The senior schooling imports bring QCAA data into TrackEd for your Year 11 and 12 students. They cover subject offering results (General and Applied), student VET, academic integrity completion, and short courses, plus a range of less common import types. These are the Year 11 and 12 part of getting data into TrackEd, so for the wider import system see Getting Data into TrackEd.
Five QCAA files cover the core data for a cohort: two subject offering files (General and Applied), one student VET file, one academic integrity completion file, and one short courses file. Together they give you an accurate QCE point prediction and the data behind your senior schooling profiles and reports.
In this article
Quick Start Guide
A quick walkthrough of the five main QCAA imports. For full detail on each import type, settings, and troubleshooting, see the Training Video and Deep Dive below.
- Go to the Import page.
- Under the Frequent tab, run the Dynamic Student List import to make sure all LUI values are in place.
- Scroll down to the purple Senior Schooling heading.
- Select the import type you need and follow the on-screen instructions.
- Drag and drop your file onto the import area.
- For Subject Offering Results (QCAA), import the General file and the Applied file (two separate files per cohort).
- For Student VET (QCAA), import the single file that covers the whole cohort.
- For Academic Integrity Completion, import the single file.
- For Short Courses, import the single file.
- For the Student VET and Academic Integrity Completion files, open the QCAA CSV in Excel and save it before importing, then drop in the saved copy.
- Check the on-screen result. If any lines fail to match, note the subject names and fix them in Settings (see the Detailed Guide below).
Training Video
- 0:01 Prerequisites: Dynamic Student List and LUI Check: Run the Dynamic Student List first to add LUI values, then check for missing LUIs on the List page by sorting the LUI column.
- 1:12 Subject Offering Results (General and Applied): Two files per cohort, matched by full subject name, bringing in unit outcomes and IA totals.
- 1:50 Fixing Subject Name Mismatches: How to resolve “and” versus “&” differences using the ATAR Subjects List in Settings.
- 2:44 Student VET (QCAA) and Qualification Setup: One file for the whole cohort at competency level, plus the first-time category and max points setup.
- 4:29 Academic Integrity Completion: Imports the AIC date for Year 12 students, now built into QCE eligibility calculations and searches.
- 5:22 Short Courses and the Top Four Summary: The Short Courses import and why the top four QCAA imports cover everything needed for an accurate QCE prediction.
Deep Dive
A closer look at the recommended senior schooling settings and the less common import types, including the older imports most schools have moved on from and the three ways to bring in an ATAR estimate. The four main QCAA imports are covered in the Training Video above.
- 0:01 Recommended Senior Schooling Settings: The purple Settings area, the recommended defaults for QCE and VET displays, and the QCE Ignore List.
- 1:09 IA Task Assessment (QCAA): One file per subject per task for criteria-level detail, now largely replaced by Subject Offering Results.
- 2:25 OneSchool Markbook and FIA Template: Optional imports for getting data in faster than QCAA reporting periods, plus Year 11 task points.
- 3:24 Superseded Imports: Unit Results (QCAA) and the Unit Progress Template, and what has replaced them.
- 4:04 VET Competency and the VET Template: Manually importing VET data for higher learning subjects or when your RTO is more up to date than QCAA.
- 5:08 ATAR Estimate Imports: The three ATAR estimate formats and the setting that shows them on the profile.
Detailed Guide
The Five Main QCAA Imports
Subject Offering Results
Fixing Subject Name Mismatches
Student VET and Qualifications Setup
Academic Integrity Completion and Short Courses
Recommended Settings
When an Import Fails
Bringing in Criteria-Level IA Detail
Importing VET Data Manually
Recording ATAR Estimates
Reference
Checking Your Imported Data
Before You Start
The QCAA imports match each student by their LUI, so the first job is making sure every senior student has one. Run the Dynamic Student List import under the Frequent tab before any senior schooling import, and it will add or update the LUI values TrackEd needs to line the QCAA data up.
To spot anyone missing a LUI, go to the List view for your Year 11 or Year 12 cohort, choose the Simple list, sort by the LUI column, and scroll to the top. Students without a LUI appear first. If a student’s LUI has not come through from OneSchool yet, you can type it in manually on the list, and TrackEd will not overwrite a manually entered LUI on a later import.
The Five Main QCAA Imports
Most schools use just four QCAA import types, with two files for Subject Offering Results, so five files in total per cohort. These duplicate everything from QCAA into TrackEd and drive an accurate QCE point prediction, which is why they are the ones worth keeping current.
- Subject Offering Results (QCAA) — two files per cohort, one General and one Applied. Brings in unit outcomes and IA 1-3 totals.
- Student VET (QCAA) — one file for the whole cohort, covering all qualifications at competency level.
- Academic Integrity Completion — one file. Brings in the AIC date for Year 12 students.
- Short Courses — one file. Brings in short course completion data.
All four sit on the Import page under the purple Senior Schooling heading. For each one, select the import type, follow the on-screen instructions, and drag and drop your file. The Student VET and Academic Integrity Completion files are the two that need to be opened in Excel and saved before importing, as the raw QCAA CSV can trip the header check. The other files import directly, so follow the on-screen instructions for each type.
Subject Offering Results
This is the import behind your General and Applied subject data, bringing in unit outcomes and IA 1-3 totals for every subject code in one step. There are two files per cohort, one for General and one for Applied, and TrackEd matches each line by the full subject name because there is no OneSchool subject ID to match on.
If any subject names fail to match when you import, note the names that caused the error. The next section covers how to line them up so they match on future imports.
Fixing Subject Name Mismatches
Because the match key is the full subject name, the most common cause of a mismatch is “and” versus “&”. QCAA files use the two interchangeably and inconsistently between schools, so a subject like “Sport and Recreation” may not match the entry saved in your settings. Go to Settings > ATAR Subjects List, where all General and Applied course names are listed, find the subject that failed, and change its name to match the wording in your import file exactly.
If your school receives files that use both forms, add a second row with the same subject details and the alternate spelling, for example both “Information and Communication Technology” and “Information & Communication Technology”. With both variants listed, future imports match whichever convention QCAA uses. Save the change and re-run the import. You may see separate errors on the General and Applied files, but once the settings are up to date, matching holds going forward.
Student VET and Qualifications Setup
The Student VET (QCAA) import is a single file for the whole cohort, covering every qualification at competency level. The first time you run it, TrackEd pulls the qualification ID and name from the file, then asks you to enter the category and max points on the Settings > VET Qualifications page. That is the minimum each qualification needs, and you only enter it once, after which future imports use the saved values.
There is also an optional Total Competencies field. You only need it for qualifications where the RTO does not upload every competency upfront, such as a trade taster or try-a-trade. If a student has completed 2 of 2 uploaded competencies but the full course is 14, setting the total to 14 stops TrackEd reading that as 100 per cent. Instead it calculates 2 out of 14 and rounds the points down accordingly.
Academic Integrity Completion and Short Courses
The Academic Integrity Completion (AIC) import brings in the date each Year 12 student completed the AIC requirement. That date now feeds the QCE eligibility calculations and searches, so it is worth keeping current. Once imported, the AIC tick appears at the top of the student profile, and the date shows on the QCAA Enrolment list view, which you can sort to find students who are still outstanding.
The Short Courses import follows the same drag-and-drop process as the other QCAA imports. It tends to be run less often than the others, depending on what your school offers.
Recommended Settings
The Settings page has a purple Senior Schooling area worth setting up once. The recommended options to turn on are: show QCE contribution from VET, show estimated VET QCE contribution, show competency progress on VET displays, and hide the unit monitor and reset flags on the profile. The other options in that area are off by default.
Further down, the import settings area has a QCE Ignore List. If there are subject codes you do not want coming in on a QCAA import, enter the three-digit code here. Contact the TrackEd support team if you are unsure about any specific setting.
When an Import Fails
A header or format error on a QCAA import almost always means the file format has shifted, not that you did something wrong. QCAA and OneSchool occasionally change their export formats, and TrackEd releases a corrected version shortly after. The fix is to update TrackEd to the latest release, either from the downloads page or on your server’s auto-update schedule, then re-run the import with a freshly exported file.
Two of the senior schooling files need one extra step: open the Student VET and Academic Integrity Completion CSVs in Excel, save them (saving as an Excel file is fine), close them, then import the saved copy. This clears the encoding quirks in QCAA’s CSV exports that break the header check. If an import still fails after updating and resaving, use the blue Import Helper button on the error page to send a de-identified diagnostic log to support. For the wider set of import errors and cleanup tools, see Import Troubleshooting.
Bringing in Criteria-Level IA Detail
Most schools get their IA totals from the Subject Offering Results import, which now brings in Unit 1, Unit 2, and IA 1-3 totals for every subject code in one file. If you want the per-criteria breakdown behind those totals, particularly for General subjects, the IA Task Assessment (QCAA) import is the one that carries it. It is one file per subject per task, so it is a lot more importing, and it is the source for the criteria detail shown on the Task Assessment profile option and the two-page profile with task assessment. Because of the extra effort, most schools no longer run it.
Importing VET Data Manually
The VET Template import is for VET data that does not come through the standard Student VET (QCAA) file, such as higher learning or university subjects, or cases where you are the RTO and your progress is more current than the QCAA portal. Save the template from the Profile page under Exports > VET Template, and it gives you a file with a column guide, one line per student per qualification. Whichever VET data was imported last, the Student VET QCAA file or the VET Template, is what shows on the student profile.
Recording ATAR Estimates
If your school records ATAR estimates, TrackEd takes them three ways. The ATAR Estimate Template is a plain Excel file for estimates worked out on an online calculator or with a student. The QISSS Raw Results and QISSS Calculation imports handle the Dennis Bridger two-stage process, and ATAR Active is a third-party estimate format.
To show an estimate on the profile, turn on “show QISSS ATAR estimate on senior schooling tabs” in Settings, which is off by default. There is also an option to relabel it from “ATAR Estimate” to “Interim ATAR” if that reads better for your school.
Reference
Senior schooling import types
The full set of imports under the purple Senior Schooling heading, for when you need to check which file does what. The top four are the ones most schools run each cycle; the rest are occasional or have been superseded.
| Import | File(s) | What it brings in | When to use |
|---|---|---|---|
| Subject Offering Results (QCAA) | Two per cohort (General, Applied) | Unit 1, Unit 2, and IA 1-3 totals for all subject codes | Core import, run every cycle |
| Student VET (QCAA) | One per cohort | All qualifications at competency level | Core import, run every cycle |
| Academic Integrity Completion | One per cohort | AIC completion date for Year 12 | Core import, feeds QCE eligibility |
| Short Courses | One per cohort | Short course completion data | Core import, run as needed |
| IA Task Assessment (QCAA) | One per subject per task | Criteria-level detail behind IA totals | Only if you need the per-criteria breakdown |
| OneSchool QCAA Markbook | Per markbook export | Markbook results from OneSchool | Optional, to get data in ahead of QCAA reporting periods |
| FIA Template | Excel template | Total points per task, Year 11 | Optional, for Year 11 task points |
| VET Template | Excel template | Manually entered VET data, one line per student per qualification | Higher learning subjects or when your RTO is more current than QCAA |
| ATAR Estimate Template | Excel template | An ATAR estimate value | Recording estimates from an online calculator |
| QISSS Raw Results / QISSS Calculation | Two-stage files | Dennis Bridger ATAR estimate | If you use the Dennis Bridger process |
| ATAR Active | Provider file | Third-party ATAR estimate | If you use ATAR Active |
| Unit Results (QCAA) | One per cohort | Unit outcomes only | Superseded by Subject Offering Results, contact support to transition |
| VET Competency (QCAA) | One per qualification | Competency results | Superseded by Student VET (QCAA) |
| Unit Progress Template | Excel template | Unit progress from internal markbooks | Legacy template, kept for schools that still hook it up |
Checking Your Imported Data
Once the imports are in, the data flows through to the senior schooling profiles and the QCE, ATAR, and VET searches. Open a student profile to confirm the subject results, AIC tick, and VET progress look right, and use the senior school searches to check the cohort as a whole. For the searches and reports that read this data, see Senior School searches and reports.
Frequently Asked Questions
Q: Do I need to do anything before importing senior schooling data?
A: Yes. Run the Dynamic Student List import first so all LUI values are in place, as the QCAA imports match students by LUI. You can check for missing LUIs on the List page by sorting the LUI column and scrolling to the top.
Q: How many files do I need for the main QCAA imports?
A: Five files cover the full set for a cohort: two Subject Offering Results files (one General, one Applied), one Student VET file, one Academic Integrity Completion file, and one Short Courses file.
Q: A subject name will not match on import. How do I fix it?
A: Go to Settings > ATAR Subjects List and change the subject name to match your import file exactly. The usual culprit is “and” versus “&” (for example “Sport and Recreation”). If your files use both forms, add a second row with the alternate spelling so future imports match either way.
Q: My Student VET or AIC file fails with a header or format error. What do I do?
A: Open the QCAA CSV in Excel, save it, close it, then import the saved copy, which clears the formatting quirks in QCAA’s exports. Make sure TrackEd is on a current release too, as QCAA sometimes changes a file’s format (the AIC file needs v3.583 or later). If it still fails, use the blue Import Helper button to send a diagnostic log to support.
Q: A VET import left duplicated or incorrect qualification entries. How do I clean it up?
A: Do not re-import over the top. Run the VET Entries Report for the cohort, use the learning name filter to isolate a duplicated course if needed, then choose Records > Delete Found Records to clear the bad entries and re-import a fresh VET file. Test one cohort first. See Senior School searches and reports for the report itself.
Q: Do I still need the IA Task Assessment import?
A: For most schools, no. The Subject Offering Results (QCAA) import now covers Unit 1, Unit 2, and IA 1-3 totals for all subject codes. The IA Task Assessment import is only needed if you want the criteria-level detail behind individual tasks.
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