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Using SchoolsHUB Using SchoolsHUB

There are three types of SchoolsHUB users, new users, government school users, and recent School Entry Point (SEP) users.

New users

If you are a new to reporting or you have not used SEP since February 2017, you will need to register.

To complete the SchoolsHUB registration, please read the SchoolsHUB access for a New User guide.

Government school users

To complete the SchoolsHUB registration, so you may submit an application for funding under the Local Schools Community Fund, please read the SchoolsHUB access for government schools guide.

Recent SEP users

If you have used SEP since February 2017, you do not need to register. Your SEP user details have been moved into SchoolsHUB and you can simply sign in.

For more information about SEP user sign in, please read the SchoolsHUB access for a School Entry Point user guide.  

No. SchoolsHUB has replaced SEP. SEP users must now sign in to SchoolsHUB to complete your reporting.

Note: Once you have signed in to SchoolsHUB, some pages may link you to an SEP page. Pages are being updated as each collection goes live for 2019.

Yes. SchoolsHUB will progressively move SSP help content into SchoolsHUB as each collection comes online for 2019. During the transition period, you can access SSP at https://ssphelp.education.gov.au/

No. Do not share your account name and password with other users. Sharing sign in details constitutes a security and privacy breach. Each user must apply and be approved for their own access.

For security purposes, there is a 20 minute inactivity time limit in SchoolsHUB.

If you sign into SchoolsHUB and do not use the system for over a 20 minute period, SchoolsHUB will automatically sign you out of your account. Any unsaved information entered before the sign out will be lost. We recommend that you save entered data regularly.

Data collections available in SchoolsHUB for reporting include:

  • Financial Questionnaire (FQ)
  • Financial Accountability (FA)
  • Student Residential Address and Other Information Collection (Address collection)
  • Non-Government Schools Census (Census)
  • Census - Special Circumstances
  • Compliance Certificate (CC)
  • Student Attendance (STATS)

Each data collection has its own requirements in which to meet reporting obligations and assist with the development of education policy.

In addition to the data collections, SchoolsHUB also hosts functions specific to Block Grant Authorities (BGA).

Data collections are launched at different times throughout the year. There is a data collection calendar on the SchoolsHUB home page for quick reference.

To access a calendar outlining all of the collection launch dates, due dates and other collection milestones, read the 2019 Key Dates and Activities factsheet.

Each collection within the SchoolsHUB reporting system is required under the Australian Education Act 2013 and Australian Education Regulation 2013. In addition to meeting these reporting requirements, collected data is distributed to further regulatory bodies as required.

To find out more about Commonwealth financial assistance for schools, please review the Australian Education Act 2013

To find out more about the reporting requirements for schools, please review the Australian Education Regulation 2013

On your SchoolsHUB user home page there is a ‘Data collection progress’ dashboard. This dashboard lists:

  • Data collections linked to your account
  • Due dates of your linked data collections
  • The number of how many organisations the user has access to for that data collection
  • A traffic light colour code of the data collections stage of completion

The four stages of the data collection progress dashboard include:

  • Not started (red) – items shown here have not been started
  • In progress (amber) – items shown here have started but not declared
  • Declared (amber) – items shown here are declared and awaiting review by the department
  • Finalised (green) – items shown here have been reviewed and approved by the department

Please note: Some SchoolsHUB collections are powered by School Entry Point (SEP) and do not provide an overview on the dashboard. You can only view the status of these collections by entering the collection.

If you believe there is an issue with your undeclared data, you may make changes by entering the collection and updating data accordingly.

If you believe there is an issue with your declared data, please advise the SchoolsHUB helpdesk on 1800 677 027 as soon as possible.

Yes, you can report on all the organisations you have access to at once in SchoolsHUB (provided you have access to them all). We commonly call this 'systemic school access' which means that you have access to more than one school and its campuses.

Note: You must ensure that the data submitted is correct before you do the bulk declarations. As a bulk upload, you do not see the declaration screens and data that a single organisations entry would.

Personal information relating to SchoolsHUB is protected by the Privacy Act 1988. Any use or disclosure of information will occur in accordance with the Australian Education Regulation 2013.

The privacy policy contains information about:

  • how individuals can access and seek correction of the personal information held by the department;
  • how complaints about breaches of the Privacy Act 1988 can be made; and
  • how the department will deal with these complaints.

Read the department’s privacy policy at www.education.gov.au.

To contact the department about a privacy related matter, email us at privacy@education.gov.au or write to:

Privacy Contact Officer

People, Communications and Legal Group

Department of Education & Training

GPO Box 9980

Canberra ACT 2601

Yes. Collections are updated according to new policy requirements.

To assist users in identifying these changes, each collection has a before you begin factsheet. These factsheets outline what information you will need to complete that collection and advise of any changes since the preceding years collection.

Updates are made to the printable instruction manuals for each collection as well as to SchoolsHUB help icons throughout the system.  

Yes. You can print or save a copy of your reporting in each collection.

For more information, please refer to each of the data collections specific user guide.

We are here to help. You can contact us by email, by submitting a new support request or by phone.

Email us at schools@education.gov.au.

Submit a new support request online from our Help and Support centre.

Phone us on 1800 677 027 and select the appropriate option for your query.

Contact area

Option

Registration or Technical support

1

Financial Questionnaire or Financial Accountability

2

Address Collection or Recurrent Funding

3

Non-government Schools Census or Census, Special Circumstances

4

Student Attendance (STATS)

5

Compliance Certificate

6