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School User Manual - Schools Service Point

1. help SES privacy notice Addresses Summa mae To proceed with the statutory declaration please click on the next button text only DEEWR home page DEEWR privacy E statement disclaimer next Actions E Select lt stat dec gt from the left side menu E Confirm valid addresses are at least 95 then press lt next gt to proceed Schools Service Point Hotline 1800 677 027 EN Statutory Declaration Step 7 2 Select a Signatory 100 This page can only be accessed from the previous step 7 1 101 An authorised person needs to be selected from the drop down box 1 The names that appear in this list have been approved by DEEWR as notified to us by your school If the names listed are not current you may enter a new Signatory s name 2 and provide a completed Approved Authority form with the Statutory Declaration that you post to DEEWR The Approved Authority form can be accessed by selecting the Approved Authority Form link 3 To complete this step of the statutory declaration process click the lt Next gt button 4 Figure 27 Select a Signatory The statutory declaration will be resubmitted for the following school s Location site rota number oradaresses 15151 SCHOOL NAME LOCATION NSW 961 1 records found An authorised signatory must be authorised to act on behalf of the Approved Authority by the Approved Authority and by the Department in matters relating to the school This person must be listed
2. Tab separated values bt E Compressed file zip downoad SN O Schools Service Point Hotline 1800 677 027 HANDY HINTS Do e Use the mouse to scroll up and down and to select buttons e Use the keyboard to enter data e Printing reports click in the part of the screen you want to print then click on the printer button in the toolbar of the browser e Log off and shut down the browser e Useahigh speed modem if possible e Read all message windows carefully Don t e Disclose your Logon or Password to unauthorised personnel e Use back and forward buttons on your toolbar Instead use the Return to Previous Page link if it appears at the top of the page e Usenon frame supported browsers e Hide the toolbar of your browser Troubleshooting e You can t get started gt Check that your Internet connection and browser are working gt Check your platform and browser version e You lose the buttons on the left hand side gt Minimise then maximise the window to restore e You selected SES Help but the page did not come up gt Some features such as SES Info and SES Help open in a second window Minimise the current window to view the second window Schools Service Point Hotline 1800 677 027 430 FREQUENTLY ASKED QUESTIONS Why is the Australian Government collecting student residential addresses when there is a Review of Funding for Schooling and they might not be used in any new school funding
3. Berrimah 020 MT 2101 Steve Green Daly Rivert consolidate Daly River O22 MT 2102 Jane White Mount Ma care o b Alice Springs aro NT 2103 Tim Jones Section Sa katherine aso NT 2104 Jenny Black JRSD 622 PivotTable and PivotChart Report Alice Springs aro NT Get External Data t Refresh Pata 8 Schools Service Point Hotline 1800 677 027 Figure A7 Converting Text to Columns 3 Convert Text to Columns Wizard Step 1 of 3 Ei Ei The Text Wizard has determined that your data is Delimited IF this is correct choose Next or choose the data type that best describes your data Original data type Choose the File type that best describes your data Delimited Characters such as commas or tabs separate each field C Fixed width Fields are aligned in columns with spaces between each Field Preview of selected data Ss 75 Dinah Beach Road a ot 3 Farrar Ed Cc Cancel Finish Figure A8 Converting Text to Columns 4 Convert Text to Columns Wizard Step 2 of 3 This screen lets you set the delimiters your data contains You can see how your text is affected in the preview below Delimiters Tab Semicolon Comma W Space Other E Text qualifier l gt W Treat consecutive delimiters as one Data preview Schools Service Point Hotline 1800 677 027 Figure A9 Converting Text to Columns 5 Convert Text to Columns Wizard Step 3 of 3 El E4 This screen lets you select each column
4. School with M ultiple CAMPUSES rarmiaarariar aa PP PP A E AET Step 5 Submitting Student Addresses oa E OE CEE PET PEO o PE E E E E AOE SUNS A O TO A UBA student Adre ES eini E a Upload Student Addresses Uns Ulsa ario iaa Bs o N A ee rr A ET E Data Entry Pade SUS Ul sienna a ai View odent AU rESseS PAE iran RR ai o sinipi neisiet Step 6 Amending Invalid Addresses Roo O POE 7 POCO EEE E E Address Suggestion Facility Data Entry Page ccccccnoncoooccncconona canon nono nnnononnn ono nnnnrnnnno nano nnrnnnnnos Address Suggestion Facil Branch VIEW amaia an OMIC LOCO Mr at Step 7 Finalising Address Submission say pecar at y O OPC PO E e E View School Page Locked SLU caia Altering the Address Submission Unlock Request cccoocccccconconcccnoncononcnccooonnnncnoonononorononnnonnnos Downloading Submitted Student AddresSSES cunado cdi ibid ci HANDY HINTS Do Don t Troubleshooting FREQUENTLY ASKED QUESTIONS APPENDICES Appendix A Converting Existing Student Record Data into Correct Format A ota deca Ata O pans EE Aad EATER UE ON eRe a An O PE POPE PEO E EE E Converting TEE COMIS onirin a odas PP A EA O DEISUNO ROWS and COI Serrat datada Saving tiie Dato m the Comet FON AU nissan aio Openina the Data IA TOTES perinatal petete aa E Displaying the Data in Notepad rra A Appendix B Geocoding of Student Residential Addresses WE ie O S E E E E EOE Do aa iaia a A Appendix C Unusual Residential
5. EER SILS X ES E9 ES ES ES ES E ajajajaja a ag n Actions E Review all suggested address corrections E To accept suggested corrections select lt ndividual gt or lt Select All gt and then select lt save gt E If there are invalid addresses remaining after the Bulk Amend Facility has been used go to the Address Suggestion Facility 28 Schools Service Point Hotline 1800 677 027 Address Suggestion Facility Data Entry Page 83 To assist with the validation of difficult addresses SES Funding is able to offer suggestions based on the details submitted To access this facility select an invalid address through the View Student Addresses Page or the SRN Search Page 84 The data entry screen will display the address details of the selected record Based on the address details entered SES Funding will offer suggestions to the user 1 Simply select the appropriate suggestion and press lt Update Address gt 2 and the correct details will automatically be populated in the data entry area You must select lt save gt to store the corrected address details Figure 19 Data Entry Address Suggestions Status Invalid Address Data Entry This facility allows you to input and edit details of a student s address Please ensure you press the save button when adding or editing any information To view all address data stored in the SES website click on view addresses To enter details for a student with unusual c
6. e Students residential addresses not student names e Students level of education primary or secondary Students boarding school status boarders or day students DEEWVR ts bound by the provisions of the Privacy Act 1988 the Privacy Act Section 14 of the Privacy Act contains the Information Privacy Principles which prescribe the rules for handling personal information about individuals DEEWR will not use or disclose the information provided by your child s school other than in accordance with the Privacy Act Purpose of collection DEEWR ts collecting this personal information for the purpose of administering funding to non government schools and to determine payments of Australian Government assistance to non government schools including under relevant legislation such as the Schools Assistance Act 2008 Cth DEEWR will only use this information for this specific purpose Disclosure of information The information provided by your child s school may be disclosed by DEEWR to contractors working for DEEWR for the purposes of verifying the information The contractors will not use the information for any other purpose DEEWR may also provide this information to the Australian Curriculum Assessment and Reporting Authority ACARA ACARA will use this information in developing and evaluating Index of Community Socio Educational Advantage IC SEA formulas and school values In other instances the information will not be disc
7. statement Password Caz A ssp deewr gov au Sa Login I Not sure if you have an account Other Services DEEWR copyright ogn 4 Contact DEEWR I cannot access my account because w a I ve forgotten my Password a I ve forgotten my Login ID and Password Latest News 10 September 2011 SSP How to Tutorials Video tutorials are now available in SSP Help and are there to assist you with the following How to Register Forgotten Login or Password Managing Your Account and How do I access SSP Applications and Services You do not have to login Go to the left hand menu choose help gt SSP gt SSP Tutorials Australian Government Department of Education Employment and Workplace Relations 29 Once you have completed the registration form SSP will send you an email confirming that the registration process has been successful and advising you of your login ID Note that all new registrations are validated by SSP Security Administrators When a new registration request has been received DEEWR may contact your school or system to confirm the registration request 30 Once registration is approved SSP will send you a second email advising you that your registration request has been approved and providing you with a password 31 If your registration is rejected SSP will send you an email advising you that your request was rejected In this instance you should contact the HelpDesk on Ph 1800 677 027 or via emai
8. system The timing for the address collection is not intended to pre empt the outcomes of the Review of Funding for Schooling but to ensure continuity of business while Review recommendations are being considered by the Australian Government How long does my school have to complete the address collection process The SES website will be open for schools to submit their student addresses from 1 March 2012 All schools must finalise their address submission by close of business 31 May 2012 This includes posting the original signed Statutory Declaration and any required maps to the Department by 31 May 2012 What happens if my school does not participate in or complete the address collection process The submission of student residential addresses is a requirement outlined in the school s Funding Agreement with the Commonwealth for the provision of funding under the Schools Assistance Act 2008 see Clause 14 If the school does not comply with a condition or requirement set out in the Funding Agreement the Minister may apply one or all of the following consequences require the school to repay funds to the Commonwealth reduce future payments to the school or delay the making of further payments to the school until it complies with the condition or requirement see Clause 11 How long does it take to register for the SES website and when should I do this Schools should register as soon as possible All new registrations need to be val
9. 1 records found IF Please click in this box to certify that location maps for these addresses will be included with your signed original statutory declaration a Mi a Actions E Tick the certification box once you are satisfied that the submitted addresses are complete and correct If you have addresses which require location maps tick the second certification box confirming that all location maps will be provided with the signed statutory declaration Select lt submit declaration gt to proceed Schools Service Point Hotline 1800 677 027 ER Statutory Declaration Form 106 The statutory declaration will be identified by your school or system DEEWR Number 1 The address of your school will appear on the statutory declaration 2 The number of addresses submitted including unusual circumstances and the date and time of the statutory declaration generation will be shown 3 107 You must post the original signed and witnessed statutory declaration to Director Schools Funding Policy Section LOC C16M T4 Schools Grants amp Funding Policy Branch Department of Education Employment and Workplace Relations GPO Box 9880 CANBERRA ACT 2601 108 Your school s address submission will not be finalised until DEEWR receives the original signed and witnessed declaration and verifies the signatory 109 Information on who can witness a Statutory Declaration is located on the printed form 38 Schools Service Point Ho
10. 25929 School Hame SES Test School 7 Location Address School Place LLEAH TAS 7330 Affiliation Hare Krishna Signatories SES Score Not yet allocated SES Status Incomplete Data Entry Unlocked Number of Student Records 0 Number of Addresses 0 Humber of Addresses with Queries 0 Number of Unusual Circumstances 0 Total Number of Student Records 0 Total Number of Addresses 0 Total Number of Addresses with Queries 0 Total Number of Unusual Circumstances 0 Schools Service Point Hotline 1800 677 027 E View System 45 The View System page Is only available to registered users from school systems This page offers a system overview 4 allowing identification of the number of systemic schools at each stage of the address submission The school counts identified in the system overview are links which offer the user an efficient way to navigate to their member schools Figure 7 View System This page provides an overview of the chent detads and the chent s status in SES e To work with a particular cient use glact chen e To feview the school 5001658 summary use vey System AMB DEEWR Number 25922 School Name SES Test System Location Address System Street CIVIC ACT 2600 Signatories Mr Firstname Lastname OB Schools Service Point Hotline 1800 677 027 Step 5 Submitting Student Addresses Overview 46 There are two approaches to submitting student residential addresses through SES Funding upload and data e
11. 3 Once the correct location has been identified a marker can be added to the map 4 To print a copy of the map click the printer icon 5 The map window can also be extended by clicking the double arrow lt lt box 6 Schools Service Point Hotline 1800 677 027 EN Figure 23 Data Entry 5 Add Marker to Map X Status Invalid Address Data Entry This facility allows you to input and edit details of a student s address Please ensure you press the save button when adding or editing any information To view all address data stored in the SES website click on addresses To enter details for a student with unusual circumstances click here Student Details baa Address Suggestions Map CES ARA Please identify location by placing marker on the map Education Level 8 Primary Secondary i Search Address Boarding Yes No De cme gat Property or Community Name p Lot Section Portion or da Js pow 103 al RMB No A Ei El E Unit or Flat No n jai T po i arkins E House No 634 rey Fa 2 we oie RO er al pou pansi ER El Street Name Barnstaple po e ka Fj Roberts we aoe Ej i le a 5 Street Type Road sgi S leis ENE E E 4 Mz Suburb Locality Five Dock E a State NSW E Postcode 2046 Sutton Si i POWERED Ave Eu a N
12. Campus 35 Once your data is correctly formatted and you have successfully registered for SSP you will need to log in to SSP Figure 2 Welcome to Schools rab Login Page Australia n Ge ernment fis a Schools Service Point ce Departn nto ation Employ nd Wo aisles me da atic register z z contact DEEWR Welcome to Schools Service Point help Contact DEEWR Existing Users Unregistered Users Helpdesk phone in E Log in to SSP with your existing account jaan have an SSP account and 1800 677 027 DEEWR home page require access Loe SSP Email Add DEEWR privacy Click here to Register De ee Statement Password L ssp deewr gov au en Login 4 Not sure if you have an account Other Services Za Sedie Contact DEEWR I cannot access my account because I ve forgotten my Password I ve forgotten my Login ID and Password If you are registered and have a logon id PLEASE DO NOT REGISTER AGAIN WHEN YOU CHANGE SCHOOLS as your existing logon id remains with you If you are not sure if you have an account contact the SSP Helpdesk on 1800 677 027 Users are reminded not to share logon ids and passwords It is a condition of registration that you agree not to permit any other person to use your account and you also agree to take reasonable steps to ensure that others do not know your password Latest News 10 September 2010 SSP How to Tutorials Video tutorials are now available in
13. File in the Correct Format E A e A A A A A AA CEA A OOO EN TON TN O VO TO NN NN UN 3 ssnseasasanaaneaeanananas See A o eee o RR A Po a A e AP AA O NN O O NN o NN ATERPE ENEA En A E A A A A A A o o e no io E E e ETETETT 9099 T a i Mount Nancy i i Alca Springs 870NT Cnr Stuart Hwy Basso Road P Y TEA o e Community SW e E E A NR E EUA A DA DS J aneeeeeseseeeeeeseesessees rs pqgE nn A A q O A A OU ORT UTE FEU EOC CORED OE TD TE PERRO TNT re EPEC ee POE AAA A 3999 rms JIGAR 622 i Ross Highway nice pinos _ 870NT Undoolya Road P Y Schools Service Point Hotline 1800 677 027 9 USING THE SES FUNDING APPLICATION Address Submission Process Steps 25 This diagram outlines the steps involved in submitting the addresses in the SES Funding application start manual data entry individual file upload address multiple addresses data entry upload create edit upload file file format validation submit individual address upload file to SES website resolve queries if required submit submit replace all another addresses addresses address submit individual statutory certify addresses submitted are complete and correct tick box declaration stat dec E Schools Service Point Hotline 1800 677 027 Step 3 Registering for Schools Service Point and SES Funding 20 In order to access
14. SES Funding you must register for access to both Schools Service Point SSP and SES Funding Registration is limited to e staff members who will be processing the school s student addresses and e approved signatories of the Approved Authority for your school or system 27 If you already use other applications within SSP Financial Questionnaire Financial Accountability Census on the Internet Compliance Certification Student Attendance then you are already registered as an SSP user and you should not attempt to register again Instead please refer to the SES Funding Help Section on Requesting Additional Access 28 Please note that if you want additional access and you already have access in respect of more than one school or system you won t be able to use the Request Additional Access facility Please contact the SSP HelpDesk on Ph 1800 677 027 or via email at sso deewr gov au to arrange access a 1 Welcome to Schools Service Point A Login ID Password ES Schools Service Point ENEE Department of Education n Employment and Workplace Relations register z rere contact DEEWR Welcome to Schools Service Point help Contact DEEWR SSP Helpdesk phone line Existing Users Unregistered Users Log in to SSP with your existing account Don t have an SSP account and 1800 677 027 DEEWR home page AAA require access Login ID p il Add DEEWR privacy f Click here to Register SSE Eman EARN ORS
15. SSP Help and are there to assist you with the following How to Register Forgotten Login or Password Managing Your Account and How do I access SSP Applications and Services You do not have to login Go to the left hand menu choose help gt SSP gt SSP Tutorials Australian Government Department of Education Employment and Workplace Relations 36 Logins and passwords are unique and are issued to authorised individuals in schools and systems by DEEWR DEEWR recommends that you change this password after you have successfully logged into SSP To do this use the lt Change Password gt option under lt my details gt on the left side menu Action E Go to Schools Service Point at https ssp deewr gov au SSP and enter your Login ID and Password Schools Service Point Hotline 1800 677 027 E Select the SES Funding Application 37 Once you have logged in to SSP the red SES Funding icon should appear see Figure 3 If the icon does not appear you will need to request access to the application by selecting lt my details gt on the left side menu and follow the prompts Figure 3 SES Funding Icon SN Australian Government Schools Service Point gt Department of Education Employment and Workplace Relations SSP Home pf 7 cis SSP Home my details contact DEEWR help log off Please select an application from the list below Click here to access Socioeconomic Status Funding text o
16. and the action that should be taken In extremely unusual circumstances the school may submit a SRN without an address but will be required to provide a reason why the address is not available Schools may also be asked by parents not to submit their child s address It is important to note that schools must submit student residential addresses for every student enrolled at the school at the time of the submission DEEWR must geocode at least 95 per cent of these addresses in order to calculate and release an SES score for the school Unusual circumstances and addresses that cannot reasonably or practicably be geocoded are all counted In the allowable five percent Schools should therefore work to limit the number of unusual circumstances to those strictly required Table C1 Allowable Unusual Circumstances and Treatment Situation With Regards To Action to Take Student s Living Arrangements Exchange students Do not submit an address School boarders Submit the student s place of residence when not boarding by using the file upload or manual data entry function Students boarding privately Submit the student s place of residence when not boarding by using the file upload or manual data entry function Students parents who live on Submit the berth or mooring locality of the boat by yachts houseboats watercraft using the file upload or manual data entry function Students living on a long term Submit the address at which the stu
17. be provided to DEEWR Sub section 14 3 of the funding agreement requires a school or school system to ensure that a copy of the Privacy Notice is provided to the person responsible for each student whose details are included in the report 16 In order to fulfill this requirement schools must provide a copy of DEEWR s Privacy Notice to the parent legal guardian of each student enrolled at the school in M arch M ay 2012 and for whom an address will be submitted This must be done before schools submit any student addresses to DEEWR 17 The Privacy Notice advises the parent legal guardian that their residential address will be forwarded to DEEWR the purpose for which it will be used and who will have access to the address data It also reassures the parent legal guardian that their personal information will be handled strictly in accordance with privacy legislation 18 Schools may provide the Privacy Notice to the parents legal guardians of students via whatever regular and well understood communication mechanisms are in place between the school and the persons responsible for its students Schools must allow reasonable time for a parent legal guardian to respond to the Privacy Notice if required prior to the student s address being provided to DEEWR Action E Ensure that the school has provided DEEWR s Privacy Notice to the parent and or legal guardian of every child whose address will be submitted A copy of the Privacy Notice is available
18. been returned in hardcopy to you submit all maps to DEEWR with the statutory declaration in Step 7 If address location is identified select lt Add M arker gt and place marker on map in correct location and select lt Save gt Once all addresses have been identified using a map proceed to Step 7 Finalising Address Submission 34 Schools Service Point Hotline 1800 677 027 Step 7 Finalising Address Submission Statutory Declaration 94 A statutory declaration is a written statement declared to be true in the presence of an authorised witness Only a person authorised to sign on behalf of the Approved Authority of the school may make the declaration It is an offence under the Statutory Declarations Act 1959 to make a false or misleading declaration punishable by a fine imprisonment or both 95 In order to finalise your school s submission of student addresses an approved authority of the school must complete a statutory declaration stating that 1 addresses submitted are correct 2 the total number of addresses submitted and maps provided equals the number of students receiving Australian Government funding enrolled at the school 3 acopy of the Privacy Notice has been sent to each student s parent legal guardian 96 The statutory declaration form is generated by SES Funding This section describes the details of this process Statutory Declaration Step 7 1 Initial Confirmation of Information Provided 97 The S
19. begin by using the Bulk Amend facility which offers a relatively quick means of correcting invalid addresses 78 After using the bulk amend facility it is possible that some invalid addresses will remain The address suggestion facility can then be used to try and resolve these records on a case by case basis see Address Suggestion Facility Data Entry Page 79 If following these two steps invalid addresses are still present the locations of these addresses will need to be identified on a map The system provides you with maps that can be printed stored electronically and emailed to assist you with this process See Providing a Location Map for more information Bulk Amend Facility 80 It is possible to correct addresses in an efficient manner through the bulk amend facility This facility is available from the view student addresses page Depending on the number of addresses you have submitted the page may not open immediately 81 The bulk amend facility only displays addresses the system can correct with a high level of confidence Statistics are displayed showing the number of addresses the facility can improve and the resulting impact on the percentage of valid addresses if all corrections are accepted 1 82 Please review the addresses listed to ensure that the corrections made are acceptable Corrections will appear in uppercase 2 To accept the suggested corrections select individual addresses by using the tick boxes o
20. calculate SES scores for non government schools Note Please keep a record of the time you spend preparing and submitting address data This is part of an Australian Government commitment to reduce the burden of form completion The Time Box is available at the end of the submission process The SES website holds data for previous funding quadrennia To access data for a different quadrennium select the quadrennium below 2001 2004 Funding Quadrennium locked for data entry E 2005 2008 Funding Quadrennium locked for data entry 2009 2012 Funding Quadrennium 2013 2016 Funding Quadrennium currently selected Note Information held by this site is considered in confidence Schools Service Point Hotline 1800 677 027 EN View School 42 The View School page provides an overview of the selected school in SES Funding The top segment of the screen contains a bullet list with links relevant to the user 1 43 The bottom segment displays details of the selected school s address submission including the total number of addresses submitted and the number of valid addresses 2 Figure 5 View School This page provides an overview of the school s details and status in SES To upload a file containing multiple student addresses click on upload To manually enter student addresses one at a time click on data entry To view or download all student addresses click on view addresses To complete the data collection process by sub
21. fields indicated by a red asterisk must be completed for successful submission of addresses to the database M essages appear if mandatory fields are not completed 66 Please ensure you click the save button when adding or editing any information Figure 14 Data Entry 1 hor Australian Government SES Funding MS a Department of Education Employment and Workplace Relations SSP Home 16151 School Name LOCALITY 2013 2016 Funding Quadrennium SES Home Incomplete Data Entry Unlocked view school upload Data Entry data entry 7 x i e Fa This facility allows you to input and edit details of a student s address Please ensure you press the save button when adding or editing any information sini diva To view all address data stored in the SES website click on view addresses To enter details for a student with unusual circumstances click here stat dec view addresses Student Details contact DEEWR Student Record Number help SES privacy notice Education Level Primary Secondary log off Boarding Yes O No text only Property or Community DEEWR home page Name DEEWR privacy Lot Section Portion or RMB statement No disclaimer Unit or Flat No DEEWR copyright j P House No Logon gt User Street Name Street Type Postcode Nearest Cross Road or Comments Action E Enter all data into the mandatory fields for each student and select lt save gt Repeat for each student addr
22. of Education Employment and Workplace Relations School Name LOCATION 2013 2016 Funding Quadrennium SES Home Completed Data Entry Locked view school srn search Socioeconomic Status Home stat dec view addresses contact DEEWR Welcome to the SES Website n DR SES pri ap Australian Government funding arrangements for non government schools are based on py mid derah eee the Socioeconomic Status SES of a school s community funding log off Important Your address data are locked and you are now restricted from making any further changes Your data can be ed for further editing by text only sending an Unlock Request to DEEWR DEEWR home page 3 DEEWR privacy statement This application has been designed to be interactive and intuitive enabling clients to submit their students residential addresses to the Department of Education disclaimer Employment and Workplace Relations DEEWR DEEWR copyright 113 Once DEEWR unlocks your school s student address data and the required editing has been completed another statutory declaration will need to be completed and posted to DEEWR 0 Schools Service Point Hotline 1800 677 027 Downloading Submitted Student Addresses 114 Itis possible to download student address data from SES Funding at any point during the submission Addresses can be downloaded not only for the current funding period but also for previous funding periods 115 To access this dat
23. top of the screen confirming that the address has been stored At this stage the address status will change from Invalid to Valid with M ap Address NOTE Due to software licensing restrictions the marker locations identified on the interactive map are not stored Figure 25 Data Entry Pin Address on Map Xx Status Invalid Address Data Entry This facility allows you to input and edit details of a student s address Please ensure you press the save button when adding or editing any information To view all address data stored in the SES website click on view addresses To enter details for a student with unusual circumstances click here Student Details Address Suggestions Map Student Record Number 800130 Please identify location by placing marker on the map Education Level Primary Secondary Search Address co Boarding Yes No Property or Community Name Lot Section Portion or RMB No 9 ape Unit or Flat No pams House No 63 d saosa E Street Name Barnstaple Street Type Road T gt Suburb Locality Five Dock pu State NSW Postcode 2046 Nearest Cross Road or j i A A Comments Map data 2011 Google is A Sensis Ph Ltd Terms of Use Clear Marker ha 0 Actions E Ifan address location cannot be identified print off the map or print to PDF if available and provide the map to the student s parent legal guardian to mark Once marked maps have
24. will offer address suggestions Figure 8 Valid and Invalid Addresses Valid Address Address has been validated Invalid Address Address has not been validated Address Status 49 In addition to Valid and Invalid addresses SES Funding also uses two additional address statuses during the address submission process Valid with Map Address and Pinned see Figure 9 Figure 9 Valid with M ap Address and Pinned Address was not valid but the Valid with M ap location was using a Address Address is considered valid and Pinned location data is recorded 50 A Valid with M ap Address is attributed to an address that cannot be identified through the bulk amend and address suggestion facilities covered in Step 6 This status requires the school to provide a location map indicating the student s address location to DEEWR with Its statutory declaration Schools Service Point Hotline 1800 677 027 51 After the school has completed and posted the original statutory declaration and location map to DEEWR the location map will be used by a DEEWR officer to geocode the record Once the address is geocoded the address status will change from Valid with M ap Address to Pinned 52 If the school is unable to provide an address for a student we ask that you enter the record as an unusual circumstance An explanation of why the address is not available must be provided If a studen
25. with the Department as an approved signatory The Department can only accept a statutory declaration signed by an approved signatory Please select a signatory w E Please contact the Department if this list is incorrect OR If the signatories have changed and you wish a new person to the current list to act on behalf of the Approved Authority of the school please add the name in the box below An Approved Authority Form d also be printed completed and the original sent to the Department with the original statutory declaration New Signatory Name Bi Actions Select a signatory from the drop down list then select lt next gt If the intended signatory does not appear on the drop down list enter a new Signatory Name and provide a completed Approved Authority form with the statutory declaration to DEEWR Select lt next gt to proceed 36 Schools Service Point Hotline 1800 677 027 Statutory Declaration Step 7 3 Submit Declaration 102 This page can only be accessed from the previous step 7 2 103 By ticking the certification box 1 you are certifying that the data collection process is complete and correct and that a Privacy Notice has been provided to the parent or legal guardian of each student for whom a residential address has been submitted 104 If you have identified any addresses requiring location maps during the submission they will be listed 2 Before you can proceed you must also tick the certification bo
26. 1800 677 027 E Appendix B Geocoding of Student Residential Addresses What is Geocoding Geocoding is the process of mapping an address to a latitude longitude This is then linked to ABS Census data to calculate the SES score for a school A large proportion of the required geocoding of addresses is undertaken via an automatic process that utilises mapping software and various geospatial data bases and tools Clean accurate address data provided at the point of submission improves the success rate of the automatic geocoding process SES Funding incorporates cleaning and validating processes for address data Some geocoding of more difficult to find addresses is done manually by DEEWR Schools may be required to provide maps In circumstances where addresses are hard to find eg remote areas new developments Schools may also be contacted by DEEWR for assistance in geocoding difficult addresses if required The Guidelines for determining socioeconomic status SES scores 2008 require that each student residential address contained in the statement of addresses for a school is to be geocoded unless it is not reasonably practicable to geocode that address A minimum of 95 per cent of total student residential addresses must be geocoded in order to calculate a school s SES score 100 Percent Geocoding Under previous arrangements for collecting and geocoding student residential addresses and calculating school SES scores schools w
27. Address Circumstances Unusual Residential Address Circumstances iessirrian ii Privacy Notice OVERVIEW Purpose of the School User M anual l The purpose of the School User M anual is to assist with managing the collection of student residential addresses from Australian non government primary and secondary schools and to provide guidance when using the SES Funding web application 2 The users of this M anual may include school staff members or approved signatories of the Approved Authority for schools or school systems who will be collecting and or processing student residential address information for the 2012 student address collection Purpose of the Collection 3 The student residential address collection will enable the Australian Government to determine the socioeconomic status SES of a school community by linking student residential addresses to Australian Bureau of Statistics ABS national Census of Population and Housing data 4 Student residential addresses are mapped to a land parcel by a process called geocoding Each school s community is defined in terms of the ABS Census statistical areas from which it draws its students and the school s SES score is calculated on the basis of the average SES of these areas Schools which draw students from areas of predominantly high SES will generate a higher SES than schools which draw students from areas of average or low SES 5 Accurate student residential address informatio
28. N B 14279 2102 Mount Nancy Community Alice Springs 57D NT Cor Stuart Hwy amp Bassa Road P M 14279 2103 Sectian 34 Stuart Close Katherine B500 NT Stott Terrace Sh a 14279 2104 RSD 622 Ross Highway Alice Springs 8700 NT Undoolya Road P N Saving the Data in the Correct Format The spreadsheet needs to be saved as a tab delimited file or a comma delimited file To save the spreadsheet in the correct format e Choose the File menu then Save As e Click on the drop down arrow next to Save in to navigate to the correct drive and folder e Click on the drop down arrow next to Save as type e Choose txt tab delimited or csv comma delimited e Typeinaname See Figure A13 e Choose Save Schools Service Point Hotline 1800 677 027 CO Figure A13 Saving the Data in the Correct Format Save As Save in E Uploaded Data E lx Sra l Fmtand44 G Deskto p File name School Address Data formatted csv Web Folders Save as type Cs Comma delimited csw Cancel Template xlt a Text Tab delimited bet Unicode Text Ext Microsoft Excel 5 0 95 Workbook xls Microsoft Excel 97 2000 5 0195 Workbook 6 xls CSV Comma delimited csv Opening the Data in Notepad Once the data has been formatted as txt or csv it can then be opened in Notepad If you wish to view the data To open the data in Notepad e Open Notepad e From the File menu choose
29. Open e Click on the drop down arrow next to Look in to navigate to the correct drive and folder e Click on the drop down arrow next to Files of type and choose lt All files gt See Figure A14 e Select the file e Choose Open O Schools Service Point Hotline 1800 677 027 Figure A14 Opening the Data in Notepad Open Look ir E Uploaded Data gt t Files of type All Files Cancel A Displaying the Data in Notepad Figure A15 shows how the data looks when saved as a csv file Note The extra commas in Figure A15 depict the fields that do not contain information Do not delete these extra commas as it will put the remaining information into the incorrect fields Figure A15 Displaying the Data in Notepad File Edt Search Help 14279 2001 55 608 Griffe Street Hakara 810 NT P H 14279 2882 21 Exmouth Circuit nula 812 NT P H 14279 2083 3 75 Dinah Beach Road barvin 806 NT P H 14279 2004 Lot 2 Farrar Ed Berrimah 828 NT Farrar Rd amp Secrett Rd S Y 14279 2181 Daly River Mission Daly River 822 NT Lat 13 45 Long 138 41 5 N 14279 2182 Hount Nancy Community Alice Springs 876 NT Cnr Stuart Huy amp Basso Road P H 14279 21803 Section 34 5tuart Close Katherine 8S66 HN1T Stott Terrace H 14279 2184 R5D 622 Ro0s5 Highway Alice Springs 8786 NT Undoolya Road P H CLICK HERE to return to the next step in the Address Collection Process Schools Service Point Hotline
30. To Action to Take Student s Living Arrangements No fixed address Student does not maintain long term residential address Submit Student Record Number only and provide details of the reason why the residential address Is unavailable using the Unusual Circumstances Page Parents refuse to have address Submit Student Record number only and provide details submitted to DEEWR of the reason why the residential address is unavailable using the Unusual Circumstances Page If your student s living arrangements do not match any of the above criteria submit all available information using the Unusual Circumstances Page Note Usual Residence The ABS defines a Usual Residence as the address at which the student has lived or intends to live for a total of 6 months or more Action E Follow the suggested lt Action to take gt outlined in Table 5 for all unusual residential addresses and return to Using the SES Funding Application Schools Service Point Hotline 1800 677 027 soy Privacy Notice E Australian Government A Fa pa a Department of Education Employment and Workplace Relations INFORMATION REQUIRED TO HELP DETERMINE FUNDING ARRANGEMENTS FOR NON GOVERNMENT SCHOOLS PRIVACY NOTICE This notice is fromthe Australian Government Department of Education Employment and Workplace Relations DEEWR to advise you that DEEWR has requested your child s school to provide the following three pieces of information to DEEWR
31. Y MRE 7 Re Es M Australian Government TR A SS S pe epa artment of Educ aie 0 Emplo yment d Workplac School User Manual STUDENT RESIDENTIAL ADDRESS COLLECTION 2012 CONTENTS OVERVIEW PUrDOSe ol me School USEF M ainia Puo eo A meine anern EEA EAEE Requirement to Collect Student Residential AUUresses ccooonooooccccccnononanananononononannnnonanononos What Adresses MUST BE Provide asin Addresses Exempt from the Collection PROL Sonia danna How Addresses are Submitted cccconococcccnccononononononcnncconononononononnnnnnnnnnnonnnrornnnononnnnrrrnnnnnnnnncnnnos Geocoding of Student Residential ADCreSSES ccccsscsssssescessscseeeeeeseeseseeseeeeeeeeeeeseeseeeueseeeeeeneats THE ADDRESS COLLECTION PROCESS Address Collection Process Steps ccsssccccssssssssrssecesceessesssssseeceesceeesseeeeesseeessessseeteeesseesssnteeeeegs Step 1 Privacy Notice Information Step 2 Preparing Student Address Records PP E UNO a ANA A A sa EETA AA E E E Unusual Residential Address CircUMSTANCES cccceccceccescauccuucuucecuaucuueeeueuuseaueaueueueuuenereutueunentasenes USING THE SES FUNDING APPLICATION Address SUBMISSION PrO CESE SIONS aiii iii Step 3 Registering for Schools Service Point and SES Funding Step 4 Logging In and Accessing your School or Campus Select the SES Funding APpuUCAO Naranco cios o Fae ainn o E AE vive tiesemnteodah E E EAS VIEW CACO P E CE E E 0 SEE OE View School
32. a for a particular funding period go to the SES Funding homepage and select the appropriate quadrennium 1 Next click the lt view addresses gt link in the left side menu 2 Figure 32 Selecting Funding Period x mn Australian Government y of Pale SES Funding x Department of Education Employment and Workplace Relations SSP Home 15151 School Name LOCALITY 2013 2016 Funding Quadrennium SES Home Completed Data Entry Locked view school srn search Socioeconomic Status Home stat dec El view addresses contact DEEWR Welcome to the SES Website a 7 SES pri tice Australian Government funding arrangements for non government schools are based on op ae poro Pa the Socioeconomic Status SES of a school s community i oa m o EE Important Your address data are locked and you are now restricted from making any further changes Your data can be unlocked for further editing by text only sending an Unlock Request to DEEWR DEEWR home page DEEVYR privacy Statement This application has been designed to be interactive and intuitive enabling clients to submit their students residential addresses to the Department of Education disclaimer Employment and Workplace Relations DEEWR DEEWR copyright Users Logon User e Non government schools and systems are required to submit the residential addresses of all students for whom the school receives Australian Government Recurrent Assistance Full fee paying overseas stud
33. an be accessed by clicking the respective plus symbols 1 Figure 20 Data Entry Branch View 1 X Status Invalid Address Data Entry This facility allows you to input and edit details of a student s address Please ensure you press the save button when adding or editing any information To view all address data stored in the SES website click on view addresses To enter details for a student with unusual circumstances click here Student Details Address Suggestions Map Student Record Number 800130 BARNSTAPLE RD FIVE DOCK NSW 2046 BARNSTAPLE LANE FIVE DOCK NSW 2046 BARNSTAPLE RD RODD POINT NSW 2046 Boarding Yes No BARNSTAPLE RD RUSSELL LEA NSW 2046 Education Level Primary Secondary Property or Community Name Int Sartinn Pnrtinn nr 87 The plus symbol will change to a minus sign when clicked and the underlying details will be shown 2 A scroll bar will appear on the right allowing access to all records 3 It is possible for additional groups to be present within a high level group 4 This can occur if there are multiple dwellings on the single land parcel e g apartments or townhouses Figure 21 Data Entry Branch View 2 x Status Invalid Address Data Entry This facility allows you to input and edit details of a student s address Please ensure you press the save button when adding or editing any information To view all address data stored in the SES websit
34. and set olumn data Format the Data Format le enel General converts numeric values to numbers date Text values to dates and all remaining values to text C Date DMY Advanced i Do not import column skip Destination 041 Cancel lt Back Mext gt IL finish Best Fitting Data Some of the columns may not be wide enough to display all of the data in the column The columns can be best fitted to display all of information To best fit the columns e Select the column s e Rest the mouse on the right hand side of the selected column heading s A double headed arrow appears e Double click All of the data in the columns are now visible see Figure A10 Figure A10 Best Fitting Data A B MA E FE GH K 1 SRN Name Address suburb Postcode State 2 2001 Joe Bloggs 5af BU Giffe street Makara 910 NT 3 2002 Mary Smith PO BOX a Anula 012 NT 4 003 John Citizen af r5 Dinah Beach Road Darwin a00 WT i 2004 Sue Brown Lot 4 Farrar Rd Berrimah a20 MT G 2101 Steve Green Daly River Mission Daly River O22 MT f 2102 Jane White Mount Nancy Community Alice Springs aro NT 8 2103 Tim Jones section 34 Stuart Close Katherine aso WT 9 2104 Jenny Black JRSO hee Ross Highway Alice Springs aro NT 10 Deleting Rows and Columns The data may contain column headings such as name and address This row will need to be removed as will any extra rows or columns It is preferable to delete all column headings before savi
35. at the end of this manual Proceed to Step 2 once this step Is finalised Schools Service Point Hotline 1800 677 027 EN Step 2 Preparing Student Address Records Overview 19 Student residential addresses are submitted using an upload file via SES Funding This section is designed to assist schools in creating the upload file 20 Before you start creating the upload file you will need to know your school s Client Number DEEWR No and if applicable DEEWR campus numbers Please contact DEEWR if you do not know your school s Client Number and or campus numbers 21 In order to successfully submit your student address records via an upload file you must save them in Excel as a csv comma delimited or txt tab delimited file see Saving the Data in the Correct Format in Appendix A The upload file needs to be formatted in a particular way to allow SES Funding to read and store the data correctly If your school has a small number of students for example less than 30 students it may be more appropriate to manually enter the student addresses one by one via the Data Entry Page rather than create an upload file 22 The upload file should be set up according to the field names and specifications outlined in Table 3 see below 23 Table 4 provides an example of the layout of a correctly formatted student address file NOTE Student Record Numbers SRNs may only be numeric not alpha numeric This is to ensure
36. called Text to Columns To convert text to columns e Select the column to be converted See Figure A5 e Choose the Data menu then Text to Columns See Figure A6 e Click on the Delimited option See Figure A7 Schools Service Point Hotline 1800 677 027 CS e Choose Next e Click in the box next to the Space Delimiter i e Treat consecutive delimiters as one See Figure A8 e Choose Next e Observe how the data changes and once satisfied choose Finish See Figure A9 Figure A5 Converting Text to Columns 1 E H J k Mame Address suburb Postcode State 2001 Joe Bloggs 55 60 Giffe Street Makara 910 NT 2002 Mary Smith PO BOX 6 Anula O12 MT 2003 John Citizen 51 75 Dinah Beach Road Darwin a00 MT 2004 Sue Brown JLot 9 Farrar Rd Berrimah O20 MT 2101 Steve Green Daly River Mission Daly River 022 HT 2102 Jane White fiMount Nancy Community Alice Springs aro NT 2103 Tim Jones Section 34 Stuart Close Katherine aso HT 2104 Jenny Black JRSD 622 Ross Highway Alice Springs aro NT Figure A6 Converting Text to Columns 2 Es File Edit wiew Insert Format Tools Data Window Help ID ot S S Re amp m eso aria 10 B zul Address Elier eu Ct i EA Name Address Subtotals Suburb Postcode State 2001 Joe Bloggs 65 60 Gi validation Makara 910 NT 2002 Mary Smith PO BUE Anula O12 MT 2003 John Citizen 3 75 Dins Table Darwin a00 NT 2004 Sue Grown JLot 9 Farr Text to Columns
37. ce is known by using the file upload or manual data entry function If the student has only a Post Post Office Box numbers are not accepted Submit the Office Box number residential address of the student by using the file upload or manual data entry function Arrangements where the student Submit the address where the student spends the most lives part time with both parents time If a 50 50 arrangement exists then school should submit either address by using the file upload or manual data entry function Australian students with parents Submit the parents overseas address using the Unusual residing overseas where the Circumstances Page parents do not have an Australian address Australian students with parents Submit this address by using the file upload or manual residing overseas where parents data entry function have an Australian address Students with Australian Submit the overseas address using the Unusual residency temporary or Circumstances Page permanent with no Australian address International students If student is not eligible for funding do not submit address AusAid or other sponsorship type arrangement non nationals Where the student is eligible for funding e submit Australian address if available by using the file upload or manual data entry function or submit the overseas address using the Unusual Circumstances Page ES Schools Service Point Hotline 1800 677 027 Situation With Regards
38. dent Is living by basis with guardians carers using the file upload or manual data entry function grandparents or other relatives foster family family friends Students living in institutions Submit the address where the student lives at the time including orphanages hostels of data collection by using the file upload or M anual refuges etc data entry function Students receiving homeless Submit the address where the student lives at the time Youth Allowance Independent _jof data collection by using the file upload or manual Homeless data entry function Schools Service Point Hotline 1800 677 027 CN Situation With Regards To Action to Take Student s Living Arrangements Parent s incarcerated Submit parent s usual residential address or student s usual place of residence by using the file upload or manual data entry function Circumstances where parents live Submit the address where the student lives at the time on site in an employer employee of data collection by using the file upload or manual relationship or similar type of data entry function arrangement Students in transit between Submit the student address at the time of data addresses collection unless the new address is known e g new home by using the file upload or manual data entry function Addresses where the student Submit the student address at time of data collection does not live regularly unless the usual place of residen
39. dresses Addresses Circumstances re Number of Records _ E Filter Addresses All Lot No Property Name Street Type Postcode Comments Primary or Boarding Unusual Secondary pa EC onnnnyt RAAB ntl Dimas rn Crm Manto ANAL KICOLAS m Al 117 The Download Student Addresses page displays various options regarding the content of the download file and the file type The Download and Options area allows you to identify the content you wish to include in the download file 4 The lt Submitted Address Data gt option will present the address data in the same required format as the upload file discussed in Step 2 As part of the address validation process Statistical Area 1 SA1 identifiers will be attached to address records It is possible to include the SA1s in a download of the submitted student addresses by selecting the second download option lt Address Data with SA1s gt 118 Once the appropriate options are selected click lt download gt 5 to access the file Figure 34 Download Student Addresses Addresses Summa Valid Addresses Invalid Addresses Valid w Pinned Addresses Total Addresses Unusual Circumstances Total Number of Records a OO eee ee eee OO OOO OOOO OO O o To download address data select from the settings below then click the download button Download Submitted Address Data Address Data with CDs 4 Options J Include Unusual Circumstances File Type 9 Comma separated values csv
40. e click on wiew addresses To enter details for a student with unusual circumstances click here Student Details Address Suggestions Map Student Record Number 800130 BARNSTAPLE RD FIVE DOCK NSW 2046 a Education aaki D Primaiy O Secindaiy Lot 55 1 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 561 3 BARNSTAPLE RD FIVE DOCK NSW 2046 Boarding Yes No Lot A 4 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 562 5 BARNSTAPLE RD FIVE DOCK NSW 2046 priate Conant Lot 1 6 BARNSTAPLE RD FIVE DOCK NSW 2046 Name Lot A 7 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot Section Portion or Lot B 7A BARNSTAPLE RD FIVE DOCK NSW 2046 aaa Lot 2 8 BARNSTAPLE RD FIVE DOCK NSW 2046 Unit or Flat No Lot 58 9 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 9 10 BARNSTAPLE RD FIVE DOCK NSW 2046 House No 634 Lot 59 11 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 1 12 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 1 13 BARNSTAPLE RD FIVE DOCK NSW 2046 Street Tvpe Road fat A 14 RARNSTAPI F RN FIVF DOCK NSW 2046 Street Name Barnstaple Actions E Select the appropriate Address Suggestion press lt Update Address gt and then press lt save gt E Ifthere are no appropriate Address Suggestions go to the Providing a Location M ap option 30 Schools Service Point Hotline 1800 677 027 Providing a Location Map 88 When other means of identifying the address have not been successful the location of the address represe
41. earest Cross Road or Comments san delata 96 rosat 91 If the printer icon is clicked the system will open a separate window with the school and student details listed across the top and the map below These map templates can be printed to paper or printed to pdf if available and emailed to the student s parent guardian if necessary 92 Please retain a copy of the returned map s with the dwelling locations identified You will need to submit these to DEEWR with the statutory declaration E Schools Service Point Hotline 1800 677 027 an Print M dek of e Address mi Pt po pre ree pe treo SS TE do pe nternet Explore 634 Barnstaple Road Five Dock NSW 2046 15151 Chent Name Primary Boarding No 800130 Quadrennium 2013 2016 Funding Quadrennium Print Map SCHOOL NAME Student Record Number E T 3 El ae De oa pa S E Gi ana ANE _ i j 3 I 32 fi ai Pa eS ark a Reserve 1 ae anton St A y aA Trev omg A A r ve Park Rg _ Suth gt Kol a S20 18 Google Whereis R be Schools Service Point Hotline 1800 677 027 E 93 When the correct location is known and the completed map is returned you should enter this information into SES Funding via the marker function 1 The marker can be positioned by clicking and dragging Once the marker is placed within the correct land parcel you must click the save button 2 A message should appear on the
42. ents full time Distance Education students and pre school students i e Year 1 minus 2 are not eligible for Australian Government funding and should not be included in the collection e The Schools Cluster in DEEWR manages the collection of student addresses and uses this information to calculate SES scores for non government schools Note Please keep a record of the time you spend preparing and submitting address data This is part of an Australian Government commitment to reduce the burden of form completion The Time Box is available at the end of the submission process The SES website holds data for previous funding quadrennia To access data for a different quadrennium select the quadrennium below 2001 2004 Funding Quadrennium locked for data entry 2005 2008 Funding Quadrennium locked for data entry 2009 2012 Funding Quadrennium 2013 2016 Funding Quadrennium currently selected Note Information held by this site is considered in confidence 116 To access the Download Student Addresses page click the link at the end of the second bullet point 3 pal Schools Service Point Hotline 1800 677 027 Figure 33 View Student Addresses Download View Student Addresses This page displays all student addresses that have been submitted for this school e You may need to use the scrollbar to view all the sses on the page e To download these student addresses click here Addresses Summa Addresses es Addresses O Ad
43. ere advised of the proportion of addresses geocoded on release of the school s SES score At that time schools were given the opportunity to request that 100 per cent of their addresses be geocoded as long as the school provided DEEWR with maps marked with the exact location of ungeocoded addresses to assist with the geocoding process Schools should note that now once the address file Is finalised there is no further opportunity provided for schools to ask for 100 per cent geocoding With the new enhancements to SES Funding schools will be advised of the proportion of addresses geocoded at the point of finalising the student addresses and providing the required statutory declaration to DEEWR Schools wishing to have their SES score based on 100 per cent of their student addresses should either e ensure that the proportion geocoded is 100 per cent or e ensure that maps marked with an exact location for every remaining address are provided with the statutory declaration before the school s address data submission is finalised CLICK HERE to return to the next step in the Address Collection Process ae Schools Service Point Hotline 1800 677 027 Appendix C Unusual Residential Address Circumstances Unusual Residential Address Circumstances This Appendix will assist you where a student s place of residence does not readily fit within the required format outlined in Step 2 The table below outlines a range of unusual circumstances
44. ess Schools Service Point Hotline 1800 677 027 E Data Entry Page Successful 67 When an address is entered using the data entry facility the address is sent to the address validator which flags the address as either valid or invalid 1 A message will also appear confirming if the address has been successfully stored in the database 2 68 If SES Funding recognises an invalid address that only requires minor changes it will make the changes and identify the fields that were corrected 3 If the required changes are more significant the entered data will not be altered and the record will be classed as Invalid For information on how to resolve these queries go to Step 6 Amending Invalid Addresses Figure 15 Data Entry 2 Sa Australian rowernmen SES Funding Department of Education Employrmeni ond Workplace Relations 55P Home 5E5 Home 15151 School Name LOCALITY 2013 2016 Funding Quadrennium view school Incomplete Data Entry Unlocked E The Student Address with the SRN 1 was successfully added to the address list Stat dec PS ESSA Status Valid Address 5 contact DEEWR i aa Data Entry 5ES privacy notice Return to Previous Page This facility allows you to input and edit details of a students address Please ensure you press the save button when adding or editing any information To view log off all address data stored in the SES website click on view addresses To enter details for a
45. existing addresses 5 if applicable See Figure 11 Actions E From the View School page click on lt upload gt to upload the file containing multiple student addresses E Select the address file to be uploaded by selecting lt Browse gt E Select lt send file to DEEWR gt Figure 11 Upload Student Addresses 2 Your file contains the following details Number of Schools In File Number of Addresses in File Number of Addresses currently stored in the SES website Number of Duplicate SRNs in file A duplicate SRN occurs when the upload file contains a SRN that already exists in the SES website for a school Step 2 Store Address Data To add the addresses into the SES website click on submit addresses WARNING The upload will fail if there are duplicate SRNs To replace all the addresses currently stored in the SES website click on replace addresses WARNING This will delete all of your previously submitted addresses 59 On the last screen of the upload facility statistics about the address validation outcomes are displayed Figure 12 Upload Student Addresses 3 Thank you the file has been successfully submitted Number of previously submitted addresses Number of submitted addresses after upload Number of Valid addresses before upload Number of Valid addresses after upload Number of Invalid addresses before upload 0 Number of Invalid addresses after upload 223 A statutory declaration m
46. his collection process 10 Full fee paying overseas students and pre school students i e Year 1 minus 2 students however described in a particular state or territory schooling system are not eligible for Australian Government funding and should not be included in this collection see Table 2 Schools Service Point Hotline 1800 677 027 Table 2 Student Year Level Addresses Not to be collected Minus 2 Year 1 How Addresses are Submitted 11 Student residential addresses are submitted through a dedicated website the SES Funding application SES Funding is a component of Schools Service Point along with other school applications such as Census on the Internet and Financial Questionnaire The submission of student residential addresses through SES Funding is covered later in this M anual 12 Submission of student residential addresses through SES Funding constitutes reporting the data in a form approved by the Minister as referred to in sub section 14 2 of the funding agreement for recurrent funding between the Commonwealth and the school or school system Geocoding of Student Residential Addresses 13 Once the student residential addresses are submitted through SES Funding they are geocoded Geocoding is the process of mapping an address to a latitude longitude This is then linked to Australian Bureau of Statistics ABS Census data to calculate the SES score for a school A minimum of 95 per cent of to
47. idated by Schools Service Point Security Administrators After the school has submitted a new registration request the Department will contact the school or system to confirm the registration request It may take up to 48 hours for the school to receive logon and password information have a street name for a student but no street number Is this sufficient No In order to accurately geocode a student s residential address the land parcel in which the student s parent legal guardian resides must be Identified This is commonly done through a street number but could also be a Lot Block Section Portion or RRN Rural Road Number The School User M anual provides further assistance with the identification of land parcels a Schools Service Point Hotline 1800 677 027 What do do if the school wants to have its SES score based on 100 per cent of its student residential addresses At least 95 per cent of a school s submitted addresses must be valid before the school can proceed to Step 7 Finalising Address Submission If the school wants to have its SES score based on 100 per cent of its student addresses the school must ensure that all of its submitted addresses are valid before proceeding to the statutory declaration This means that all invalid addresses must have their status amended to valid or have a status of valid with map and all required location maps must be created before the school proceeds to Step 7 Fi
48. ient A unique one to five digit number allocated by DEEWR to identify a 5 digits Number school also referred to as School Number or DEEWR Number DEEWR No 2 Campus A unique five digit number allocated by DEEWR to Identify a campus 5 digits Number school This number starts with 77 followed by 3 other digits eg uma 17999 This field only applies to campus schools 3 Student Student Record Number SRN assigned by the school or campus It 25 o Record must be unique to a student in the school or campus 25 Number characters SRN 4 Lot Section Denotes land parcel details or additional street numbering details when Portion or there is an absence of house number associated with an address These RRN include Lot Block Section Portion or RRN Rural Road Number Non residential addresses will not be accepted An address is considered non residential if it contains the following terms abbreviations e PO Post Office including o PO Box Post Office Box o GPO Box General Post Office Box o CARE PO Care Post Office MB Mail Bag Private or Locked MS M ail Service CM A Community M ail Agent CPA Community Postal Agent 5 Unit or Flat Denotes the unique number of a unit or flat 25 Number characters Schools Service Point Hotline 1800 677 027 te any characters except for full stops commas single quotes double quotes and tabs Order length Denotes the unique number of a h
49. ircumstances click here Student Details Address Suggestions Map Student Record Number 800540 Lot 2 38 FIRST AVE BELFIELD NSW 2191 Education Level Primary Secondary RO ISS OSA ERA Boarding Yes No a Property or Community Name Lot Section Portion or RMB No Unit or Flat No House No 38 Street Name First Street Type Avenue Suburb Locality Campsie NSW 2194 Nearest Cross Road or Comments Update Address Actions Select an invalid address from the Data Entry screen and review the Address Suggestions Select the appropriate suggestion press lt Update Address gt and then press lt save gt If there are a large number of results returned by the Address Suggestions facility go to the Address Suggestion Facility Branch View see below If there are no appropriate Address Suggestions go to Providing a Location Map Schools Service Point Hotline 1800 677 027 290 Address Suggestion Facility Branch View 85 Under certain conditions there may be a large number of results returned by the address suggestion facility for a single address If this occurs the system will group some address suggestions and place a plus symbol to the left of the group name The underlying details can be displayed by clicking the plus symbol 86 Branch View will display matching streets in that area as groups and all the house numbers recognised as being on that street c
50. is larger than 1MB it is possible to upload a compressed address file Zip Figure 10 Upload Student Addresses 1 This facility allows you to submit multiple student addresses to the SES website Data will only be loaded for the selected quadrennium This process consists of two steps 1 Validation of the file structure and address data prior to submission 2 Stores the address data in SES The file must be saved in csv or bd format with the heading row removed Templates for both csv and bd are available for download The File Format Requirement Specification can also be accessed here Step 1 Fle Validation Type the path and file name in the box below or select the address file by using the Browse button Validate the address file by clicking on the validate file button Selected File Browse 57 Select the address file by using the browse button 2 Upload the address file by selecting the lt send file to DEEWR gt button 3 During the first part of the upload process all addresses in the 20 Schools Service Point Hotline 1800 677 027 file will be uploaded and validated This may take a few minutes depending on the number of records in the address file and connection speed 58 Once the address file has been uploaded and validated some basic statistics are made available The second part of the upload process then presents the option of adding the addresses to the SES Funding data base 4 or replacing the
51. l at sspO deewr gov au Schools Service Point Hotline 1800 677 027 oe 32 Once you have received a password you can log on to SSP to access the services you requested For more information on logging on to SSP refer to the Help Section lt Logging On to SSP for the First Time gt from the left side menu 33 General tutorials are available with registering for SSP and managing your account at Schools Service Point Tutorials 34 Proceed to Step 4 once you have successfully registered for SSP and SES Funding Action Options E To register go to SSP and fill in the Online Registration Form by selecting lt Click here to Register gt in the box labeled Unregistered Users or clicking on the lt register gt button located in the top left corner of SSP s logon page see Figure 1 below For information on filling out the Online Registration Form please refer to the website Help Section lt Filling out the Online Registration Form gt from the left hand side menu If you are attempting to re register because you have forgotten your Login ID and or Password please select lt ve forgotten my Password gt or lt ve forgotten my Login ID and Password gt for information on how to be reminded of your Password or your Login ID see 1 in Figure 1 above E Proceed to Step 4 once you have successfully registered for SSP and SES Funding O Schools Service Point Hotline 1800 677 027 Step 4 Logging In and Accessing your School or
52. losed without your consent unless where authorised or required by law Contact lf you have any questions regarding this Privacy Notice please phone the DEEWR SES Funding helpline on 1800 6 027 free call or send an e mail to SAA Mailbox deewr gov au NES Schools Service Point Hotline 1800 677 027 NOTES Schools Service Point Hotline 1800 677 027 59
53. mitting a statutory declaration click on stat dec This is only possible once 95 of addresses are considered valid School Details DEEWR Number ASIA School Name 0 _ Name Location Address LOCALITY Affiliation Signatories cD Latitude co O O Longitude CN School SES Details SES Score Not yet allocated eee allocated SES Status Incomplete Data Entry Unlocked Number of Student Records 0 Number of Addresses 0 Number of Unusual Circumstances O il Number of Valid Addresses 0 Number of Invalid ise 0 Number of Valid w Map Addresses 0 midi of Pinned Alles 0 16 Schools Service Point Hotline 1800 677 027 View School School with Multiple Campuses 44 The View School page differs slightly for schools with multiple campuses in that an additional segment appears at the bottom showing the total school statistics i e Head campus plus all subsidiary campuses 3 Figure 6 View School with Multiple Campuses This page provides an overview of the school details and the school s status in SES To upload a text file containing multiple student addresses click on upload To manually enter student addresses one at a time click on data entry To view or download all student addresses click on view pOdresras To complete the date collection process complete the statutory declaration using stat dec This is only possible once all address queries have been resped DEEWR Number
54. n provided by non government schools in this collection is a critical component of this process Requirement to Collect Student Residential Addresses 6 The provision of student residential addresses by a non government school or non government school system to the Department of Education Employment and Workplace Relations DEEWR is a requirement under Section 14 of a school or school system s funding agreement with the Commonwealth for funding under the Schools Assistance Act 2008 the Act Schools Service Point Hotline 1800 677 027 EA What Addresses M ust Be Provided 7 The addresses of all students for whom the school receives Australian Government recurrent funding under the Act recurrent grants funding except full time distance education students must be included in the address collection see Table 1 below Table 1 Student Year Level Addresses to be collected Year nsw ACT VIC TAS OLD NT Level Secondary a In each State or Territory Year 1 minus 1 is known differently Year 1 minus 1 students are those who in the normal case of events would proceed to Year 1 in the next year Addresses Exempt from the Collection Process 8 Schools that are recognised as Special or Special Assistance schools by the relevant State or Territory Minister for Education are not required to submit student residential addresses to DEEWR 9 The addresses of full time distance education students are not required as part of t
55. n the left or to accept all suggested address corrections use the lt select all gt link above the tick boxes 3 Once all required addresses are selected press the save button 4 A message should appear along the top stating that the amended addresses were successfully saved Schools Service Point Hotline 1800 677 027 EN Figure 18 Bulk Amend Student Addresses Bulk Amend Student Addresses This facility displays the student addresses that the SES website is able to amend with a high level of confidence Only selected addresses will be amended After confirming the selected addresses are correct press the save button to accept suggestions Bulk Amend facility can improve 197 out of 219 student addresses The school s percentage of valid addresses will improve from 77 23 to 97 71 save ect All T 800038 oon E gt o gt Original Agarose Jamendo dress 12 2 Bechert Road Abbotsford NSW 2046 VJ 12 2 Bechert Road CHISWICK NSW 2046 13 Aurther St Rodd Point NSW 2046 EA Lot C 13 ARTHUR St Rodd Point NSW 2046 9 249 Queens Street Concord West NSW 2138 A Lot 9 9 249 251 QUEEN Street Concord West NSW 2138 15 Denning Street Drummoyne NSW 2047 FEA Lot 96 15 DENING Street Drummoyne NSW 2047 398 Lyons Rd Five Dock NSW 2047 KZ Lot 10 398 Lyons Rd Five Dock NSW 2046 14 Darling St East Balmain NSW 2041 EA Lot 1 14 Darling St BALMAIN EAST NSW 20414 2 Gartfern Ave Five Dock NSW 2046
56. nalising Address Submission Who can I contact for help during the address collection The Department has prepared this School User M anual and a set of video tutorials to provide schools with step by step guidance on how to register for access to the SES website and prepare and submit student addresses These tools are available at the SES help website https ssp deewr gov au ssp help html ses index html If the school still requires assistance after consulting the School User M anual and video tutorials the school may contact the SES Funding Helpline on 1800 677 027 select option 1 and then option 4 The Helpline will be available to assist schools from 08 30 18 00 AEST weekdays only Schools Service Point Hotline 1800 677 027 45 APPENDICES Appendix A Converting Existing Student Record Data into Correct Format Figure Al is an example of how your school may currently store its student record data In Excel The following demonstrations describe how to manipulate these data to get them into the correct format Note that the following screen shots may differ to your file of addresses depending on the version of Excel being used Figure Al An Example of Student Data Stored in Excel A E C Li E F 1 5RN Name Address suburb Postcode State 2 2001 Joe Bloggs 55 60 Gife Street Makara OU NT 3 2002 Mary smith PO BOs 6 Anula ole MT 4 2003 John Citizen 3 75 Dinah Beach Road Darwin a00 MT a 2004 Sue Brown Lot 4 Farrar Ra Berrimah
57. ng To delete a row or column e Select the column or row 50 Schools Service Point Hotline 1800 677 027 e Choose the Edit menu then Delete See Figure A11 Figure A11 Deleting Rows and Columns 1 File Edit wiew Insert Format Tools Data Window Help O Ge Undo Column Width Ctr z i a A R k dl 23 Arial Tio NB 7 O A Redo Delete Ctrlt E mx DL E F Jeja TOY k oR cary pare suburb Postcode State 2 a 60 Gitte Street Makara oid NT 3 Baste Cw Hy 6 Anula 812 NT 4 Paste Special 75 Dinah Beach Road Darwin 800 NT 5 Paste as Hyperlink 9 Farrar Rd Berrimah 625 MT E er Mission Daly River oe MT 7 Fil Pency Community Alice Springs 870 NT O Clear Fl 34 Stuart Close Katherine aso NT z Delete hee Ross Highway Alice Springs aro MT 10 Delete Sheet Any data that are in the incorrect column will need to be moved to the correct position These changes are represented in Figure A12 below Notice that the student names have been deleted and several other pieces of information have been included such as the DEEWR number Figure A12 Deleting Rows and Columns 2 G H l J K L tul N O 1 14279 2001 53 60 Gritte Street Makara 610 NT F N 2 14279 2002 21 Exmouth Circuito Anula 612 NT F N 3 14279 2003 a 75 Dinah Beach Road Darwin an0 MT F N 4 14279 2004 Lot 9 Farrar Rid Berrimah 625 NT Farrar Rd amp Secrett Rd S Y 5 14279 2101 Daly River Mission Daly River 622 NT Lat 13 45 Long 130 41
58. ng Quadrennium Incomplete Data Entry Unlocked Return to Previous Page upload sl Upload Student Addresses stat dec view addresses contact DEEWR help Download Errors SES privacy notice log off DEEWR Number Campus Number SRN O Field Name Query Description T 15151 80ABC7 Student Record The Student Record Number SRN can only contain numeric Number SRN characters 0 9 1 records found Your upload was unsuccessful due to the following errors Please ensure that all errors listed below are resolved before resubmitting your addresss data text only DEEWR home page DEEWR privacy Please consult the Format Requirement Specification PDF to assist you with the cause of the error statement disclaimer Actions E Ifall addresses are listed as Valid after upload proceed to Step 7 Finalising Address Submission If there are any addresses listed as Invalid after upload proceed to Step 6 Amending Invalid Addresses A Schools Service Point Hotline 1800 677 027 Data Entry Page 63 If your school has a small number of students for example less than 30 students this section of the manual provides guidance on how to manually enter the student addresses one by one 64 The Data Entry page can be accessed from the view school page second bullet point or the left side navigation bar see Figure 5 in Step 4 The Data Entry page enables you to add or edit individual addresses 65 All mandatory
59. nly DEEWR home page DEEWR privacy statement disclaimer DEEWR copyright From the Navigation Bar on the left you may select Logon gt User my details View and amend your details Change your password Request additional access text only The text only version does not have all the colours and design elements of the graphics version but is faster to download and can be used if your connection is slow Australian Government Department of Education Employment and Workplace Relations 38 Within SES Funding school systems and multi campus schools are able to access all their schools and campuses Action E Select the red SES Funding icon to enter the application If the icon does not appear after you log in to Schools Service Point you will need to request access by selecting ny details gt from the left side menu and follow the prompts ar Schools Service Point Hotline 1800 677 027 Welcome Page 39 SES Funding opens to the welcome page The selected school is identified by client number and name in the top left corner 1 The funding quadrennium that is currently selected is displayed in the top right corner 2 These two items are visible to the user at all times 40 link 3 41 Figure 4 Socioeconomic Status Home afte spe q SSP Home SES Home view school upload data entry srn search stat dec view addresses contact DEEWR help SES privacy
60. notice log off text only DEEWR home page DEEWR privacy statement disclaimer DEEWR copyright Logon User Australian Government Department of Education Employment and Workplace Relations 15151 It is possible to view data from a previous funding quadrennium by selecting the applicable A navigation bar is visible throughout SES Funding on the left side of the screen 4 SES Funding 2013 2016 Funding Quadrennium School Name LOCALITY Incomplete Data Entry Unlocked Socioeconomic Status Home Welcome to the SES Website funding schools Gi p eral rara s4 funding This application has been designed to be interactive and intuitive enabling clients to z submit their students residential addresses to the Department of Education Employment and Workplace Relations DEEWR Australian Government funding arrangements for non government schools are based on the Socioeconomic Status SES of a school s community Users Non government schools and systems are required to submit the residential addresses of all students for whom the school receives Australian Government Recurrent Assistance Full fee paying overseas students full time Distance Education students and pre school students i e Year 1 minus 2 are not eligible for Australian Government funding and should not be included in the collection e The Schools Cluster in DEEWR manages the collection of student addresses and uses this information to
61. nted land parcel will need to be identified on a map As part of this process you will need to liaise with the student or a parent guardian of the student to assist you with identifying the exact location of their residence clearly identifying the correct side of the street The maps generated as part of this process will need to be submitted to DEEWR with the statutory declaration SSP Funding provides you with the ability to assist you with the creation of these maps 89 If you determine that the address suggestions offered do not resolve the query a map is accessible by clicking the lt M ap gt tab 1 Figure 22 Data Entry Map X Status Invalid Address Data Entry This facility allows you to input and edit details of a student s address Please ensure you press the save button when adding or editing any information To view all address data stored in the SES website click on view addresses To enter details for a student with unusual circumstances click here Student Details Address Suggestions Map Student Record Number 900130 BARNSTAPLE RD FIVE DOCK NSW 2046 se o oi Lot 55 1 BARNSTAPLE RD FIVE DOCK NSW 2046 o a Lot 561 3 BARNSTAPLE RD FIVE DOCK NSW 2046 Boarding Yes No 2 oa Lot A 4 BARNSTAPLE RD FIVE DOCK NSW 2046 o i Lot 562 5 BARNSTAPLE RD FIVE DOCK NSW 2046 a Lot 1 6 BARNSTAPLE RD FIVE DOCK NSW 2046 Education Level Primary Secondary Property or Community Name L
62. ntry The upload facility involves uploading a csv or txt file containing addresses in a specified format see Step 2 This method is recommended for schools with a medium to large student population The second method Is entering the addresses one at a time via the data entry facility This method is recommended for schools with small student populations 47 When the address file is uploaded SES Funding does not modify any data in the uploaded file All records in the address file are passed through an address validator which returns either a valid or invalid flag for each address see Figure 8 A valid address is an address that has been matched to the Geocoded National Address File GNAF This means the address has been automatically geocoded and no further action is required An invalid address means that the address could not be matched to the GNAF This can occur for many reasons including spelling errors in the address or incorrect suburb and postcode information SES Funding provides options to assist in resolving these invalid addresses see Step 6 Amending Invalid Addresses 48 When an address is entered using the data entry facility the address is sent to the address validator which flags the address as either valid or invalid see Figure 8 If SES Funding recognises an invalid address that only requires minor changes it will make the changes and display which fields were corrected If the changes are more significant SES Funding
63. oo MT E 2101 Steve Green Daly River Mission Daly River ca MT E 2102 Jane White Mount Nancy Community Alice Springs oro MNT O 2103 Tim Jones Section 34 Stuart Close Katherine oo MT Y 2104 Jenny Black ROD b22 Ross Highway Alice Springs ar O MT Selecting Columns Being able to select columns or rows allows for quick formatting deleting or moving of data To select a column e Move the mouse onto the column heading to be selected e Click on the mouse The whole column will become selected see Figure A2 Figure A2 Selecting Columns E F Mame Address Postcode State 2001 Joe Bloggs 56 60 Gitte Street a10 NT 00 Mary Smith PO BOX 6 ole NT 2005 John Citizen 3 75 Dinah Beach Road Darwin aU MT 2004 Sue Brown Lot 4 Farrar Rd Berrimah od MT 2101 Steve Green Daly River Mission Daly River ct MT 210 Jane White Mount Nancy Community JAlice Springs aro MT 2103 Tim Jones Section 34 Stuart Clase Katherine ool MT 2104 Jenny Black RSD b22 Ross Highway Alice Springs aro NT Inserting Columns It is necessary to insert extra columns to allow for the way the data will be broken up It is suggested that an extra five columns be inserted to disaggregate the address 46 Schools Service Point Hotline 1800 677 027 To insert extra columns e Select the column to the right of where the new column will be positioned For example if column D is selected anew column D will be created and the original column D will become column E e Ch
64. oose the Insert menu then Columns See Figure A3 e Continue this process until enough columns are inserted See Figure A4 TIP If more than one column is selected when inserting columns the number of columns selected will be inserted Figure A3 Inserting Columns 1 168 File Edit View Insert Format Tools Data Window Help mca ak En Oro ME Ae Al 44 1 Columns HR ss Arial IS os Sa AW S ria TEE En E y d t t D1 m Chart MW E 2001 Joe fe Function reet Makara 510 NT 2002 Ma Name circuit Anula 012 MT 2003 Joh gt gt gt Bach Road Uarwin oO MT 2004 Su Picture Pb Berrimah oo MT 2101 Ste Hyperlink Ctri K 2102 Jar y ssion Daly River Dee NT y Community f lice Spri oro MT 103 Tin Jones ection 34 stuart Close Katherine oo MT 2104 Jenny Black RSO 622 Ross Highway Alice Spri aro NT 1 SRA Mame Address Suburb Postcode State 2 001 Joe Bloggs 55 60 Gife Street Makara 010 NT 3 200 Mary Smith PO BOX G Anula 912 MT 4 003 John Citizen 3 75 Dinah Beach Road Darwin ODO MT 5 004 Sue Brown Lot 4 Farrar Ad Berrimah oo MT E 2101 Steve Green Daly River Mission Daly River O22 MT E 2102 Jane White Mount Nancy Community Alice Springs oro NT o 2103 Tim Jones Section 34 Stuart Close Katherine gs0 NT 9 2104 Jenny Black RSD 622 Ross Highway Alice Springs oro NT Converting Text to Columns If the address is in one column it can be split into separate columns by using a feature
65. ot A 7 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot Section Portion or Lot B 7A BARNSTAPLE RD FIVE DOCK NSW 2046 a Lot 2 8 BARNSTAPLE RD FIVE DOCK NSW 2046 Unit or Flat No Lot 58 9 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 9 10 BARNSTAPLE RD FIVE DOCK NSW 2046 ee he est Lot 59 11 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 1 12 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 1 13 BARNSTAPLE RD FIVE DOCK NSW 2046 Street Type Road Lot B 14 BARNSTAPLE RD FIVE DOCK NSW 2046 _ Lot 60 15 BARNSTAPLE RD FIVE DOCK NSW 2046 15 BARNSTAPLE RD FIVE DOCK NSW 2046 State NSW Lot A 16 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 61 17 BARNSTAPLE RD FIVE DOCK NSW 2046 Lot 1 18 BARNSTAPLE RD FIVE DOCK NSW 2046 LOT A 19 BARNSTAPLE RD FIVE DOCK NSW 2046 Nearest Cross Road or Lot 1 20 BARNSTAPLE RD FIVE DOCK NSW 2046 Comments ae Update Address 10 sava delete gt reset lt next gt Street Name Barnstaple Suburb Locality Five Dock Postcode 2046 90 A Google Map will be displayed opening up to the closest match to the address entered There are various ways to manipulate the map to get to the correct location The map can be moved by clicking and dragging using the scroll wheel on your mouse to zoom in and out or using the navigation buttons 2 To assist with the identification of the correct dwelling it is possible to overlay a satellite image on the road network
66. ouse or dwelling characters 50 Community This field is necessary when there is an absence of a street name Name associated with an address any characters except for full stops double quotes and tabs characters AN characters Suburb or Denotes the suburb locality township shire or county Locality characters This field is a four digit number although NT postcodes do not require numeric the preceding zero e g 810 any characters except for full stops characters 4 5 Number Propertyor Denotes the name of a community property camp station or farm double quotes and tabs characters general comments to assist in locating an address If nearest cross roads are included it will be helpful to also state the quadrant in which the address is located e g NW or Northwest 1 Primary P or A single character of P or S denotes whether a student attends Primary 1 character PorS Secondary S P or Secondary S level 1 Boarding A single character of Y or N denotes whether a student is a boarding 1 character Student Y or student Y or a non boarding student N YorN N 13 Nearest Cross This field can be used by schools to enter additional address information commas single quotes 250 Road or such as nearest cross roads latitude and longitude co ordinates or any Comments O g Schools Service Point Hotline 1800 677 027 Table 4 Example of a Student Address
67. s in this declaration are true in every particular Signature of Person making the Declaration Actions E Print the SES Statutory Declaration Form and complete required fields E Ensure an approved witness signs the form E Post the original signed Statutory Declaration Form to DEEWR along with any location maps Schools Service Point Hotline 1800 677 027 ENS View School Page Locked Status 110 Once your school s statutory declaration has been submitted the data are locked and restricted to read only This is reflected in the system banner 1 Figure 30 Data Status Australian Government 15 SES Funding at i E Department of Education Employment and Workplace Relations SSP Home i 15151 School Name LOCATION SES Home Completed Data Entry Locked PA view school srn search View Student Addresses stat dec 111 Locking the data prevents any further changes to addresses and ensures the integrity of the address data and the statutory declaration Altering the Address Submission Unlock Request 112 If you need to have your school s student address data unlocked for editing please send an email to DEEWR via the link on the SES Funding homepage 2 The email must include an explanation about why you need the data unlocked Please provide a contact phone number as DEEWR will need to contact you to verify your request woe al aaa to Unlock Data SES Funding x Depar irtment
68. student with unusual circumstances click here Student Details Student Record Number 1 text only DEEWR home page Education Level DEEWR privacy statement Primary Secondary Boarding yes No disclaimer DEEWR copyright Property or Community Logon gt User Name Lot Section Portion or RME Mo Unit or Fiat No House Mo 21 Street Mame BEISSEL Street Type Suburb Locality Belconnen A State ACT Postcode 2617 Postcode Corrected Mearest Cross Roed or Comments sava delete 9 reset lt O Schools Service Point Hotline 1800 677 027 View Student Addresses Page 69 The View Student Addresses page Figure 16 is the easiest way to navigate through your school s student addresses during the address submission This page lists all of the selected school s submitted addresses and their current status 1 It is possible to view edit or delete individual records by selecting the specific SRN 2 When the SRN Is selected the record will be displayed via the data entry page 70 An address filter 3 can be applied to the address table allowing you to view all stored addresses with a particular status e g Invalid 71 This page provides links to the bulk amend 4 and address download 5 options The bulk amend facility provides an efficient way to make corrections to invalid addresses 72 It is possible to download all submitted addresses at any
69. t s place of residence does not readily fit within the data format and specifications you should consult the Unusual Residential Address Circumstances table in Appendix C which outlines a range of these circumstances and the action that should be taken In extremely unusual circumstances including where a parent requests that their child s address not be provided to DEEWR you may submit a SRN without an address however you must provide the reason why the address is not available 53 It is important to note that DEEWR must collect and geocode at least 95 per cent of a school s total student residential addresses in order to calculate and release an SES score for the school Unusual circumstances and addresses that cannot practicably be geocoded are all counted in the allowable five percent Schools should therefore work to limit the number of unusual circumstances to those strictly required Upload Student Addresses 54 Before the lt Upload Student Addresses gt function can be used an address file must be created that meets the formatting and field specifications File templates csv and txt are available on the upload screen 1 See Step 2 Preparing Student Address Records for more information 55 Once the address file has been created the upload facility can be accessed from the View School page first bullet point or the left side navigation bar 56 All uploaded files must be no larger than 1M B If your spreadsheet
70. t Circumstance a wa E e CO a a MS A AS CAMAS IO EA O IO Cr 200 7 Je acon o II CESTO verse Fe One as ST e CS ARS CEA MINIMO CIA II CUERO 70 gt Logon gt User ES oo i foa creat non Road _ abbotsra 206 us ef F1 ANNNNA 4 4n2 AnA Great North Rnad Ahhntefard 2N4R NSW E N Schools Service Point Hotline 1800 677 027 E SRN Search Page 74 The SRN search page allows you to quickly navigate to a particular address The page can be accessed from the left side menu 15 To search for a student address enter the student SRN When entered click search 1 Figure 17 SRN Search fies Australian Government SES Funding Department of Education E mplonicnl and Workplace Relations SSPHome 45151 School Name LOCALITY 2013 2016 Funding Quadrennium SES Home Incomplete Data Entry Unlocked view school data entry sm search statdec This facility allows you to search for the address of a particular student To search for a student address enter the Student Record Number SRN then click the Search button or press Enter view addresses contact DEEWR help SES privacy notice log off Student Record Number 26 Schools Service Point Hotline 1800 677 027 Step 6 Amending Invalid Addresses 76 There are three possible options that can be used to resolve invalid addresses e Bulk amend facility e Address suggestion facility e Providing a location map 77 It is recommended to
71. tal student residential addresses for a school must be geocoded in order to calculate a school s SES score 14 Schools should note that now once the address file is finalised there is no further opportunity provided for schools to ask for 100 per cent geocoding With the new enhancements to SES Funding schools will be advised of the proportion of addresses geocoded at the point of finalising the student addresses and providing the required statutory declaration to DEEWR For more information on geocoding go to Appendix B Schools Service Point Hotline 1800 677 027 E THE ADDRESS COLLECTION PROCESS Address Collection Process Steps This diagram outlines the steps that you will need to follow to complete the address collection process Send DEEWR Privacy Notice to _ parents legal guardians STEP 2 Prepare student address records STEP 3 Register for Schools Service Point SSP SES Funding Access School or campus In sal SSP SES STEP 5 Submit student addresses in SSP SES Resolve upload queries amp ever amend invalid addresses STEP 7 Finalise submission amp complete statutory declaration a Schools Service Point Hotline 1800 677 027 Step 1 Privacy Notice Information 15 Under the provisions of the Privacy Act 1988 the information that DEEWR is collecting is classified as personal information The parent legal guardian of each student must be advised that their residential address will
72. tatutory Declaration page can be accessed from the left side menu In order to submit a statutory declaration at least 95 per cent of the submitted student addresses must be valid 98 The Address Summary table 1 displays the status of the data currently stored in the system Please check if e thetotal number of addresses are correct e you have your maps if required ready to attach to the statutory declaration e thetotal number of addresses including unusual circumstances if applicable equals the number of enrolled students receiving Australian Government Recurrent Assistance at the school 99 To proceed with the statutory declaration click the lt next gt button 2 Figure 26 Statutory Declaration fry _ Australian Government se j pza Department of Education Employment and Workplace Relations SSP Home 15151 School Name LOCALITY 2013 2016 Funding Quadrennium SES Home Incomplete Data Entry Unlocked view school upload Statutory Declaration data entry srn search SES Funding stat dec Please confirm that the number of submitted addresses corresponds with the number of enrolled students eligble to receive Australian Government funding To view addresses enter more addresses you may choose to upload another file or enter addresses manually through the data entry feature contact DEEWR l Note It is recommended that you print a report of all addresses submitted to the SES website before certifying
73. that no names or part names are inadvertently provided with the address information Unusual Residential Address Circumstances 24 In some circumstances you may find that a student s place of residence does not readily fit within the format described earlier in this section Please go to Appendix C Unusual Residential Address Circumstances for assistance with unusual student residential addresses Action Options E Contact DEEWR if you do not have your school s Client Number and or campus numbers E If you are processing student residential addresses for a small school and you wish to proceed with the manual data entry option proceed to Step 3 Registering for Schools Service Point and the SES Funding application If you do not have a student address upload file access the Excel Templates to begin preparing your student address records The templates are also available in SES Funding lt U pload student addresses gt If you have a student address upload file in Excel but it is not correctly formatted go to AppendixA for assistance with formatting your file Once you have correctly formatted your address data and finalised your upload file proceed to Step 3 Registering for Schools Service Point and the SES Funding application 6 Schools Service Point Hotline 1800 677 027 Table 3 Student Address File Field Names and Specifications Field Field Name Explanation Allowed Character types Maximum Order length 1 Cl
74. time during the address collection process To do this select the hyperlink on the View Student Addresses page 5 13 In order to calculate an SES score 95 per cent of the submitted student addresses must be valid A real time calculation showing the percentage of valid addresses is displayed at the top of this page to inform you of your progress 6 Figure 16 View Student Addresses 1 pas Department of Education Employment fiche Australian Government 1 eve Nee SES Funding 7 S Sine and Workplace Relations wid 15151 School Name LOCALITY 76 95 valid 2013 2016 Funding Quadrennium SES Incomplete Data Entry Unlocked view school upload View Student Addresses data entry srn search stat dec This page displays all student addresses that have been submitted for this school view addresses contact DEEWR e You may need to use the scrollbar to view all on the page help e To download these student addresses click he SES privacy notice e The SES 4 is able to suggest corrections to one or more address fields with a high level of confidence It is possible to correct multiple addresses using the log Off bulk ame lity Addresses Summa Valid Addresses Invalid Addresses Valid w Maps Pinned Addresses Total Addresses Unusual Circumstances Total Number of Records em e o o e o mw DEEWR home page DEEWR privacy aa Statement Filter Addresses All X Go ee DEEWR copy Secondary Studen
75. tline 1800 677 027 Figure 29 SES Statutory Declaration Form SES Statutory Declaration Form Statutory Declaration Number 15151 201316 1 1 DEEWR School Number 15151 COMMONWEALTH OF AUSTRALIA Statutory Declaration J AUSTRALIA d eae cee I Mr John Smith Full name of Privata Ej nasa make the following declaration under the Statutory Decarations Act 1959 ie EOL aa Position at school 2 Iam authorised by the Approved Authority of School Name at Ed School Street Address School Suburb State Postcode 3 To the best of my knowledge and belief the number of addresses shown below corresponds with the number of students enrolled at this date excluding Distance Education students overseas students who are not eligible for Australian Government General Recurrent funding and the addresses submitted are the residential addresses of the students at the school Total Number of Addresses 961 a Number of Unusual Circumstances 0 OD MM YYYY HR MIN SEC PM AUS Eastern Standard Time 4 A copy of the Privacy Notice sent to the School by the Department of Education Employment and Workplace Relations DEEWR has been provided to the parent legal guardian of each student for whom a residential address has been submitted to DEEWR I understand that a person who intentionally makes a false statement in a statutory declaration is guilty of an offence under section 11 of the Statuten Deobrations Act 1959 and I believe that the statement
76. ust be completed after all the address data for the school are submitted correctly Schools Service Point Hotline 1800 677 027 EN 60 It is important to note that it is unlikely that all addresses in a file will be valid following an upload However it is possible to correct addresses quickly and efficiently using the Bulk amend facility Upload Student Addresses Unsuccessful 61 Once the upload file has been submitted 3 4 or 5 in Figure 11 SES Funding will check the file to ensure the contents and structure are in the appropriate format If there is an error with the upload file you will be notified that the upload was unsuccessful 6 in Figure 13 SES Funding will state the line and field where the error is located and a brief description of the error 7 If there are multiple errors they will be displayed in a list It is essential that you consult the lt Field Names gt and lt Specifications gt to assist in determining the cause of the error see Table 3 in Step 2 62 Once the errors in the upload file are rectified it is possible to go back to the upload page either via the left side navigation bar or the lt Return to Previous Page gt link at the top left corner of the screen 8 Figure 13 Upload Student Addresses 4 7 s fi e Australian Government Ed c SES Funding Re Department of Education Employment and Workplace Relations SSP Home SES Home view schoo 15151 School Name LOCALITY 2013 2016 Fundi
77. x 3 confirming that the location maps will be included with the signed statutory declaration that is posted to DEEWR 105 To complete the Statutory Declaration form click submit declaration gt 4 Figure 28 Submit Declaration Submit Declaration Name Mr John Smith A person authorised to sign on behalf of the Approved Authority of the school is required to declare by statutory declaration that e The number of records submitted to the Department corresponds with the number of students enrolled at the school at this date excluding full time Distance Education students and overseas students who are not eligible for Australian Government Recurrent Assistance e The addresses submitted are the residential addresses of the elgible students enrolled at the school and Privacy Notice has been provided to the parent or legal guardian of each student for whom a residential address has been submitted E Please click in this box to certify that you are satisfied that the addresses submitted to the Department are complete and correct Your data will be locked once you click on the submit declaration button Your access will then be restricted to viewing your data only No further editing will be possible unless you submit an Unlock Request to the Department Note It is recommended that you print a report of all addresses submitted to the Department before certifying Addresses which require location maps B Query SRN______ Lot RMB Ho

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