2014 WACE Procedures File Section 5_1 (1)

8/12/2019 2014 WACE Procedures File Section 5_1 (1)

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2014 WACE Procedures File SECTION 5

5.1

Student Information Records System Quick Reference Guide

SCSA STUDENT NUMBERS Instructions for requesting SCSA student numbers from the School Curriculum and Standards Authority

Schools can request SCSA student numbers for Year 8 students directly from the student information

records system (SIRS). Year 8 numbers can be requested only for the current or next year. The ability

to request Year 8 numbers directly from the system will be unavailable after Term 1 until late in Term 4

to avoid duplication of records.

Schools that have Year 7 students attending now as part of their middle school can request SCSA

student numbers (though this is not a requirement) through [email protected] .

It should only be necessary to request an SCSA student number for a student other than a Year 7 orYear 8 student if the student is new to the Western Australian school system (for example: a student

arriving from another Australian state or from overseas).

A student transferring from another school within Western Australia should already have an SCSA

student number and the enrolling school should obtain the number from the former school.

If you need to request numbers for years other than Year 8, you will need to contact the Authority.

Before calling, please ensure you have at hand the following information:

Student full name Academic year of study

Student date of birth School code

Previous Australian State, or country

School Curriculum and Standards Authority contact:

By email: [email protected]

By telephone: 9273 6344

After checking that an SCSA student number has not already been issued for the student, the request

will be approved and number advised.

Steps for requesting SCSA student numbers

Step Action and Result

Step 1 – Start yourBrowser

Browser starts and the “Address” field is displayed:



SECTION 5 2014 WACE Procedures File


Step 2 – Start SIRS Type the URL for SIRS in the “Address” field: https://sirs.curriculum.wa.edu.au

and press Enter . The “Launch Student Information Records System” screenappears:

Step 3 – Log in toSIRS

Click: . The Login screen appears:

You cannot leave either of these fields blank. Type your log in user nameand your password (as advised by Authority)

Click .

The “Welcome to SIRS” screen appears with the main menu bar above:





Step 4 – Select theProviders function

Click “Providers” on the main menu bar and then click “Request StudentNumbers”

The “Providers : Student Number Request Search” screen appears:

Please note Year Request Made will be the calendar year i.e. 2012 etc.

Step 5 – Initiate the

Request Click .Note: You can only request Year 8 student numbers.

Enter the number of SCSA Student Numbers requested.

Check the “Email” address is correct (it is populated from your information inSIRS “Security : My Details”) to ensure messages are sent to the rightperson.

Click





5 – cont SIRS confirms the request by displaying “Record successfully created”message, and also “Requested By”, “Requested On”, “Status” fields.

Check details. If you make changes, you will need to click again.

When details are correct, click to despatch the request forprocessing. Or you can click CANCEL REQUEST.

Please note Numbers Sourced From will be the calendar year the studentwould have entered Year 8 (i.e. Year 10 numbers requested in 2010 willshow that the numbers have been sourced from 2008).

Step 6 –Processing andapproval of request

The Authority will approve SCSA student number requests periodicallythroughout the day. Wait for email confirmation of the numbers allocated,plus a SIRS Private Message.

Example email Message:





Example SIRS Private Message:

Step 7 – CheckRequests status

Start at the “Providers : Student Number Request Search” screen (from Step 4):

Click or to display a list of Requests:

Click the Select icon to display details of a listed request. (Status“Processed” indicates that numbers have been allocated.) SIRS displays the“Providers: Student Number Request Details” screen.





Step 8 – Inspectallocated Student

Numbers (withoption to Export)

Click to select a “Processed” request from the list.

Click the “Student Number Allocated” tab to inspect student numbers

allocated:

Option: You can also click EXPORT to have the Student Numbers sent to a text file.(This is useful if you have deleted the confirmation email message whichhad the student numbers as an attachment.)

Example of exported file:

Looking for SCSA Student Numbers on SIRSIf a student arrives at your school from another school in Western Australia, or even fromoverseas/interstate – you have the ability to search in the student information records system (SIRS)for that student’s School Curriculum and Standards Authority number. All you need is a surname,given name and date of birth:

Go to Enrolments > Student Enrolment > Student Maintenance > Find Student Number




Enter the student’s Family Name, Given Name and date of birth.

Click on Search

If the information you have entered exactly matches the information in SIRS, you will find a result evenif the student is not at your school. If you have entered 2012 the following will appear:

If you left the year field blank, you will see the following:

If there are any differences in your information to the information in SIRS (e.g. date of birth is different,Smith is spelt as Smiths etc, then there will be no information found).




In this instance, please send an email to [email protected] and request the information bytyping

First name Surname Date of Birth Academic Year Previous School(If known)

Jack Smith 20/04/1995 Year 12 ?

The information given above for Jack also shows who his Main Provider is (Department of Education).This would mean that he is probably under a Notice of Arrangements – or may be on the WhereaboutsUnknown List (more likely with years 8, 9 and 10).

Using this facility also gives you the student’s previous school and you will know where to send thetransfer note.

Documents

2014 WACE Procedures File Section 5_1 (1)