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Below is the specification for data files that are uploaded to the Catholic Schools NSW Census Upload portal. Each column must be created in the order shown below in the Input Column Sequence from CSV field, with the headings shown in the Header-Display in CSV field.
For instructions on upload uploading files to the Catholic Schools NSW Census Portal, please see Uploading data to CSNSW using the Census Upload portal.
File Specifications
Student Data file
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Input Column Sequence from CSV
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Header-Display in CSV
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Description and specific instructions
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Permissible values
...
Datatype
...
Column001
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AGEID of location
...
See extra information on Location AGEID
...
Numeric up 5 figures.
...
string
...
Column002
...
Student ID Original
...
This is the source system student original identifier (e.g. CEID’ER ID for Compass)– sometimes known within a school as an internal student identifier.
See extra information on Student and staff identifiers
...
Alpha/Alphanumeric or Numeric up to 12 places.
...
string
...
Column003
...
Family name
...
...
Census Upload Template
Below is the Catholic Schools NSW Census Upload Template. This template provides an Excel workbook that contains the instructions for using the template, as well as a sheet for Students, Teaching Staff, and Non-Teaching Staff data. It can be used as a starting point for collating your Census data in the format outlined by our File Specification in preparation for upload to our Census Upload portal.
| Note |
|---|
Each sheet will need to be exported separately in Comma Separated Value (CSV) format for upload. You will not be able to upload the entire Excel workbook to the Census Upload portal. |
February Census Upload Template (Updated ) | |
|---|---|
August Census Upload Template (Updated ) |
File Specifications
Student Data file
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Header-Display in CSV | Description and specific instructions | Permissible values | Datatype | |
|---|---|---|---|---|
| 1 | AGEID of location | This is the Location AGEID | Numeric up 5 figures. Valid Location AgeID issued by AGDoE. | string |
| 2 | Student ID Original | This is the source system student original identifier (e.g. CEID’ER ID for Compass)– sometimes known within a school as an internal student identifier. | Alpha/Alphanumeric or Numeric up to 12 places. | string |
| 3 | Family name |
| This field must be blank. | string |
| 4 | Given name |
| This field must be blank. | string |
| 5 | Grade | The school grade that the student is enrolled on census date. *If school is SPECIAL SCHOOL (immaterial of Primary or Secondary school level) Ungraded Primary if student is 11 years or under on 1st July of the census year Ungraded Secondary if student is 12 years or over on 1st July of the census year |
| string |
| 6 | Class (Primary only) | Name or ID of class that the student attends. The value entered in this column must be the same for all children in the same class. | Note in previous years there has been tendency to group classes e.g. K/1/2 The requirement for this is what class does the child belong to - e.g. if he/she spends most time in Grade 1 Giraffes then put 1-Giraffes rather than 1-Giraffes/2-Rhinos/1-Lemurs which all Grade 1 students are split between. | string |
| 7 | Date of birth | The date the student was born. The student’s age in census will be calculated as at Census Reference Date ( |
Jul-01 of the current year) – a different date to the Census Date. | Valid date | Date-dd/mm/yyyy |
| 8 | Gender | The gender of the student. |
| string |
| 9 | Indigenous | Indicates whether the student self-identifies as Aboriginal or Torres Strait Islander |
| string |
| 10 | Visa status | Indicates whether the student holds a permanent, bridging or temporary visa and if so, whether or not the Visa is eligible for funding. Those entered as "Funded Visa" or "Unfunded Visa" are counted as Students on Visas on DESE. Those entered as "Unfunded Visa" are counted as Overseas Students. |
Validate as warning on correlation with Indigenous status – if Yes to Indigenous and has a Visa then alert | string |
| 11 | Boarding | Indicates whether the student is accommodated in residential facilities administered by the school |
| string |
| 12 | Language status | Language status: ESL=English as a second language +/- government assistance LBOTE=Language background other than English |
| string |
| 13 | Religion | Student religious classification |
| string |
| 14 | Enrolment status | Indicates whether the student is officially attending full-time or part-time |
| string |
| 15 | FTE | If part-time, proportion of study load compared to a full-time student |
| Decimal(6,1) |
| 16 | Attending another school (part-time only) | Indicates whether or not a part-time student attends another school. For all Full-time students this will be No |
| string |
| 17 | Special Circumstances application | NB February is all “N/A” Most, if not all, students will be “No”. |
|
|
string
| string | |||||||||||
| 18 | Special Circumstances application-Outcome | NB February is all “N/A”
|
|
|
Approved
| string |
| 19 | Included in current census | “Yes” for if the student is to be the included in the current census. |
Yes
|
| string |
| 20 | Student ID NCCD | This a new field. It is the “external NCCD Student Identifier” as exposed by the NCCD system for an NCCD student. This required so can match the Census student record with the NCCD system record for export to DESE. |
See extra information on NCCD
NB February is all “” as does not apply
| Alpha/Alphanumeric or Numeric (up to 12 places |
) Blank |
|
...
* [Grade]
If school is SPECIAL SCHOOL (immaterial of Primary or Secondary school level)
...
Ungraded Primary if the student is 11 years or under on 1st July 2020
| string |
Teaching Staff file
Input Column Sequence from CSV
Header-Display in CSV | Description and specific instructions | Permissible values | Datatype |
|---|
| 1 | AGEID of location | AGEID of location |
Numeric up 5 figures. Valid Location AgeID issued by AGDoE. | string |
| 2 | Staff ID Orig | Staff ID Original | This is the source system staff original identifier (e.g. SAS Identifier or NESA Registration #). |
See extra information on Student and staff identifiers
string |
| 3 | Family name |
| This field must be blank. | string |
| 4 | Given name |
| This field must be blank. | string |
Column005
Date of birth
The date the staff member was born. The staff member’s age in census will be calculated as at Census Reference Date (2020-Jul-01) – a different date to the Census Date.
Valid date (optional)
Date-dd/mm/yyyy
Column006
Country of birth
Country of birth
See:
string
Column007
Indigenous
Indicates whether the student self-identifies as Aboriginal or Torres Strait Islander
Yes
No
Not stated
string
Column008
Gender
The gender of the staff member.
Male
Female
Intersex/Unspecified
string
Column009
Diversity-Language
People whose first language spoken as a child was not English
People whose first language spoken as a child was English
Not stated/Unknown
FLSCNOTEng
FLSCEng
NS/Unk
string
Column010
Diversity-Disability
People with a disability
People who do not have a disability
Not stated/Unknown
Yes
No
NS/Unk
string
Column0011
Workload status
Indicates whether the staff member is employed full-time or part-time. This is campus-specific - if the staff member works full-time in total but part-time at each of two or more campuses, they should be recorded as part-time.
Full-time
Part-time
string
Column012
Primary FTE
Proportion of full-time staff FTE workload worked at a primary level
Numerical – between 0 and 1 to one decimal place. Restrictions on values shown on "Instructions - Staff FTE" page.
Decimal(6,1)
Column013
Secondary FTE
Proportion of full-time staff FTE workload worked at a secondary level
Numerical – between 0 and 1 to one decimal place. Restrictions on values shown on "Instructions - Staff FTE" page
Decimal(6,1)
Column014
Class (Primary only)
Name or ID of class that the staff supervises.
It is understood this may be a range of classes
Note in previous years there has been a tendency to group classes e.g. K/1/2
The requirement for this is what class does the teacher staff member belong to - e.g. if he/she spends most time in Grade 1 Giraffes then put 1-Giraffes rather than 1-Giraffes/2-Rhinos/1-Lemurs which are split between.
Column015
Position on staff
The most senior position in which the staff member is employed
Principal
Assistant Principal
RE Coordinators
Coordinators 1-3
Teachers
Teacher Librarian
string
Column016
Years of Teaching Experience-Total
1st Year
2nd Year
3rd to 5th Year
6th to 10th Year
11th to 15th Year
16th to 20th Year
More than 20 Years
string
Column017
Years of Teaching Experience-School
1st Year
2nd Year
3rd to 5th Year
6th to 10th Year
11th to 15th Year
16th to 20th Year
More than 20 Years
string
Column018
Salary Band
<$40,000
$40,000-$59,999
$60,000-$79,999
$80,000-$99,999
$100,000-$119,999
$120,000+
p.a.
<$40,000
$40,000-$59,999
$60,000-$79,999
$80,000-$99,999
$100,000-$119,999
$120,000+
string
Column019
NESA Accreditation
Conditional accreditation
Highly Accomplished Teacher accreditation
Lead Teacher accreditation
Not stated/Unknown
Proficient Teacher accreditation
Provisional accreditation
Conditional
Highly Accomplished Teacher
Lead Teacher
Not stated/Unknown
Proficient Teacher
Provisional
string
Column020
Religion
Religious affiliation
Catholic
Non-Catholic
Religion unknown
string
Column021
Religious status
“Yes” for staff belonging to a religious order
“No” for lay staff
Yes
No
string
Column022
Included in current census
Most, if not all, staff will be “Yes”.
Yes
No
string
Specialist Staff file
Input Column Sequence from CSV
Header-Display in CSV
Description and specific instructions
Permissible values
Datatype
Column001
AGEID of location
AGEID of location
See extra information on Location AGEID
string
Column002
Staff ID Orig
Staff ID Original
This is the source system staff original identifier (e.g. SAS Identifier or NESA Registration #).
See extra information on Student and staff identifiers
string
Column003
Family name
This field must be blank.
string
Column004
Given name
This field must be blank.
string
Column005
Date of birth
The date the staff member was born. The staff member’s age in census will be calculated as at Census Reference Date (2020-Jul-01) – a different date to the Census Date.
Valid date (optional)
Date-dd/mm/yyyy
Column006
Country of birth
Country of birth
See:
string
Column007
Indigenous
Indicates whether the student self-identifies as Aboriginal or Torres Strait Islander
Yes
No
Not stated
string
Column008
Gender
The gender of the staff member.
Male
Female
Intersex/Unspecified
string
Column009
Diversity-Language
People whose first language spoken as a child was not English
People whose first language spoken as a child was English
Not stated/Unknown
FLSCNOTEng
FLSCEng
NS/Unk
string
Column010
Diversity-Disability
People with a disability
People who do not have a disability
Not stated/Unknown
Yes
No
NS/Unk
string
Column0011
Workload status
Indicates whether the staff member is employed full-time or part-time. This is campus-specific - if the staff member works full-time in total but part-time at each of two or more campuses, they should be recorded as part-time.
Full-time
Part-time
string
Column012
Primary FTE
Proportion of full-time staff FTE workload worked at a primary level
Numerical – between 0 and 1 to one decimal place. Restrictions on values shown on "Instructions - Staff FTE" page.
Decimal(6,1)
Column013
Secondary FTE
Proportion of full-time staff FTE workload worked at a secondary level
Numerical – between 0 and 1 to one decimal place. Restrictions on values shown on "Instructions - Staff FTE" page
Decimal(6,1)
Column014
Class (Primary only)
Name or ID of class that the staff supervises.
It is understood this may be a range of classes
Note in previous years there has been a tendency to group classes e.g. K/1/2
The requirement for this is what class does the teacher staff member belong to - e.g. if he/she spends most time in Grade 1 Giraffes then put 1-Giraffes rather than 1-Giraffes/2-Rhinos/1-Lemurs which are split between.
Column015
Staff Specialist Role
Home School Liaison Officers
Instructional Leaders
Itinerant Support Teachers, Vision & Hearing
Learning & Support Teachers
Not stated/Unknown
Principals & School Leadership-Performance, Effectiveness & Student Improvement
Positive Behaviour for Learning
HSLO
IL
ISTV&H
L&ST
NS/Unk
P&SL
PBL
string
Column016
Years of Teaching Experience-Total
1st Year
2nd Year
3rd to 5th Year
6th to 10th Year
11th to 15th Year
16th to 20th Year
More than 20 Years
string
Column017
Years of Teaching Experience-School
1st Year
2nd Year
3rd to 5th Year
6th to 10th Year
11th to 15th Year
16th to 20th Year
More than 20 Years
string
Column018
Salary Band
<$40,000
$40,000-$59,999
$60,000-$79,999
$80,000-$99,999
$100,000-$119,999
$120,000+
p.a.
<$40,000
$40,000-$59,999
$60,000-$79,999
$80,000-$99,999
$100,000-$119,999
$120,000+
string
Column019
NESA Accreditation
Conditional accreditation
Highly Accomplished Teacher accreditation
Lead Teacher accreditation
Not stated/Unknown
Proficient Teacher accreditation
Provisional accreditation
Conditional
Highly Accomplished Teacher
Lead Teacher
Not stated/Unknown
Proficient Teacher
Provisional
string
| 5 | Indigenous | Indicates whether the staff self-identifies as Aboriginal or Torres Strait Islander |
| string |
| 6 | Gender | The gender of the staff member. |
| string |
| 7 | Workload status | Indicates whether the staff member is employed full-time or part-time. This is campus-specific - if the staff member works full-time in total but part-time at each of two or more campuses, they should be recorded as part-time. |
| string |
| 8 | Primary FTE | Proportion of full-time staff FTE workload worked at a primary level | Numerical – between 0 and 1 to one decimal place. Restrictions on values shown in Staff Permissible FTE Values Cannot be blank . If there is no Primary FTE to report , please report 0. | Decimal(6,1) |
| 9 | Secondary FTE | Proportion of full-time staff FTE workload worked at a secondary level | Numerical – between 0 and 1 to one decimal place. Restrictions on values shown in Staff Permissible FTE Values Cannot be blank . If there is no Secondary FTE to report , please report 0. | Decimal(6,1) |
| 10 | Class (Primary only) | Name or ID of class that the staff supervises. It is understood this may be a range of classes | Note in previous years there has been a tendency to group classes e.g. K/1/2 The requirement for this is what class does the teacher staff member belong to - e.g. if he/she spends most time in Grade 1 Giraffes then put 1-Giraffes rather than 1-Giraffes/2-Rhinos/1-Lemurs which are split between. |
|
| 11 | Position on staff | Report staff according to their ‘major function’ rather than their type of appointment. For example, if a staff member spends 70% of their time at work teaching and 30% on administration duties, report them under their ‘major function’ of teaching. A staff member is to be included in only once in a school location in either Teaching or Non-Teaching section. |
| string |
| 12 | Years of Teaching Experience-Total |
|
| string |
| 13 | Religion | Religious affiliation |
| string |
| 14 | Religious status | “Yes” for staff belonging to a religious order “No” for lay staff |
| string |
| 15 | Included in current census | Most, if not all, staff will be “Yes”. |
| string |
Non-Teaching Staff file
Input Column Sequence from CSV
Header-Display in CSV | Description and specific instructions | Permissible values | Datatype |
|---|
| 1 | AGEID of location | AGEID of location |
Numeric up 5 figures. Valid Location AgeID issued by AGDoE. | string |
| 2 | Staff ID Orig | Staff ID Original | This is the source system staff original identifier (e.g. SAS Identifier or NESA Registration #) |
See extra information on Student and staff identifiers
string
Column003
.
See extra information on Student and staff identifiers | string | |||
| 3 | Family name |
| This field must be blank. | string |
| 4 | Given name |
| This field must |
string
Column004
Given name
This field must be blank.
string
Column005
Date of birth
The date the staff member was born. The staff member’s age in census will be calculated as at Census Reference Date (2020-Jul-01) – a different date to the Census Date.
Valid date (optional)
Date-dd/mm/yyyy
Column006
Country of birth
Country of birth
See:
string
Column007
Indigenous
Indicates whether the student self-identifies as Aboriginal or Torres Strait Islander
Yes
No
Not stated
string
Column008
Gender
The gender of the staff member.
Male
Female
Intersex/Unspecified
string
Column009
Diversity-Language
People whose first language spoken as a child was not English
People whose first language spoken as a child was English
Not stated/Unknown
FLSCNOTEng
FLSCEng
NS/Unk
string
Column010
Diversity-Disability
People with a disability
People who do not have a disability
Not stated/Unknown
Yes
No
NS/Unk
string
Column0011
Workload status
Indicates whether the staff member is employed full-time or part-time. This is campus-specific - if the staff member works full-time in total but part-time at each of two or more campuses, they should be recorded as part-time.
Full-time
Part-time
string
Column012
Primary FTE
Proportion of full-time staff FTE workload worked at a primary level
Numerical – between 0 and 1 to one decimal place. Restrictions on values shown on "Instructions - Staff FTE" page.
Decimal(6,1)
Column013
Secondary FTE
Proportion of full-time staff FTE workload worked at a secondary level
Numerical – between 0 and 1 to one decimal place. Restrictions on values shown on "Instructions - Staff FTE" page
Decimal(6,1)
Column014
Staff function category
The most senior position in which the staff member is employed
Administrative and Clerical
Building Operations Maintenance & Other
Specialist Support
string
Column015
NESA Accreditation
Conditional accreditation
Highly Accomplished Teacher accreditation
Lead Teacher accreditation
Not stated/Unknown
Proficient Teacher accreditation
Provisional accreditation
Conditional
Highly Accomplished Teacher
Lead Teacher
Not stated/Unknown
Proficient Teacher
Provisional
string
Column016
Religion
Religious affiliation
Catholic
Non-Catholic
Religion unknown
string
Column017
Religious status
“Yes” for staff belonging to a religious order
“No” for lay staff
Yes
No
string
Column018
Included in current census
Most, if not all, staff will be “Yes”.
Yes
No
be blank. | string | |||
| 5 | Indigenous | Indicates whether the student self-identifies as Aboriginal or Torres Strait Islander |
| string |
| 6 | Gender | The gender of the staff member. |
| string |
| 7 | Workload status | Indicates whether the staff member is employed full-time or part-time. This is campus-specific - if the staff member works full-time in total but part-time at each of two or more campuses, they should be recorded as part-time. |
| string |
| 8 | Primary FTE | Proportion of full-time staff FTE workload worked at a primary level | Numerical – between 0 and 1 to one decimal place. Restrictions on values shown in Staff Permissible FTE Values | Decimal(6,1) |
| 9 | Secondary FTE | Proportion of full-time staff FTE workload worked at a secondary level | Numerical – between 0 and 1 to one decimal place. Restrictions on values shown in Staff Permissible FTE Values | Decimal(6,1) |
| 10 | Staff function category | Report staff according to their ‘major function’ rather than their type of appointment. For example, if a staff member spends 70% of their time at work teaching and 30% on administration duties, report them under their ‘major function’ of teaching. A staff member is to be included in only once in a school location in either Teaching or Non-Teaching section. |
| string |
| 11 | Religion | Religious affiliation |
| string |
| 12 | Religious status | “Yes” for staff belonging to a religious order “No” for lay staff |
| string |
| 13 | Included in current census | Most, if not all, staff will be “Yes”. |
| string |
Additional information
Staff Permissible FTE Values
Single Campus School
Permissible values of Primary & Secondary FTE in Staff tables – single campus schools | ||||
Level of education | Workload status | Primary FTE | Secondary FTE | Total FTE |
Primary | Full-time | 1 | 0 | 1 |
Primary | Part-time | 0.1 to 0.9 | 0 | 0.1 to 0.9 |
Secondary | Full-time | 0 | 1 | 1 |
Secondary | Part-time | 0 | 0.1 to 0.9 | 0.1 to 0.9 |
Combined | Full-time | 0 to 1.0 | 0 to 1.0 | 1 |
Combined | Part-time | 0 to 0.9 | 0 to 0.9 | 0.1 to 0.9 |
Multi Campus School
Permissible values of Primary FTE in Staff tables – multi campus schools | ||||
Campus | Workload status | Primary FTE | Secondary FTE | Total FTE |
Primary | Full-time | 1 | 0 | 1 |
Primary | Part-time | 0.1 to 0.9 | 0 | 0.1 to 0.9 |
Secondary | Full-time | 0 | 1 | 1 |
Secondary | Part-time | 0 | 0.1 to 0.9 | 0.1 to 0.9 |
| Note |
|---|
Staff at both campuses are deemed to be Part-time even if the total added over all campuses adds up to “1.0”. |
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