Recording student achievement data

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Information about data recording for schools and software developers.


There are two methods for recording achievement data:

  • an import/export process utilising commercial reporting software
  • a direct entry into CASES21 process.

Student reporting software packages provided by commercial suppliers enable schools to report on student achievement against the Victorian Curriculum F-10 achievement standards, as reflected in the school's teaching and learning plan.

Software packages enable customisation of report formats to suit schools’ and individual students' needs. Schools are advised to contact their reporting software vendors to discuss their school’s needs.

Using software from a commercial supplier is not mandatory. Schools may elect to develop their own version for importing the data into CASES21.

Schools with very small student enrolments, including special developmental schools, can manually enter achievement data into CASES21 for reporting to the Department. This process is not able to be used to generate student reports for reporting to parents and carers. Information on the direct entry method is found in the annual CASES21 administration user guide.​

Requirements for student reporting software

This information is provided for both schools and software developers.

The reporting software must include certain functional specifications in order to meet the minimum mandatory requirements for reporting student achievement to the Department and producing student reports for parents and carers.

Other resources

Support for schools

A step-by-step process for preparing student achievement data and sending summary results to the Department is provided in the CASES21 administrative guide chapter 23 ‘student achievement’

Schools should contact the service desk prior to the end of the year if they have data-entry concerns.

Self service: Service Gateway
Telephone: 1800 641 943

Records management, access and retention

Schools are required to create, manage and dispose of electronic and hardcopy public records (i.e. student records) in accordance with the Public Records Act 1973 (Vic). Schools should have a system for managing their electronic and hardcopy records to ensure the authenticity, security, reliability and accessibility of these records.

Where public records are stored with an online service (services that provide virtual spaces and portals through which information can be stored and shared, and transactions between schools and parents/carers can be recorded, e.g. cloud technologies), a school must be able to have access to those records for the retention period.

The Department has developed a policy to assist schools to meet legislative and business requirements for the creation, storage and disposal of records. For more information, see: