Data Collections Address Collection

1. All data requirements for the Address Collection are outlined in the 2021 Data Technical Specifications. The data technical specification describes the expected residential circumstances of students and their parents/guardians and how to report each circumstance (see Table 1 in the data technical specification). We recommend you provide it to your school software vendor to ensure they have a copy.
2. All Address Collection help information is current for the 2021 collection. We recommend taking some time to read this information. It is available in the SchoolsHUB Address Collection help and support.
3. The Address Collection Tool to create an XML format file for upload to SchoolsHUB has been significantly upgraded. The upgrades include:
   • An Instructions tab. Step-by-step details on how to use the tool.
   • An Expected Residential Circumstances tab. Listing the various expected residential circumstances that can be reported using the tool and how to report them.
   • Separate tabs for the locations you are reporting and the student and parent address information.
   • A simplified and clear layout for school locations and their primary contact person's details.
   • Improvements to the Statement of Student Address tab to make it clearer for users to complete. 
   • Revised error identification. Removal of the separate Errors tab. The validation status indicates against each row of data. Advice on how to fix errors appear with a red background in the cell where the error has occurred.

Note: when validating a large volume of data (between 1000 to 20,000 rows) in the tool it may take up to 15 minutes for Excel to run the validations. A processing icon is displayed while the data is being validated.

The 2021 Address Collection will be open from Monday 15 February to Friday 12 March 2021.

Address Collection does not have a reporting period. Instead, data should be as at the start of the collection period, 15 February 2021 for students currently enrolled at the school's locations.

Address Collection data is collected in accordance with sections 52(3)(c) and 58(b) of the Australian Education Regulation 2013. These sections of the Regulation require the collection of student and parent/guardian address information and some student characteristic information. The collected data is used and combined with other data to calculate a non-government school community’s capacity to contribute to the costs of schooling.

Most non-government schools are required to complete the collection. However, some types of schools not required to complete the Address Collection under the Australian Education Regulation 2013. These schools are:

• Special Schools
• Special Assistance Schools
• Majority Aboriginal and Torres Strait Islander (MATSIS) schools (as determined by the department)
• Sole Provider Schools (as determined by the department)

Schools required to complete the collection will see ‘Address Collection 2021’ listed on the Data Collections dashboard in SchoolsHUB. Note: If your school or school location is new in 2021, contact us to find out if you need to complete the collection.

It is the responsibility of the school’s Approved Authority to provide the required data to the collection under the Australian Education Act 2013.

Your Approved Authority can advise you of your school’s responsibilities in the submission of data to the collection.

Are all students included in the collection?

No. Some students must not be included in the submission to the collection. These are:

• Students in early childhood education programs (referred to as Year 1 minus 2).
• Full-fee paying overseas students (international students who do not attract Australian Government recurrent funding).
• Distance Education students.

Are all student names collected?

Student names are not collected as part of the Address Collection. Schools generate a unique student record number (SRN) to use as a reference for each record. The SRN is an unidentifiable number generated by the school and is only used for this data collection.

You can submit data by:

• Generating an XML format file from your school technology system. Load the file to SchoolsHUB Address Collection. Note: the file cannot contain any unusual circumstances records; these must be manually entered into SchoolsHUB.
• Completing the Address Collection Tool and creating the XML format file from the tool for upload to SchoolsHUB. Manually enter into SchoolsHUB any unusual circumstances records. Suitable for those submitting more than a small number of student records and your school system cannot generate an XML format file .
• Manually enter records into SchoolsHUB. Suitable for those submitting a small number of student enrolments and/or submitting unusual circumstance records, including pinning an address. (i.e. the address is a property that does not have a street address or a community).

SchoolsHUB enables you to manage your data submission by manually entering the data or using the Data Upload functionality. The Data Upload functionality has two actions you can use:

1. Append – Use this option if you are uploading data for the first time or to add new data to a location(s) with existing data in SchoolsHUB.
2. Replace – Use this option to replace all data currently in SchoolsHUB for the location(s) listed in your upload file. Any changes or validations already made to data for those location(s) in SchoolsHUB will be lost.

A Location Australian Government Education ID number (Location AGEID) is a unique identifier for each location of a school approved by the department. It is different to the school's AGEID.

Address Collection data is submitted against the Location AGEID.

You can find your Location AGEID in your signed in profile page or by using the link an organisation search function.