11to12 Circulars - June 2019
General Information, SIRS and Enrolments
Final dates for Year 12 students to withdraw from courses, 2019
Jenny Offer (08) 9273 6313
Schools are reminded of the final dates to withdraw Year 12 students from courses:
- Friday, 26 July 2019 – final date for withdrawing students from ATAR courses with practical examination components. No changes will be made to student enrolments in these courses after this date.
- Thursday, 15 August 2019 – final date for withdrawing students from ATAR courses which do not have practical examination components. No changes will be made to student enrolments in these courses after this date.
- Thursday, 15 August 2019 – final date for withdrawing students from General, Foundation, Preliminary and VET industry specific courses. No changes will be made to student enrolments in these courses after this date.
Student enrolments in VET units of competency and endorsed programs, 2019
Jenny Offer (08) 9273 6313
Schools are reminded that Year 10 and Year 11 student enrolments in VET and Year 10 to Year 12 student enrolments in endorsed programs must be uploaded into the Student Information Records System (SIRS) as soon as possible, but not later than Thursday, 15 August 2019.
Schools need to ensure that they receive the correct enrolment information from registered training organisations (RTOs) relating to their students’ enrolments in units of competency and qualifications. It is important that schools acquire the appropriate documentation from the RTO to confirm enrolments before submitting the data to the Authority. This will ensure that accurate information is uploaded in SIRS to avoid issues at the time of providing student achievement reports.
Provision of VET and endorsed program enrolments
The following sectionsof the Data Procedures Manual 2019 provide instructions relating to required actions (extracting data of students enrolled in VET units of competency, uploading the enrolments into SIRS and verifying these enrolments in SIRS):
Details relating to enrolments
RTP (Reporting to Parents) instructions for extracting:
Civica – MAZE instructions for extracting data for students enrolled in:
Excel instructions for creating a CSV file for student enrolments in units of competency:
Synergetic instructions for extracting data of students enrolled in
SIRS instructions for uploading student enrolments
SIRS reports available to schools.
This information is available on the Authority website at:
It is important to note:
- The VET Unique Student Identifier (USI) is optional in the VET enrolment file (ENVET). However, it is required for units of competency and qualifications that contribute towards meeting the WACE requirements when reporting achievements through the RSVET and RSQUAL. If assistance is required regarding the USI, schools are advised to contact the USI Office on 1300 857 536 or via email USIadmin@education.gov.au.
- Schools delivering VET that is integrated into a VET Industry Specific course must enrol the students in the units of competency as VET integrated in the ENVET file. Students who meet VET industry specific course requirements can achieve course unit credit towards a WACE. Further information relating to course credit allocation and WACE credit allocation can be found at: https://senior-secondary.scsa.wa.edu.au/vet/vet-industry-specific.
Year 11 and Year 12 student achievements where students transfer schools between Terms 2 and 3
Jenny Offer (08) 9273 6313
According to the 2019 Activities Schedule, schools are strongly encouraged, where applicable, to upload achievements for semester courses by Friday, 26 July 2019, where Year 11 (and Year 12) students have transferred between schools at the end of Term 2. This is the first year schools have been requested to do this task at this time of the year. While this practice is not mandatory in 2019, it is likely to be a requirement in 2020.
Details on the process for uploading achievement into SIRS can be found in Section 8 – Results and achievement of the Data Procedures Manual 2019 (available on the Authority website at https://www.scsa.wa.edu.au/publications/data-procedures-manual).
The Authority has introduced this process to alleviate the situation, for example, where a Year 11 student transfers from one school delivering the course as year-long to another school delivering the course as single units. The new school can then enrol the student in the second unit of the course. This may affect the student meeting all requirements to achieve the WACE in Year 12.
Before awarding a mark and grade for a course unit, schools must ensure students have met all of the assessment requirements for that unit.
Detailed advice on allocation of grades for Year 11 students enrolled in either single units or year-long courses is provided on pages 33-35 of the WACE Manual 2019 (available on the Authority website at https://scsa.wa.edu.au/publications/wace-manual) in Section 2.7 Assessing students who transfer.
Reminder – Online Student Declaration and Permission
Perpetua Joseph (08) 9273 6770
A reminder to schools that the due date for completion of the online Student Declaration and Permission is Thursday, 20 June 2019.
The following students are required to complete the online Student Declaration and Permission:
- all Year 12 students
- Year 11 students who are studying ATAR Units 3 and 4 and sitting the 2019 ATAR course examinations
- Year 10 students given approval by the School Curriculum and Standards Authority (the Authority) to study ATAR Units 3 and 4 and sit the 2019 ATAR course examinations.
Please note: students will be required to complete the online Student Declaration and Permission when they log in to the portal before they can gain access to other important information, such as their examination timetable.
Schools should ensure that students have received the necessary information in order to complete the online form correctly, such as:
- the purpose
- login instructions to the student portal: https://student.scsa.wa.edu.au/student-portal
- completion of the online form must be discussed with parents/guardians.
For further information about the online Student Declaration and Permission is available on the Authority website at https://senior-secondary.scsa.wa.edu.au/the-wace/student-declaration.
Schools can monitor in SIRS which students have completed online the Student Declaration and Permission by generating the Report CSE058 – Student Release Choices by Provider. The pathway to the report CSE058 is: Reports > Other reports > Report type: Students, Report: CSE058.
The Authority appreciates your assistance in obtaining this important information.
Enrolment process for students enrolling in WACE Language courses in 2020
WACE Language courses in 2020:
- Chinese (Second language, Background language, First language)
- French (Second language, Background language)
- German (Second language, Background language)
- Indonesian (Second language, Background language, First language
- Italian (Second language, Background language
- Japanese (Second language, Background language, First language).
An Application for permission to enrol in a WACE Language course in 2020must be completed by all students intending to study Year 11 or Year 12 WACE Language course units in 2020. Students who have previously applied are not required to submit a new application, unless a change in their circumstances means a new application will need to be considered for 2020.
The application is available on the School Curriculum and Standards Authority (the Authority) website at http://senior-secondary.scsa.wa.edu.au/syllabus-and-support-materials/languages. A checklist and information on how to complete the statutory declaration can be found there as well.
Schools must submit applications to the Authority by:
- 31 July 2019,or earlier if they start the 2020 school year in Term 4, 2019
- 30 August 2019,or earlier if they start the 2020 school year in Term 1, 2020.
Schools are requested to submit completed applications promptly and address them to: Administrative Assistant – Languages Enrolment
School Curriculum and Standards Authority
PO Box 816
CANNINGTON WA 6809.
Incomplete applications will be returned to the school for completion and resubmission.
After the due date, applications will only be accepted for new students within two weeks of the student enrolling at the school.
Changes to Foundation and General EAL/D course eligibility
Louise Dodman (08) 9273 6785 [Monday, Tuesday, Wednesday & Thursday]
Schools are advised that there are changes to the Foundation and General EAL/D course eligibility process from Friday, 6 June 2019:
- Principals now have the authority to approve eligibility for students to enrol in Foundation and General EAL/D courses.
- The school must complete and retain the required documentation and supporting evidence. Schools must be prepared to submit this documentation and evidence when requested by the School Curriculum and Standards Authority (the Authority).
- Where a student is approved as eligible for enrolment in Foundation and General EAL/D as a Year 12 student by a principal, he or she is also eligible for an extra 10 minutes for the completion of OLNA.
- The allocation of the extra 10 minutes for each student is made through the OLNA Dashboard, by updating the student record. The time adjustment will be applied to all OLNA tests completed by the student in that calendar year. Therefore, this process needs to be completed for each EAL/D student every calendar year that the student is sitting OLNA. Schools must update the record of any student needing the time adjustment by the published date.
All related information, applications, forms and submission dates can be found on the EAL/D page of the Authority’s website:
The allocation of the extra 10 minutes for an EAL/D student in the OLNA Dashboard is similar to the process for disability adjustments.
Enrolment as a Year 12 student into ATAR EAL/D will be the only course that requires eligibility approval by the School Curriculum and Standards Authority. This process has not changed.
2019 ATAR course examination timetables available online
Kaylene Power (08) 9273 6309
The 2019 ATAR course written and practical examination timetables can be accessed via the School Curriculum and Standards Authority website:
The 2019 ATAR course written examinations are scheduled from Wednesday, 30 October to Tuesday, 19 November.
From Thursday, 12 September 2019, students will be able to download their Personalised written examinations timetable and Personalised practical examination timetable from the student portal: https://studentportal.scsa.wa.edu.au.
The Personalised written examinations timetable will contain the date, time and examination centre for the student’s written examinations. The Personalised practical examination timetable will contain the date, time, venue and location of the student’s practical examination.
2020 ATAR course examination dates
Kaylene Power (08) 9273 6309
The 2020 ATAR course written examinations are scheduled from Monday, 2 November to Friday, 20 November 2020.
The 2020 ATAR course practical examinations are scheduled from Saturday, 26 September to Sunday, 18 October 2020.
The 2020 ATAR course practical examinations are scheduled as follows:
- Saturday, 26 September to Sunday, 4 October (Saturday, Sunday and the public holiday included): Aviation, Dance, Drama, Music and Physical Education Studies
- Saturday, 26 September to Sunday, 11 October (Saturday, Sunday and the public holiday included):
English as an Additional Language or Dialect (overseas schools)
- Saturday, 10 October: Chinese: Second Language, Indonesian: Second Language
- Saturday, 10 October and Sunday, 11 October: Japanese: Second Language
- Saturday, 10 October to Sunday, 18 October (Saturday and Sunday included):
English as an Additional Language or Dialect (Western Australian schools), French: Second Language, French: Background Language, German: Second Language and German: Background Language, Italian: Second Language and Italian: Background Language.
Schools will not be able to specify particular day/s for the practical examinations to be held for any student. Students from a school must be randomly allocated to examination times throughout all of the days allotted for a course. This process ensures anonymity for all candidates.
Schools are advised to plan activities such as school examinations, final-day assembly, graduation, valedictory dinners and leavers’ breakfast on dates other than those listed above.
Schools are requested to communicate the written and practical examination dates to students, teachers and parents. No allowance in the timetable can be made for holidays, work or personal arrangements.
The Year 12 ATAR course written examination scheduled date range for future years is:
2021 Monday, 1 November – Friday, 19 November
2022 Monday, 31 October – Friday, 18 November
2023 Monday, 30 October – Friday, 17 November.
Vocational Education and Training (VET)
2019 Awards for Outstanding Achievement in VET
Arti Dogra (08) 9273 6751
Nominations for the 2019 Vocational Education and Training (VET) Awards will open from the Friday, 28 June 2019 until Monday, 2 September 2018 (4:30 p.m.). The online Student Information Record System (SIRS) VET Awards nomination form can be accessed via the following link: https://sirs.scsa.wa.edu.au/scsaform/vetnominationform by using your SIRS username and password.
Please note: The online SIRS VET Awards nomination form will only be available between 28 June and 2 September 2019.
For a detailed description on eligibility criteria and advice on the application and selection processes, download the 2019 VET Awards Nomination Kit from the following link:
The online SIRS VET Awards nomination form will only display students who meet the initial eligibility criteria, therefore, it is a requirement that VET and Authority-developed workplace learning (ADWPL) enrolments for the student being nominated have been successfully uploaded in SIRS prior to commencing the online nomination process.