How to Search for WA Student Numbers in SIRS

Contact
Lynn Galbraith (08) 9273 6702
lynn.galbraith@scsa.wa.edu.au
numbers@scsa.wa.edu.au

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.

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.

3. 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 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).

Registration of students on the Student Information Records System (SIRS) in 2019

Contact
Lynn Galbraith (08) 9273 6702
lynn.galbraith@scsa.wa.edu.au
dataservices@scsa.wa.edu.au

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 PDFhttps://www.scsa.wa.edu.au/__data/assets/pdf_file/0009/349641/Student-Registration-Procedures-Manual-2018-Primary-Students.pdf opens in new window 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

Contact
Lynn Galbraith (08) 9273 6702
lynn.galbraith@scsa.wa.edu.au
numbers@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 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 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. 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.

Collection of Year 12 students’ achievement data – 2018

Contact
Kerry Tarrant (08) 9273 6770
kerry.tarrant@scsa.wa.edu.au

This is an early reminder that the Year 12 achievement data is due to the School Curriculum and Standards Authority by Thursday, 1 November 2018 as per the 2018 Activities Schedule.

Information about collecting achievement data will be received by schools on Monday, 8 October 2018.

Schools will need to provide the achievement data for:

• Year 12 students for courses (ATAR, General, Foundation, Preliminary and VET industry specific), VET qualifications, VET units of competency and endorsed programs
• non-Year 12 students sitting one or more ATAR course examinations.

Consequences of not sitting examinations in 2018

Contact
Jenny Offer (08) 9273 6313
jenny.offer@scsa.wa.edu.au

Schools are reminded that students who are enrolled in a Year 12 ATAR course pair of units are required to sit the ATAR course examination. There are both written and practical examinations for some ATAR courses.

From 2017, students who do not sit an ATAR course examination and do not have an approved sickness/misadventure application for that course, will not have the grades for the pair of units completed in that year contribute to the calculation of the Western Australian Certificate of Education (WACE).

This means, the grades for the ATAR Year 12 course will not contribute to the:

• completion of a minimum of 20 units, including 10 Year 12 units
• completion of at least one pair of Year 12 units from an English course (if the ATAR Year 12 course was either English, Literature or English as an Additional Language or Dialect)
• completion of one pair of Year 12 units from List A (arts/languages/social sciences) or List B (mathematics/science/technology) {depending on the list of the ATAR Year 12 course}
• achievement of at least 14 C grades or higher, including at least six C grades in Year 12 units
• completion of at least four Year 12 ATAR courses.

Students who do not sit the ATAR course examination will not have a course mark or grade recorded on their Western Australian Statement of Student Achievement (WASSA), nor will they receive an ATAR course report.

As a consequence, a student may not meet the requirements to receive a WACE.

The School Curriculum and Standards Authority advises consultation with students who may be enrolled in ATAR course/s but who are not requiring an ATAR to confirm that they must sit the examination for that course for it to contribute to their WACE.

Dictionaries permitted for use in the English as an Additional Language or Dialect (EAL/D) ATAR course examinations

Contact
Louise Dodman (08) 9273 6785
louise.dodman@scsa.wa.edu.au

The item in the June 11to12 Circular relating to the features of the dictionaries that are permitted for use in the English as an Additional Language (EAL/D) ATAR course practical and written examinations is incorrect. Please note that dictionaries which include grammar sections are permitted for use during the examination.

As a consequence in the 2018 Year 12 Information Handbook Part II:

• the second paragraph, on page 20, relating to dictionaries has been removed as the information was incorrect
• the fifth dot point under the title ‘Notes’ in Appendix C: Dictionaries approved for use in ATAR course examinations 2018, on page 42, has also been removed
• the second dot point in Appendix C has also been adjusted to read: Dictionaries must not contain any notes or other marks and may be inspected during the examination.

Teachers are advised that the dictionaries that are approved for use in the course practical and written examinations are outlined in Appendix C, as per the examination design briefs.

Note: Dictionaries must not contain any notes or other marks. No bilingual or electronic dictionary or thesaurus is allowed.

Adjustments made to the 2018 Year 12 Information Handbook Part II in relation to Dictionaries approved for use in Languages ATAR course examinations 2018

Contact
Adriana Douglas (08) 9273 6784
Adriana.Douglas@scsa.wa.edu.au

The second paragraph relating to dictionaries in the 2018 Year 12 Information Handbook Part II on page 14, has been removed as the information was incorrect.

As a consequence, the fifth dot point under the title ‘Notes’ in Appendix C: Dictionaries approved for use in ATAR course examinations 2018, on page 42, has also been removed.

The second dot point in Appendix C has been adjusted to read: Dictionaries must not contain any notes or other marks and may be inspected during the examination.

Teachers are advised that the dictionaries that are approved for use in the courses practical and written examinations are outlined in Appendix C, as per the examination design briefs.

Integrity Checks of Students’ Vocational Education and Training (VET) Achievements 2018

Contact
Arti Dogra (08) 9273 6751
arti.dogra@scsa.wa.edu.au

Rachael Davidson (08) 9273 6750
rachael.davidson@scsa.wa.edu.au

Principals will have received a letter from Ms Vanessa Peters, Manager – Data and Certification advising them of the intention of the School Curriculum and Standard Authority (the Authority) to undertake integrity checks of students’ VET achievements.

This is an opportunity for schools to discuss with the Registered Training Organisation (RTO) responsible for issuing the VET qualification the importance of ensuring the verification of 2018 VET achievements by the RTO is received by the school prior to any upload to SIRS to meet the Authority’s deadline of 1 November as per the 2018 Activities Schedule. https://www.scsa.wa.edu.au/__data/assets/pdf_file/0003/429285/2018-Activities-Schedule-February-update.pdf.

The Bulk VET WACE Special Considerations process it not intended to be utilised for circumstances where there are delays in schools receiving verification of student VET achievements, therefore schools are encouraged to have a conversation with their RTO to ensure the Authority’s reporting deadlines can be met.

If schools have concerns regarding verification of student VET achievements for 2018, please contact the Authority’s officers listed above.