Troubleshoot Configurations for Federal Census

Modified on Mon, 23 Feb at 12:12 AM

TABLE OF CONTENTS

Introduction
Data Mapping
Errors and Warnings
Interpreting the Federal Census data
- STAFF DETAILS
- STUDENT DETAILS
Downloading and submitting your Federal Census report

Introduction

Use this guide to troubleshoot Zunia configurations for the Federal (August) Census export for Australian non-government schools.

The Zunia Federal (August) Census compliance report provides the capability to export the Non Government Schools Census.

An Excel Spreadsheet will be generated in a format that allows you to copy and paste the data straight into the official Census Uploads Tool available from Australian Schools Hub - Census

Australian schools are required to submit the Census yearly in August. The Census date is published on the Schools Hub Site

To Run the Federal Census Export

Select Reporting and Compliance → Compliance Reports
Select your state in the STATE field
Select Census - Federal
Select View Data Mapping and ensure all relevant fields are mapped as per Aus Gov requirements. Compliance reports mapping
Select Export
Select the Location Type
Select the Export Data type
Select Export
On completion a downloadable Errors and Warning list will be produced
Once all Errors have been resolved the export file will be available for download and submission.
Refer Video Instructions how to transfer results to the Census upload Tool - Census Upload Tool Video

Data Mapping

There are 10 data points which require to be mapped for the Federal Census.

The Census upload tool requires you to use specific values for data points such as Disability Category, Gender, Education type, Indigenous Status, Overseas status and Year Level.

Zunia maps the values you use for these data points to the required output values using Data Mapping.

Do this in Reporting and Compliance → Map Compliance Data → Federal Census

Adjustment Level	QDTP Extensive Substantial Supplementary None	Indigeneous Status (Student)	I - Indigenous N - Not Indigenous NS - Not Stated
Disability Category	Cognitive Physical Sensory Social/Economic None	Overseas Student	Y - Overseas Student N - Not Overseas Student
Education Type	D - Day Student DE - Distance Education Student B - Boarding Student	Primary/Secondary FTE	Primary Secondary Combined
Gender	M - Male F - Female X - Indeterminate/Unspecified	Staff Type	Principal Teacher Specialist Support Administration and Clerical Building Operations Executive
Indigeneous Status (Staff)	I - Indigenous N - Not Indigenous	Year Level	Foundation - Foundation Y1 to Y12 - Year levels 1 to 12

Errors and Warnings

Zunia creates an Errors and warnings report for each Export. Errors are critical issues that will have wide-reaching consequences in the report, and will prevent it from being created.

The most common errors relate to missing data mappings, students with critical missing data or Staff not assigned a staff type

Warnings are lesser issues which usually relate to missing data for individuals, e.g. gender or indigenous status not being defined for a student.

The Errors and warnings column will display the number of errors or warnings encountered in an export.

Select the summary to open a modal displaying the first 5 errors and warnings. Select “View the full errors and warnings report” to review all errors and warnings related to your export. Once you have resolved any errors and required warnings the export file will be downloadable for export.

Interpreting the Federal Census data

The Census export file will contain two tabs

Staff Details : Report all staff employed or engaged during the staff reference period (the 5 school days leading up to and including census day).

Eligible Staff:

staff who work with students from foundation (year 1 minus 1) to year 12
staff with an FTE greater than 0.1

Student Details : Report all students enrolled during the reference period

Students are eligible to be reported in the census if they meet all the following criteria:

the student is enrolled at the school on census day
the student is enrolled in a year level the school is approved to provide at that location
the student has a pattern of regular attendance at the school, or at the school generally, during the year
the student attends the school for at least one day during the census reference Period.

This table lists each field in the Federal Census output file and any important attributes or configuration considerations.

STAFF DETAILS


Column	Heading	Description
A	Staff Member Name	Staff First and Last Name Configuration and comments This value is defined using the Personal Information → Given Name and Surname field on the Profile tab of Staff Profile NOTE : This field is only to identify the Staff to confirm/check their census data. It is not uploaded to Schools Hub
B	Type	Staff Employment type Configuration and comments This value is defined using the Staff Type field on the School tab of Staff Profile This field has a value of either : Principal Teacher Specialist Support Administration and Clerical Building operations Clerical Note : You need to map Type - Staff values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting.
C	Gender	Gender of the student Configuration and comments This value is defined using the Personal Information → Gender field stored on the Profile tab of Staff Profile. Note: You need to map Gender values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting This field has a value of either: M - Male F - Female X - Indeterminate/Unspecified.
D	Indigenous	Indigenous Type of Staff Configuration and comments This value is defined using the Indigenous Status fields on the Profile → Demographic tab of Staff Profile This field has a value of either: I - Indigenous N - Not Indigenous Note : You need to map Indigenous Status - Staff values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting
E	Primary/FTE	Staff Primary FTE Configuration and comments The Staff FTE value is derived from the FTE field on the Emploment→ Employment Periods(Current) Timeline of Staff Profile The Staff Type Value is derived from the the Staff Type field on the School tab of Staff Profile Note : You need to map Primary/Secondary FTE values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting This field has a value of either: Primary Secondary Combined If The Staff Type field is mapped to Primary then the FTE value will appear in this field If The Staff Type field is mapped to Combined then 50% of the FTE value will appear in this field If The Staff Type field is mapped to Secondary then the FTE value will appear in the Secondary (F) field
F	Secondary/FTE	Staff Secondary FTE Configuration and comments The Staff FTE value is derived from the FTE field on the Emploment→ Employment Periods(Current) Timeline of Staff Profile The Staff Type Value is derived from the the Staff Type field on the School tab of Staff Profile Note : You need to map Primary/Secondary FTE values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting This field has a value of either: Primary Secondary Combined If The Staff Type field is mapped to Secondary then the FTE value will appear in this field If The Staff Type field is mapped to Combined then 50% of the FTE value will appear in this field If The Staff Type field is mapped to Primary then the FTE value will appear in the Primary(E) field
G	Total FTE	Sum of Primary and Secondary FTE (Columns E + F) Configuration and comments This field will need to be manually calculated from columns E & F

STUDENT DETAILS

A	SRN	Unique Student Number Configuration and comments This field is defined using Government Student Number field on the Identity tab of Student Profile NOTE : This field is only to identify the student to confirm/check their census data. It is not uploaded to Schools Hub This field is NOT the Student Zunia(Community) ID
B	Student Name	Student First and Last Name Configuration and comments This value is defined using the Given Name and Surname field on the School tab of Student Profile NOTE : This field is only to identify the student to confirm/check their census data. It is not uploaded to Schools Hub
C	Year Level (Grade)	Year level of the student Configuration and comments This value is defined using the Year Level field on the School tab of Student Profile The values of the Year Level field are defined using the Code field in the YearLevel lookup in School Configuration → School Structure Note: You need to map Year Level values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting. This field has a maximum field length of 7 characters. This field has a value of : Year (1) to Year (12) Foundation
D	Age	Age Of Student Configuration and comments This value is calculated using the Personal Information → Date Of Birth field stored on the Profile tab of Student Profile This field is numeric and has a maximum field length of 2 characters
E	Gender	Gender of the student Configuration and comments This value is defined using the Personal Information → Gender field stored on the Profile tab of Student Profile. Note: You need to map Gender values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting This field has a value of either: M - Male F - Female X - Indeterminate/Unspecified.
F	Indigenous	Indigenous Type of student Configuration and comments This value is defined using the Indigenous Status fields on the Profile → Demographic tab of Student Profile This field has a value of either: I - Indigenous students N - Not Indigenous students NS - Not Stated Note : You need to map Indigenous Status - Student values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting
G	Education Type	Student Education Type Configuration and comments This value is defined using the Enrolment Type field on the School tab of Student Profile This field has a value of either: D - Day Student B - Boarding Student DE - Distance Education Note : You need to map Education Type values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting
H	On Visa	Is Student On Visa Configuration and comments This value is defined using the Visa, Visa Subclass and Citizenship record on the International tab of Student Profile The Student Requires a Citizenship Record The Student Requires a Visa and Visa Subclass Record The values of the Citizenship are defined in the Citizenship status lookup The values of the Visa class code are defined in the Visa class lookup The values of the Visa Subclass code are defined in the Visa SubClass lookup This field has a value of either: Y - On Visa N - Not On Visa
I	Overseas Student	Overseas Student Configuration and comments This value is defined using the Student Type field on the School tab of Student Profile This field has a value of either: Y - Overseas Student N - Not Overseas Student Note : You need to map Student Type values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting
J	Disability Category	Student Disability Category Configuration and comments This value is defined using the Category field on the Adjustment tab of Student Profile with a Reportable field = Yes This field has a value of either: Physical Cognitive Sensory Social-Emotional Note : You need to map Disability Category values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting
K	Adjustment Level	Student Disability Adjustment Level Configuration and comments This value is defined using the Adjustment Level field on the Adjustment tab of Student Profile with a Reportable field = Yes This field has a value of either: QDTP Supplementary Substantial Extensive None Note : You need to map Adjustment Level values to Census Federal values using the Australian Government Department of Education Skills and Employment Map Compliance Data setting
L	FTE	Student FTE Configuration and comments This value is defined using the School FTE field on the School tab of Student Profile This field has a decimal value between 0 and 1

Downloading and submitting your Federal Census report

Select the download button next to the most recent export to download your Federal Census report in Excel format.
Open the Census Upload Tool spreadsheet and your Federal Census Export.
Manually Enter the Primary Contact Details in the Census Upload Tool.
Select the Enter Staff Data Tab.
Copy/Paste into the Staff Data cells from the Federal Census Export File Staff Details Tab . (HINT Use Windows: Ctrl + Shift + V. Mac: Cmd + Shift + V )
Select Check Errors and Resolve any errors. Each error will need to be analysed and fixed on a error by error basis.
Select the Enter Student Data Tab
Copy/Paste into the Student Data cells from the Federal Census Export File Student Details Tab. (HINT Use Windows: Ctrl + Shift + V. Mac: Cmd + Shift + V )
Select Check Errors and Resolve any errors. Each error will need to be analysed and fixed on a error by error basis.
Select the Summary Report Sheet
Review and analyse the STAFF, STUDENTS and STUDENTS with DISABILITY Sections
Select the Create XML File Button to generate the xml file for uploads to SchoolsHUB
Login to SchoolsHUB and upload the XML file created by the Census Upload Tool