As a school user, why can’t I see the Language Applications screen?

School support officers, language teachers, and principals or deputy principals will not be able to log in to the Student Records Management System (SRMS) and view language applications until their school administrator has added them to the SRMS and assigned them the relevant languages role.

The school administrator will assign a member of staff to each role, some staff members may have multiple roles, which is required for language applications to be processed through the SRMS. See the School administrator’s guide for role assignment.

The teacher’s name is not in the SRMS, so the students have selected My teacher is not listed here. What do we do?

If the language teacher has not been added to the SRMS before the students start their language applications, the teacher’s name will not appear in the drop-down list. The students have done the right thing by selecting My teacher is not listed here.

Any member of staff who has been assigned the role of Languages endorser – teacher can complete the teacher declaration for language applications. See page 17 of the School guide for online applications for WACE language courses.

When should students select My teacher is not listed here?

Students should choose My teacher is not listed here when their teacher’s name has not been added to the SRMS yet, if a student studies the language at the School of Isolated and Distance Education or a community language school, or if they are a non-school candidate.

Any member of staff who has been assigned the role of Languages endorser – teacher can complete the teacher declaration for language applications. The Requires attention by me column will be blank, but they can complete the teacher declaration. See page 17 of the School guide for online applications for WACE language courses.

Click on the View button next to an application that is at the Teacher stage, but where the Requires attention by me column is blank, then scroll down through the application to the Teacher declaration panel. You can submit this declaration even though you are not listed as the teacher.

The school administrator has assigned the role of Language endorser – teacher to the wrong person, so this name is in the drop-down list. What do we do if a student has selected this name in error?

You can still process the application. Even though the language teacher is listed incorrectly, and that person will see Yes in the Requires attention by me column, any staff member with the Languages endorser – teacher role may complete the teacher declaration. The teacher may enter an explanation about this error in the Reason text box underneath the teacher declaration.

What do we do if the teacher has completed an incorrect teacher declaration?

Email the Authority and continue with the application. The languages administrator can attach your email to the student’s application.

What do we do if a student forgets to upload a document (e.g. passport or overseas school report) or the school sees an error/s in the application?

Enter details of the missing document/s or error/s in the Reason text box underneath the teacher declaration.

When a student is entering their country of residence for a calendar year, why are they required to complete all fields?

After a student has entered their country of residence, they may unintentionally click in any of the text fields. The system then requires them to enter details in all the fields.

To clear the previous data, the student needs to click on the Edit button and select Yes for living the entire year in Australia, then click on the Update button.

The student should click on the Edit button again and select No, enter their country of residence, then click on the Update button. The SRMS will accept this new information without requiring any of the additional details about travel/holidays in the remaining fields.

When a student is editing information that they have entered for a calendar year, why do they see an error message that travel/holiday details are required when these do not apply to this year?

This error occurs because the student had entered information in all fields previously and the system does not allow them to enter new information in only one or two fields.

To clear the previous data and remove the error message, the student needs to click on the Edit button and select Yes for living the entire year in Australia, then click on the Update button.

The student should click on the Edit button again and select No,enter their country of residence, then click on the Update button. The SRMS will accept this new information without requiring any of the additional details about travel/holidays in the remaining fields.

What do we do if a student says that they have lived in Australia for all years, but their country of birth was not Australia?

The student will receive an email asking them to amend their application. When they log in to the student portal, they will see the request to amend some details in their application.

They can click on the Amend [Language] application button, then click on the Next button to go to the residential information section. They can then click on the Edit button next to the relevant year/s and update the country of residence to that country rather than Australia.

The student will have to tick the check boxes and Submit their application again. It will not go through the teacher and principal stages again but will go straight to the Authority to review.

A student is trying to log back in to amend their application but receives an ‘access denied’ message.

The ‘access denied’ message appears if the student is trying to log in to the SRMS, which the school and the Authority access, rather than the student portal.

Ask the student to use the link to the student portal (https://studentportal.scsa.wa.edu.au/).

This link was in the student’s email, but they may have inadvertently clicked on the SRMS link (https://srms.scsa.wa.edu.au/), which was in the copy email sent to the teacher and the teacher may have forwarded this to the student.

When the student has successfully logged in to the student portal, they will be able to amend their application and then submit it again.

How can a student cancel their language application?

If a student decides not to continue with their application, they can cancel it before they submit it to the Authority. They can do this by clicking on the Back button to go to the start of their application, where they will see the Resume [language] application button, with Your application is saved next to it. To the right of this is the Cancel button.

If the student has logged out, they can log back in to the student portal, then select the Applications tab then Language application. They will see the Resume [language] application button, with Your application is saved next to it. To the right of this is the Cancel button.

When the student clicks on the Cancel button, they will see a warning about cancelling their application. If they decide to proceed and click on the Cancel application button, the application will be cancelled immediately.

The student portal will refresh to the start of the application process where they may start a new application if they wish. The student will receive an email confirming that their application has been cancelled, but they do not need to take any action. If they decide to start another application, they can do so by clicking on the link in the email.

A student has selected first language by mistake. What do we do?

Some students may select first language by mistake. A pop-up warning appears, advising them that if they select first language, they will only be able to enrol in a First Language course. If they choose this option, they will not need to complete the education, residential and linguistic sections. Students can close this warning and continue with first language or change their selection, if required.

When I try to log in, I see the spinning wheel and/or the SRMS is not loading correctly. What can I do?

First, ensure that you are logging in using a clean link. The Useful Links panel on the School Curriculum and Standards Authority (the Authority) website (https://scsa.wa.edu.au/) contains links to both the SRMS (https://srms.scsa.wa.edu.au/) and the student portal (https://studentportal.scsa.wa.edu.au/). A saved or bookmarked URL may retain data from an expired session, which can cause your new session to fail to load.

If the issue persists, it may be related to the data stored by your browser. The Authority recommends using Chrome, Firefox, Microsoft Edge or Safari to access the SRMS and student portal. If you are unable to log in using one of these applications, try clearing your browsing data (also referred to as browsing history or browser cache) and cookies. For more details, please see Student Records Management System ‒ Frequently Asked Questions.

As a public (government in the SRMS) school user, what do I do if I cannot log in through the Education login process?

Contact the Authority’s Data Services team on dataservices@scsa.wa.edu.au. A member of the team may need to check the settings attached to your user profile in the Department of Education database.

As a non-government school user, what do I do if I forget my password?

As a non-government school user, you can click on the Forgot your password button at the bottom of the Non-government school login panel. You will receive an email to the school email address that your school administrator entered in the SRMS.

You will be prompted to choose a new password, then re-enter it to confirm it. You will use this new password to log in to the SRMS.

When a school has completed all three stages, will I see all applications on the Language Applications screen?

The school view of the Language Applications screen shows pre-selected applications that are Submitted (by the student), Info required (awaiting amendment by the student) and In progress (received by the Authority).

You can select any of the filter check boxes to view specific language applications. See pages 9, 19 and 28 of the School guide for online applications for WACE language courses.

As applications progress through the system, you can select different check boxes to view them. For example, when the Authority has determined which course they may enrol in, you can select the Finalised check box, then click on the Search button and you will see these finalised applications. If you select Finalised before any have been finished, there will be nothing on the screen.

You can experiment with these check boxes as they are there to help you find your way around the applications. On pages 13, 22 and 31 of the school guide, you will see a summary of these stages and sub-stages in the application process.

If a student moves to a new school after their language application has been finalised, will they need to start another application?

The student will not need to start another language application at their new school. When their language application was finalised in the SRMS, their language enrolment status was attached to their WA student number, which carries through to the new school. When the new school uploads their enrolment file to the Student Information Records System (SIRS), it will include the new student’s language enrolment, which will match the language enrolment status in the SRMS, so the enrolment file will be successful.

If a student moves to a new school before their language application has been submitted, should they cancel their application and start a new one?

If a student has not submitted their language application, it is recommended that they cancel their language application and start a new one at their new school. This can only be done when the new school has uploaded a new student registration and demographic file which includes the new student’s details. The school’s language officer, language teacher and principal or deputy principal can then complete all three school stages to support this new student’s language application.