SAS2000. Victorian Independent Schools: VCAA AIM Export Preparation. User Guide

SAS2000 Victorian Independent Schools: VCAA AIM Export Preparation User Guide

Human Edge Software Corporation Pty Ltd 417 City Road South Melbourne Vic 3205 Support Centre: 1300 301 931 Human Edge Software Corporation Pty Ltd, Melbourne 2005 Updated April 2005 Screen Images from version 5.0.915a

Table of Contents AIM FILE FOR VICTORIAN INDEPENDENT SCHOOLS 4 Overview...4 Before you Begin 5 Overview...5 Enter RSB Number...6 Code Files...7 Download Code Files...8 Import the Code Files... 10 Manually Enter Code Values.... 13 Editing User Codes... 14 VCAA AIM File 16 Overview... 16 VCAA AIM Export File... 17 Verifying the Data... 20 Exporting the AIM File... 21 Validation Report Errors... 24 Category Errors... 25 Student Errors... 26 Victorian Independent Schools: VCAA AIM Export Preparation

Overview AIM File for Victorian Independent Schools Introduction Victorian Schools conducting AIM statewide tests will be required to provide electronic data files containing personal details for students enrolled to complete these tests. Intended Audience This document has been developed for users of SAS2000 who are familiar with the program. Scope of Document This document provides details on: the information in the file where that information is located in SAS2000 how to validate and export the information. Conventions The following convention has been used in this document: BLUE TEXT This text highlights SAS2000 keywords. Text separated by arrows. Example: PEOPLE STUDENTS This means, from the PEOPLE menu, select the STUDENTS item. Indicates the sequence of selection of menu and submenu items. Contents This chapter contains the following topics: Topic See Page Before you Begin 5 VCAA AIM File 16 Victorian Independent Schools: VCAA AIM Export Preparation Page 4

Before you Begin Overview Introduction SAS2000 needs to be setup so that the VCAA AIM information can be exported. This section looks at the items the school needs to have completed before starting to verify the data or export the file. Contents This section contains the following topics: Topic See Page Enter RSB Number 6 Code Files 7 Download Code Files 8 Import the Code Files 10 Manually Enter Code Values 13 Editing User Codes 14 Victorian Independent Schools: VCAA AIM Export Preparation Page 5

Enter RSB Number Overview The Registered Schools Board (RSB) number needs to be entered into SAS2000. This information is required for the AIM file export. Enter RSB Number To enter the schools RSB number follow these steps: 1. Select the MAINTENANCE menu. 2. Select the SETUP sub menu. 3. Click on the SCHOOLS tab. Result: The schools form will open. 4. Enter the schools RSB number into the REGISTRATION NUMBER field. 5. Click on SAVE. Victorian Independent Schools: VCAA AIM Export Preparation Page 6

Code Files Overview Codes are used to identify different items within a Category. Example: Each Country of Birth in a list of countries will have its own code number. You need to ensure that the codes have been recorded in SAS2000 for various categories. Some of the categories are available as files that can be imported into SAS2000, or used as a reference to manually enter the codes. Code files are available for the following categories: Country of Birth Indigenous Identifier Language (Background) Level of Education (Level of School Education) Occupational Group Qualification Locate the code files on the internet To find the code files on the web follow these steps: The instructions assume that you are using Microsoft Internet Explorer as your web browser. 1. Open Internet Explorer. 2. Go to the following web page http://www.humanedge.biz/sas2000/login.asp 3. Enter the details on the SAS2000 Upgrades Login Page for: Name School Name Email Address Subscription to newsletters and new release emails Password. 4. Click on the SUBMIT button. Result: The SAS2000 Upgrades page will open. 5. Scroll down to the OTHER DOWNLOADS section of the page. 6. Click on VICTORIAN INDEPENDENT SCHOOL USER CODES. Result The Victorian Inpendent Schools User Codes page will open. All the user codes will be listed as individual files that can be downloaded. An option to download all the Import Codes as a zip file is also available. Victorian Independent Schools: VCAA AIM Export Preparation Page 7

Download Code Files Overview The codes files will need to be downloaded and saved to a folder on your computer or network if they are for being imported into SAS2000. Download Individual Code files To download individual code files from the web so they can be imported into SAS2000 follow these steps: 1. Click on the code file you require. Result The file will open. 2. Click on FILE SAVE AS. 3. Select the SAVE IN location. Remember this folder as you will need to know it when you are importing the code file into SAS2000. DO NOT change the filename. 4. Click on SAVE. 5. Click on the BACK arrow button. 6. Repeat steps 1 to 5 for each code file you require. Download and extract the all code files These instructions assume that you have either the program Winzip installed on your computer or you have MS Windows XP as your operating system. To download the zip file containing all the codes and extract the files from it follow these steps: 1. Click on ALL IMPORT FILES at the bottom of the web page. Result A message will appear asking: Do you want to Open or Save this file? 2. Click on SAVE. 3. Select the SAVE IN location. Remember this folder as you will need to know it to extract the code files later. DO NOT change the filename. 4. Click on SAVE. 5. Close Internet Explorer. 6. Go to your desktop on the computer. 7. Right Click on the MY COMPUTER icon. Result: A menu will appear. Continued on next page Victorian Independent Schools: VCAA AIM Export Preparation Page 8

Download Code Files, Continued Download and extract the all code files (continued) 8. Click on EXPLORE on this menu. 9. Go to the location you saved the file to at step 3 and locate the file UserCodesVIC.zip. 10. Double Click on the UserCodesVIC.zip file. Result: The file will open and list all the code files it contains. 11. Select to Extract all the Files. 12. Select the location to Extract the files to. Remember this folder as you will need to know it when you are importing the code files into SAS2000. 13. Click on Next in MS Windows XP or Extract in Winzip. Result The files will be extracted. Victorian Independent Schools: VCAA AIM Export Preparation Page 9

Import the Code Files Overview Having downloaded the code files you can import them into the appropriate category in the User Codes area of SAS2000. When a code file is imported the description on each item in the file is checked against the items already recorded in SAS2000 for that category. If the description already exists in the category; the code value for the existing item will be updated to the one in the code file. If the description does not match an existing item; the description and code value will be added to that category. Note: The spelling of the description must be exactly the same for them to be considered a match. Import the Code Files To import the code files into SAS2000 follow the steps below: 1. Click on the MAINTENANCE menu. Result: The Maintenance menu will drop down. Continued on next page Victorian Independent Schools: VCAA AIM Export Preparation Page 10

Import the Code Files, Continued Import the Code Files (continued) 2. Click on SETUP. Result: The Setup form will open on the General Tab. 3. Click on USER CODES IMPORT. Result: The USER CODES IMPORT form will open. 4. Select the required imports by clicking in the check box to the left of the item. Continued on next page Victorian Independent Schools: VCAA AIM Export Preparation Page 11

Import the Code Files, Continued Import the Code Files (continued) 5. Specify the Import Folder. This is the location you saved the file(s) to when you: Downloaded the individual file from the web or Extracted the files from the UserCodesVIC.zip file. 6. Click on IMPORT. Result: The file(s) will be imported into SAS2000. 7. If the import finds any category items in SAS2000 that are blank it will report this on the USER CODES IMPORT form. Refer to Editing User Codes page 14 for the procedure to correct these errors. Victorian Independent Schools: VCAA AIM Export Preparation Page 12

Manually Enter Code Values Overview You can choose to manually enter the code values into SAS2000 instead of importing them. You may decide to do this when you already have the items entered into SAS2000, but with different descriptions to those in the code file; and you want to manually update the code value on the existing items. Open the code files To open and print the code files follow the steps below. 1. Locate the code file(s) on the web. Refer to the section Code Files on page 7. 2. Click on the code file you require. Result The file will open. 3. Click on FILE PRINT to print the code file out for reference. 4. Go to SAS2000. 5. Follow the instructions in Editing User Codes page 14 for the procedure to update the code values. Victorian Independent Schools: VCAA AIM Export Preparation Page 13

Editing User Codes Overview The User Codes area in SAS2000 records the different categories of values that are recorded in SAS2000. These instructions go through editing the User Code categories to: Fix errors reported on importing the code files Fix errors that are listed on the Validation report Enter category values manually. Edit User Codes To edit the user codes follow these steps: 1. Click on the MAINTENANCE menu. 2. Click on USER CODES. Result: The SAS2000 USER CODES form will open. 3. Click on a Yellow Folder to display the User Codes under it. Result: The user codes are displayed. 4. Click on the User Code. Result: The items under the User Code are displayed. Continued on next page Victorian Independent Schools: VCAA AIM Export Preparation Page 14

Editing User Codes, Continued Edit User Codes (continued) 5. Click on the item on the list that is to be updated. Result: The item will appear in the DESCRIPTION field with its value in the VALUE field. If the value field is not displayed then: 1 Click on the PROPERTIES button. Result: the Properties area opens 2 Tick USES VALUE FIELD. 3 Click on SAVE. 4 Click on DATA. Result: The value field will now be visible on the form. 6. Enter the correct value. 7. Click on SAVE. 8. Repeat steps 5 to 7 until all the items for the user code have been updated or corrected. 9. Repeat Steps 3 to 8 until all the categories have been updated or corrected. 10. Click on EXIT. Victorian Independent Schools: VCAA AIM Export Preparation Page 15

VCAA AIM File Overview Introduction Information has to be entered into SAS2000 so that it is available for the AIM file export. The VCAA AIM file is submitted twice a year, on specific dates to the VCAA. Refer to the information from the VCAA for the instructions on how to send the exported file to them. Contents This section contains the following topic: Topic See Page VCAA AIM Export File 17 Verifying the Data 20 Exporting the AIM File 21 Validation Report Errors 24 Victorian Independent Schools: VCAA AIM Export Preparation Page 16

VCAA AIM Export File Overview The VCAA AIM file exports the details for the students at the school and the MYCEETA information on the parents or residential guardians of the students. This section also gives the rules for; 1. SAS2000 determining which 2 contacts will be exported as the parents or residential guardians. 2. How the Language Background Other Than Engish (LBOTE) status of the child is calculated. Contents of File The fields exported for the VCAA AIM file are listed below grouped according to their location in SAS2000, not the order they will appear in the export files. The information in these fields needs to be entered or checked before the AIM file is exported. Student Details PEOPLE STUDENTS Student First Name Student Last Name Student Number Address Gender Country of Birth Date of Birth Year Level Class Census Details PEOPLE STUDENTS CENSUS tab Indigenous Identifier Contact Details PEOPLE CONTACTS For 2 Parents or Guardians Occupational Group Level of School (Education) Qualification (Non-school Education) Main LOTE Spoken at Home Continued on next page Victorian Independent Schools: VCAA AIM Export Preparation Page 17

VCAA AIM Export File, Continued School Identification Details MAINTENANCE SETUP SCHOOL tab Registration Number. (Note: The Registration Number was entered when you were working through the Before you Begin section of this document.) LBOTE Status The Language Background Other Than Engish (LBOTE) status of the child is exported as part of the file. The LBOTE information is calculated by SAS2000 from the following information: Students Country of Birth. Country of Birth of the student s mother. Country of Birth of the student s father. If the student or the student s mother or father were born in a non- English speaking country then the LBOTE status will be set to Y. The Country of Birth is recorded in the following locations; For the student: PEOPLE STUDENTS tab; COUNTRY OF BIRTH field. For the student s mother and father: PEOPLE CONTACTS tab; COUNTRY OF BIRTH field. Continued on next page Victorian Independent Schools: VCAA AIM Export Preparation Page 18

VCAA AIM Export File, Continued Rules for Selecting Parents Residential Guardians The export file only provides space for 2 parents or guardians to be included. SAS2000 sorts each student s contacts using the priority rules below and then exports the first 2 contacts. In most cases this will be the Mother and Father. If only one contact is found the fields for parent 2 will be left blank. SAS2000 applies the following priority rules when selecting which contacts to use: Priority Contact 1 Residential Guardian with relationship of MOTHER 2 Residential Guardian with relationship of FATHER 3 All other Residential Guardians with other relationships, in the order they appear on the student s contact list. Example: Stepfathers, Stepmothers, Foster Parents Victorian Independent Schools: VCAA AIM Export Preparation Page 19

Verifying the Data Over view The details that will be exported in the AIM file needs to be checked before the file is exported. This can be done by checking individual records to ensure they are correct. There are some reports for census that may be useful when checking the data. Note: Reports or sections of reports that are not applicable to your school will not print. Census Reports The reports that relate to the census that may be useful when checking your data for AIMS are: REPORTS CENSUS Report INDIGENOUS REPORT COUNTRIES OF BIRTH STUDENT LOTE SPOKEN AT HOME CLASS, YEAR LIST Content Lists the Indigenous students. Report gives grids for Full Time and Part Time students. The grids give the number of students by country of birth and year level. Report gives grids for: Full time students born overseas. Part time students born overseas. Full time students born in Australia. Part time students born in Australia. The grids give the number of students by country of birth, language and year level. Lists the students in their year or class groups depending on selection when running the report. A column on the report indicates if they are part time Victorian Independent Schools: VCAA AIM Export Preparation Page 20

Exporting the AIM File Introduction The AIM export is sent to the VCAA twice a year. Having confirmed that the data in SAS2000 is correct the export file needs to be created. To Export Data Follow the steps in the table below to export the data. 1. 1Click on the MAINTENANCE menu. Result: The menu will drop down. 2. Click on SETUP. Result: The Setup form will open on the General Tab. Continued on next page Victorian Independent Schools: VCAA AIM Export Preparation Page 21

Exporting the AIM File, Continued To Export Data (continued) Step Action 2 Select the VCAA AIM EXPORT. Result: The VCAA AIM EXPORT form will open. 3 Select the YEAR level to export. 4 Specify an EXPORT FOLDER. Remember this folder, as you will need to know it when you sent the file to the VCAA. Note: You do not specify a file name. The file will be given a name based on your school name and the Year level being exported. Continued on next page Victorian Independent Schools: VCAA AIM Export Preparation Page 22

Exporting the AIM File, Continued To Export Data (continued) Step Action 5 Click on the VALIDATE button. If validation failed successful Then Validation report will preview Print the validation report Correct the errors. Refer to Validation Report Errors. Validate again. A message will appear export successful!. The data is ready to export. 6 Click on the EXPORT button. Result: The file is now exported, ready to send to VCAA. Victorian Independent Schools: VCAA AIM Export Preparation Page 23

Validation Report Errors Introduction If SAS2000 finds an error in the data being exported it will report it on the validation report at the time of export. The issues listed need to be resolved before the file is transferred to VCAA. The errors reported on the validation are of 2 types, Category Errors and Student Errors. The Validation report will list any category errors first, then any student errors. Contents This section contains the following topics: Topic See Page Category Errors 25 Student Errors 26 Victorian Independent Schools: VCAA AIM Export Preparation Page 24

Category Errors Definition Many of the fields in SAS2000 are defined as USER CODES. The items listed under a user code have a Description and a Value. When the validation report lists a Category it is reporting errors in User Code values for the items listed. Category Errors The error messages given for Categories are: Error Code Missing Invalid Code Meaning The value for the description listed has not been set. The value for the description listed is not valid. Fixing Category Errors To fix the Category Errors that are listed on the Validation report refer to the section Editing User Codes earlier in this document. Victorian Independent Schools: VCAA AIM Export Preparation Page 25

Student Errors Introduction If errors are found in the student data they will be listed on the validation report. Report Layout For each student with an error the Validation report will list: Heading Code First Name Last Name Note Explanation Student Number Students First Name Students Last Name Errors with the data Errors on validation Listed below are common errors you may get on the validation report for student data and where that information is located in SAS2000: Error Date of Birth not specified Student Class not specified Student Country of Birth not specified. Student Main LOTE not specified Indigenous Status not specified mother or father School education not specified mother or father qualification not specified mother or father Occupation group not specified mother or father Main LOTE not specified mother or father Country of Birth not specified Location of data in SAS2000 PEOPLE STUDENTS PEOPLE STUDENTS PEOPLE STUDENTS PEOPLE STUDENTS MORE tab PEOPLE STUDENTS CENSUS tab PEOPLE CONTACTS PEOPLE CONTACTS PEOPLE CONTACTS PEOPLE CONTACTS PEOPLE CONTACTS Continued on next page Victorian Independent Schools: VCAA AIM Export Preparation Page 26

Student Errors, Continued Student Record errors Follow the steps below to fix the errors on the Student Record: 1. Go to PEOPLE STUDENTS. 2. Find the student with the error. 3. Click on EDIT. 4. Locate the field where the information is recorded. 5. Correct the information. 6. Click on SAVE. Contact Record Errors Follow the steps below to fix the errors on the Contact record: 1. Go to PEOPLE STUDENTS. 2. Find the student with the error. 3. Click on the GROUP minor tab (right side of the form). Result: The Group tab will open. 4. Double click on the name of the father or mother. Result: The Contact tab will open with the persons details displayed. 5. Click on EDIT. 6. Locate the field where the information is stored. 7. Correct the information. 8. Click on SAVE. Result: All students in the family will inherit the correction. Victorian Independent Schools: VCAA AIM Export Preparation Page 27