Policy last updated

21 November 2022


  • Schools

January 2020


Refer to the Resources tab for a link to the Cases21 Portal


The purpose of this policy is to define the mandatory systems of record for school administration processes and information.


Victorian government schools must use the named systems of record to record and maintain data, information and records as set out in the table below.

This is to ensure that:

  • information available to schools, regional and corporate stakeholders is accurate, up to date and fit for purpose for decision-making
  • privacy, security and integrity of information is suitably protected and maintained, in accordance with applicable legislation and regulation and applicable Departmental policies
  • information shared with authorised parties is from a reliable, authoritative source
  • duplication and replication of information is substantially reduced

Note that this policy replaces the previous CASES21 Policy.


Victorian government schools must use the Department-provisioned systems of record to record and maintain data, information and records as follows.

Student Administration

ProcessSystems of RecordDescription
Enrolment CaptureCASES21Computerised Administrative System Environment for Schools (CASES21) captures all data and records when enrolling a student at a school.
CensusCASES21Census collection — February and August student enrolment, computers and staffing.
Student TransitionCASES21

Transfer of all data and records pertaining to a student from one school to another.

Destination Data for years 9 to 12 students.

Student AchievementCASES21Recording of Teacher Judgements from Foundation to Year 10.
VASSVictorian Assessment Software System (VASS) Is an online service. Data is recorded on a central database for all senior secondary and foundation secondary course/subjects and results, as well as destination data.
EOIEnglish Online Interview (EOI) — Assessing English Skills of students between Foundation and Year 2.
Attendance and Absence RecordingCASES21Recording of attendance for each student.
Recording of absence including explanation reason.
SALStudent Activity Locator (SAL) — records all out of school activities including contact information of the venue and staff member responsible attending the excursion for emergency management purposes
Health and Wellbeing InformationCASES21Capture of fundamental health and welfare data for a student, including Medicare number, doctor’s contact details, support services and medical conditions.
eduSafe PlusSickbay and related medical responses and occupational health events.
Health Activity Reporting Tool (HART). Recording occasions of service by visiting School Nurses. Holds data captured through the School Entrant Health Questionnaire
SOCSStudent Online Case System (SOCS). Recording Student Support Services cases, assessments and interventions
PSDMSProgram for Students with Disabilities Management System (PSDMS). Used to record/manage/report applications for students with a disability and high needs who attend government schools.
Discipline, Merit and BehaviourCASES21

Diary entries recording student specific observations and behaviours.

Recording of student expulsion and suspension disciplinary actions.

Incidents, Events and Consent RecordingCASES21

Diary entries recording school or student incidents or activities not involving or related to a situation that causes harm or creates a risk of causing harm to a student’s health, safety or wellbeing either directly or indirectly, an injury, illness or medical occurrence.

Recording of consent provided for a student to be involved in an activity, or for the school to take action under defined circumstances.

eduSafe PlusDiary entries recording school or student incidents or activities involving or related to a situation that causes harm or creates a risk of causing harm to a student’s health, safety or wellbeing either directly or indirectly, an injury, illness or medical occurrence.
Student and Family Profile Records MaintenanceCASES21

Ensuring that information held regarding a student and their family is up to date, comprehensive and accurate.

Maintenance of records of secondary families, court orders and related conditions.

School Management

ProcessSystems of RecordDescription
Finance –
Accounting and Budgeting
CASES21Planning, recording and controlling of all financial activities.
SRPStudent Resource Package (SRP) — Tracking and reporting against funded programs.
SPOTStrategic Planning Online Tool (SPOT) records all strategic planning documents in one location as part of the FISO (Framework Improving Student Outcomes) improvement cycle, including management of Equity Funds.
Schools Targeted Funding PortalA Portal used by schools to request reimbursements for key school targeted funding processes, for example, new initiatives.
Finance –
Receivables and Payables

Recording of all cash and non-cash revenue from debtors.

Recording of all cash and non-cash outgoings to creditors.

CSEFCamps, Sports and Excursions Fund (CSEF) record/manage applications for eligible students to receive financial support to participate in camps, sports and excursions.
Procurement and PurchasingCASES21Records of requisitions, approvals, purchases and receipting of goods and services.
Facilities, Assets and MaintenanceCASES21Recording asset value and quantity.
AIMSAsset Information Management System (AIMS) – Managing work orders for maintenance and repairs, inspections, buildings and all essential services.
DETcleanRegional School Council Contract Cleaning Management System
Human Resources and PayrolleduPayDepartmental HR and payroll system for all staff including staff paid locally at school. Includes leave and leave balances, bank and taxation, contact information, payslips, PDP review, LearnED training catalogue as well as associated payroll management reports and functions.
ROLRecruitment Online (ROL) Departmental online job advertisement and recruitment system for Victorian school job vacancies including Executive Class, Principals, Assistant Principals, Teachers and Education Support Staff.
SLPSchool Local Payroll (SLP) within eduPay. Processed within eduPay for locally paid staff that includes casual staff as well as staff employed by the school council. Staff who have existing access to eduPay and ROL will have the required access to undertake SLP transactions.
eduSafe PlusSystem where all staff incidents/accidents are recorded.
Student TransportCASES21Recording student transport (bus) routes (Special School setting).
SCASSchool Conveyance Allowance System (SCAS) tool used to manage eligible families in regional and rural Victoria access to additional financial support to transport their students to school.

External systems

Schools may implement systems and/or subscribe to information services which provide additional capabilities for student and school administration. Examples include online services for parents and carers, assessment or grading tools, financial services or banking services (‘External Systems’).

Where a school implements one or more External System, they must ensure that any data, information or records generated or maintained in these systems is updated into the relevant Systems of Record, in line with student and school administration policy for the relevant function.


Student and School Administration
Student and School Administration is the collective term for the policies, processes and systems which enable the day to day running of a school. These are broadly grouped into four major domains, being:

School Management
Administrative operational activities of a school including; finance and accounting, procurement, facilities and asset management, human resource management, risk management, and ancillary services.

Student Administration
Activities centred around a student and their family including; enrolment and transition, attendance, census, achievements, maintaining student and family profiles, health and wellbeing, recording incidents, events and consent.

Systems of Record
The systems and databases which are considered to contain data and records where the integrity, validity and security of this information is vital to deliver required reporting functions. For this policy, ‘Systems of Record’ applies to the ‘School Management’ and ‘Student Administration’ domains as defined above.

External Systems
Systems and services used by schools which are not provisioned or directly supported by the Department, i.e. provided by a third party.

Relevant legislation

Service Portal

Log a request in the Service PortalExternal Link



The table below provides links to access Department systems and further information, such as user guides and manuals.

System nameGuidance information and system access links

Computerised Administrative System for Schools (CASES21) including eCASES

For further information and access to CASES21 and eCASES refer to the CASES21 PortalExternal Link (Staff login required).


Victorian Assessment Software System (VASS)

For further information and system requirements refer to Using the VASSExternal Link on the Victorian Curriculum and Assessment Authority website.


English Online Interview (EOI)

For further information refer to English Online InterviewExternal Link or access the English Online InterviewExternal Link (Staff login required).


Student Activity Locator (SAL)

Access SALExternal Link (Staff login required)


Health Activity Reporting Tool (HART)

For further information about connecting to HART, a link to HART and other information for users refer to the HART team pageExternal Link on the intranet (Staff login required).


Student Online Case System (SOCS)

For general information, user manuals, FAQs and training refer to the SOCS intranet pageExternal Link (Staff login required).

Access SOCSExternal Link (Staff login required).


Program Students with Disabilities Management System (PSDMS)

For more information on PSDMS including user guides and system support refer to the PSDMS intranet pageExternal Link (staff login required).

Access the PSDMSExternal Link (staff login required).


Incident Reporting Information System (IRIS)

Access IRISExternal Link (Staff login required).


Student Resource Package (SRP)

For further information about the SRP refer to the SRP — Overview PAL topic.

Access the SRPExternal Link (Staff login required).


Strategic Planning Online Tool (SPOT)

Principals, school council presidents and nominated regional staff have automatic access to SPOT. Principals can also delegate access to other staff at their school. Access SPOTExternal Link (staff login required).

Targeted Funding Portal

Schools Targeted Funding Portal

Further information and access to the Schools Targeted Funding PortalExternal Link .


Camps, Sports and Excursions Fund.

For more information about the management of CSEF refer to the Camps, Sports and Excursions PAL page.

Access the CSEF systemExternal Link (Staff login required).


School Maintenance System (SMS)

For further information about SMS refer to the School Maintenance System homepageExternal Link (Staff login required).

Access SMSExternal Link (Staff login required).


DET Clean

For more information regarding cleaning regional schools refer to the Cleaning PAL page.

Access DETcleanExternal Link (Staff login required).



For more information on eduPay refer to the eduPay and eduPay Help PAL page.

Access eduPayExternal Link (Staff login required).


Recruitment Online (ROL)

For more information on ROL refer to HR Web Recruitment OnlineExternal Link .

Access ROL as a job seekerExternal Link .

Access ROL as a recruiterExternal Link .


School Local Payroll (SLP) within eduPay

For SLP tutorials, useful information and other links refer to the School Local Payroll intranet pageExternal Link (Staff login required).

Where an additional employee requires access to SLP the Principal provides the required access through the Security Management pages for eduPay and ROL access.

Access the SLP through eduPayExternal Link (Staff login required).

eduSafe Plus

eduSafe Plus

For more information on reporting incidents and hazards on eduSafe Plus refer to Reporting and Managing School Incidents (including emergencies) in PAL.

Access eduSafe PlusExternal Link (staff login required).


School Conveyance Allowance System (SCAS)

For more information about SCAS refer to the Resources tab of Conveyance Allowance Program in PAL.

Access SCASExternal Link (Staff login required).



CASES21 Portal

The CASES21 Portal is the home of all information relating to the CASES21 Application.

CASES21 is the mandatory system of record for all Victorian government schools to manage student and school administration processes as listed in the Details section of Policy tab.

CASES21 includes a web-based component eCASES. eCASES provides authorised school staff with access to student enrolment information and the functionality to enter attendance data and create purchase orders.

The CASES21 Portal provides links to access both CASES21 and eCASES, user guides that contain operational information on how to use the systems, training and support resources to help with day to day school administrative procedures and articles and bulletins to notify CASES21 users of updates, changes and important reminders.

Support for small schools

The School Administration Support Hub (SASH)External Link (staff login required) is a centralised support service for small schools with up to 200 students enrolled. SASH provides support with financial and payroll administration processes to reduce administrative workload for small school principals.

Reviewed 30 March 2020