Student Enrolment Census

7. Census data verification reviews

To ensure effective targeting of funds through the SRP, the department visits a sample of schools each year to verify the accuracy of:

• enrolment details submitted in the February student enrolment census
• family occupation and parental education data submitted in the August student enrolment census.

Schools selected to undergo verification are notified in writing. An external firm is contracted to undertake the verification process with a team of authorised enrolment verifiers.

Enrolment Verification Program

The aim of the February Enrolment Verification is to identify the accuracy of the February School Census returns submitted to the department by selected Victorian Government schools, using a predetermined census verification process.

Typically, a sample of schools is selected for Enrolment Verification from all regions, based on a risk profile methodology. The sample includes primary, secondary, primary/secondary, language and special schools.

The Enrolment Verification is undertaken during a 4-week period usually beginning in the second week of Term 2.

Principals of participating schools can appeal a decision made by an enrolment verifier on the basis that the decision:

• was not in accordance with the current guidelines for counting students for school census or
• failed to take into account documentary evidence (for example, attendance rolls, diary notes, parent/carer correspondence) the school presented that supports the claim for the student’s inclusion in the census count or
• involves a student who is at risk of being disengaged from school and the school has been actively working to re-engage them. For more information about identifying students at risk, refer to Student Engagement Policy.

Principals may lodge an appeal within 3 working days after the completion of the enrolment verification at their school. Appeals can be lodged in the form of an email or written correspondence to the Census Hotline on census@education.vic.gov.au (see Section 8 for other contact details). Principals must ensure that appropriate documentation is provided to support their appeal.

Examples of the most common appeal scenarios and relevant documentation that may be provided to support an appeal are:

• A student included in the school’s census failed to meet the attendance criteria. If appealing on these grounds, the school must include a summary of the student’s attendance profile, including approved and unapproved absences from when the student started the current school year up to the week following census day. In circumstances where a student has health related issues or is on family holiday, the school can provide a short statement confirming this. Where relevant, please provide details of work provided to the student and if there is regular contact with the family.
• The decision involved a student at risk of disengagement. If appealing on these grounds, schools must include a short statement that demonstrates the support provided and contact made with the student and/or parents/carers). Where relevant, please indicate if the student received work to complete.
• The decision involved an international student on a bridging visa. If appealing on these grounds, the school must provide a copy of the previous substantive visa subclass that the student held prior to the current bridging visa.
• Schools can contact the Census Hotline on 03 7022 0359 for support and further advice regarding the appeal process and to work through any issues arising from their Enrolment Verification.

SFOE Data Review

An annual review of data submitted for SFO and SFE will be undertaken on a random sample of schools, based on a risk profile methodology. The sample will include primary, secondary and primary/secondary schools.

The SFOE Data Review is undertaken during a 4-week period usually beginning in the second week of Term 4.

The SFOE data review process considers the following:

• the process undertaken by the school, which includes assessing documentation the school provided to parents/carers to collect the necessary data
• whether judgement applied to parental occupational coding was reasonable
• the extent of missing or inaccurate data at the time of the review
• the due diligence that was undertaken in the school’s environment
• the accuracy of submitted information before and after the census process.

The SFOE data review assesses the records of a random sample of students in the school. At the end of the visit the school is provided with a list of students for whom the SFOE details in CASES21 were assessed as incorrect and an estimate of the potential funding impact.

Principals may lodge an appeal within 5 working days after the completion of the SFOE data review at their school. Appeals can be lodged in the form of an email or written correspondence to the Census Hotline on census@education.vic.gov.au (see Section 8 for other contact details). Principals must ensure that appropriate documentation is provided to support their appeal.

Examples of appropriate documentation for an appeal include any documents presented to the reviewer and/or additional information found after the completion of the review. The appeal can also include a short statement on why there is a discrepancy between the SFOE details submitted in the census process and the information on the student file.

Principals can contact the Census Hotline for support and further advice regarding the appeal process and to work through any issues arising from their SFOE data review.