cntain an apstrphe. Examples Each f the fllwing represents a valid surname: Smith Petersen-Smith Dragana Smith The fllwing represent invalid surnames: Smith (1234) Reasn: Name cntains reference infrmatin (numbers and brackets) Smith-Petersen (Smith) Reasn: Name cntains additinal infrmatin (numbers and brackets) Dragana******* Reasn: Name cntains indicatr infrmatin (asterisks) ZZPetersen-Smith Reasn: Name cntains indicatr infrmatin (ZZ) Dragana Smith Reasn: Space befre hyphen ZZSmith Reasn: Name cntains indicatr infrmatin (ZZ) 7 Victrian Student Number
Cnventins fr entering DATE OF BIRTH The VSR expects the date f birth f each student in the fllwing frmat: DD/MM/YYYY Data will be extracted ut f the CASES21 birthdate field. CASES21 cntains a number f data entry validatins linked t the date f birth. The fllwing cnventins shuld be used in cnjunctin with the CASES21 validatins. 1. Where a student is enrlling fr the first time at a Victrian Schl (e.g. student enrlling in prep r student enrlling frm interstate), the date f birth shuld be btained frm fficial dcumentatin as apprpriate including student s birth certificate, passprt r ther fficial dcument such as curt rder, dctr s assessment r adptin reprt. 2. Where a student is transferring frm anther schl (e.g. grade 6 student transferring t secndary cllege, r primary student transferring t anther primary schl), the date f birth shuld be btained frm the transferring schl by btaining a transfer nte. (Please nte: it is pssible t update the details btained frm the transferring schl prviding that thse updates are supprted by fficial dcumentatin). 3. Take extra care when entering date f birth infrmatin frm verseas students. A cmmn mistake is t transpse DD/MM (days and mnths). Cnventins fr entering GENDER The VSR expects the gender f the student as part f the identifying infrmatin. Gender can be M (male) r F (female). Data will be extracted ut f the CASES21 gender field. Cnventins fr entering the VSN The VSN is a 9 digit number which cntains an internal check-digit fr validatin. CASES21 is being updated t allw entering f the VSN as part f the student enrlment details. If a student prvides a VSN as part f their enrlment details, the VSN shuld be entered int CASES21. CASES21 is als being updated t verify that the entered VSN satisfies the VSN checksum rules. Users will be presented with an errr message if the entered number des nt meet the checksum rules. Imprtance f Data Quality 8
3. Changes t Schl Prcesses and CASES21 t supprt the VSN This sectin utlines the changes required t schl prcesses and related CASES21 changes t meet VSN ntificatin requirements. The fllwing administratin prcesses and ntificatins are impacted by the VSN: Student Enrlment and Transfers Change f Student Details Student Exit/Transfer Student Enrlment Cancellatin Cmmunicating the VSN t Students and Parents Student Enrlment and Transfers The Victrian Student Register expects ntificatin f student enrlment. When a student first enrls at a Victrian schl (as ppsed t transfers frm anther Victrian schl) the VSR will create a new VSN and register the student, and create an enrlment recrd. Fr all the student s subsequent transfers, the student will be requested t prvide their VSN as part f the transfer prcess t ensure the enrlment is registered against the crrect student. The VSR is able t prcess enrlments in case a VSN is nt prvided because the student has misplaced it. Please nte differences in terminlgy: the VSR cnsiders each admissin t a schl as an enrlment that is recrded. Hwever, frm a schl prcess perspective, first enrlment nly ccurs the first time a student enters the Victrian Educatin System. Any subsequent admissin t anther schl, is cnsidered t be a transfer. The VSR requires the fllwing infrmatin as part f the enrlment ntificatin: First given name Surname Date f birth Gender Enrlment date i.e. admissin date at yur schl VSN OR indicatin that the student is brand new OR indicatin that the student des nt knw their VSN. There are 3 enrlment scenaris. 1. Student s first enrlment at a Victrian Schl 2. Student has a VSN, but the VSN is nt available 3. Student prvides their VSN n the enrlment frm 9 Victrian Student Number
Please nte: 1. Use f the Student Data Transfer Applicatin is strngly encuraged when transferring students between gvernment schls. The Student Data Transfer Applicatin has been updated t transfer the student s VSN, reducing VSN related data quality issues. 2. An updated enrlment frm is available in the EduLibrary, Frms, General Schl Frms Flder which allws enrlling students / parents t indicate their VSN status nce the VSN rll-ut cmmences. Scenari 1: Student s first enrlment at a Victrian Schl Students enrlling fr the first time at a Victrian Schl will nt have been issued with a VSN. Once all schls have the VSN implemented, this will typically nly include students enrlling fr prep, students cming frm interstate r verseas. During the VSN implementatin perid (i.e. Terms 3 and 4, 2009), any student arriving at yur schl that is transitining frm a schl that has nt been implemented shuld als be enrlled as a first enrlment at a Victrian Schl t ensure that they are issued with a VSN. Yu may need t cntact the student s prir schl t ascertain their implementatin status. CASES21 will have new fields t indicate the VSN enrlment status and/r VSN. Fr students in this categry, enter the VSN status n enrlment N r NEW, and cmplete the enrlment as per standard enrlment prcesses. Fllw the data entry cnventins utlined in Sectin 2. CASES21 will transfer the student s identifying data t the VSR. In mst cases, the VSR will allcate a new VSN and create a recrd f the student s enrlment, and then send the allcated VSN back t CASES21. CASES21 will autmatically update the VSN n the student recrd. If a prblem ccurs with the data, an exceptin is raised by the VSR and a VSN Implementatin Team member may cntact yu. Changes t Schl Prcesses and CASES21 t supprt the VSN 10
Scenari 2: Student has VSN, but VSN is nt available OR VSN status is unknwn In general, students that enrl at yur schl wh are transferring frm anther Victrian schl and d nt knw their VSN fall int this categry. Fr example, grade 6 students transitining t secndary schl. If a student enrls at yur schl during the VSN Implementatin perid i.e. Terms 3 and 4, 2009, and attends during 2009, schls are asked t cntact the student s previus schl t ascertain their VSN implementatin status. If this is impractical r yu are still unsure f the VSN r VSN implementatin status f the previus schl, then enrl the student in this categry. Please nte: During the VSN Implementatin perid (Terms 3 and 4, 2009) Students transferring frm anther Victrian schl t yur schl fr attendance next year r further in the future, may nt knw their VSN (because their current schl has nt yet been implemented fr the VSN). Yu shuld als enter these future students with a VSN status f Unknwn. Enter the status U r UNKNOWN, and cmplete the enrlment as per standard enrlment prcesses. Fllw the data entry cnventins utlined in Sectin 2. CASES21 will send the student s identifying data t the VSR. The VSR will attempt t match the student s identifying details (first name, surname, gender and date f birth) against details n the VSR. If a single exact match is fund, that student is selected and an enrlment recrd is created n the VSR fr the selected student. Then the selected student s VSN is returned t yur schl s CASES21 system. CASES21 will autmatically update the VSN n the student recrd. If a prblem ccurs with the data (e.g. if the VSR cannt match the identifying details, r there are 2 r mre matches), an exceptin is raised by the VSR and a VSR Team member may cntact yu. 11 Victrian Student Number
Scenari 3: Student prvides their VSN n the enrlment frm A student that presents with a VSN Ntificatin r ther cmmunicatin that cntains their VSN is cvered by this scenari. Enter the VSN, and cmplete the enrlment as per standard enrlment prcesses. Fllw the data entry cnventins utlined in Sectin 2. CASES21 will cnfirm that the VSN entered meets internal check-digit lgic requirements (i.e. that the VSN has nt been mistyped). CASES21 will transfer the student s identifying t the VSR. The VSR will attempt t match the student s identifying details (first name, surname, gender and date f birth) against details n the VSR fr the prvided VSN. If the details match an enrlment recrd is created n the VSR fr the student. If a prblem ccurs with the data (e.g. the identifying details d nt match the details against the VSN n the VSR), an exceptin is raised by the VSR and a VSN Implementatin Team member may cntact yu. Please nte: Students enrlled using the Student Data Transfer Applicatin that have a valid VSN will autmatically be enrlled under this scenari. Change f Student Details The VSR requires ntificatin f changes t student details t ensure accuracy f enrlment recrds. Changes/crrectins t the student s identifying data in CASES21 will be ntified t the VSR. The VSR requires ntificatin f changes r crrectins t student identifying details (name, gender, date f birth) t ensure accuracy f enrlment recrds. The VSR will attempt t prcess the change t student details. The first step will invlve matching the student s identifying details (VSN, first name, surname, gender and date f birth) against details n the VSR fr the prvided VSN. If the details match, the changes/updates are prcessed. If there is an issue, an exceptin will be raised by the VSR and a VSR Team member may cntact yu. Changes t Schl Prcesses and CASES21 t supprt the VSN 12
Schls are advised that any changes/crrectins t the date f birth r gender will require dcumentary evidence in the frm f a cpy f the student s birth certificate r enrlment frm. A VSR Team member will cntact schls that submit changes t a student s date f birth r gender and request the dcuments t be sent t ur dedicated fax number (03) 9651 0218 r via scanning and email t Victrian.student.register@edumail.vic.gv.au. Student Exit/Transfer The VSR requires ntificatin when a student leaves the schl, including the exit date f the student. CASES21 will autmatically ntify the VSR when a student is exited as per the Exiting Student prcess. The VSR will attempt t exit the student s enrlment. The first step will invlve matching the student s identifying details (VSN, first name, surname, gender and date f birth) against details n the VSR fr the prvided VSN. If the details match the changes/updates are prcessed. If there is an issue, an exceptin will be raised by the VSR and a VSR Team member may cntact yu. If a student is transferring t anther schl, schls shuld prvide the student/parent with a VSN ntificatin reprt which the student can use as part f their enrlment at the new schl. During the VSN Implementatin perid, yur schl may als be cntacted by the student s new schl t cnfirm yur VSN status and the student s VSN. Student Enrlment Cancellatin In sme instances, students are enrlled in a schl, but d nt attend the schl and the enrlment needs t be cancelled. The VSR requires ntificatin when an enrlment is cancelled. CASES21 will autmatically ntify the VSR when a student is deleted thrugh the Delete Student prcess. The VSR will attempt t cancel the student s enrlment. The first step will invlve matching the student s identifying details (VSN, first name, surname, gender and date f birth) against details n the VSR fr the prvided VSN. If the details match the changes/updates are prcessed. If there is an issue, an exceptin will be raised by the VSR and a VSR Team member may cntact yu. Cmmunicating the VSN t Students and Parents The actual VSN will need t be cmmunicated t students and parents t enable them t cmplete future enrlments. The fllwing ntificatins and cmmunicatins have been added r amended fr schls t enable the VSN t be cmmunicated t students and their parents: 13 Victrian Student Number
ST21003 Student Infrmatin Full Details ST21026 Student Transfer Nte ST21252 Student VSN Ntificatin (new) Student Reprt Card (frm end f 2009) ST21003 Student Infrmatin Full Details VSN has been added as part f the student details. ST21026 Student Transfer Nte Changes t Schl Prcesses and CASES21 t supprt the VSN 14
ST21252 Student VSN Ntificatin This is a new letter that will be added t CASES21 and shuld be generated when: a) a student/parent requests it b) when a student indicates they will transfer t anther educatin prvider, this ntificatin letter can be used t infrm the student f their VSN s they can cmplete the enrlment prcess at their new educatin prvider. Student Reprt Card The student reprt card specificatin has been amended t include the VSN and the student s VSN is being exprted frm CASES21 t supprt reprt prcessing. The VSN will be included n reprt cards at the end f 2009. 15 Victrian Student Number
4. VSN Supprt Cntacts DEECD Service Desk DEECD Service Desk: 1800 641 943 DEECD Service Gateway: http://servicedesk.educatin.vic.gv.au/ Please select the CASES21 call categry. VSN Website www.educatin.vic.gv.au/management/gvernance/vsn/default.htm VSN Supprt Cntacts 16