Guidance
Systems of record
Using the department-provided systems of record helps schools ensure that:
- information is accurate, accessible, up to date and suitable for decision-making
- privacy, security and integrity of information are maintained
- authorised users can access information from a reliable and trusted source
- duplicate information is reduced.
The table below lists the department’s key systems of record and outlines their main purpose.
| System of record | Purpose/function | Further information |
|---|---|---|
| Computerised Administrative System Environment for Schools (CASES21) | Provides a standard system to manage core school administration and finance functions | CASES21 and School Systems Portal(opens in a new window) |
| Victorian Assessment Software System (VASS) | Records student enrolment and results for VCE and VET providers managed by the Victorian Curriculum and Assessment Authority (VCAA) | Using the Victorian Assessment Software System (VASS)(opens in a new window) |
| Student Activity Locator (SAL) | Records activities and excursions that take place outside school hours or away from school grounds | Excursions: Student Activity Locator |
| eduSafe Plus | Supports the reporting of workplace incidents, injuries and hazards | Occupational Health, Safety and Wellbeing Management in Schools: eduSafe Plus |
| Student Online Case System (SOCS) | Records, manages and reports cases for Student Support Services and visiting teachers | Student Support Services: Resources |
| Program for Students with Disabilities Management System (PSDMS) | Supports applications, enrolment changes, budget management and report for the Program for Students with Disabilities (PSD) | Students with Disability: Program for Students with Disabilities Management System |
| Student Resource Package (SRP) interactive site | Provides access to SRP budget and planner reports for principals and delegates | Student Resource Package: Overview |
| Strategic Planning Online Tool (SPOT) | Guides schools through the strategic planning process, with examples and resources to support them to complete their School Strategic Plan | School Strategic Plan: Guidance |
| Schools Targeted Funding Governance (STFG) Portal | Supports the STFG process for program-related payments to Victorian government schools | School Targeted Funding Governance (STFG) document library(opens in a new window) |
| Camps, Sports and Excursions Fund (CSEF) system | Supports the submission and management of CSEF applications | Camps, Sports and Excursions Fund (CSEF): Submitting an application |
| Asset Information Management System (AIMS) | Provides access to asset information and supports the planning, management and reporting of school assets | School Maintenance Plans and Rolling Facilities Evaluations: Resources |
| eduPay | Manages staff pay, leave and contact details, including the School Local Payroll (SLP) | eduPay and eduPay Help: Overview |
| School Jobs Vic | Supports advertising, searching and applying for school vacancies | Recruitment in Schools: Overview |
| School Conveyance Allowance System (SCAS) | Manages conveyance allowance applications, claims and payment reports | Conveyance Allowance Program: Processing applications |
| Student Insight (online enrolment platform) | Manages Digital Enrolment for selected schools | Enrolment: Policy |
School Software Panel products may provide additional features for schools. However, they do not replace the department-provided systems of record unless the department advises that a system of record has changed.
Department-provided software
The department provides a range of software for schools. Refer to Arc Software(opens in a new window) for a complete list by filtering on 'Department provided'.
Each department-provided product listed in Arc Software includes information for schools, including any required risk management actions.
Schools can follow Arc Events(opens in a new window) to stay informed about training opportunities and new features.
For Microsoft 365, schools can join the department's M365 Community Team to receive updates on the latest features.
For student administration products covered by the School Software Panel, schools must use the School Software Panel portal as the main source for approved products and purchasing guidance.
Adopting software and administration systems not provided by the department
Using risk-assessed software and administration systems helps schools meet procurement, privacy and security requirements. It also supports compliance with relevant legislation and security standards.
Using risk-assessed products creates a safer environment for students, staff and the broader community.
Using the School Software Panel
Schools must use the School Software Panel to purchase in-scope student administration products.
The School Software Panel portal is the main source of information for these products. Schools can use the portal to:
- view approved suppliers and products
- compare products and pricing
- access supplier and product information
- request quotes where required
- understand the purchasing process
- access the approved Purchase Order Contract process
- seek support from the School Software Services Team.
Schools can continue to use Arc Software for software products and categories that are not covered by the panel.
Process for purchasing an in-scope panel product
Schools must complete this checklist:
- Check the School Software Panel portal (staff login required)(opens in a new window) to confirm whether the product or category is covered by the panel
- Review the approved suppliers and available product information
- Compare pricing, product functionality and any school-level implementation requirements
- Request a quote from one or more suppliers
- Raise a purchase order using the approved Purchase Order Request Form
- Do not accept separate supplier terms and conditions, online click-through terms, order forms, licence terms or contract amendments
- Complete any required implementation, privacy, records management and configuration actions
- Maintain school records and ensure required data is entered into the relevant department systems of record
Safer Technologies 4 Schools assessments for non-panel products
Safer Technologies 4 Schools (ST4S) remains an important risk assessment resource for software and administration systems that are not provided by the department and are not covered by the School Software Panel.
ST4S is an independent national service managed by Education Services Australia. It provides security, privacy and child safety reports to help schools:
- make informed decisions when selecting or reviewing a product or service
- understand key security, privacy and child safety risks, and the actions needed to manage them
- compare products using common functionality tags and identify safer alternatives where available.
The department publishes ST4S assessment reports in Arc Software, as they become available.
Each Arc Software listing includes:
- a summary ST4S risk assessment report with an overall risk rating:
- Non-Compliant
- Non-Participating
- High
- Medium
- Low
- Use with Caution
- Use Responsibly (for products that do not handle personally identifiable information)
- Not Suitable
- a full ST4S risk assessment report.
Full ST4S risk assessment reports are available for many, but not all, products used in schools.
The summary risk assessment report outlines risks across cyber security, privacy and child safety. It also includes an overall risk rating.
As the ST4S assessment framework continues to evolve, some policy areas, such as child safety, may have changed since a product was originally reviewed. Schools must check that their intended use of products meets current mandatory policy requirements.
Schools must use the overall risk rating in the summary report when deciding whether a product is suitable.
ST4S reports do not replace a school’s responsibility to:
- assess whether a product meets its business needs
- check that the product meets policy requirements
- complete a Privacy Impact Assessment (PIA), where required.
However, ST4S reports reduce the amount of work schools need to do when assessing products.
By reviewing the ST4S reports and completing the required actions, schools can reduce the risk of security, privacy and child safety incidents, such as:
- data breaches
- ransomware attacks.
For products purchased through the School Software Panel, schools must rely on the panel listing and related guidance instead of completing a separate ST4S check.
An ST4S assessment is already a requirement for panel membership and has been considered as part of the department’s assurance process.
Product risk ratings
The following guidance applies to non-panel products.
Non-Compliant, High Risk and Non-Participating products
Schools must not purchase products rated:
- Non-Compliant
- High Risk
- Not Suitable.
For Non-Participating products the department is unable to provide an assessment outcome and therefore schools must find an alternative however in some case where there is no alternative available schools need to request advice from the School Software Services Team.
Schools must use a lower-risk alternative product or service.
Schools are encouraged to search Arc Software for similar products using the available product tags, such as educational games.
Medium Risk products
Products rated Medium Risk may be purchased or renewed.
Before purchasing or renewing these products, schools must:
- review the identified risks
- complete all actions listed in the full ST4S assessment report.
Schools are also encouraged to use the template communications in Notifications for Online Services to inform parents and carers about the products used by the school.
Low Risk, Use with Caution and Use Responsibly products
Products rated Low Risk, Use with Caution or Use Responsibly may be used.
Schools must complete:
- all actions identified in the full ST4S assessment report
- any required Privacy Impact Assessment (PIA) for the rating to remain valid.
School Software Panel products
For in-scope School Software Panel products, schools do not need to separately apply the ST4S risk-rating process before purchasing.
Instead, schools must:
- use the School Software Panel purchasing pathway
- follow any panel-specific implementation or risk treatment guidance.
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