Data Collections Address Collection

Yes, the department has made certain changes/improvements in 2022 Address Collection as listed below: 

Address Collection resources updated for 2022

1. All data requirements for the Address Collection are outlined in the 2022 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 2022 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 received some minor updates. Please ensure you are using the latest version of the collection tool, which is available on SchoolsHUB Address Collection help and support.
4. Once you have declared your Address Collection data submission department staff will shift the collection status for a school location into 'In Review'. Once 'In Review' status is reached, users will not be able to access or update their data. Departmental staff will then conduct Quality Assurance (QA) checks on the data. If it passes QA the status will shift to 'Finalised'. If a school requires a change to their data after the status has reached 'In review' or 'Finalised', they will need to email a completed Undo Declaration Form (available for download on the SchoolsHUB Address Collection help and support) to seshelpdesk@dese.gov.au.

The 2022 Address Collection will be open from Wednesday 16 February to Wednesday 16 March 2022.

Address Collection does not have a reporting period. Instead, data should be as at the start of the collection period, 16 February 2022 for students currently enrolled at the school's locations.

Most non-government schools are required to complete the collection. Schools required to complete the collection will see 'Address Collection 2022' listed on the Data Collections dashboard in SchoolsHUB.

Note: If your school or school location is new in 2022, contact us at seshelpdesk@dese.gov.au 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.

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

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.

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.