In this issue:

1. Kindergarten enrolments and full-time equivalents

2. New Version of SACS

3. Service Centre functions

4. Retraction of Parent ID requirement - Parent identification NOT essential

5. Master Maintenance Program

6. Students without Evidence of Identity or Date of Birth

7. Infostream

1.  Kindergarten enrolments and full-time equivalents

Kindergarten enrolments should use a 1.0 full-time equivalent in SACS, unless the child attends less than the full Kindergarten program.  These enrolments should not be based on the Prep-6 program.  This does not have an impact on funding or on the Census information that is recorded.

2.  New Version of SACS

We’ve received and are testing a new version of SACS for release soon after Easter. It’s a good idea to hold off entering non-essential data Validation Forms until after the new version arrives. It includes:

1. New screen to improve entry of vaccinations

2. A new single screen for Centrelink numbers

3. All essential screens will come up during Enrolment and Validation, and no unnecessary screens

4. In the Family Information screen we’ve added these List boxes for alternative access.

   • P/G1 Exception Address

   • P/G2 Exception Address

5. During the enrolment process for a new student:

   • If there is a P/G2 it will use the contact details to default to Priority 2 in Emergency Contacts screen in the same way the system works to add P/G1 in the Priority 1 in Emergency Contacts. The user can edit the default details.

   • Default the contact details to fill the Update Family Emergency Contact Details.

6. During the enrolment process for a student with a sibling:

   • if the user selects Edit in the P/G1, P/G2 Family Information screens as the screens appear a warning message will say: “Changes will apply to all students on this family code.”

   • The travels details for a new sibling will default to those existing eldest child in the family.

7. A Roll Class cannot deleted if it has attached students.

8. When a student is retrieved from archive their age will display correctly and the roll class code will be blank.

9. On the Student address details screen there will be room for a second mobile phone.

10. Added one more character in all Mobile Telephone fields throughout SACS to store ‘S’ for silent.

11. You can store whether a student was a recipient of STAS in the previous year with a ‘last year’ checkbox in Personal Part 1 screen.

There are some other minor bug fixes that will be explained in the release notes.

3.  Service Centre functions

How long to wait before you call the Service Centre?  An hour...a couple of days?  Why put yourself through that misery!

The BSS Service Centre are there to help you work through those tough problems or moments when you just can't seem to remember how something works.  They have experience with every facet of school administration and can provide the support you need, when you need it.  One of the great services they provide is to remotely access your computer to help guide you through your problem.  You watch your monitor while a Service Centre rep works on your computer -- you get to see exactly what they're doing!

To get an idea of some of the roles the Service Centre perform, have a look at this list of support functions.

4.  Retraction of Parent ID requirement - Parent identification NOT essential

The guidelines requiring parents to provide photo identification when a student is transitioned between schools have been reviewed.  As students are our clients and not parents, it was decided not to check the ID of parents during transition in.  This is consistent with enrolment where we also don’t require the parent’s ID.

Keep in mind, the parent's ID will still need to be checked when they apply to change the student's name.

If you have doubts about the parent’s custody, Section 5 of the Education Act allows the principal to require evidence of the parent’s guardianship, care or control of a school-age child.  See article 6, below, for the letter to send if that is the case.

5.  Master Maintenance Program

To assist school staff determine whether a maintenance issue is covered by the Master Maintenance contract or whether it would be a school responsibility you may like to visit the following site on maintenance responsibilities.

http://www.education.tas.gov.au/admin/ff/maintenance/policies/MaintenanceResponsibilities.htm

6.  Students without Evidence of Identity or Date of Birth

It is essential students attending your school are entered into SACS and made active.  This will ensure administration records are up-to-date and that correct information is available for Census and Data Warehouse.  We recommend a separate list is kept of outstanding students for follow-up; once documentation is sighted tick the ‘EOI, DOB Seen’ checkbox on the Student Personal Information Part 2 screen.

If you are lacking information, there is a letter template to be sent home to parents.  That letter covers all or any of:

• Student’s date of birth and identity

• Immunisation Status

• Student’s Independent Status

• Residential Address

• Care or control of a child by enrolling person

http://www.education.tas.gov.au/admin/ff/enrolment/forms/default.htm#parentletter

7.  Infostream

Infostream is the official means for getting departmental information to you!  Infostream emails are sent out 3 times a week.  Monday's email includes departmental circulars and other memos that are vital to you and your schools.  So please keep an eye out for any items that require a response or action.  Wednesday & Friday emails include general notices and information that could be of interest to you and your school.

All Infostream emails are also stored on the Department's website.  So if you've deleted an email, or you're not sure which one had a particular article, check out the website and do a search.

http://www.education.tas.gov.au/infostream/default.htm

Past BSS Banters

Want to have a quick look over some of the recent Banter articles?

You can find all past Banters on the website:  http://www.education.tas.gov.au/admin/ff/banter/default.htm