School Administration Systems

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

Policy

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

Summary

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.

Details

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

Student Administration

School Management

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.

Definitions

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.

Related policies

• Information Security – InfoSafe
• Privacy and Information Sharing
• Records Management – School Records
• Schools' privacy policy

Relevant legislation

• Freedom of Information Act 1982 (Vic)
• Health Records Act 2001 (Vic)
• Privacy and Data Protection Act 2014 (Vic)
• Public Records Act 1973 (Vic)

Service Portal

Log a request in the Service Portal

Guidance

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

Resources

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.

• CASES21 Portal (staff login required)
  • CASES21 Administration User Guides
  • CASES21 Finance Business Process Guides

Support for small schools

The School Administration Support Hub (SASH) (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.