Student Mapping Tool

From Term 1 2017, Victorian government and Catholic schools will use the new Victorian Curriculum F-10. Curriculum related information is currently being reviewed and may be subject to change.

For more information on the curriculum, see:
The Victorian Curriculum F–10 - VCAA

The Student Mapping Tool is a pre-programmed Microsoft Excel spreadsheet, which presents an easy-to-read selection of your school’s data held on the CASES21 student database, used by all Victorian Government schools.

The Tool highlights factors which have been shown to increase the risk of student disengagement and early leaving, and maps the programs and initiatives being used within your school. The data can be used to assess and plan for whole-school needs, and to monitor individual student progress, evaluate the efficacy of the interventions being used, and assists schools in reporting and student management.

The Student Mapping Tool will assist schools in developing Individual Education Plans with Koorie students.

To learn more about the Tool and how schools are using it, view these videos

New version of the Student Mapping Tool - Version 3.2 (AusVELS)

A new version of the Student Mapping Tool (version 3.2 AusVELS) will soon be available for download. Along with version 3.1 it will be compatible with both Excel 2010 and Excel 1997-2003.

Note: if your school needs to run an end of year refresh, you should be able to do this in the current version of the Student Mapping Tool, pending release of version 3.2 in 2014.

Changes to improve usability include:

  • minor bug removed to allow AusVELS results to be shown in the VELS columns
  • Column ‘C’ now shows the ‘Date of Enrolment’; replaces ‘Date of last refresh’ – which is still shown at the top of the page. This enables a quick check of new enrolments since the last AusVELS or NAPLAN results were added
  • Column ‘V’ now shows the ‘Exit Destination Category’ for students who exit after Year 9. As with the previous column ‘V’ it is not used by Primary schools and may be hidden by them
  • addition of new red flags to the ‘Mapping Individual Support Programs’ section to better facilitate common approaches to entering interventions across schools
  • changed colour coding of NAPLAN data so it is based on year of NAPLAN data instead of the current year level of the student.

A new version of the 'Extraction Guide' to accompany version 3.2 (AusVELS) has been released. To download the latest versions of the Tool and the Extraction Guide, see: Level 1 – Obtain Your Own School’s Data

Microsoft Excel and the Student Mapping Tool

In order to get the most out of the Student Mapping Tool, users need to be proficient users of Microsoft Excel. If you think you, your colleagues or your staff could benefit from improved literacy in Microsoft Excel, please consider undertaking appropriate professional development activities, as this will dramatically improve your use of the Tool.

Engagement with and use of the Student Mapping Tool: Guide to using this website

Versions of the Student Mapping Tool have been used in many Victorian schools since 2005. Observation of those schools suggests that there are different ‘levels of engagement’ with the Tool, and most schools begin simply and move on to richer and more sophisticated uses over time. For this reason, these web-based resources have been designed to support schools through a series of 6 ‘levels of engagement’:

Please remember that these are not strictly sequential steps. Schools will choose their own path through these levels of engagement. However, you should engage fully at levels 1, 2 and 3 before moving on in order to get the most out of the Tool.

At all levels of engagement, you must consider the privacy issues associated with the information contained in the Tool:

  • Who needs to see the spreadsheet and who just needs to receive whole-school statistics? 
  • Who needs to use the spreadsheet but doesn’t need to see individual student names? 
  • Who needs to see information about all students, and who only needs information on a certain group of students (e.g. Year level, Koorie, refugee etc)?
  • Under what circumstances can you share what information in the Tool with another organisation? 
  • Your use of the Tool should always comply with the Privacy Guide to the Student Mapping Tool (Word - 1.5Mb)

Care needs to be taken that the Tool is not used to publicly label, stereotype or reduce the school’s expectations of a particular student or group of students.