2017Non-government

Schools CensusInstructions

2017 Non-Government Schools Census

Approved by the Branch Manager

Schools Assurance Branch

Department of Education and Training

Canberra ACT 2601

© Commonwealth of Australia 2017

This work is copyright. Apart from any use as permitted under the Copyright Act 1968, no part may be reproduced by any process without prior written permission from the Commonwealth.

Privacy note

The Department is required to comply with the Privacy Act 1988.

The information collected in the Census will only be used for the purpose for which you provided it, and wewill not disclose it without your consent, except where authorised or required by law. Any information youprovide will be treated in accordance with the Department’s Privacy Policy.

The Department’s privacy policy is available on the Department’s website. The privacy policy contains information about:

  • how individuals can access and seek correction of the personal information held by the Department;
  • how complaints about breaches of the Privacy Act 1988 can be made; and
  • how the Department will deal with these complaints.

If you wish to contact the Department about a privacy related matter please email the Department at or write to:

Privacy Contact Officer

People, Communications and Legal Group

Department of Education and Training

GPO Box 9980

Canberra ACT 2601

Compliance with Commonwealth Legislation

Understand that giving false or misleading information to the Commonwealth is a serious offence and may lead to prosecution under Section 137.1 of the Criminal Code Act 1995.

1 | Non-government Schools Census Instructions 2017

2017 Non-Government Schools Census

HOW TO ACCESS CENSUS ON THE INTERNET (COI)

Access roles in SEP

How to register on SEP as a first time user

How to apply for additional access for current SEP users

What to do if you have forgotten your SEP user name or password

How to get help

Password and Login security

HOW TO REPORT AND DECLARE THE CENSUS

Confirmation

Data Entry

Declarations

Changes, Reports and Screen Templates

SYSTEM OFFICE INSTRUCTIONS

How a System or Diocesan delegate can access more than one school in COI:

Data upload

QUICK REFERENCE GUIDE FOR REPORTING STUDENT CENSUS DATA

HOW TO REPORT STUDENTS

How to report a student in a multi-campus school

How to report a Full-Time student in a regular or Special Assistance School

How to report a student in a Special School

How to report a Part-Time student

How to report a student with a disability (SWD)

How to report a student on a visa (including an overseas student)

How to report an exchange student in the Students on Visa box

How to report an Indigenous non-stated student

How to report an Indigenous Boarding student

How to report a Boarding student

How to report a Full-Time Distance Education student

HOW TO REPORT STAFF

How to report staff working across campuses

How to calculate the FTE for Part-Time staff

These Instructions must be read in conjunction with the 2017 Non-government Schools Census Guidelines.

Data reported in the Censusmust be in accordance with the Census Guidelines and Instructions.

HOW TO ACCESSCENSUS ON THE INTERNET (COI)

From 1 February 2017, all school reporting applications available inSchool Service Point (SEP) must be accessed through School Entry Point(SEP) – . This includes COI.

Access roles in SEP

In SEP, user access is controlled by roles which determine what a user can see and do. For people entering and submitting Census data, there are two main roles:

Role Name / Who’s it for? / What can the user see/do?
Approved Authority (AA) Representative / People at the AA who are responsible for the overall management and daily running of the school or group of schools. Only people with authority to act on behalf of the whole organisation and/or its group of schools should have this role. / 1. Access all functions for each school operated by the AA, including payment advice in SEP and all SEP reporting applications.
2. Notify the department of changes through the Approved Authority Application (AAA) form in SEP.
3. Use the SEP online Schools Estimator Tool (SET) to estimate funding.
4. Declare Census data to the department.
Data Reporting / People who provide data to the department through various reporting applications that schools must complete during the school year. / The user can access and report to the following reporting applications:
  • Census on the Internet (COI)
  • Student Attendance (STATS)
  • NCCD Students with Disabilities (NCCD SWD)
  • SES Address Collection (SES)
  • Compliance Certificate (CC)

If you have questions about how these roles apply to you, please call Schools IT Support on

1800 677 027 / Option 1 or email .

How to register on SEP as a first time user

New users will need to register for a SEP user account. Before you start the SEP registration process, make sure you know the Australian Government Identification (AGEID) number for your school or AA. If you are not sure what your AGEID number is, call Schools IT Support on 1800 677 027 / Option 1 or email . It is important to note the department will need to approve that request, which could take up to 5 business days during peak periods, so please don’t leave it to the last minute to seek access when Census is due.

Process to register and apply for access

  • Go to (SEP);
  • On the right of the screen click the Register button located inside the Register box then follow the prompts. Help is available by referring to the registration user guide located above the Register button;
  • You will be asked for the AGEID numberof the school or AA you need access for and the access role needed (refer to table on the previous page);
  • Submit the registration request; and
  • When approved you will receive an email at the email address you have provided.

How to apply for additional access for current SEPusers

Current SEP users may need to request additional access to appropriate access roles to use SEP reporting applications.

Process to apply for additional access

  • Login to SEP
  • On the ‘My Account’ tile, there is link to request access;
  • When asked for the access role needed, select the appropriate role (refer to table on the previous page);
  • Submit the request; and
  • When approved you will receive an email at the email address you have provided.

What to do if you have forgotten your SEP user name or password

  • Go to SEP
  • Select the ‘Forgot your User name or Password?’ option; and
  • Enter your email address to check.

How to get help

If you need assistance regarding SEP user name and password or identifying the access role you need please call the Schools IT Support helpdesk on 1800677027 / Option 1 or email .

Password andLoginsecurity

The Department reminds users that SEP user names and passwords are individual accounts and not school based. It is a condition of registration that user names and passwords are not shared. The Department will suspend SEP accounts if it is discovered that they are being shared.

HOW TOREPORTAND DECLARE THE CENSUS

Tips for using COI
  • Once you confirm that you have read and understood the Census Guidelines and Instructions, you can access any screen by clicking on the relevant links located across the top of the screen;
  • You must save after reporting data for each screen;
  • Do not use your browser’s back button, as data is entered in real time;
  • You can print a report of the complete data once you have reported - you do not have to print every screen.

  • To report Census data, log in to SEP and click on COI, under Data Collections.
  • If your school has a single campus,your details will appear once you select COI, highlight Data Entry and click on Client Detail.
  • If you have access to more than one school/campus, click on Select Client and choose a location by entering the AGEID.
  • Client Detail–Data in the Client Details fields is pre-populated from the Department’s records.
  • You can change the education level if it is incorrect.
  • If any other details are incorrect contact the Department for further instruction.
  • Click on Save or Save & Continue.The ‘Characteristics’ page will appear.
  • Characteristics–The only characteristic pre-selected is Students on Visas, to display other relevant characteristic boxes under the “All Students” age/grade tables:
  • Select the characteristics particular to your location and the schools’ population;
  • Click on Save or SaveContinue, the contact page will appear.
  • Contacts -Check the names and change if applicable or add a new contact person, click on Save or Save & Continue, the confirmation page will appear;

Note: Updates to contacts in COI willnot update Key Individualsfor the AA.

Adding/Updating/Deleting aContact:
  • To add a new Contact, click +ADD. Enter the new Contact’s details.
  • To update an existing contact - click on the name/hyperlink to change the details (eg; phone and email address).
  • To delete a contact, click on the name/hyperlink to view their data then click delete. You cannot delete an existing record that has missing or incomplete information (e.g. first name, last name or phone number), re-enter the person’s details in the fields marked with an asterisk and then save the record before clicking on the Delete button.

If you want to add an Approved Authority Representative (formerly known as AA Signatory) you must submit an AAA form via School Entry Point (SEP). If you are from a system office and want to changea Principal or Enrolment Representative, email

  • Click on Next, and the Confirmation page will appear.

Confirmation

You must confirm the year levels approved by the Department and acknowledge that you have read and understood the Census Guidelines and Instructions.

  • Year Level Approval – the current year levels your school/campus is approved for by the Department will be ticked.
  • Selecting new years of approval – You cannot select new grades in the table in the confirmation tab. If the tables for the level of education you require does not appear:
  • Highlight Data Entry then click on Client details;
  • In the Name and Address tab;
  • Click on Education level;
  • Select the appropriate level for that particular location;
  • Click on Save continue.

NOTE: Funding will not be considered for a grade that is not ticked in the Year level table unless an AAA form has been submitted to the department via School Entry Point (SEP).

  • Tick that you have read and understood the Census Guidelines and Instructions;

Click on Confirm Data. Once confirmed (and only when confirmed) you will be able to enter student and staff data.

Data Entry

  • To enter Staff data highlightData Entry then click on staff and report:
  • The headcount and FTE of teaching Full-Time or Part-Time;
  • The headcount and FTE of teaching Indigenous;
  • The headcount and FTE of non-teaching Full-Time or Part-Time;
  • Theheadcount and FTE of non-teaching Indigenous; and
  • Click on Save.

Note: Indigenous staff must only be reported in the Indigenous staff tables.

For further details on how to report staff go to page 15.

  • To enter Full-Time student data highlightData Entry then click on Full-Time student and report:
  • Head count of students by age, grade, gender and if applicable characteristics, click on save continue.
  • To enter Part-Time student data highlight Data Entry thenclick on Part-Time student and report:
  • Head countand Full-Time Equivalent (FTE) of Part-Time students by age/grade/gender and if applicable characteristics, save & continue.

For further details on how to report students go to page 12.

  • To enter Indigenous non-stated(if applicable), highlightData Entry then click on Indigenous non-statedand report:
  • Head count of male or female studentsin primary or secondary, click on save continue.

Declarations

Who can declare data?
Non-systemic Schools
Census data for a non-systemic school can only be declared by a Key Individual of the school authority, which is a person with a SEP account and the access role of Approved Authority Representative. Note that people with the SEP access role of Data Reporting can access COI and add/update Census data, but they will not be able to declare the data to the Department (which is the final step of Census).
Systemic Schools
Census data for a system/diocesan office or systemic school can only be declared by a Key Individual of the system authority, which is a person with a SEP account and the access role of Approved Authority Representative,or by a person delegated by the system authority.

To declare the Census data the following process must be completed:

  • Click on Online Dec;
  • View grade tables visited and click Continue;
  • Provide a detailed explanationagainst anywarnings where the box allows free text, or if necessary, change the data if incorrect;
  • All boxes with an asterisk must be completed (once you have verified the data is accurate);
  • Click on Save & Continue.This will change the status of your Census from ‘Incomplete’ to ‘Confirmed’and allow you to proceed to the next step of Declaring your data;
  • Check that the total student and staff data on the Online Declaration agrees with your total student and staff numbers;
  • Submit Declaration(this button will only display if you are either a Key Individual of the AA or a person authorised by a system authority);
  • Once submitted, the status of your Census form will change to ‘Declared’;and
  • If required, print the Online Declaration (for your records) by using your browser’s print options or click on the Print button.

Changes, Reports and Screen Templates

How to make changes if there is an error

  • Until the data is declared you can make changes at any time;
  • If the data has been declared, email th an explanation as to why the data needs to be changed. If the change is deemed appropriate the status of your Census return will be re-set to ‘Confirmed’ by the Department;
  • Log on to SEP, accessCOI and amend the incorrect data. Save and continue then proceed to the Online Declaration; and
  • Ensure this data is accurate beforere-declaring.

How to view and print Reports

Click on Reports;
Click on the hyperlink of the report you want to view;
Click on Printer Friendly Versionand print;
To return to the data entry page click on Standard Online Version.

How to view Screen Templates

The templates are provided so you can report and review your data before transferring it to COI.
The templates are available at
Click onCensusScreen templates (under the heading ‘In this section’)
Click on the required page(s)and print.

How to log off before completing the Census

  • Save the data reported and click log off.

SYSTEM OFFICE INSTRUCTIONS

Systemic schools will be given specific instructions by their System Office on registering for SEP and completion ofCensus.
Systemic schools must follow the instructions from their System/Diocesan Office.

How a System or Diocesan delegate can access more than one school in COI:

  • Leave the AGEID number blank;
  • Click on Search(this will show you all schools in your System/Diocese);
  • You can access each school by clicking on their AGEID number, or you can type in the number of each school in the search fields on the previous screen.

For NSW and QLD Catholic Systems only -To access a Diocese and their schools:

  • Click on Select client and select the relevant Diocese from the ‘Diocese’ drop down box. This will give you all schools and the Diocesan Office; or
  • Proceed through the steps above for a System.

Data upload

This process has not changed from the previous year.
Prior to uploading this data, all schools/campuses must check and confirm the following information in Client Details:
  • Name and address details;
  • Characteristics;
  • Contact details;
  • Confirmation;

Select the ‘Upload’ function;

When uploading data, Systems will be able to view a list of the schools/campuses who have not yet confirmed their Client Details information. This list displays in the Upload page;

Only schools/campuses that have not yet confirmed their information will display in this list. Once all schools/campuses have confirmed their own information, the System will be able to complete the upload process;

The upload template must be uploaded in the same format as previous years.

1 | Non-government Schools Census Instructions 2017