Download the February Census Upload Template

Download the August Census Upload Template

AGEID of location

This is the Location AGEID

Numeric up 5 figures. Valid Location AgeID issued by AGDoE.

string

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

Family name

This field must be blank.

string

Given name

This field must be blank.

string

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 1^st July of the census year

Ungraded Secondary if student is 12 years or over on 1^st July of the census year

• Kindergarten or Kinder

• Grade 1

• Grade 2

• Grade 3

• Grade 4

• Grade 5

• Grade 6

• Grade 7

• Grade 8

• Grade 9

• Grade 10

• Grade 11

• Grade 12

• Ungraded Primary*

• Ungraded Secondary*

string

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

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

Gender

The gender of the student.

• Male

• Female

• Intersex/Unspecified

string

Indigenous

Indicates whether the student self-identifies as Aboriginal or Torres Strait Islander

• Yes

• No

• Not stated

string

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.

• No Visa

• Funded Visa

• Unfunded Visa

Validate as warning on correlation with Indigenous status – if Yes to Indigenous and has a Visa then alert

string

Boarding

Indicates whether the student is accommodated in residential facilities administered by the school

• Yes

• No

string

Language status

Language status:

ESL=English as a second language +/- government assistance

LBOTE=Language background other than English

• ESL and receiving assistance

• ESL but not receiving assistance

• LBOTE but not ESL

• Not LBOTE

string

Religion

Student religious classification

• Catholic

• No religion

• Orthodox

• Other Christian

• Other faith

• Religion unknown

string

Enrolment status

Indicates whether the student is officially attending full-time or part-time

• Full-time

• Part-time

string

FTE

If part-time, proportion of study load compared to a full-time student

• Numerical – between 0 and 1 (non-inclusive) and rounded to one decimal place

• If between .5 and <1.0 then round up

• If  >0.0 and < 0.5 then round down

Decimal(6,1)

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
For all Part-time students this will be Yes/No

• Yes

• No

string

Special Circumstances application

NB February is all “N/A”

Most, if not all, students will be “No”. 

Only Required for August

• Yes

• No

• N/A Use this value for FEBRUARy

string

Special Circumstances application-Outcome

 NB February is all “N/A”

Only Required for August

• Waiting

• Approved

• Declined

• N/A Use this value for FEBRUARY

string

Included in current census

“Yes” for if the student is to be the included in the current census.

Only Required for August

• Yes Use this value for FEBRUARY

• No

string

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.

Only Required for August

Alpha/Alphanumeric or Numeric (up to 12 places)

Blank Use this value for FEBRUARY

string

AGEID of location

AGEID of location

Numeric up 5 figures. Valid Location AgeID issued by AGDoE.

string

Staff ID Orig

Staff ID Original

This is the source system staff original identifier (e.g. SAS Identifier or NESA Registration #).

string

Family name

This field must be blank.

string

Given name

This field must be blank.

string

Indigenous

Indicates whether the staff self-identifies as Aboriginal or Torres Strait Islander

• Yes

• No

• Not stated

string

Gender

The gender of the staff member.

• Male

• Female

• Intersex/Unspecified

string

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

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)

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)

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.

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.

• Principal

• Assistant Principal

• RE Coordinators

• Coordinators 1-3

• Teachers

• Teacher Librarian

string

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

Religion

Religious affiliation

• Catholic

• Non-Catholic

• Religion unknown

string

Religious status

“Yes” for staff belonging to a religious order

“No” for lay staff

• Yes

• No

string

Included in current census

Most, if not all, staff will be “Yes”.

• Yes

• No

string

AGEID of location

AGEID of location

Numeric up 5 figures. Valid Location AgeID issued by AGDoE.

string

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

Family name

This field must be blank.

string

Given name

This field must be blank.

string

Indigenous

Indicates whether the student self-identifies as Aboriginal or Torres Strait Islander

• Yes

• No

• Not stated

string

Gender

The gender of the staff member.

• Male

• Female

• Intersex/Unspecified

string

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

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)

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)

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.

• Executive

• Administrative and Clerical

• Building Operations Maintenance & Other

• Specialist Support

string

Religion

Religious affiliation

• Catholic

• Non-Catholic

• Religion unknown

string

Religious status

“Yes” for staff belonging to a religious order

“No” for lay staff

• Yes

• No

string

Included in current census

Most, if not all, staff will be “Yes”.

• Yes

• No

string

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

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