Frequently Asked Questions

How is the student attendance data used?

The data collected is supplied to the Australian Curriculum, Assessment and Reporting Authority (ACARA) at the school/campus level and are used for several reporting purposes; including reporting student attendance rates on the My School website and at National, State/Territory and school sector levels in various national reports (e.g. the National Report on Schooling in Australia and the Productivity Commission's Report on Government Services).

When are the collections due?

There is an initialisation phase and two collection periods (Semester 1 and Term 3) for the Student Attendance Collection (STATS). Please see STATS Key Dates for more information.

What is an absence and what are non-school days?

Please see Assessing Absences and Non-School Days for a comprehensive list of absences and non-school days. Typically speaking, non-school days include:

  • Unexpected temporary school closure;
  • Strike action/industrial action;
  • All classes cancelled for the day;
  • Grade specific non-school days (e.g. pupil-free days and moderation days);
  • Natural disaster/event where students are unable to travel to school and school is closed;
  • Public holidays;
  • Religious holidays; and
  • Pupil-free days.

Where is the Student Attendance Collection (STATS) and what am I meant to do?

The STATS is found in the School Entry Point. If this is your first time submitting the STATS for your campus/school we recommend following the STATS User Guide. This guide provides you with step-by-step guidance through the whole collection, including:

  • how to get a School Entry Point user name and password
  • how to access the module through the School Entry Point
  • how to upload a CSV file
  • how to manually key in data
  • what to do if you see a Warning screen
  • how to declare your school's/campus' data.

If you require further assistance please feel free to call us on 1800 677 027 (Option 5) or email us at attendancehelpdesk@education.gov.au

My campus/location is a small campus/location and we have to calculate our data manually. Do you have something that can help me?

Yes, please feel free to use the STATS Collection Tool. This tool is specifically designed for schools and campus/locations with low technology support for their student attendance administration and can take up to 1500 student entries. The tool requires you to have macros enabled in Microsoft Excel. The tool is an interactive Excel spreadsheet, with the first sheet containing step-by-step instructions on how to use the tool correctly. The tool will calculate your student attendance data based on information you provide on the school details tab and the attendance data tab. You can use the tool for both Semester 1 and Term 3 data. In using the tool you need to put in information about the school and EACH student. 

Please note, the tool contains optional columns for names and student classes for ease of reference; this data DOES NOT get submitted with your student attendance data to us. 

Completion of the tool means you have a record of what you provided to the Department for each reporting period and the original data (i.e. the student information) from which the submitted data was calculated. To use the tool, download it, save it to a location on your school’s desktop or server and start using it. If you have any questions or problems using the tool, please call our Student Attendance help desk staff on 1800 677 027 (Option 5).

I already have a SEP user account. Do I have to re-register to access the SSP?

No. However, you may need to update your access rights in the SEP to enable access to your school/campus for the STATS collection. To update your access rights, click on the Account tab which appears near the top of the screen when you have logged into SEP. 

If you experience any difficulties changing your access rights in the SEP, please call the helpdesk on 1800 677 027 (Option 1).

I've uploaded my CSV file for my school or campus, but I am getting errors. What should I do?

The error messages in the STATS are defined by the line number in the CSV file where the error has been detected, then the affected Year Level, Male/Female, then Total Students (T) or Indigenous Only Students (I) and the Line number in the CSV file. 

For example: “At Line 2, Y3, M,T” means at Line 2 of the upload file which is for Year 3 (Y3) males (M), all students (T).

The error description will be provided in the message that appears next to the above reference. The error description will relate to a specific column where the SSP has detected an error. You need to open the upload file and check the data in the line and column identified and make any corrections, save your file and upload it again.

Common problems include:

  • The data in your CSV file is not according to the STATS Data Technical Specification.
  • Possible School Days for Students with greater than or equal to 90% attendance are presented with decimal points; this data cannot have a decimal point. Remove the decimal point by rounding up or down as appropriate in the Excel file and then try uploading again.
  • The file contains headings or words that should not be there. The only words in the file should appear on each row of data at Column B and be either Semester 1 or Term 3. For example, there are column headings and/or extra words around the rows of data which are not allowed for in the specification - that is, the data file you are uploading should just be the data with the Year Level, Sex and student cohort type (All Students (T), Indigenous Students (I)) and nothing else.
  • Collection (Semester 1 and Term 3) is not defined as shown in Appendix A of the STATS Data Technical Specification (e.g. a space is missing between the word and number, a different word is used to what is in Appendix A, etc).

I uploaded my CSV file in the STATS but I can't find the Declaration. Where is it?

The STATS User Guide contains step-by-step guidance about how to declare your school's STATS data, including how to get to the Declaration screen.

When I choose Declaration in the navigation ribbon I get a screen with a warning table at the bottom of it. What is it for?

Some users may see a warning screen after they click on the Declaration tab. This screen will appear where the system has been told to expect data, but doesn’t get it, or there seems to be anomalies in the data provided. This screen will contain a message about the data and a request for you to provide a reason for the possible anomaly. The most common scenario is that the school is at a particular education level (e.g. primary or secondary) but does not have students enrolled in one or more of the grade levels, so the message you see will say “data is missing for Y3, Y5” or similar. In this type of scenario, the simple answer is to state in the blank box “no students enrolled in Y3, Y5” or similar. More detailed information about the warning screen/table can be found in the STATS User Guide.

Can I print a copy of the data I provided?

Yes. The declaration screen includes the ability to print a copy of what you have provided to the collection. You can also see what you have provided after you have declared the data by choosing the Select Period tab and choosing the year and then the reporting period (Semester 1 or Term 3) from the options that appear on the Select Period screen.

How do I know I’ve finished the requirements for the Student Attendance Collection?

You will know you have finished your STATS submission when your school’s Data Status shows ‘Declared and all rows and columns in the table on the Data Entry screen will be ‘greyed out’. The Declared status appears once you have completed the Declaration screen. Once you have declared you have completed your school's obligations under the Australian Education Act 2013 for the STATS collection for that reporting period.

Can I get my declaration undeclared?

If you believe there is an issue with your data you can arrange to have your STATS submission undeclared. All requests to undo a STATS declaration must be made in writing and sent to attendancehelpdesk@education.gov.au. The easiest way to complete this is to fill out the Undo Declaration Request template (available in the list to the right of the help screen). If you have any further questions please feel free to contact us on 1800 677 027 (Option 5).

USERS WITH ACCESS TO MORE THAN ONE SCHOOL OR CAMPUS:

We are a school with two locations; can we submit everything under the one campus/AGEID?

No, the STATS is a campus/location level collection. Student attendance data should not be aggregated at a Head Campus level. Student attendance data should be entered on a campus AGEID to which it relates.

I have access to more than one school/campus in the STATS module. Can I do all of them at once or do I have to do each individually?

Yes, you can do all the schools and campuses you have access to at once in the SSP (provided you have access to them all). We commonly call this 'systemic school access' which means that you have access to more than one school and its campuses. Please note your SEP Login ID must be set to give you access to the schools/campuses. If you cannot see all campuses/schools you expect to see, please contact 1800 677 027 (Option 1) to request the correct access.

Once you have access to the schools/campuses required for the STATS, you can create a CSV file containing all the schools and campuses you have access to and their student attendance data Note: Please ensure that your CSV file matches the requirements in the STATS Data Technical Specification. This file can then be uploaded to the SSP using your systemic school logon ID and password for SSP. If you have systemic school access, when you log on to the SSP you will see a list of the schools you have access to, rather than the STATS Data Entry screen and you will also see a navigation tab called Admin. Once you have completed the CSV file upload for all your schools, you need to go to the Admin menu and do a bulk declaration for the schools/campuses. It is very important that you are confident that the data submitted is correct BEFORE you do the bulk declaration because during a bulk declaration, you do not see the declaration screens and data that a single school/campus entry sees.

I am a systemic school user in the STATS module.  Can I see an individual school’s student attendance data within my system of schools?

Yes. Systemic school users in the STATS module are presented with a list of schools to which they have access. To view the data for an individual school, click on the schools AGEID in the first column of the table you are presented. You will then be taken to the STATS record for that school. If you are not presented with the most recent year and reporting period, go to the navigation tab, choose Select Period and choose the required year and reference period to view the data.

SCHOOLS THAT HAVE BEEN AFFECTED BY NATURAL DISASTERS/EVENTS:

My school was closed due to a tropical cyclone, bushfire, flood or another severe weather event. How do we treat these closures for the STATS?

School closures because of severe weather events are treated as non-school days for the purposes of the STATS. 

Non-school days include:

  • Unexpected temporary school closure;
  • Strike action/industrial action;
  • All classes cancelled for the day;
  • Grade specific non-school days (for example, pupil-free days and moderation days);
  • Natural disaster/event where students are unable to travel to school and school is closed;
  • Public holidays;
  • Religious holidays; and
  • Pupil-free days.

Note: This is applicable to other national disasters/events that result in a school being closed.

Some of our students did not attend school in the aftermath of a severe weather event because of road closures and/or flooding (i.e. they couldn't physically get to the school) but the school was open. Are these absences for the STATS?

Yes. If the school/campus is open, any student not attending school is considered to be an absence for the purposes of STATS - even if the student could not physically get to school due to road closures and/or flooding.

Note: This is applicable to other national disasters/events.

Last modified on Thursday 8 February 2018 [671|11656]