To ensure that schools:
- enrol eligible students
- maintain enrolment data
- maintain their custodial role.
- enrol eligible students, who are new to the Victorian government education system under the name contained in the documents supporting their admission; primarily their birth certificate
- keep copies of sighted documents (Note: for primary students this includes an Immunisation History Statement from the Australian Immunisation Register)
- verify changes to student enrolment names
- maintain and update student details obtained on enrolment
- keep all information confidential and managed in accordance with:
- Victorian privacy laws.
Rule: At initial enrolment a Victorian Student Number (VSN) is allocated to a student in the name certified in admission documents. When students transfer between schools, the name will remain as the name attached to the VSN, unless new legal documentation with an amended name is provided see:
Changing enrolment name
Note: The majority of students enrolled prior to 2009, with names different from those appearing on their birth certificate due to previous Department policy; can continue to be enrolled in these names.
Schools can change the name under which a student is enrolled if:
- new legal documentation with an amended name is provided, such as:
- officially amended birth certificate
- proof of adoption
- court order authorising another name
- supporting documentation, which was not originally available, differs from the name provided during conditional enrolment see:
- proof is provided that the enrolling parent or the student is using another name under a scheme designed to ensure their safety, such as witness protection.
CASES21 student information database
The database includes:
- admission forms
- transfer information
- the student register, in primary schools
- class lists
Maintaining student information in CASES21
This table describes how schools maintain student information in CASES21.
|Stage ||Description |
|1 ||Enrolment data is entered for students who are new to the Victorian government school system. |
|2 ||Data is:
confirmed/updated and signed by the parent/guardian when students transfer
- updated when changes occur, such as guardianship
- reviewed half yearly, specifically parent/guardian contact information, see: CASES21 Administration User Guide for guidance including processes for generating the Student Enrolment Information Form and Student Information Full Details Report, , see:
- revised annually for State and Commonwealth reporting
- updated when informed by parents of changes to family circumstances.
Records are disposed of in accordance with the General Disposal Schedule. See:
Archives and Records Management
Note: Schools enrolling international students should update CASES21 to confirm the student's commencement of study within 5 working days of commencement. Any changes to the student's enrolment should also be recorded in a timely manner. This will ensure an accurate disbursement of funds to the relevant school. See: ISP Quality Standards and School Resources under Department resources
Note: Where students are moving from one government school to another government school, student data can be transferred using CASES21 (mandatory from July 2017) and:
- parents are not required to complete a new enrolment form if data is transferred using CASES21
- schools must not create a new student record in CASES21 – this will create a duplicate record
- schools are required to send a copy of the Student Enrolment Information Form to the parent for checking, updating and signing to ensure student data is current and accurate.
For further information see:
Note: In accordance with amendments to ‘No Jab No Play’ legislation, as of 28 February 2018 only the Immunisation History Statement from the Australian Immunisation Register is acceptable for the purposes of enrolling in a primary school in Victoria. Sighting of the stamped immunisation booklet or documents produced by GPs or other immunisation providers are not sufficient evidence to meet this requirement. The immunisation status of the student must be recorded on CASES21 (whether an Immunisation History Statement has been received or not) and updated when necessary.
Maintaining and using immunisation records - primary students
Immunisation History Statements from the Australian Immunisation Register indicate whether primary students have been immunised against some or all of the following infectious diseases:
- pertussis (whooping cough)
Haemophilius influenza type B
- varicella (chickenpox).
This table describes how schools should maintain and use immunisation records for primary students.
|Stage ||Description |
|1 ||Obtain copies of official Immunisation History Statements from parents/guardians prior to enrolment.|
Note: In accordance with amendments to ‘No Jab No Play’ legislation, as of 28 February 2018 only the Immunisation History Statement from the Australian Immunisation Register is acceptable for the purposes of enrolling in a primary school in Victoria. Sighting of the stamped immunisation booklet or documents produced by GPs or other immunisation providers are not sufficient evidence to meet this requirement.
Record the immunisation status of the student on CASES21 (whether an Immunisation History Statement has been received or not).
Maintain a file containing Immunisation History Statements.
Note: If primary students transfer to another primary school a copy should be sent to the receiving school and recorded on CASES21.
During disease outbreaks refer to student Immunisation History Statements.
Instruct parents/guardians of students not immunised to keep their children at home for the recommended period, as outlined in the Department of Health’s School exclusion table, see:
Maintaining Student Family Occupation and Education (SFOE) information
Funding for equity (Social Disadvantage) provides an individual loading for students from disadvantaged backgrounds that will increase with the density of disadvantage at the school. Increased funding for schools has proven to raise educational outcomes, particularly for these students. Schools use Social Disadvantage funding to deliver tailored educational programs that meet the needs of this cohort of students.
The Social Disadvantage loading allocates funding based on parental occupation, parental education and the level of concentration of disadvantage in a school. Students with the highest level of need are targeted with the most funding to ensure schools have the resources to support them.
SFOE information that parents provide directly affects the level of Social Disadvantage funding that a school will receive. Therefore, it is essential that schools:
- ensure that their staff understand why SFOE data is needed and the benefits of ensuring there are no errors in data logged on CASES21
- clearly explain to parents the importance of correctly completing the parent information form
- have a process to ensure SFOE information is accurate and up-to-date
- contact parents when occupation and/or education data is missing, incomplete or unclear
- keep records to explain any changes or updates to data submitted by parents.
Education and Training Reform Act 2006
Public Health and Wellbeing Act 2008
- Public Health and Wellbeing Regulations 2009