Handy Hints for SIRS Administrators - 2013
Things to consider before attempting uploads to the Student Information Record System
https://sirs.curriculum.wa.edu.au
Courses/codes and offerings (WACE Procedures File section 2)
Due date for upload to SIRS - 6/2/13
 course unit codes are up to date
 all teachers have a WACOT number
 course offerings are uploaded by each year group in early February and need to be updated
when changes have been made. If you are no longer offering a course, please notify the School
Curriculum and Standards Authority (Linley Scott).
 verify the data uploaded by printing the appropriate report from SIRS
o SIRS > Reports > Other reports > Offerings > (CSE001)
Student Registration/Demographic information (WACE Procedures File section 5)
Due date for upload to SIRS - 22/3/13.
 SCSA student number stays with student for life
 always check with numbers@scsa.wa.edu.au if students other than those starting Year 8 have
a student number
 file formats are correct – dob (dd/mm/yyyy) and “Title Case” for all names
 uploads of data are to be done monthly to reflect any changes to students’ data
 when students leave, transfers are to be completed immediately and uploaded to SIRS as ‘left’
 verify data by printing appropriate reports from SIRS
o SIRS > Reports > Other reports > Students > (select your report)
Student enrolments (WACE Procedures File section 6)
Due date for upload to SIRS – 24/5/13
 before extracting files, ensure that course offerings are correct.
 ensure student registration and demographic details are up to date.
 if generating files in Excel – retain files etc for records
 any changes to enrolments, eg withdrawals/course changes or left students should be uploaded
to SIRS as soon as the changes have been made in the school database and definitely before
the last date as published in the WACE Activities Schedule (print from website)
 verify student enrolments by printing appropriate reports from SIRS
o SIRS > Reports > Other reports > Enrolments > (select your report)
 note examination cut off dates for changes to enrolments
VET and Endorsed Programs (WACE Procedures File sections 3 and 4)
Due date for upload to SIRS – 7/6/13 (Year 12) and 16/8/2013 (other than year 12)
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the school database is up to date with the latest qualifications and related UoCs/endorsed
programs – access the School Curriculum and Standards Authority website:
http://www.scsa.wa.edu.au/internet/Senior_Secondary/Vocational_Education_and_Training/VET
_Info_All_Schools
use vetlinking@scsa.wa.edu.au for all VET linking requests.
all student qualifications/UoCs/endorsed programs and traineeships are entered into the school
database prior to the uploading of enrolments and achievements (Note students can only be
withdrawn from a unit of competency by resulting either as a 40 or 99 and 90 is result not yet
available)
Achievements (WACE Procedures File section 7)
Due date for upload to SIRS – 1/11/13 (Year 12) and 2/12/2013 (other than year 12)
 every enrolment requires a result – either a grade or withdrawn status (even participation
students)
 achievements must match enrolments exactly. If enrolments/achievements are both up to date
then the submission of achievements should not become an issue
 Semester 1 achievements should be uploaded at the end of Semester 1, (addresses the
problem of students who leave at the end of Semester 1).
 remember year 10 data for qualifications/UoCs and endorsed programs
 check for missing achievements – run report CSE009 for all year groups to generate the missing
achievements.
o SIRS > Reports > Other reports > Achievements > (select your report)
o SIRS > Reports > Other reports > Missing Achievements > (select your report)
 RSQUAL file must be uploaded to ensure qualifications achieved are recorded
Reports/SIRS emails
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become familiar with the reports area to check and verify all data uploads – refer to the WACE
Procedures File, at the end of each section.
regularly check emails generated from SIRS and action where necessary.
SIRS front page symbols
Successful upload
Data not uploaded successfully
Time to update data in SIRS – re-upload
Processed with warnings
Your school may not have data for this section
Locked to schools - no further uploads to the SIRS database
2010/2379v3