2017 Student Entries for Years 10, 11 and 12

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1 D2017/ Student Entries for Years 10, 11 and 12 This document provides a comprehensive guide to submitting your school s 2017 student entries. The Student Entries flow-chart on page 9 shows how the different Student Enrolment functions fit together, and should be read before you begin entering your students. Each page of Schools Online also has a Help link located in the top right corner of the screen. GENERAL INFORMATION 1. Important to note Schools Online is now open for Year 10 (Stage 5),Year 11 (Preliminary) and Year 12 (HSC) 2017 student entries Visit and download the Timetable of Actions for Schools (available 6 February 2017) from the NESA website: The closing date for all student entries is Friday, 10 March 2017 Each student must check and sign their personal Confirmation of Entry, confirming their courses and personal details have been correctly entered. Principal Certification of all entries must be completed by Friday, 17 March Staff access to Schools Online Principals, or their delegate, can authorise a Schools Online profile for any staff member, including administrative staff who will be working with enrolment data. Use the Schools Online Administration > Work with Schools Online Staff Profiles function to determine which Schools Online features each staff member needs. 3. Courses offered at your school Schools should initially review Courses > Courses offered at your school to ensure all courses offered are selected for educationstandards.nsw.edu.au

2 4. Studying a course at a different school, TAFE, or with an Outside Tutor The student s home school (i.e. where the student enrolment is primarily managed) is responsible for all the student s course entries, no matter where the student is physically studying the course. When entering a course that is delivered at a different school, TAFE, or with an Outside Tutor please pay particular attention to ensure the correct Outside School/TAFE is noted with the course entry. Studied Elsewhere must be populated with the delivering Outside school/tafe if it is different to the student s home school. 5. Student numbers Year 10 A NESA student number will be automatically produced when new students are enrolled on the NESA system. Please pay particular care when working with accelerated/early commencement Year 10 students from 2016 as they will have an existing student number. This existing number must be used to ensure the student s course completion history is maintained. Years 11 and 12 Year 11 and 12 students who are transferring from another school in NSW will have an existing NESA student number. It is essential that existing student numbers are used, as duplicate numbers cause serious errors with student eligibility. To search for student numbers for any student who has been enrolled at your school, use Browse > Student Enrolments/Results, select the calendar year and study year of enrolment, and RELOAD to search a list of names for the student number you require. If a student has come from another NSW school and does not know their student number, please contact the Student Records Team. 6. Student postal addresses, addresses and mobile phone numbers address An address is mandatory for all Year 10, Year 11 and Year 12 students, as students need a valid address to log into Students Online, which is the main method of communication from NESA to all senior students. Students in Years 10, 11 and 12 can log into Students Online at any time and view their Student erecord, which lists their Year 10 and 11 grades and, if applicable, Life Skills outcomes achieved. HSC students in particular should regularly access Students Online to view important information such as their personalised examination timetable (available in Term 2). 2

3 Mobile phone number It is strongly recommended that a mobile phone number be added to each Year 12 student s personal record. This number will be used for sending HSC results via SMS and in cases where students need to be contacted by NESA officers during the examination or results release period. Via their secure Students Online > My Details account, each student can update their own personal details. Postal address A postal address is mandatory for all Year 10, 11 and 12 students. It is of particular importance that Schools Online be regularly checked and updated to ensure each student s postal address is up to date. 7. Student photographs Year 12 A passport-type photograph must be uploaded for all HSC students. This will be used by NESA for student identification in the HSC oral and written examinations. Go to Browse > Student Enrolments/Results and tick Show Student photographs and allow photograph management. 8. Information collected on behalf of UAC Year 12 NESA collects two pieces of information from HSC students on behalf of the Universities Admissions Centre (UAC): (1) Australian Tertiary Admission Rank (ATAR) Schools Online automatically enters all HSC students as electing to receive an ATAR. If a student does not want to receive an ATAR, go to Browse > Student Enrolments/Results, select the student and within Change details change the answer to no. (2) Permission for Year 10 and 11 grades to be provided to UAC Current Year 12 students grade history (achievements in Year 10 and Year 11) will be provided to UAC for statistical purposes. These grades may also be used in considering potential candidates for university entrance programs. Schools Online will automatically enter all HSC students as agreeing to their grade history being made available to UAC for this purpose. If a student does not want their grade history to be considered for university early entry, go to Browse > Student Enrolments/Results, select the student, and within Change details change the answer to no. 9. All My Own Work Students cannot be entered for any Preliminary or HSC course until the school confirms that the student has completed the HSC: All My Own Work (AMOW) program or its equivalent. It is recommended you check Data Collection > HSC: All My Own Work Completion has been completed once a Year 11 entry has been created but before course data is added. Schools Online will not allow the addition of Preliminary or HSC courses on to a student s record until AMOW has been confirmed. Only students who are undertaking a full Life Skills program are exempt from the AMOW requirement. If the student s program of study includes one or more Board-developed or Board-endorsed courses other than Life Skills courses, the student is required to complete the AMOW program or an appropriate equivalent devised to suit the student s needs. 3

4 ENROLMENT PROCESSES 10. Enrolment functions The following functions within Schools Online > Enrolments can be used for creating 2017 entries for students in Year 10, Year 11 and Year Generate Student Enrolments/Courses This function uses the student information already held by NESA to generate enrolments by rolling students from the previous study year and calendar year into the selected study year for the new calendar year. Select the study year you wish to enrol from the dropdown list. You will be presented with a list of enrolment candidates and a number of options. For Year 12, the option to use the typical pattern of study will be available. Using a typical pattern assumes that the students will be undertaking the Year 12 versions of their Year 11 courses where available Load Student Enrolments by File This function allows you to supply student personal data by uploading a file of your cohort s entries. The help text provides further details of the personal details required, and the required file format Load Student Courses by file This function allows you to submit course data for already established entries by uploading a file. Before uploading a course file, please review Courses > Courses Offered at Your School to ensure all course details are correct Add a Student Enrolment This function allows you to add a student on an individual basis. This function can be used for new students who do not have an existing student number or for students who have an existing number but do not yet have a 2017 record Transfer In a Student Enrolment This function is used when a student transfers to your school from another NSW school and already has a 2017 record set up by the previous school. Please note that the previous school must withdraw the student s 2017 record from their Schools Online system for this function to work Maintain student courses by subject This function allows you to enter or remove course entries in bulk. Please note that courses will only appear within this function if they have been ticked within Courses > Courses Offered at Your School Browse > Student Enrolments/Results Once the entries are created, Browse > Student Enrolments/Results is the area of Schools Online you will use most throughout the year to manage and maintain all student records. Importantly, within this function you can review a full list for each cohort. Monitor this area for those student records where eligibility error flags are present as these require your immediate attention. If you are unable to correct the error please contact the Student Records Team for assistance. 4

5 COHORT SPECIFIC INFORMATION 11. Course entries - YEAR 10 (STAGE 5) NESA recommends uploading your new 2017 Year 10 entries via Enrolments > Load Student Enrolments by File. Once the file is uploaded and saved, the mandatory Stage 5 graded courses (English 200 hours, Mathematics 200 hours, Science 200 hours, History 100 hours and Australian Geography 100 hours, PDHPE 100 hours) and the Years 7 to 10 mandatory curriculum requirements will automatically be added to the student s record. A separate file will need to be created for any 2016 Year 10 accelerated/early commencement students who are completing Year 10 in 2017 but were issued with a student number previously. Include the existing student number in the file and via Enrolments > Load Student Enrolments by File select Existing Students. New 2017 accelerated/early commencement students who are being entered for only one or more Stage 5 courses will need to be added individually. Please ensure that you indicate these students do not expect to complete their entire Year 10 program; otherwise, the students will automatically be entered for all mandatory graded courses Personal Development, Health and Physical Education (PDHPE) PDHPE is a mandatory 300 hour integrated course which must be studied in each of Years 7 to 10. Each Year 10 student must be entered for either: - Personal Development, Health and P.E. 100 hours (course #2421) - Personal Development, Health and P.E. 200 hours (course #2420) If your school is delivering the 200 hour course then course 2420 must be ticked within Courses > Courses Offered at Your School. Once ticked use Enrolments > Maintain student courses by subject or Enrolments > Load Student Courses by file functions to enter your student in to the correct course Life Skills Courses Each Year 7-10 syllabus contains Life Skills curriculum options. Students are able to complete the requirements for Year 10 (Stage 5) by undertaking only courses based on Life Skills courses or via a combination of Life Skills and graded courses. See the NESA website for more details: Elective courses Schools offering elective Stage 5 courses should add these to their Year 10 records either by Enrolments > Load Student Courses by file or Enrolments > Maintain Student Courses by Subject. (1) Elective courses - History and Geography Year 10 students who are also studying History Elective or Geography Elective in addition to the mandatory curriculum requirements should have the elective course(s) added to their entry. See the NESA website for more details: 5

6 (2) Elective courses - Industrial Technology Students may study a maximum of two courses based on the Industrial Technology syllabus. Course combinations in Industrial Technology Years 7 10 may include: 1 x 100-hour course or 1 x 200-hour course or 2 x 100-hour courses or 2 x 200-hour courses or 1 x 100-hour course and 1 x 200-hour course For more information see syllabus documentation available on the NESA website: (3) Elective courses studied during Year 9 Students who have completed 100 hours of a Stage 5 elective course in Year 9 in 2016 and have not continued with the course in 2017 should still have the elective course added to their Year 10 entry. This is common for students who transfer from another school. In these cases, ensure you list the previous school as the Outside School so they can provide a grade when due Vocational Education and Training (VET) courses A number of VET courses are accessible for Stage 5 students. Please refer to the NESA website for additional advice and planning tools for VET curriculum pathways for Years 9 and 10 students Course Entries - YEAR 11 (PRELIMINARY) Please ensure you review Courses > Courses offered at your school prior to enrolling your Year 11 students. Students can be enrolled via Enrolments > Generate Student Enrolments/Courses or Enrolments > Load Student Enrolments by File. 13. Course Entries - YEAR 12 (HSC) The easiest way to enrol Year 12 students is via the function Enrolments > Generate Student Enrolments/Courses. This function uses the 2016 Year 11 (Preliminary) student course information already held by NESA to roll students into their 2017 typical HSC pattern of study. For some students, their Year 12 pattern of study will not simply comprise the HSC equivalents of the Preliminary courses they completed in Year 11. Use Enrolments > Maintain Student Courses by Subject to add or delete course entries for individual students or groups of students. To work with entries and enrolments for the new HSC cohort individually, refer to the Enrolments > Change a Student Enrolment or Browse > Student Enrolments/Results and RELOAD the 2017 Higher School Certificate information Mathematics General Students who satisfactorily completed Preliminary Mathematics General in 2016 may choose to undertake either the HSC Mathematics General 2 or HSC Mathematics General 1 course. HSC Mathematics General 2 is a Board Developed Course (BDC course #15235) which will be examined. HSC Mathematics General 1 is a Content Endorsed Course (CEC course #30120) and is not examined. 6

7 All students who undertook Preliminary Mathematics General in 2016 will be automatically rolled into HSC Mathematics General 2 in 2017 i.e. the BDC, examinable course. If you have students who are undertaking Mathematics General 1 the CEC, nonexaminable course you must amend their entry accordingly. Please be conscious of your student s eligibility for the HSC and ATAR when changing between the two different courses Extension Courses Students who are entering for an Extension course must also be entered for or have already completed the corresponding 2 Unit course. Students studying English Extension 2 must also be entered for English (Advanced) and English Extension 1. Students entered for Mathematics Extension 2 must be entered for Mathematics Extension 1, but not for 2 Unit Mathematics. CONFIRMATION AND CERTIFICATION Each student must confirm that their entry is correct by carefully reviewing their Confirmation of Entry. The Principal (or their delegate) must certify this data. 14. Verification and Confirmation of Entries It is important that all entries are thoroughly checked to ensure that there are no errors. Schools must ensure the accuracy and appropriateness of student enrolments and course entries. This includes: Student names are spelt correctly as per their birth certificate Student personal details are correct, including addresses Student statistical information including indigenous status, citizenship details, language background, and country of birth is correctly captured All courses are correctly entered Patterns of study are appropriate for each student s intended pathway, including ATAR or future eligibility 14.1 Confirmation of Entry A variety of reports to assist schools in data checking are available under Downloads > My Reports > Confirmation of Entry function. These include a course summary report that shows all entries for each course which can then be checked against class rolls. Students must read and sign hard copies of their Confirmation of Entry prior to Friday, 10 March The signed Confirmations of Entry must be retained at school until the beginning of the 2018 school year. Via Students Online, students can log into their My Details account and also see their course information once it has been entered by their school. NESA asks all schools to encourage their Year 12 students to log into Students Online and check their details before 10 March Principal s Certification The Principal is required to certify that the school has checked the accuracy of data and the appropriateness of each student s pattern of study. Certification is required to confirm that the Confirmation of Entry Reports have been signed and retained by the school for each student. This can be done by completing an online form in Data Collection > Principal Certifications. Principals, or their delegates, are to complete this before Friday, 17 March

8 15. Changes/updates to student enrolment details and entries Corrections or alterations to student details such as change of address or course entries, are often required after entries have been submitted. These are best done via the Browse > Student Enrolments/Results function. Schools Online automatically generates a new Confirmation of Entry after any change to a student s entry. The new Confirmation of Entry Report must be printed out, provided to the student for checking and signing, and the signed copy retained by the school. If at any point in the entry process you require assistance, please do not hesitate to contact the Student Records Team on phone: , or records@nesa.nsw.edu.au 8

9 Schools Online - Student Entries Flow Chart For creating and certifying Years 10 (Stage 5), Year 11 (Preliminary) and Year 12 (HSC) student entries Schools Online Administration > Work with Schools Online Staff Profiles Manage profile access and set up new Schools Online staff profiles Courses > Courses Offered at your School Confirm the courses your school will be offering in 2017 Enrolments > Generate Student Enrolments/Courses Enrol Year 11 or Year 12 year groups based on a previous years entry data Enrolments > Load Student Enrolments by File Upload a spreadsheet of student entry data extracted from another database or file Enrolments > Load Student Courses by File Upload a spreadsheet of student course data extracted from another database or file. Enrolments > Add a Student Enrolment Add personal details and courses one student at a time Enrolments > Maintain Student Courses by Subject Add or remove multiple students courses. Browse > Student Enrolments/Results Review or change a single student s personal details and/or courses. Downloads > My Reports > Confirmation of Entry Generate, print and check each student s personal details and course information for 2017 Data Collection > Principal Certifications Principal or their delegate to certify the data supplied to NESA is accurate. 9

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