Tass.web instructions

Immunisation
RII - Student Details Extract Instructions
Updated: 31 March 2015
For application:
TASS.web
Vendor:
TASS
Contents
1
Introduction ....................................................................................................................................................2
1.1
Legislation .............................................................................................................................................2
1.2
Pre-requisites ........................................................................................................................................2
2
Installation & Support ....................................................................................................................................3
2.1
Installation / Configuration .....................................................................................................................3
2.2
Support ..................................................................................................................................................3
3
Extracting Student Details .............................................................................................................................4
3.1
Extract ...................................................................................................................................................4
3.2
Post-Extract ...........................................................................................................................................5
3.2.1
Additional Values ...........................................................................................................................5
3.2.2
Review ...........................................................................................................................................5
3.3
Opt-Out ..................................................................................................................................................5
Glossary
Term
DEECD
DH
DOB
ImPS
RII
SQL
TASS
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Explanation
Department of Education and Early Childhood Development
Department of Health
Date Of Birth
Immunisation Program System – used by councils to administer immunisation activity
Regional Immunisation Initiatives
Microsoft database application
The Alpha School System
Student Details Extract Instructions
TASS.web
1
Introduction
To facilitate RII requirements, an existing TASS.web function is available to extract student details. In line
with the legislation below, schools provide these details to councils to assist with administration of
immunisation activity.
Please follow the instructions below to produce the Student Details Extract.
1.1
Legislation
The Public Health and Wellbeing Regulations 2009 (Victoria) have recently been amended to allow schools to
supply basic student details to councils. The legislation prescribes the permitted details, as follows:
i.
Student – Surname, First Name, Gender, DOB, School, Year Level, Class, Language at Home
ii.
Parent/Guardian – Full Name, Postal Address, Phone Numbers.
The legislation also provides for the Parent/Guardian to opt-out their details from being reported to councils.
1.2
Pre-requisites
To produce the Student Details Extract, please ensure the following:
i.
Version of TASS.web with the NAPLAN Data Extract is installed.
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Student Details Extract Instructions
TASS.web
2
2.1
Installation & Support
Installation / Configuration
No installation or configuration is required as an existing TASS.web function is being used.
2.2
Support
If any issues are encountered during operation of TASS.web:
i.
Review this instructions below;
ii.
Log a support request at http://www.tassweb.com.au/index.cfm/support/support-request/; and
iii.
Contact the vendor as per the details at http://www.tassweb.com.au/index.cfm/contact/.
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Student Details Extract Instructions
TASS.web
3
Extracting Student Details
3.1 Extract
The school is required to produce an extract of student details across years 7-10. To produce the Student
Details Extract:
i.
ii.
iii.
Note:
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Access the TASS.web NAPLAN Data Extract function.
Nominate selections:
a. File Format = VCAA Upload (VIC)
b. School Code = your school code in TASS.web.
c. Address = Correspondence.
d. Formatting Option = Export to Excel.
Press GO.
When nominating the extract file name, use a name that identifies your school, gives an indication of
the content and also identifies your school application. This will help you and the council manage the
extract files. For example:
School_DateTime_Gender_YearLevel_Application
Student Details Extract Instructions
TASS.web
3.2
Post-Extract
3.2.1 Additional Values
The TASS system is web-based (ie. the school has no access to the database) and therefore a customised
solution for the student extract was not practical. Among the existing reports, the NAPLAN VIC extract was
the closest fit.
Because some important details are missing, the columns below must be added and these should be loaded
manually from other sources. Please open the NAPLAN VIC XL file, add the following columns after the
Victorian_Student_Number column and load the relevant values:
Column heading
Parent name-joint fullname
Parent email
Parent phone 2
ClientID
Message
School ID
Value
Student’s parent/guardian joint names
Student’s parent/guardian email
Student’s parent/guardian phone
Leave blank
Leave blank
Identifies the school for council administration purposes only
(eg. School name, school number)
Sample:
Parent name-joint fullname
Parent email
Parent phone 2
Sam & Jill Mawkes
[email protected]
0555 123 555
ClientID
Message
School ID
5644
3.2.2 Review
You may wish to review the extract before sending the file to the council. For instance, you may need to
remove students, whose parent/guardian has nominated not to send their details.
Once the export is ready to send, name it appropriately (as above) and then email it to the address advised
by your council for this purpose.
3.3 Opt-Out
As per the legislation, parents/guardians may nominate not to send details to the council and this preference
must be captured somehow. In future, a flag may be incorporated in TASS.web but, in the interim, this aspect
needs to be managed manually by your administrator, as follows:
a.
The option nominated by the parent/guardian must be captured on a spreadsheet or by other
means. Ensure to associate this information with the student’s name, DOB and TASS.web student
number.
b.
Once the extract is produced, review the resulting file and remove any rows associated with students
who have opted out. Verify identification based on the student’s name, DOB and TASS.web student
number, as captured above.
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