Guidance
Systems of record
By using the department-provided systems of record, schools can ensure that:
- information kept by schools is accurate, accessible, up to date and fit for purpose for decision-making
- the privacy, security and integrity of information is suitably protected and maintained
- key information can be shared with authorised parties from a reliable, authoritative source
- duplication and replication of information is reduced.
Below is a list of key department-provided systems of record and a summary of their main purpose and functions.
| System of record | Purpose/function | Further information |
|---|---|---|
| Computerised Administrative System Environment for Schools | Provides a standardised system to manage core school administrative and finance functions. | CASES21 and School Systems |
| Victorian Assessment Software System | Records student enrolment and results data of VCE and VET providers under the management of the Victorian Curriculum and Assessment Authority (VCAA). | Using the Victorian Assessment Software System |
| Insight Assessment | Helps teachers assess the progress of all learners and supports more targeted teaching practices with a collection of online diagnostic, formative and summative assessments including the English Online Interview (EOI). | English Online |
| Student Activity Locator | Records activities and excursions that happen outside school hours or school grounds. | Excursions: Student Activity Locator |
| eduSafe | Facilitates reporting of workplace incidents, injuries and hazards. | Occupational Health, Safety and Wellbeing Management in Schools: eduSafe Plus |
| Health Activity Reporting Tool (HART) | Records and reports cases for nurses. | HART |
| Student Online Case System (SOCS) | Records, manages and reports cases for student support services and visiting teachers. | Student Support Services: Accessing Student Support Services |
| Program for Students with Disabilities Management System | Facilitates applications and enrolment changes, budget management and reports for the Program for Students with Disabilities (PSD). | Students with Disability: Program for Students with Disabilities Management System |
| Student Resource Package (SRP) interactive | Provides access to SRP budget and planner reports for principals and delegates. | Student Resource Package: Overview |
| Strategic Planning Online Tool | 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 | Facilitates the STFG process for program-related payments made directly to Victorian government school. | School Targeted Funding Governance (STFG) Document Library |
| Camps, Sports and Excursions Fund (CSEF) system | Facilitates the submission and management of CSEF applications. | Camps, Sports and Excursions Fund (CSEF): Submitting an application |
| Asset Information Management System | Provides access to asset information and facilitates planning, management and acquittal of school asset activities under the management of the Victorian School Building Authority (VSBA). | School Maintenance Plans and Rolling Facilities Evaluations: Resources |
| eduPay | Manages pay, leave and contact details for staff including the School Local Payroll (SLP) for locally paid staff. | eduPay and eduPay Help: Overview |
| Recruitment Online | Facilitates advertising, searching and applying for current job vacancies in schools. | Recruitment in Schools: Overview |
| School Conveyance Allowance System | Manages conveyance allowance applications, claim lodgement and payment reports. | Conveyance Allowance Program: Processing applications |
Department-provided software
The department provides a suite of software titles for schools, refer to Arc for a full list when filtered by ‘Department provided’. Each department-provided Arc Software listing includes specific information for parents and risk treatment actions for schools.
To be kept informed of upcoming training, including new features, schools can follow software providers on Arc . For Microsoft 365, schools can also join the department’s M365 Community to stay updated on the latest features.
Adopting software and administration systems not provided by the department
Using risk assessed software and administration systems in schools supports compliance with relevant legislation and security standards. This results in a safer environment for students, staff and the broader school community when engaging with products.
Safer Technologies 4 Schools is an independent national service administered by Education Services Australia that creates security, privacy and child safety reports for schools to:
- support informed school choice when selecting or reviewing a product or service
- provide details of key risks and treatments including security, privacy and child safety
- provide a common set of functionality tags, allowing schools to select and review alternative product choices which may be safer.
The department publishes the risk assessment reports as they become available on Arc . Each entry on Arc Software will typically include:
- a summary risk assessment report with an overall risk rating of one of the following
- non-compliant
- non-participating
- high
- medium
- low (including ratings 'use with caution' and 'use responsibly' for products that do not handle personally identifiable information)
- a full ST4S risk assessment report.
Full ST4S risk assessment reports are provided for many (but not all) products used in schools.
Summary risk assessment reports include a summary of risks across the areas of cyber security, privacy and child safety, and feature an overall risk rating.
As the ST4S assessment framework and processes continue to evolve, some risk areas, for example 'child safety', may not have been assessed at the time of the original assessment. The overall risk rating on the summary risk report is to be used when determining product suitability.
Risk assessment reports do not fully discharge a school’s obligations to assess products against business needs and specific implementation aspects which a PIA covers, but they help to reduce the effort required of schools to make such assessments.
By reviewing and actioning the risk assessment reports and supporting materials, schools will reduce the likelihood of a security, privacy or child safety incident (for example, a data breach, ransomware attack or inappropriate communications to students).
Product risk ratings
Non-compliant or high overall rated products, or non-participating products must not be purchased. Alternative lower risk products and services may be suitable for use and will be recommended if available. Schools are encouraged to search the library for similar products or services using the product tags (for example, educational games).
Medium risk overall rated products may be purchased or renewed. Schools must read the risks and ensure completion of any actions listed in the ST4S full assessment report prior to purchase or renewal. Schools are encouraged to use any provided template communications (refer to Notifications for online ) to parents, to ensure that families are aware of and understand the products being used by the school.
Low risk overall rated products, and those that have use with caution or use responsibly outcomes, can be used but schools must ensure completion of any actions from the ST4S full assessment report and PIA (if available) for that rating to be valid.
Reviewed 24 January 2025