Schools must provide student reports for all curriculum areas taught in Semester 2, 2022. If your school has experienced disruptions and you have not been able to complete the full planned curriculum program in Semester 2, please consult your senior education improvement leader (SEIL) to determine any adjustments required to the content of your reports.
Schools that need to adjust the content of reports must communicate this to students, parents and carers before the end of Term 4, 2022. A sample letter to support communication of changes to parents and carers is available on the .
This policy outlines school obligations relating to student reporting across Foundation to Level 10 (F–10) (including English as an Additional Language (EAL) students) to parents/carers, the department and the wider community
- Schools are required to formally report student achievement and progress to parents/carers at least twice per school year for each student enrolled at the school.
- The report must be a written report (print or digital), be in an accessible form and be easy for parents/carers to understand.
- Schools must report directly against the .
- Both student achievement and progress must be included in the report. This means that for each curriculum area taught, the report includes:
- a teacher judgement(s)
- an indication of progress since the curriculum area was last reported on
- a five-point scale.
- Opportunities must be provided for parents/carers and students to discuss the school report with teachers and/or school leaders.
- The department does not prescribe a reporting format.
- Schools, in partnership with student and their parents/carers, may consider an alternative to a full report for students with an individual education plan.
- Schools must upload their student achievement data via twice yearly – by 30 June and 31 December each year.
- Student reports must be kept for identified time periods. In some cases, student reports are considered permanent records, which prohibits their disposal.
Requirements for student reporting in Victorian government schools are defined with reference to:
- the issued by the Victorian Registration and Qualifications Authority (VRQA)
- the issued by the Victorian Curriculum and Assessment Authority (VCAA)
- departmental policies.
Reporting to parents/carers
Schools are required to formally report student achievement and progress to parents/carers at least twice per school year for each student enrolled at the school. The report must be:
- a written report (print or digital)
- in an accessible form, and
- easy for parents/carers to understand.
Both student achievement and progress must be included in the report.
This includes providing a teacher judgement against the achievement standards, assigned as a score, that accurately reflects where each student is along the relevant learning continuum for all curriculum areas taught during the reporting period.
Progress must also be shown since the last time each curriculum area was reported on.
A 5-point scale must also be used when reporting on student achievement and/or progress, noting that:
- this requirement cannot be met by using the existing levels of the curriculum
- at least an age-related 5-point scale is required for English, Mathematics and Science
- an age-related scale is not required for all other curriculum areas, including EAL, and for students with disability and/or additional needs. In these cases, another kind of five-point scale must be used (for example, a scale developed around learning goals, learning dimensions or expected progress)
- more than one scale may be used for the same learning area or capability. For example, Science may include a scale against learning goals as well as the required age-related scale.
The department does not prescribe a reporting format.
Opportunities must be provided for parents/carers and students to discuss the school report with teachers and/or school leaders.
Note, in the case of students with an individual education plan, there may be specific instances where a school decides in partnership with an individual student and their parents/carers that an alternative to a full report for that student is appropriate.
Reporting to the department
Schools must record data in the department’s specified format so that CASES21 can accept it.
There are 2 methods for recording data:
- an import/export process utilising commercial reporting software, or
- direct entry into CASES21.
If schools use commercial reporting software, they must ensure the vendor is compliant with the department’s specified format.
This data is used by the department to:
- automate some reporting processes for schools — for example, preparation of the performance summary in each school’s annual report to the school community, which is a statutory requirement for every school
- provide school improvement reports to school leaders so they can better understand student achievement and progress at the cohort levels and across the whole school — such reports can help inform school strategic planning and review
- identify characteristics and trends in data across schools that may need to be investigated or attended to by the department (for example, a sharp increase or decline in achievement at the highest levels in one or more learning areas).
Schools are required to create, manage and dispose of electronic and hardcopy public records – for example, student records, in accordance with the Public Records Act 1973 (Vic).
Student reports are records. In some case, they are considered permanent records, which prohibits their disposal.
Student reports must be kept for the following time periods:
- Prep to Year 8 (all reports): 6 years after student departure
- Year 9 to 12 reports (excluding final report): 30 years after student departure
- Year 9 to 12 reports (final report): A permanent record — must be kept in the school until a transfer to the Public Record Office Victoria (PROV) is arranged by the department.
The software component of the Computerised Administrative System Environment for Schools
English as an additional language (EAL) student
A student for whom English is an additional language (EAL) is a student who:
- comes from a language background other than English
- speaks a language other than English as their main language at home
- may or may not attract EAL index funding
Reviewed 04 October 2022