Due to the disruption caused by COVID-19, student reporting deadlines have been extended for schools if required.
- The original deadline of Friday 26 June for schools to provide student reports to parents and carers has been extended to the second week of Term 3, Friday 23 July for schools if required.
- Schools must upload teacher judgments for achievement standards for each curriculum area taught in the reporting cycle in (staff login required) by Wednesday 28 July.
All Victorian government schools must now use the new Victorian Curriculum F-10 English as an Additional Language (EAL) curriculum for EAL students and report directly against the Victorian Curriculum F-10 achievement standards. Refer to .
This policy outlines school obligations relating to student reporting across Foundation to Year 10 (including English as an additional language 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 Victorian .
- Both student achievement and progress must be included in the report.
- 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 must upload their student achievement data via CASES21 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.
A five-point scale must be used when reporting on student achievement and progress:
- this requirement cannot be met by using the existing levels of the curriculum
- for English, Mathematics and Science, at least an age-related five-point scale is required
- for all other curriculum areas, including English as an Additional Language (EAL), an age-related scale is not required however another kind of five-point scale must be used (for example, a scale developed around learning goals or learning dimensions)
- more than one scale may be used for the same learning area or capability.
Opportunities must be provided for parents/carers and students to discuss the school report with teachers and/or school leaders.
Note that 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.
The Department does not prescribe a reporting format.
Reporting to the Department
Schools must upload their student achievement data via CASES21 twice yearly — by 30 June and 31 December each year.
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).
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 18 August 2021