11to12 Circulars - August 2018
General Information, SIRS and Enrolments
OLNA 2018 Round 2 – Testing
OLNA helpdesk (08) 9273 6726
Schools with Years 10 to 12 students are reminded about the following important dates and information.
OLNA 2018 Round 2 testing window
Monday 27 August to Thursday 30 August
Numeracy and Reading
Monday 27 August to Friday 21 September
Coordinators are reminded to complete the tasks in the ‘For coordinators’ checklist on pages 25 and 26 of the OLNA Handbook. This includes:
- providing students with an opportunity to sit the OLNA practice or example test. Further information is available at https://senior-secondary.scsa.wa.edu.au/assessment/olna/practice-and-example-tests.
- providing students with the ‘OLNA Information for students’ sheet. A template copy is available via https://senior-secondary.scsa.wa.edu.au/assessment/olna/schools.
- entering any student participation/incidents into the OLNA Dashboard by 24 September 2018. The OLNA Dashboard can be accessed at https://assess.scsa.wa.edu.au/admin.
Supervisors are reminded to complete the tasks in the ‘For supervisors’ checklist on page 40 of the OLNA Handbook including acquainting themselves with the OLNA Supervisor’s Handbook.
Supervisors should ring the OLNA Helpdesk on 9273 6726 immediately when an issue arises that prevents a student from completing their test.
OLNA IT staff
IT staff/Coordinators are reminded to conduct system and network checks as described in the OLNA Test-delivery website user guide available via https://senior-secondary.scsa.wa.edu.au/assessment/olna/schools under OLNA Test-Delivery Website User Guide.
The OLNA Handbook and the OLNA Supervisor’s Handbook are available via https://senior-secondary.scsa.wa.edu.au/assessment/olna/schools.
Completing the online Student Declaration and Permission submission
Kerry Tarrant (08) 9273 6770
Thank you to schools whose students have submitted the online Student Declaration and Permission at https://www.wace.wa.edu.au opens in new window. Many students have yet to complete the process. The School Curriculum and Standards Authority (the Authority) requests you encourage students to log into the student portal and complete the process before the end of this term. This will avoid issues later in the year when they need to access their examination timetable or Year 12 results.
Information for teachers can be found at https://senior-secondary.scsa.wa.edu.au/the-wace/student-declaration.
The following students are required to complete the online Student Declaration and Permission:
- all Year 12 students
- Year 11 students who are studying ATAR Units 3 and 4 and sitting the 2018 ATAR course examinations
- Year 10 students who have been given approval to study ATAR Units 3 and 4 and sit the 2018 ATAR course examinations.
Failure to complete the submission process may impact schools with students who:
- may win an award (including students who are not sitting ATAR course examinations) and who have not indicated their preference to have/not have their name published in the media
- are unaware of the requirements for achieving the Western Australian Certificate of Education (WACE).
Schools can monitor which students have completed the online Student Declaration and Permission via the report CSE058 – Student Release Choices by Provider.
The pathway to the report is Reports > Other reports > Report type: Students, Report: CSE058.
The Authority appreciates your assistance in obtaining this important information.
How to Search for WA Student Numbers in SIRS
Lynn Galbraith (08) 9273 6702
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 March. 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.
- Hover over Enrolments in the menu bar.
- 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.
- 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 etc.), no information will be found. In this case, please email email@example.com and provide the student’s:
- Family name (Surname)
- Given Name (First name)
- Date of Birth
- Academic Year
- Previous School (if known).
Troubleshooting: Search WASN
- What happens if the requested information does not show?Email firstname.lastname@example.org and provide student name, academic year and date of birth.
- 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.
- 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).
Registration of students on the Student Information Records System (SIRS) in 2019
Lynn Galbraith (08) 9273 6702
email@example.com opens in new window
Schools and other education providers are asked to note the following important dates as the last date for the initial upload of student registration and demographic information to the Student Information Records System (SIRS) in 2019. Please do not leave it until the last date to upload your data.
Thursday, 14 February 2019
- Initial 2019 registration and demographic information for Years 10–12 students (required for Online Literacy and Numeracy Assessment (OLNA) student lists and password generation).
- Initial 2019 registration and demographic information for ALL Kindergarten–Year 6 students where these students attend schools either administering National Assessment Program for Literacy and Numeracy (NAPLAN) online or delivering Brightpath.
- Initial 2019 registration and demographic information for all Year 7 and Year 9 students where these students attend schools administering NAPLAN Online.
- Initial 2019 registration information for all teachers where students attend schools delivering Brightpath.
Thursday, 14 March 2019
- Registration and demographic information for all remaining Years 7–9 students is due to be uploaded to SIRS on Thursday, 14 March 2019.
Thursday, 11 April 2019
- Registration and demographic information for Kindergarten–Year 6 students where these students attend schools not administering NAPLAN Online or delivering Brightpath is due to be uploaded on Thursday, 11 April 2019.
Updates to registration and demographic information should be uploaded into SIRS on a regular basis for the remainder of the year.
Details of how to register students are provided in the updated Data Procedures Manual 2018, with links to assist schools using Reporting to Parents, MAZE, and Excel. There is also a separate Student Registration Procedures Manual 2018 – Primary Students found at https://www.scsa.wa.edu.au/__data/assets/pdf_file/0009/349641/Student-Registration-Procedures-Manual-2018-Primary-Students.pdf to assist primary schools with creating and uploading their Student Registration and Demographic File (SRGDG).
Schools are requested to include their school code in any correspondence.
Western Australian Student Number (WASN) requests for 2019
Lynn Galbraith (08) 9273 6702
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 8 October 2018, schools will only be able to request WASNs through the Student Information Record System (SIRS) for Kindergarten students commencing in 2019. 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 firstname.lastname@example.org 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. Numbers will be sent back if the student already has one allocated and new numbers requested and generated by the system 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 2018 – Primary Students found at https://www.scsa.wa.edu.au/__data/assets/pdf_file/0009/349641/Student-Registration-Procedures-Manual-2018-Primary-Students-web-version.PDF 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.
Music Written Examination Student Samples (Improving Student Performance Workshop 2018)
Nick Fielding (08) 9273 6756
The 2018 Improving Student Performance workshop for Music utilised samples of student written examinations from 2017. The presentation document includes the marks awarded to each sample, comments from the marking panel and advice for teachers and students on how to best prepare for the various question types.
Teachers are advised that this new resource for teachers of ATAR Music has recently been uploaded to the Authority website (https://senior-secondary.scsa.wa.edu.au/syllabus-and-support-materials/arts/music) under Support Materials: Written component: ATAR – Year 11 and 12 ISP Workshop Booklet 2018 and ATAR Year 11 and 12 ISP Workshop Presentation 2018.
2018 Dance ATAR course written examination stimulus material distributed to schools
Lisa Honczarenko (08) 9273 6763
Kerry Cribb (08) 9273 6787
The stimulus material for the 2018 Dance ATAR course written examination has been distributed to schools. A DVD and a CD were provided to each teacher of the course and each student enrolled to sit the examination.
The DVD contains a copy of the stimulus material R&J and the CD contains the ‘Support document for stimulus material R&J by Expressions Dance Company’. Candidates will be required to make reference to the stimulus material in at least half of the questions in Section One of the written examination.
The DVD will not be played during the examination. However, the examination paper will include a Source booklet that contains images from R&J as prompts or reminders of the stimulus DVD.
Front covers for the 2018 ATAR course examinations available to schools
Kerry Cribb (08) 9273 6787
Front covers for the 2018 ATAR course examinations are available on the School Curriculum and Standards Authority website under the ‘Examination Materials’ heading on the relevant course page at https://senior-secondary.scsa.wa.edu.au/syllabus-and-support-materials.
The examination front covers should be distributed by teachers of the relevant courses to help prepare students for the examinations. Feedback from students last year suggests that some teachers did not make copies of the front covers available to their students, nor did they discuss the significance of the information in them.
The front covers contain details of the structure of each examination, the allocation of marks and the rules governing the conduct of the examination. Teachers are strongly encouraged to familiarise students with the front covers of both the written and practical examinations.
Front covers are not included for those language examinations that are set by curriculum authorities in other states.
2018 Media Production and Analysis ATAR course written examination stimulus material distributed to schools
Naidina Avery (08) 9273 6334
Kerry Cribb (08) 9273 6787
The stimulus material for the 2018 Media Production and Analysis ATAR course written examination has been distributed to schools. A USB was provided for each teacher of the course and each candidate enrolled to sit the ATAR course examination.
The USB contains the audiovisual stimulus materials and directions on how to access the online stimulus material (Stimulus 1).
Candidates will be required to make reference to the stimulus material in their responses to Section One: Short answer in the written examination.
The USB will not be used during the ATAR course written examination. However, the examination materials will include a Source booklet with excerpts or stills from the stimulus material.
Vocational Education and Training (VET)
Certificate IV or higher qualifications annual integrity check
Arti Dogra (08) 9273 6751
Rachael Davidson (08) 9273 6750
A reminder to schools who have students undertaking Certificate IV or higher VET qualifications to return the completed form to the VET team at email@example.com by Friday, 14 September 2018. The form is available on the School Curriculum and Standards Authority (the Authority) website via https://senior-secondary.scsa.wa.edu.au/vet/vet-credit-transfer page under the section WACE recognition of Certificate IV or higher qualifications..
The Authority has a responsibility for the quality assurance of courses and assessments that contribute towards the Western Australian Certificate of Education (WACE). In relation to the quality assurance for VET, the Authority recognises and accepts the processes managed by Registered Training Organisations (RTOs) under the regulatory mechanisms of the VET system.
The process for the management of Certificate IV or higher recognition in the WACE includes the following requirements.
- The school will be required to retain a record of the details of any Certificate IV or higher program undertaken by students at their school to assist them to respond to integrity checks conducted by the Authority or requests for information by the VET regulators.
- An annual integrity check of higher level qualifications will be conducted based on perceived level of risk. Through this process, the Authority will collect information about relevant students and the context of delivery and assessment of these qualifications.
- VET regulators, namely the TAC and the ASQA may be provided with summaries of qualification estimates, VET enrolments and VET achievement data for Certificate IV or higher reported by schools to the Authority. The regulators may use the information to determine if further investigation is required under the VET regulatory framework.
2018 Awards for Outstanding Achievement in VET
Arti Dogra (08) 9273 6751
The last date for schools to submit VET Awards nominations via Student Information Record System (SIRS) is Monday, 3 September 2018 (4:30 p.m.). The online SIRS VET Awards nomination form can be accessed via the following link: https://sirs.scsa.wa.edu.au/scsaform/vetnominationform using your username and password for SIRS.
For a detailed description on eligibility criteria and advice on the application and selection processes, download the 2018 VET Awards Nomination Kit from the following link:
https://senior-secondary.scsa.wa.edu.au/certification/exhibitions-and-awards under Awards for outstanding achievements in VET.
The online SIRS VET Awards nomination form will only display students who meet the initial eligibility criteria, therefore, it is a requirement that VET and ADWPL enrolments for the student being nominated have been successfully uploaded in SIRS prior to commencing the online nomination process.