E10 - VASS Export guide for Victorian schools

Modified on Thu, 14 Aug at 12:44 AM

TABLE OF CONTENTS

Preamble
Steps
Extra information and tips for Compass users:

Preamble

This document is designed for Victorian schools using VASS (Victorian Assessment Software System). E10 has the capability to produce a student programs export (file format of StudentPrograms.txt) that can be imported directly into VASS.

There are three steps in the E10 VASS export process:

Enter VCAA Unit codes for each class in the E10 etz file
Enter Statewide IDs (VCAA Student Number) for each student who is to be included in the export/import
Perform the VASS export from E10 to produce a file titled StudentPrograms.txt

Note:
* Only students in E10 with a ‘Statewide ID’ entered in Students > Student data (F8) will be included in the export.
* Students must exist in VASS to successfully import their programs.
* Classes must first be set up in VASS, with the correct class code/ID and teacher, as per E10.

Only classes in year levels preceded by '11' and '12' will be included in the export, for example 'Yr12', 'Yr11V' or Yr12VM'. The export will not be successful if you have other years holding these classes, such as 'VM12', 'V11', or 'VCE'. This can be done in a copy of the file so as to not alter the master file.

Steps

1. Enter a VCAA 'Unit code' in E10 for each class

Classes > Class data (F6) > View options> VASS code.

VASS Unit codes should be the Unit 1 or Unit 3 code; VASS has an option to automatically enroll the students into the Unit 2 and Unit 4 courses respectively.
All classes in Year 11 and 12 must have an entry in the VASS code column - any class which is left blank will show in the StudentPrograms.txt export file with an entry of 'XXXX' in the VASS code column. This will create an error when importing into VASS, so must be fixed in E10. N/A must be entered for courses that are not needed for the VASS export, e.g. study classes etc.
It is important that classes that have the same VASS code (e.g. Product Design Tech-Wood and Product Design Tech-Textiles are both DT033), have different class codes/ identifiers in E10 after the course code. VASS does not use the E10 course code, but it does use the class identifier:

Product Design Tech-Wood E10 course code: 12TDT.A - VASS will convert this to DT033 class A

Product Design Tech-Textiles E10 course code: 12TEX.B - VASS will convert this to DT033 class B

Enter n/a for classes that are not to be included in the VASS export/import, such as 'Assembly', ‘Home Group’ or 'Study'. Any such class will be omitted from the StudentPrograms.txt file.

VASS codes can be entered either:

Manually – type VASS Unit codes directly into the VASS code cells (as image above), or
Import into Class data (F6)

Import into Class data (F6)

Create a file that contains both the class codes and the VASS codes. The Class data (F6) screen can be easily taken to Excel by hitting the Excel icon (top-left). Columns not needed can then be easily deleted and the VASS codes can be added to the Excel import file.

File > Import data > Class data (F6) > Select a file that contains both the class codes and the VASS codes > Match the VASS code column heading > GO > select ' Merge ’.

Check Classes > Class data (F6) if the import was successful.

2. Enter a 'Statewide ID' (VCAA Student Number) for each student

Students > Student data (F8) > View options > StatewideID

The Edval Statewide ID field (VCAA Student Number) must be populated for the student to be included in the VASS export.

Statewide IDs (VCAA numbers) can be entered either:

Manually – type VCAA Student Number directly into the Statewide ID cells (as image above), or
Import into Student data (F8)

Import into Student data (F8)

Create a file that contains both the student codes and the Statewide ID codes. The Student data (F8) screen can be easily taken to Excel by hitting the Excel icon (top-left). Columns not needed can then be easily deleted and the Statewide ID codes can be added to the Excel import file.

File > Import data > Student data (F8) > All year levels/One year level (depending if you have all students in one file or not) , one row per student > Select a file > Match the Statewide ID column heading > GO > select ' Merge ’.

Check Students > Student data (F8) if the import was successful.

3. Perform the VASS export to produce a file titled StudentPrograms.txt

Reports > Exports > VASS (VIC) export

Enter the school’s 5 digit VASS ID (VCAA School code) or the 8 digit DEET School code > OK

Open the StudentPrograms .txt file and look for any obvious errors in the file, eg entries of XXXX

Import student programs into VASS

**Refer to the VASS User Manual or VASS Downloads for information on importing into VASS

Any students in E10 missing a ‘Statewide ID’ will not be included in the export and will need to have their program manually entered into VASS.

If after importing you receive an error message, print a record of the errors and manually fix the errors.

Extra information and tips for Compass users:

Student names in E10 must match the student names in VASS or an error is given. Schools will have configured E10 to download student names from Compass in either the 'Christian' or 'Preferred' name format.
If the .etz file has the 'Preferred' names format, you can do a sync from Compass to download student names in the 'Christian' format. File > Synchronise > Configure > Filter on Compass > 'Other' tab and tick 'SURNAME, Christian (Preferred)'

After the sync is configured, perform the sync: File > Synchronise > Sync now > Filter on Compass > 'Advanced' tab in the Compass server --> Edval section ONLY tick 'Download Students'

The VASS Administrator must be informed of the E10 Class code IDs and which teacher is taking each class. Year 12 and 11 Class data (F6) screens can be easily taken to Excel by hitting the Excel icon. Columns not needed can then be easily deleted, leaving the column with the relevant information: Code, Subject, Line (optionally entered into VASS) and Assigned Teacher. Check the View options (top-right) if columns are not displaying.