Importing Senior School data

The senior schooling imports bring QCAA data into TrackEd for your Year 11 and 12 students. These imports cover subject offering results (General and Applied), VET competencies, academic integrity completion, and short courses. For a general overview of importing data into TrackEd, see Getting Data into TrackEd.

Five QCAA import 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, these give you an accurate QCE point prediction and the data needed for senior schooling profiles and reports.

In this article

Quick Start Guide

A quick walkthrough of the main senior schooling imports from QCAA. For full details on each import type, settings, and troubleshooting, see the Training Video and Deep Dive below.

1. Go to the Import page
2. Under Frequent imports, run the Dynamic Student List import to make sure all LUI values are current
3. Scroll down to the purple Senior Schooling heading
4. Select the import type you need
5. Follow the on-screen instructions for the selected import
6. Drag and drop your file onto the import area
7. For Subject Offering Results (QCAA), import the General file first, then the Applied file (two separate files per cohort)
8. For Student VET (QCAA), import the single file covering the whole cohort
9. For Academic Integrity Completion, import the single file
10. For Short Courses, import the single file
11. If prompted, open the downloaded file in Excel, save it as a new Excel file, then import the newly saved file

Training Video

• 0:01 Prerequisites: Dynamic Student List and LUI Check: Run the Dynamic Student List import before any senior schooling imports to add LUI values. Check for missing LUIs on the List page by sorting the LUI column.
• 0:53 Subject Offering Results (QCAA): Covers General and Applied subject imports, bringing in unit outcomes and IA totals. Two files per cohort, matched by full subject name.
• 1:50 Fixing Subject Name Mismatches: How to fix “and” vs “&” issues in subject names using the ATAR Subjects List in Settings.
• 2:44 Student VET (QCAA) Import: A single file for the whole cohort at competency level. First-time setup requires entering category and max points on the VET Qualifications page.
• 4:29 Academic Integrity Completion Import: Imports the AIC date for Year 12 students, now built into QCE eligibility calculations and searches.
• 5:22 Short Courses and Additional Import Types: The Short Courses import follows the same process. The top four QCAA imports cover everything needed for an accurate QCE prediction.

Deep Dive

This video covers the recommended senior schooling settings and the less common import types. The four main QCAA imports are covered in the Training Video above.

• 0:01 Recommended Senior Schooling Settings: The purple Settings area with recommended defaults for QCE contribution, 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 the Subject Offering Results import for most schools.
• 2:25 OneSchool Markbook and FIA Template: Optional imports for getting data in faster than QCAA reporting periods. The FIA Template covers Year 11 task points.
• 3:24 Superseded Import Types: Unit Results (QCAA) and VET Competency (QCAA) have been replaced by newer imports. Contact support if still using these.
• 4:20 VET Template Import: For manually importing VET data such as higher learning or university subjects, or when your RTO has more current progress than the QCAA portal.
• 5:08 ATAR Estimate Imports: Three options for importing ATAR estimates: ATAR Estimate Template, Dennis Bridger Quiz Calculation, and ATAR Active format.

Detailed Guide

Before You Start

All QCAA senior schooling imports match students using the LUI (Learner Unique Identifier). Before running any senior schooling import, run the Dynamic Student List import under the Frequent tab to make sure all LUI values are current.

To check for missing LUIs, go to the List view for your Year 11 or 12 cohort, choose the Simple list, sort by the LUI column, and scroll to the top. Any students without a LUI will appear first. If a student’s LUI is missing from OneSchool, you can enter it manually on the list.

The Five Main QCAA Imports

Five files cover the full set of QCAA imports for a cohort. Most schools only use these four import types (with two files for Subject Offering Results), as they duplicate everything from QCAA into TrackEd and give you an accurate QCE point prediction.

• Subject Offering Results (QCAA) — two files per cohort (one General, one Applied). Brings in unit outcomes and IA totals.
• Student VET (QCAA) — one file for the whole cohort. Covers all qualifications at competency level.
• Academic Integrity Completion — one file. Imports the AIC date for Year 12 students.
• Short Courses — one file. Imports short course completion data.

All four are found 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. Some files need to be opened in Excel and saved before importing, so check the on-screen instructions for each type.

Subject Offering Results (General and Applied)

This import brings in everything for General and Applied subjects, including unit outcomes and IA 1-3 totals. There are two files per cohort: one for General subjects and one for Applied subjects. TrackEd matches each line by the full subject name, as there is no OneSchool subject ID to match on.

If any subject names fail to match during import, note the names that caused the error. The next section explains how to fix them.

Fixing Subject Name Mismatches

The most common matching issue is “and” versus “&” in subject names. Go to Settings > ATAR Subjects List, where all General and Applied course names are listed. Find the subject that failed and change the name to match the QCAA file.

If your school uses both “and” and “&” across different files, add a second row with the same subject details but the alternate spelling. This way both versions will match on future imports. You may get separate errors for the Applied file and the General file, but once these settings are up to date, matching will work going forward.

Student VET and Qualifications Setup

The Student VET (QCAA) import is a single file for the whole cohort, covering all qualifications at competency level. The first time you run this import, TrackEd will pull the qualification ID and name from the file, then ask you to enter the category and max points on the Settings > VET Qualifications page. This only needs to be done once. After that, future imports use the saved settings.

There is also an optional “total competencies” field. This is for qualifications like trade tasters where the RTO may not upload all competencies upfront. For example, if a student has completed 2 out of 2 uploaded competencies but the full course has 14, setting the total prevents TrackEd from calculating them as 100% complete. Instead, it calculates 2 out of 14 and rounds the points accordingly.

Academic Integrity Completion and Short Courses

The Academic Integrity Completion import brings in the date each Year 12 student completed the AIC requirement. This date is now built into the QCE eligibility calculations and searches, so it is worth keeping up to date. Once imported, the AIC tick appears at the top of the student profile, and the date is visible on the QCAA Enrolment list view.

The Short Courses import follows the same drag-and-drop process as the other QCAA imports. It may be run less often than the others depending on your school’s needs.

Recommended Settings

The Settings page has a purple Senior Schooling area with several options. The recommended defaults 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 are off by default.

In the import settings area, there is also a QCE Ignore List. If there are certain subject codes you don’t want to come in during QCAA imports, enter the three-digit code here. Contact the TrackEd support team if you have questions about any specific setting.

Additional Import Types

Beyond the four main QCAA imports, several less common import types are available under Senior Schooling. Most schools only use the top four, but these are available for specific needs.

IA Task Assessment (QCAA) brings in criteria-level detail for individual assessment tasks, one file per subject per task. This has been largely replaced by the Subject Offering Results import, which covers unit outcomes and IA totals in a single file. The IA Task Assessment is only needed if you want the per-criteria breakdown, which appears on the Task Assessment profile option and the two-page profile. Most schools no longer do this import because of the extra effort involved.

OneSchool QCAA Markbook uses markbook data exported from OneSchool. Some schools find this gets information in faster than waiting for QCAA reporting periods. FIA Template is for Year 11 students and brings in total points across each task. Save the template from the Profile page under Exports > FIA Template, fill in the points, and import. Both of these are optional.

VET Template is used for manually importing VET data such as higher learning or university subjects, or when your RTO has more up-to-date progress than the QCAA portal. Save the template from the Profile page under Exports > VET Template. It provides one line per student per qualification with column guides. Whichever VET data was imported last (Student VET QCAA or VET Template) is what appears on the student profile.

ATAR Estimates

Three options are available for importing ATAR estimates into TrackEd. The ATAR Estimate Template is a basic Excel file for recording estimates from online calculators. The Quiz Raw Results and Quiz Calculation imports are for the Dennis Bridger format. ATAR Active is a third-party ATAR estimate format.

To display ATAR estimates on the student profile, enable “Show Quiz ATAR Estimate on Senior Schooling tabs” in Settings. You can also change the label from “ATAR Estimate” to “Interim ATAR” if preferred.

Superseded Import Types

Two older imports have been replaced by newer options. Unit Results (QCAA) is now superseded by the Subject Offering Results import, which covers both unit outcomes and IA totals in one step. VET Competency (QCAA) has been replaced by the Student VET (QCAA) import, which covers all qualifications in a single file instead of one file per qualification.

If you are still using either of these older imports, contact the TrackEd support team for help transitioning to the newer import types. The Unit Progress Template remains available for schools that connect it to internal markbook systems.

Frequently Asked Questions

Q: Do I need to do anything before importing senior schooling data?
A: Yes. Run the Dynamic Student List import first to make sure all LUI values are in place. The QCAA imports use the LUI to match students. 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: What should I do if a subject name doesn’t match during import?
A: Go to Settings > ATAR Subjects List and update the subject name to match the QCAA file. The most common issue is “and” versus “&”. If your school uses both versions, add a second row with the alternate spelling.

Q: Do I need to set up VET qualifications every time I import?
A: No. The first time you import Student VET data, TrackEd asks you to enter the category and max points for each qualification on the Settings > VET Qualifications page. After that, future imports use the saved settings.

Q: What is the Academic Integrity Completion import?
A: It imports the date each Year 12 student completed the AIC requirement. This date is used in QCE eligibility calculations and searches, and appears as a tick at the top of the student profile.

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 criteria-level detail for individual tasks.

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