Troubleshoot Configurations for STATS Report

Modified on Sun, 22 Feb at 10:32 PM

TABLE OF CONTENTS

Introduction
Data Mapping
Errors and Warnings
Interpreting the STATS data
Inclusion/Exclusion Criteria
Downloading and submitting your STATS report

Introduction

Use this guide to troubleshoot Zunia configurations for the STATS Report for Australian non-government schools.

The STATS compliance report in Zunia allows you to export attendance summaries over the report period for all students in the selected year levels. An Excel document will be generated in a format that allows you to copy and paste the data straight into the official STATS Student Level Data Collection Tool spreadsheet available from Australian Schools Hub

Note : Exported Zunia STATS data fits the SchoolsHub Student Level Data Collection Tool
After downloading the Student Level Data Collection tool you may need to disable macros. Select file properties and Unblock.

Australian schools are required to submit STATS attendance twice yearly :

Semester 1
Term 3

To Run the STATS Export

Select Reporting and Compliance → Compliance Reports
Select your state in the STATE field
Select STATS
Select View Data Mapping and ensure all relevant fields are mapped as per Aus Gov requirements. Compliance reports mapping
Select Export
Add/Remove required Year Levels
Select the academic period which matches the reporting period date range
Select the required date range (from schools hub)
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.

Data Mapping

There are 4 data points which require to be mapped for the STATS export.

The STATS upload tool requires you to use specific values for data points such as Gender, Indigenous Status, Year Level and Full Time Indicator. 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 → STATS

Year Level

1 to 10 - Year levels 1 to 10

11MINUS - Students 11 years or younger that cannot be readily allocated to a year of education

12PLUS - Students 12 years or older that cannot be readily allocated to a year of education.

Indigenuity

Y - Aboriginal or Torres Strait Island students

N - Not Indigenous students or not stated

Gender

M - Male

F - Female

X - Other.

Full Time
Indicator

Y - Full Time student

N - Part Time student

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 or students with critical missing data.

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

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

Select this 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 STATS data

The Year_Levels sheet will list the number of days on which a counted attendance record exists for students in each year level. This represents the total number of teaching days for each year level. In most instances, this number should be the same for each year level. If they differ unexpectedly it is most likely the result of missed days of attendance or students having been marked with counted attendance types on non-teaching days.

For example, if the school closed unexpectedly for a day and lessons did not take place, the students should be marked with an uncounted attendance type given this is a non teaching day. If students are marked with a counted absence type for this day, the count on the Year_Levels sheet for this year level will be incorrect. Other common causes are students being marked as present or a counted absence on non-teaching days such as public holidays or weekends

Inclusion/Exclusion Criteria

Year Level	Students must have a year level selected in the Year Level field on the School sub-tab of Student Profile.
Count As Absence	Student absences are only recorded when absences are created with an attendance reason that has the Counted field = Yes in Attendance → Add or Edit Attendance Reasons
Attended	A Student must have at least one day marked Attended during the reporting period to be included in the STATS export
Non Teaching days	Non teaching days (ie public holidays) must be entered in Set Up Timetable → Teaching and Non Teaching Days to accurately calculate Attendance Days

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

Column	Heading	Description
A	Location AGEID	Location AGEID issued to your organization by the Department of Education. Configuration and comments This field is defined using Government School Code field on the School Configuration → School Details → School Details Tab Each school campus can have a different Location AGEID record This is a numerical field that has a maximum length of 5 characters.
B	Year Level	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 STATS values using the STATS Map Compliance Data setting. This field has a maximum field length of 7 characters. This field has a value of either: 1 to 10 - Year levels 1 to 10 11MINUS - Students 11 years or younger that cannot be readily allocated to a year of education 12PLUS - Students 12 years or older that cannot be readily allocated to a year of education. Note: Only special education schools can report using the 11MINUS and 12PLUS values.
C	Gender	Gender of the student Configuration and comments This value is defined using the Personal Information → Gender fieldstored on the Profile tab of Student Profile. The values of the Gender field are defined using the Gender lookup. Note: You need to map Gender values to STATS values using the STATS Map Compliance Data setting. This field has a maximum field length of 1 character This field has a value of either: M - Male F - Female X - Other.
D	Student Type	Indigenous Type of student Configuration and comments This value is defined using the Indigenous Student and Torres Strait Islander fields on the Profile → Student Flags → Student tab of Student Profile This field has a maximum field length of 1 character This field has a value of either: T - Total students including indigenous students I - Indigenous students only. Note : You need to map Indigenous Status values to STATS values using the STATS Map Compliance Data setting.
E	Possible School Days	Number of enrolled days for full-time students in the selected cohort during the reference period. Configuration and comments This is a numerical field that cannot contain decimal points and must have a value greater than 0 This field has a maximum field length of 5 characters This field only includes full-time students Students full and part time status is defined by the Student Type field on the School tab of Student Profile which has a status of either: Full Time Part Time Note : You need to map Full Time Indicator values to STATS values using the STATS Map Compliance Data setting.
F	Attendance Days	Number of days students in the selected cohort attended school during the reference period. For any given school day during the reference period, students with absences: less than or equal to two hours are reported as part-day attendances (0.5) greater than two hours are reported as whole day attendances (1.0). Configuration and comments This is a numerical field that supports up to two decimal places (for days of partial attendance) and must have a value greater than or equal to 0 This field has a maximum field length of 5 characters (plus two decimal points) This value must be less than or equal to the number of possible school days.
G	Students with <90% attendance	Number of full time students in the selected cohort that attended less than ninety percent of the possible school days during the reference period. Configuration and comments This is a numerical field that must have a value greater than or equal to 0 This field has a maximum field length of 4 characters
H	Students with ≥90% attendance	Number of full time students in the selected cohort that attended ninety percent or more of the possible school days during the reference period. Configuration and comments This is a numerical field that must have a value greater than or equal to 0 This field has a maximum field length of 4 characters.
I	Possible School Days for Students with ≥90 attendance	Number of enrolled days for students in the selected cohort that attended ninety percent or more of the possible school days during the reference period. Configuration and comments This is a numerical field that cannot contain decimal points and must have a value greater than or equal to 0 This field has a maximum field length of 5 characters.
J	School Days in Reference Period	Number of school days for the cohort during the reference period. Configuration and comments This is a numerical field that must have a value greater than 0 This field has a maximum field length of 3 characters.

Downloading and submitting your STATS report

1. Select the download button next to the most recent export to download your STATS report in Excel format.

2. Open the STATS Student Level Data Collection Tool spreadsheet and your STATS Export.

3. Complete the Location Details in the STATS Student Level Data Collection Tool. The data required for this sheet can be found in the Location_Details and Year Levels sheets of your STATS export.

4. Select the Student Details sheet on your STATS export, and copy columns A-K excluding the header rows (i.e. only copy from row 3 down)

5. Select the Attendance sheet of the STATS Student Level Data Collection Tool, select cell B4 and paste your copied data (HINT - Use Windows: Ctrl + Shift + V. Mac: Cmd + Shift + V )

6. If you are reporting on Term 3 attendance data, select the Student Details sheet on your STATS export, and copy columns M-N excluding the header rows.

7. Select the Attendance sheet of the STATS Student Level Data Collection Tool, select cell N4 and paste your copied data (HINT - Use Windows: Ctrl + Shift + V. Mac: Cmd + Shift + V )

8. Review the Check List on the STATS Student Level Data Collection Tool.

9. Select the Output Data sheet and select the Create XML button for each reporting period.

10. Login to Schoolshub and upload the XML file created by the STATS Student Level Data Collection Tool