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Information for parents and caregivers

Why did department develop OneSchool and who built it?
Does my child's photo have to be included?
What data is being collected in OneSchool about my child?
What are extra-curricular activities?
Why does OneSchool record career aspirations?
Who can access the education planning module in OneSchool?
Who has access to information about my child?
What security is in place to protect the information recorded in OneSchool?
Why is my school offering a BPAY facility?
How has the school enrolment process changed?

Why did the department develop OneSchool and who built it?

Education Queensland is required to collect, store and use information about students and parents/guardians. The department collects personal information so it can:

  • meet its duty of care to all students and staff members
  • administer and plan for providing appropriate education and support services to students.

In order to collect this information and store it in one system, the department used an internal development team to build OneSchool in 2007. The application was designed and built in stages, with each release adding more functionality.

Teachers need to have professional and comprehensive information about their students at their fingertips to help enhance student learning. OneSchool ensures the data recorded is accurate and timely, and enables teachers to meet the individual needs of their students by having access to their individual school record.

Does my child's photo have to be included?

Schools have had the option of including a student ID photo in the existing management system since 1995. OneSchool enables schools to continue with this option if desired. Only one ID photo can be stored. Usually this photo is replaced each year when the ID photos are taken. When the new photo is uploaded the old photo is automatically deleted. Parents have the right to negotiate with their school as to whether their child's ID photo is included in OneSchool.

What data is being collected in OneSchool about my child?

No new data is being collected about your child, than what is currently being recorded in schools. OneSchool Release One, which was deployed in state schools in 2008, enables users to view and/or record student information including:

  • personnel and contact details
  • record of contact
  • career aspirations
  • academic achievement to produce academic reports
  • behaviour - positive and negative
  • extra-curricular participation
  • attendance information
  • individual student plan goals for students with specific education requirements

OneSchool Release Two enables teachers to plan curriculum, schedule assessment tasks, and record assessment data. Release Three covers the necessary financial requirements in schools, as well as student and asset management modules.

What are extra-curricular activities?

Extra-curricular activities are school activities which support or extend the school curriculum. Only the activities for which the student is a representative of the school or participates in are recorded in OneSchool. For example, if your child is in the school swimming team or school orchestra, their participation in these activities is recorded and reported on in their semester progress report. Information is not collected about the activities students participate in which are not organised or endorsed by the school.

Why does OneSchool record career aspirations?

The ability to record career aspirations was primarily introduced for secondary schools. All students in Years 10, 11 and 12 are required to develop Senior Education and Training plans (SET plans). SET Plans are completed during Year 10 after students have had the chance to explore and investigate options for senior phase and post-school pathways. Recording career aspirations is the first step in this process.

Education planning functionality enables students to complete the SET Planning requirements. Some of this functionality can be used with students in other year levels as it allows students to create and reflect upon their learning goals, record their career aspirations and participate in school-developed surveys about their learning habits.

Who can access the education planning module in OneSchool?

All students have access to the education planning module and are granted access to develop their individual SET Plan. On logging in to OneSchool, students have access to the education planning module and their individual plan, and no other functionality. Appropriate staff members at the school can view the student's education plan via the Career tab in the student's profile.

Who has access to information about my child?

Teachers and principals do not have access to data about students at any other school. Your child's data can only be accessed by the principal and teachers at the school at which your child is enrolled.

Information about a student who has been enrolled as a future student of a school, can be accessed by the principal of that school prior to the student's official start day. A student is only identified as a future student if the parents have confirmed their child will be attending the school as part of the enrolment process.

There are multiple levels of access which restricts what a user can access in OneSchool. For example, what a principal can see about your child is different to what a teacher can see.

Regional and corporate personnel who require access to aggregate data reports or student information (regional or state-view) in order to fulfil their role and responsibilities can be granted access to OneSchool. Their access levels are authorised by their Regional Director or Assistant Director-General.

What security is in place to protect the information recorded in OneSchool?

OneSchool has been and continues to be thoroughly tested by national companies that specialise in security.

To access OneSchool, teachers must first login and be authenticated by the department's network before they can start the process to access the system. As part of the access and authentication processes various security measures and encryption protocols are employed, and each user's access level is encrypted within their login.

Why is my school offering a BPAY facility?

A feature of Release Three is the ability for schools to offer BPAY as a payment method for parents. BPAY enables parents to make necessary school payments 24/7. It is a school-based decision whether to offer this facility to parents. If the school chooses to offer this service the BPAY logo will appear on all school invoices.

Each school has been allocated a Biller Code by the Commonwealth Bank. Each parent is assigned a Customer Reference Number or CRN. This number is what uniquely identifies who paid the money via BPAY and to which parent account the monies belong.

If a school invoice is paid by BPAY, the payment will be deducted from invoices for excursions (variation to school routines) first and then in date order of outstanding invoices (oldest invoices first). If a payment is greater than the outstanding invoices, a credit will be applied to your account. If you wish to pay a specific invoice that does not match this sequence, an alternate payment method may be required.

How has the school enrolment process changed?

The functionality of Release Three means the school enrolment officer is able to perform a search for your child. If your child has been previously enrolled in a Queensland state school a record will already exist for them and you will only need to update your information. Before OneSchool, the information a school is required to collect on enrolment was kept at the single school alone. When you enrolled your child at another Queensland state school (transfer, high school, etc.) you had to provide the same information by completing the entire enrolment form again.

If you are enrolling your child for the first time, but have an older child already enrolled in a state school, schools can also relate the siblings and reduce the amount of information you need to provide.

The only time you should have to complete the entire enrolment process is on the initial enrolment of your child in a Queensland state school. Subsequent enrolments should only require the update of information.

The statewide search function can only be performed by an authorised staff member and an audit log is kept of the details of all searches.

Creative Commons License - Attribution CC BY

Last reviewed
17 April 2012
Last updated
17 April 2012
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