Mid-year August school census collections

Information for schools to complete their mid year school census collections.


Five data collections are conducted as part of the August school census:

  • Student enrolment census: due Friday 2 August 2019
  • Principal's projections: due Friday 2 August 2019
  • Supplementary census: due Friday 16 August 2019
  • Casual relief teacher recruitment collection: due Friday 9 August 2019
  • Locally paid staff census: due Friday 9 August 2019

Student enrolment census

Schools must use the CASES21 to submit their mid-year (August) student enrolment census by Friday 2 August 2019.

Schools should familiarise themselves with the documentation available under guidelines for completing the census. See Census advice and assistance.

Key information to help schools prepare for the census and complete it correctly will be provided at the start of Term 3.  It will include a census process checklist to prompt schools of processes to follow in preparing for, processing and signing off the school census return.

Student Family Occupation (SFO) and Student Family Education (SFE) information collected in the August student enrolment census is used to calculate the social disadvantage component of equity funding. Schools must ensure SFO and SFE details are updated and complete in CASES21 for new and existing students ahead of the August census.

The Student Family Occupation and Education (SFOE) portal provides useful documents, supporting information and the SFO code register to assist schools with collecting, entering and maintaining accurate SFOE data for all students in their school. The site has a search functionality to assist schools with clarifying occupational categories.

Principal's projections for the 2020 school year

Schools are required to forward their principal's projections data collection for the 2020 school year by close of business Friday 2 August 2019. Data may be entered from Tuesday 30 July 2019.

Complete the principals' projections data collection
Principal or school Edumail account required

Principals' enrolment projections are used in calculating each school's indicative SRP for the following school year. Principals estimate the likely SRP funded enrolments for each year level and campus and provide a total estimate of the non-SRP funded enrolments anticipated.  

Principal's projections data collection user guide (docx - 201.21kb)

Supplementary census

School should complete and submit the supplementary census by Friday 16 August 2019. Schools will be emailed a link to login to the supplementary census in early August.

Casual relief teacher recruitment census

Schools must complete the casual relief teacher recruitment collection by Friday 9 August 2019.

Complete the casual relief teacher recruitment collection
Principal or school Edumail account required

The casual relief teacher recruitment collection covers the reference period containing the first Friday in August.  In 2019 this is the week starting on Tuesday 30 July 2019 and ending on Friday 2 August 2019.

The collection asks schools:

  • whether they employed Casual relief teaching (CRT) staff in the reference period
  • the sources of CRT recruitment
  • the teaching background of the CRT staff recruited
  • whether they experienced difficulties recruiting CRTs during the reference period
  • the subject areas that were difficult to recruit CRTs for
  • the actions taken to employ CRTs for difficult vacancies
  • the actions taken when no CRT was available.

This data enables us to assess more accurately which localities and in which subject or specialist areas schools may be experiencing difficulties recruiting CRTs. We use the data in devising strategies to assist schools to overcome these problems.

Casual relief teacher recruitment census FAQs (docx - 118.42kb)

Locally paid staff census

Schools are requested to complete the locally paid staff collection (previously called the school supplementary staffing collection) by Friday 9 August 2019.

Complete the locally paid staff collection
School Edumail account required

The locally paid staff census collects information on school staffing which is not available from the central payroll. This data is used in conjunction with central payroll data to allow Victoria to meet its national reporting obligation to provide staffing numbers to the national schools statistics collection.

Instructions for locally paid staff census (docx - 109.21kb)