Kto10 Circulars - September 2019

General Information, SIRS and Enrolments

How to Search for WA Student Numbers in SIRS

Contact
numbers@scsa.wa.edu.au

dataservices@scsa.wa.edu.au

Please refer to the 2 August 2019 circular item regarding registration and enrolment of P–10 students transferring between schools in Western Australia. By checking a student number the system will also give you a student’s current academic year.

If a student arrives at your school from another school in Western Australia, or even from overseas/interstate, you have the ability to search in the Student Information Records System (SIRS) for that student’s Western Australian Student Number (WASN) using a surname, given name and date of birth.

All student registrations are recorded in SIRS by the end of Term 1. After this time, you will be able to search for students including the student’s previous school/s. You will know where to send a transfer note, if required.

  1. Hover over Enrolments in the menu bar.
  2. Click on Student Enrolment > Student Maintenance > Find Student Number (see image below).

The Find Student Number directory will appear (see image below). Enter the student’s Family Name, Given Name and Date of Birth.

  1. Click Search.If the information you have entered exactly matches the information in SIRS, you will find a result even if the student is not at your school (see image below).

If the details you have requested are different from the information in SIRS (e.g. date of birth is different, Jackie is spelt as Jacky), no information will be found. In this case, please email numbers@scsa.wa.edu.au and provide the student’s:

  • Family Name (Surname)
  • Given Name (First name)
  • Date of Birth
  • Academic Year
  • Previous School (if known).

Troubleshooting: Search WASN

  1. What happens if the requested information does not show?

    Email numbers@scsa.wa.edu.au and provide student name, academic year and date of birth.

  2. What happens when a single year (for example, 2012 to 2012) is entered in the date range?

    Only a result for that year will be returned.

  3. What does it mean when the Department of Education is shown as the student’s main provider?

It means the student is likely to be under a Notice of Arrangements or may have been on the Whereabouts Unknown List (more likely with Years 7, 8, 9 and 10).


Western Australian Student Number (WASN) requests for 2020

Contact
numbers@scsa.wa.edu.au

dataservices@scsa.wa.edu.au

All current students in Western Australia should have been allocated a Western Australian Student Number (WASN), and be registered with the School Curriculum and Standards. This number remains with the student throughout their school life. Schools need to recognise the importance of the WASN to avoid duplication of records and maintain continuity of student data.

From 14 October 2019, schools will only be able to request WASNs through the Student Information Record System (SIRS) for Kindergarten students commencing in 2020. If a student other than Kindergarten arrives at your school from another WA school,  please check to see if they have a WASN first using the ‘Search for WASN’ process – explained in ‘How to Search for WA Student Numbers in SIRS’ in this circular.

If you cannot locate a number, then contact numbers@scsa.wa.edu.au and give details of the student’s legal surname, legal first name, date of birth and academic year.  It is also useful to include your school code in any correspondence. If schools request a WASN for a student who already has a number, the correct WASN number will be sent back to schools. The Authority will forward to schools new WASNs for those students without a number.

All secondary schools with a Year 7 intake can send a complete list (spreadsheet) of Year 7 students entering their school, including the student’s legal surname, legal first name and date of birth and we will look up the numbers on their behalf.

A reminder that details of how to register students can be found in the Student Registration Procedures Manual 2019 – Primary Students found at https://www.scsa.wa.edu.au/publications/data-procedures-manual-2019 with links to assist schools using Integris (RTP), Civica Maze, and Excel.  There is also a Guide to uploading Student Registration and Demographic (SRGDG) file found at https://www.scsa.wa.edu.au/__data/assets/pdf_file/0004/349636/GUIDE-TO-UPLOADING-STUDENT-REGISTRATION-AND-DEMOGRAPHIC-FILE.pdf and some online training videos found at https://www.scsa.wa.edu.au/sirs-info/primary-schools.