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Info

This article is for Private School Administrators

Private School Administrators can follow these instructions to generate the student census upload tool data.

Before you start

Note

You will need to utilise the Census Upload Tool made available by School's HUB to generate your census XML upload file.

Find more information on https://schools.education.gov.au/

Open Data Lists

Include Page
login and view the main menu
login and view the main menu

  • Click Management > Data Lists

Generating student census data

You can obtain your student census data directly from the Custom Student Report.

  • Click the Custom Student Report tile.

Custom Student Report

Check the following fields to obtain your census for the Upload Tool.

  • Unique Student Identifier (USI)

  • Student Name

  • Age (# of years)

  • Gender (m/f/x)

  • Indigenous Status

  • Has Visa (Y/N)

  • Overseas Student (Y/N)

  • Disability Category

  • Adjustment Level

  • Full Time Equivalent (FTE)

Tip

  • Click on the Generate button to run the report.

  • Your report will be scheduled in the Download Manager.

Download Manager

To download your Census Upload Tool data:

  • Navigate to Management / Download Manager

  • Click the Download button for your Custom Student Report

Info

You can re-run any report listed in the download manager if you have updated data in the uEducateUs system.

  • Click on the Re-run button

  • A new Custom Student Report will be generated based on the previous report settings.

Warning

The Download Manager page will not automatically refresh when a report is complete:

  • Refresh the web page to obtain an update on the status of the report

Data field locations

The Custom Student Report references the following fields when generating the census data.

Info

Calculation elements are shaded in grey and the field it is based on will be referenced in brackets [ ]

Field

Data Type

Location
Management / People /

Unique Student Identifier (USI)

Field

Students / Edit

Student Name

Field

Students / Edit

Age (# of years)

Calculation [Date of birth]

  • Whole number

Students / Edit

Gender (m/f/x)

Calculation [Gender]

  • m = Male

  • f = Female

  • x = Indeterminate / unspecified*

Students / Edit

Indigenous Status

Field

Students / Edit

Has Visa (Y/N)

Check-box

Students / Edit

Overseas Student (Y/N)

Calculation [Has Visa (Y/N)]*

Students / Edit

Disability Category

Drop list

Students / Edit

Adjustment Level

Drop list

Students / Edit

Full Time Equivalent (FTE)

Calculation [Enrollment Status]

  • Full Time = 1

  • Part Time*

Students / Edit

Note

*The following fields require updating in the output file directly.

  • Overseas Student (Y/N)

    • This defaults to Y if the student has a visa. If the student has a visa and is not an overseas student based on census requirements, then you must update this to N

  • Gender (m/f/x)

    • You cannot currently select students presenting as indeterminate / unspecified in the system. If a student identifies as indeterminate / unspecified, update the extract directly to reflect a gender status of X.

  • Part Time students FTE will not be included in the output file and need to be updated directly.