TrackEd includes several tools for manually editing and cross-checking senior schooling data. These complement the QCAA import process by giving you direct control over individual values and a way to review data across the whole cohort.
The pink edit button on the Profile page handles one student at a time, while the Subject List Utility and VET Entries reports give you a cohort-wide view. Between them you can correct results, keep Unit 3/4 projections current, flag offsite study, and get a more accurate QCE projection for each student.
In this article
Detailed Guide
Editing one student with the pink edit button
How the Unit 3/4 projection works
Keeping Unit 3/4 projections current
Flagging distance ed and university subjects
Reviewing the cohort with the Subject List Utility
Marking senior subjects
Managing VET points in the VET Entries report
Why a subject is missing from the senior profile
Fixing duplicated VET entries after an import
Reference
Searching and reporting on senior data
What you can edit manually
Manual entries cover situations that imports alone don’t handle. You can add points for subjects a student has changed out of, enter S and U unit results directly, type in IA scores for a student who arrives partway through Year 12, and adjust VET completion estimates below the default 100%. If a student has VET duplication, you can record that as a minus value in the other points field.
These edits are made in three locations: the pink edit button on the Profile page, the Subject List Utility report, and the VET Entries report. Both reports are in the Reports menu on the Profile page.
Editing one student with the pink edit button
When you need to check or correct one student’s senior record, the pink edit button brings everything into a single view. It appears on a Year 12 student’s Profile page wherever senior schooling results are displayed. Click it to see every subject row TrackEd holds for that student: OneSchool results for Years 10, 11 and 12, unit results across the Unit 1, Unit 2 and Unit 3/4 columns, IA scores and percentages, and flags for distance ed, university and dropped subjects. A scroll bar lets you move back through the full history.
Click into a grade to change it, or type over S and U values, and the projections going forward update to match. IA scores can be edited the same way, and the IA percentage updates when you click out and save. You can also manually override points, and any overridden value turns yellow so you can see what has been changed. IA data for students who have come from other schools can be typed in here, though it now also comes through the senior schooling imports.
How the Unit 3/4 projection works
For many students the Unit 3/4 column is still empty, so TrackEd forward projects from the units they have completed. If a student has a U followed by an S, TrackEd assumes the S continues and estimates three points for that subject. If they have an S followed by a U, it assumes the U continues and projects one point. A dropped subject gets no extra projected points beyonds what’s awarded.
For General subjects, the S and U in the Unit 3/4 projection come from a percentage cut-off, which defaults to 50%. You can set a different cut-off for each General subject code you offer on the Settings page, in the ATAR Subjects List, using the General S and U percentage cut-off column. The column is orange for General subjects and can’t be set for other subject codes. For more on the Settings page, see Settings Page Reference.
Keeping Unit 3/4 projections current
A QCE projection is only as accurate as the data behind it, so the Unit 3/4 column is where you can bring the projection up to date. On a Year 12 profile, an orange “Update 3/4” button updates the Unit 3/4 projections from the latest data, using percentages for General subjects or A to E results for Applied subjects. This pre-fills the Unit 3/4 column and updates the forward projections.
You can also enter a Unit 3/4 result by hand. A student might have had a U earlier, but if you believe they are now on track, enter an S in Unit 3/4 in the pink edit view and TrackEd projects forward from that.
Flagging distance ed and university subjects
If students do any study offsite, flagging those subjects keeps their points counting. When a timetable is imported, any subject that isn’t in the timetable is treated as dropped, and a dropped subject doesn’t accrue points going forward. Subjects ticked as distance ed or university in the pink edit view are ignored by the timetable import and won’t be marked as dropped.
Tick the flag on an existing subject row, or add a new subject row, fill in the details, and flag it. Flagged subjects can then be pulled up together in the Subject List Utility and in senior searches. For entering older or offsite results by hand, see Manually entering past results.
Reviewing the cohort with the Subject List Utility
When you want to check senior data across a whole cohort rather than one student at a time, open Reports > Subject List Utility from the Profile page. It shows the same information as the pink edit view in a list, with columns for OneSchool data, unit results, QCE estimates, IA points and percentages, the monitor flag, manual point overrides, distance ed and university flags, and IA and FIA data on the right if you have imported it. Rows that are greyed out are dropped. You can edit grades directly in the list.
You choose a filter on the way in. Senior subjects is the usual choice and shows everything done in Year 11 and Year 12. The current Found Set option limits the report to the students you already have selected, for example a search for students on an ATAR pathway, or a tag search for students you are case managing (see Tagging groups of students). The other filters are listed in the Reference below.
Once the report is loaded, you can change the sort order. The subject class student sort organises all rows by class grouping, so you can scan top to bottom and see progress across each class. An Export button sends everything on the page to Excel, including LUI and student IDs, and a stripped-down Senior QCE Monitoring view shows fewer columns with the LUI on the left edge for easy matching in Excel.
Marking senior subjects
Some Year 10 subjects count towards the QCE, such as short courses, and they only add points once they are marked as senior subjects. In the pink edit view, a Year 10 subject shows the senior subject flag greyed out. Click it to mark the subject as a Year 11 subject. A manually hidden subject code is also greyed out here.
Use Move > Move Up to place a subject with the other senior subject codes at the top of the list. For example, a language studied in Years 9 and 10 and now taken through distance ed appears lower in the list until you move it up. To mark a whole group at once, run the Subject List Utility with a specific subject code, such as a short course done in Year 10, and mark every row as a senior subject in one hit.
Managing VET points in the VET Entries report
VET points often need the most attention in a QCE projection, and the VET Entries report (Reports > VET Entries report on the Profile page) shows every qualification line across the cohort with its status, estimated completion and awarded points. A learning name search at the top filters the list to one qualification, for example typing “business” to show all Certificate I and Certificate III in Business entries together. Filter options also switch between completed, incomplete, no points and hidden qualification rows.
The estimated column is blank by default, which TrackEd treats as 100%. If you know a student won’t reach full completion, click the percentage and change it. You can also edit the awarded points directly, though this is not recommended if you run VET imports, as the next import overwrites manual changes to awarded points.
The awarded figure comes from QCAA and reflects the competencies uploaded so far, so it can lag behind a student’s actual progress. If you want a closer real-time picture, you can use the estimated column to record progress to date instead, for example 25% for a student partway through a Certificate III in Tourism. Filter the report to a course you deliver, fill in the estimate for each student, and set the profile’s Awarded and Estimated toggle to Estimated to see points based on those figures.
Why a subject is missing from the senior profile
To show on a senior schooling profile view, a subject row needs a seven digit class ID and a three digit subject ID. If either doesn’t match, it turns red in the pink edit view. This most often affects subject codes entered manually, so if a subject is hidden from a profile, check its class ID and subject ID here first.
Fixing duplicated VET entries after an import
If a QCAA VET import leaves students with duplicated or incorrect qualification entries, don’t re-import over the top. This is usually caused by a change in qualification IDs, either by QCAA or by switching to a different import method.
Run the VET Entries report for the affected cohort, using the learning name search if you want to isolate one course. With that Found Set on screen, choose Records > Delete Found Records from the top menu to clear the bad entries, then import a fresh VET file exported from QCAA. Previously entered estimates stay in place. Test this on one cohort before repeating it for other year levels. If deleting and re-importing doesn’t fix the problem, restoring a backup from before the faulty import is the alternative.
Reference
Subject List Utility filters
The filters you can choose when opening the Subject List Utility, for when you need a narrower list than the full senior cohort.
| Filter | Shows | When to use |
|---|---|---|
| Senior subjects | Every subject row marked Year 11 or Year 12 | The usual starting point for a cohort review |
| Current Found Set | Subject rows for the students you already have selected | Reviewing an ATAR pathway group, a tagged case management group, or any other search result |
| Specific subject | Rows for one subject code | Marking a Year 10 short course as a senior subject for every student at once |
| Distance ed / University | Rows flagged as distance ed or university | Entering or checking grades for offsite study in one spot |
| Manual point entries | Rows where points have been entered by hand | Finding manual points that the forward projection won’t overwrite |
| Unit entries / IA entries / Manual IA entries | Rows with unit results, IA results, or manually entered IA scores | Auditing hand entered data before a review |
| Hidden | Rows that have been hidden | Checking for subjects hidden by mistake |
Searching and reporting on senior data
Once your data is corrected, the senior searches let you pull up groups such as students missing core, ATAR eligible students, or duplicate VET entries. See Senior School searches and reports.
To see the updated QCE projections on profiles, list views and datawalls, see Visualising Senior School data.
Frequently Asked Questions
Q: How do I add the short course QCE point for a Year 10 student?
A: Bring short courses in with the Short Courses senior schooling import. For Year 11 and 12 students the point is added straight away. For Year 10 students, open the Subject List Utility for that subject code and mark the rows as senior subjects, which adds the point.
Q: I entered points manually. Why hasn’t the projection changed them?
A: Manually entered total and core points are not overwritten by the forward projection. Use one method or the other. The recommended approach is to update the unit results and let them drive the points.
Q: Why has a distance ed subject been marked as dropped?
A: The timetable import treats any subject not in the timetable as dropped. Tick the distance ed (or university) flag on that subject row in the pink edit view and the timetable import will ignore it.
Q: Can I change the 50% cut-off for an S in a General subject?
A: Yes. On the Settings page, open the ATAR Subjects List and set the General S and U percentage cut-off for each General subject code.
Q: Will a VET import overwrite the changes I make in the VET Entries report?
A: Manual changes to awarded points are overwritten by the next VET import. Estimated completion percentages stay in place.
Legacy Content
