Overview

We have outlined the important information in the sections below to help you understand the process for the 2023 February Census. A quick summary of the key information is included in the table immediately below:

What do you need to do?

• Export your data in the format described in the CSNSW Data File Specification

• Upload it to the CSNSW Census Upload portal as described in Uploading data to CSNSW using the Census Upload portal

What if I cannot supply the requested data or in the timeframe provided?

We are very aware that the start of the year creates an enormous amount of work in a short space of time. If you have concerns about being able to provide the data we have requested at or within the timeframe provided please contact the team at Catholic Schools NSW as soon as you have concerns so that we can discuss options. Our focus will be to work with you to understand what is practical and possible, and are open to understanding how we can better align the data collection to your capabilities.

What if I have questions or need help?

You can contact the team at any time for assistance. For support, please follow the instructions on Getting Support from CSNSW. If you would like to discuss the documentation or get a more detailed briefing on the process, you can book a briefing on this Data Collection.

Can I test my data files before the reference date?

Yes, we will be providing updated and detailed instructions on how you can test your files ahead of time so that you are familiar with the process.

Will there be any changes to the File Specification?

We are committed to only making changes that simplify or reduce the effort required to complete the process. We have no planned changes for the February 2023 process.

Why do we still collect the February Census?

The data collected during the February Census flows into our start of the year planning and reporting obligations to the Bishops and other organisations such as the National Catholic Education Commission (NCEC). While we are sticking to a similar format for 2023 to previous years, Catholic Schools NSW is exploring the best way to collect this data for the future.

Overview

We have included key elements of the official notice from the Department of Education, Skills, and Employment in the sections below. A quick summary of the key information is included in the table immediately below.

What do you need to do?

• Your school(s) have made a reasonable effort to get current student and parent/guardian address information.

• You provide guidance to school(s) on how often updates to student and parent/guardian address information should occur.

• Your school(s) have informed parents about the Address Collection. Send the notice to parents/guardians ahead of the collection.

• Individuals from the Approved Authority and school(s) have appropriate access to SchoolsHUB Address Collection to submit and/or declare data.

• Your school(s) location(s) can achieve at least 95% valid addresses for each of students and combined parents/guardian addresses. The department uses Geoscape Geocoded National Address File (GNAF) to validate addresses. If this is not possible for any reason, contact the Address Collection helpdesk.

• You advise your school(s) of their responsibilities for the Address Collection. This may include schools providing you data for uploading, or you directing your schools to upload data directly to SchoolsHUB.

• Address Collection data for your school(s) locations(s) is submitted by no later than Wednesday 15 March 2023.

What is the Address Collection?

The Address Collection obtains the following data from eligible schools for each location at the school:

• Student residential address (excluding student names).

• Whether the student is a primary or secondary student (education level).

• Whether the student is boarding or a day student (boarding status).

• Names and residential addresses of students’ parent(s) and/or guardian(s).

This data is collected under sections 52 (1), 52(3)(c), 52(4) and 58B of the Australian Education Regulation 2013.

The information collected informs school funding calculations. It is combined with data held by the Australian Bureau of Statistics (ABS) to calculate a non-government school community’s capacity to contribute (CTC) to the costs of schooling. This may influence the level of Australian Government recurrent funding for non-government schools.

What changes have been made to the Address Collection for 2023?

1. All data requirements for the Address Collection are detailed in the 2023 Data Technical Specification document. The document describes the expected residential circumstances of students and their parents/guardians and how to report each circumstance. We recommend you provide it to your school software vendor to ensure they have a copy.

2. The Address Collection Tool to create an XML format file for upload to SchoolsHUB has received some minor updates and will be published prior to the collection opening. Please ensure you are using the latest version of the collection tool, which is available on SchoolsHUB Address Collection help and support.

How is the data used?

Address Collection data is securely provided to the Australian Bureau of Statistics (ABS) and linked with taxation data under the Multi-Agency Data Integration Project (MADIP). The ABS securely provides processed, de-personalised data back to the department to calculate CTC scores. The CTC scores inform school’s recurrent funding calculations.

What is the reporting period?

Address Collection does not have a reporting period. Instead, data should be as at the start of the collection period, 15 February 2023 for students currently enrolled at the school’s locations.

Which schools are excluded from the Address Collection?

Some types of schools are not required to complete the Address Collection under the Australian Education Regulation 2013. These schools are:

• Special Schools.

• Special Assistance Schools.

• Majority Aboriginal and Torres Strait Islander (MATSIS) schools (as determined by the department).

• Sole Provider Schools (as determined by the department).

Which students are excluded from the Address Collection?

Some students must not be included in the submission to the collection. These students are:

• Students in early childhood education programs (also referred to as Year 1 minus 2)

• Full-fee paying overseas students (international students who do not attract. Australian Government recurrent funding).

• Distance Education students.

What are the data requirements?

Detailed data requirements are in the 2023 Address Collection Data Technical Specification.

How do I submit the data?

You can submit data by:

• Generating an XML format file from your school technology system. Load the file to SchoolsHUB Address Collection.

• Generating an XML format file using the Address Collection Tool. Load the file to SchoolsHUB Address Collection. The tool is suitable for those submitting more than a small number of student records and your school system cannot generate an XML format file.

• Manually enter records into SchoolsHUB. Suitable for those submitting a small number of student enrolments and submitting unusual circumstance records, including pinning an address/location on a map. (i.e. the address is a property that does not have a street address or a community).