Federal STATS reporting - Quick guide

TABLE OF CONTENTS

• Printing and saving the Federal STATS report (XML file type)
• Opening the Federal STATS report as a spreadsheet
• Opening the Federal STATS report in a text editor
• Days in reference period incorrect
• Ensure Campus record has required information (All schools)
• Ensure Staff record for the Coordinator has the required information
  • Federal STATS and multiple Campus schools
  • Proofing Fed STATS by Campus
  • Excluding a campus from Federal STATS
  • Students assigned to multiple campuses
• Ensure report is run with no students selected
• Extra rows showing for some year levels
• Resolving errors
• How is attendance days calculated?
  
  

This is a guide to configuration settings and preparations for producing Federal STATS report output for submission. Current 'Data Technical Specifications' and support information are available on the SchoolsHUB website.

Printing and saving the Federal STATS report (XML file type)

The current Federal STATS report is designed for the new upload tool which requires XML format. Due to the special file type, it will display code when you try to open it in the web browser or by double-clicking it.

The old Federal STATS CSV report is still available and has been renamed 'Federal STATS 2016 (w/Headings) (deprecated)'.

To download and save the file please follow the steps below.

1. Go to the Administration workspace > Attendance administration > Reporting.
2. Select the 'Federal STATS' report and ensure no students are selected. Set the date-range, time-range and date repetition.
3. Click Print. The report will go to the background for processing and may take up to 30mins; if it does not complete within this time please contact the SEQTA Support team.
4. Once the report is complete it will show under Notifications. Right-click the notification and select Save link as.. Give the file a helpful name and save it somewhere on your file system.

NOTE: If you left click the notification it will display in your web browser as code. To view the contents in spreadsheet format or in a specialist text editor please follow the steps below.

Opening the Federal STATS report as a spreadsheet

Please note that editing and resaving the Federal STATS report output file in Excel will not produce a valid XML report file and upon attempting to upload this file to the SchoolsHUB, it will be rejected.

1. Open Excel, Numbers or Google Sheets
2. Navigate to the file location, then select the file
3. A prompt will be displayed, select 'As an XML table' and click OK
4. Another prompt may display stating Excel will create a schema; click OK

Opening the Federal STATS report in a text editor

XML files can also be opened in some specialist text-editing applications, such as BBEdit and Notepad++. These programs do support saving as a valid XML file.

Days in reference period incorrect

Please refer to the article Federal STATS - School Days in Reference Period incorrect

Ensure Campus record has required information (All schools)

1. Go to the Administration workspace > Data management > Campus
2. Select the Campus
3. Enter the Federal Government Number
4. Select the Coordinator from the drop down
5. Click Save
6. If there is more then one campus repeat the above process for each campus being reported on

Be sure to reverse this temporary coordinator configuration setting to avoid a flood of pastoral care notifications being directed to this coordinator.

Ensure Staff record for the Coordinator has the required information

If staff records are synced from an externally managed admin system the data will need to be added to that system and a sync run. If this is not done, the sync will revert the changes overnight.
 

1. Go to the Administration workspace > Data management > Staff
2. Find and select the relevant staff member(s) that has been set as the coordinator for each campus
3. Ensure the first name, surname and phone number fields are populated
4. Click Save

Federal STATS and multiple Campus schools

The Federal STATS report caters to schools with multiple campuses. It does not need to be run separately for the various campuses.  For this to work, ensure that each campus record has the required information.

Proofing Fed STATS by Campus

The 'Federal STATS 2016 (by Campus, w/Headings) (deprecated)' report can be enabled on request however it should only used for proofing due to the newly introduced Federal STATS report having replaced it.

Excluding a campus from Federal STATS

To exclude students belonging to specific campuses from the Federal STATS report output, deselect the Campus in the Staff record for the staff member printing the report.

If a student is in more then one campus and that student is in a campus selected in the staff record then all campuses that the student is in will be included on the report.

1. Go to the Administration workspace > Data management > Staff.
2. Find the staff record for the person printing the report then select it.
3. Deselect the campuses you would like to exclude from the report.
4. Click Save.
5. Refresh/reload the page and print the report again.
6. Once done go back into the staff record and select the new campuses again.

Students assigned to multiple campuses

If a student is assigned to multiple campuses, all campuses will be included on the report, regardless of which campuses are selected in the record of the staff member printing the report.

Ensure report is run with no students selected

The Federal STATS reports will ignore students with no attendance or enrolments. For this to work, the Federal STATS report always needs to be run with no students selected. If it isn't, it will not include students who have left but do have attendance data for the reporting period in question. The Federal STATS report excludes year levels 11 and 12.

Extra rows showing for some year levels

There should only be a max of three rows per year level for each campus 'M', F'' and 'I'.  If there are additional rows there is likely one or more students assigned to a school year such as 'Kindy 3'

Resolution:  Temporarily remove the numeric value from the 'code' field of the school year record

1. Go to the Administration workspace > Data management > Years
2. Find then select the record (eg. KG3), change the code so it doesn't include a number (eg. KG Three)
3. Click Save
4. Print the report. Once you have completed the report process change the code back

Resolving errors

The following table details errors that may occur when submitting the file.

How is attendance days calculated?

(Reference check “Federal STATS (by Student)" report)
Attendance Days is the number of days a student is considered Present.  The calculation is provided by ACARA rules, as the following:

Rule 1: absent <= 2 hours: to be considered present for the whole day
Rule 2: absent > 2 hours, present > 0 minutes: to be considered absent for half the day
Rule 3: present = 0 minutes: to be considered absent for the whole day

It is expected that the time allocated to attendance consumes the entire day of enrolment.  That is,  data that is recorded assumes a complete day.   If attendance is only recorded for 30 minutes in a day, then the day is considered to be 30 minutes long.

If a student is present for 15 minutes of a total 30 minutes recorded, then Rule 1 applies.
If a student is present for 15 minutes and absent for 130 minutes of a total 145 (15 + 130) minutes recorded, then Rule 2 applies.
If a student is not present, but an attendance solution is recorded (absent for any time of that day), then Rule 3 applies.