Data Collections Address Collection

The address collection is undertaken each year by non-government approved authorities and their schools in SchoolsHUB. 

Most non-government schools are required to complete the address collection. These schools will see ‘Address Collection 2025’ listed on the data collections dashboard in SchoolsHUB.

Note: If your school or school location is new in 2025, contact us to see if you need to complete the collection.

The school’s approved authority is responsible for providing the required address collection data under the Australian Education Regulations 2023.

Your approved authority can advise you of your school’s responsibilities in submitting the collection data.

Government schools and some non-government schools are exempt from completing the address collection under the Australian Education Regulations 2023.

These schools are:

• special schools
• special assistance schools
• Majority Aboriginal and Torres Strait Islander (MATSIS) schools (as determined by the Australian Department of Education)
• sole provider schools (as determined by the Australian Government Department of Education)
• government schools.

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.

The address collection collects the following data from eligible schools, for each location at the school:

• address of each eligible school aged student.   
• demographic data related to the student:
• education Level (primary or secondary)
• whether the student is a boarding or day student.
• name and residential address of the person(s) responsible for each student. In general, the person(s) responsible will be the student’s parent/guardian.

Collectively, this data is referred as the Statement of Student Addresses.

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 used for this data collection only.

The 2025 address collection will be open from Wednesday 12 February to Wednesday 12 March 2025.

Data cannot be submitted before the collection opens in SchoolsHUB.

The address collection does not have a reporting period. Instead, data should be as at the start of the collection period, 12 February 2025 for students currently enrolled at the school’s locations.

The main changes in the 2025 address collection compared to previous years are as follows:

• all data requirements for the address collection are detailed in the 2025 Data technical specification . This document describes the expected residential circumstances of students and their parents/guardians and how to report each circumstance. We recommend you provide it to your school software vendor to ensure they have a copy.
• the address collection tool to create an XML format file for upload to SchoolsHUB has received minor updates. Please ensure you use the 2025 version of the address collection tool, which will be available under the downloads section on the SchoolsHUB address collection page before the collection opens.

The address collection has 2 options for providing data:

1. Data upload ­– upload an XML format file on the ‘Data Upload’ tab to submit bulk data to the collection. It is recommended if you report more than 10 students for a school location of students with usual residential address circumstances. The upload function requires your data to be in XML format.

       There are 2 ways to generate an XML file for upload:

• from your school software. Check with your school software provider to see if your school software product can do this for the address collection.
• using the address collection tool to generate an XML format file for upload. The 2025 tool will be published under the downloads section on the SchoolsHUB address collection page before the collection opens.

2. Manual data entry – enter address data for a location one student record at a time. Manual data entry is recommended for school(s)/location(s):
   • with fewer than 10 students
   • that report unusual residential address circumstances
   • that has users who need to pin an address.

Note: The XML file cannot contain any unusual circumstances records; these must be manually entered into SchoolsHUB.

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. 

We recommend reading the Using SchoolsHUB help page for more information.