Provide information to learning providers and the Queensland Studies Authority of their legislative obligations, under the Education (Queensland Studies Authority) Act 2002, to open, maintain and close student accounts. It does not provide a technical guide around the data capture systems with the Queensland Studies Authority.
Statement of intent
Student Accounts (also known as Queensland Studies Authority learning accounts)
Student accounts are used to keep a record of a young person's participation in eligible options during the compulsory participation phase.
Student accounts also support the Queensland Studies Authority to perform its certification functions under the Education (Queensland Studies Authority) Act 2002 and the Education (Queensland Studies Authority) Regulation 2002 and allow information to be collected to assist the Director-General of Education, Training and the Arts in planning and re-engagement activities under the Education (General Provisions) Act 2006 and the Education (Queensland Studies Authority) Act 2002.
Student Account Phase / Compulsory Participation Phase - opening student accounts
All young people are required to be registered with the Queensland Studies Authority (also known as opening a student account) during Year 10 or in the year prior to turning 16 (whichever comes first), so their progress can be monitored and enrolments and results can be recorded during the senior phase of learning.
Most young people will be registered by the principal of their school in Year 10. Young people with an exemption from compulsory schooling or compulsory participation may be registered by the Executive Directors (Schools). Registered home education students may also be registered by the Executive Director of Office of Non-State Education.
All learning providers (including State and non-State schools, TAFE, registered training organisations, employment skills development program providers, universities) are obligated to open a student account for young people in the compulsory participation phase who are enrolled with that learning provider and do not already have a student account opened (e.g. a young person who has moved from another State, territory or overseas).
Student accounts must not be opened for students holding a visa issued under the Migration Act 1958 (Cwlth), unless the student gives written agreement.
It is highly desirable that student accounts are opened for students in the first term or on enrolment to ensure students who may disengage from education and training can be identified for re-engagement activities and enrolments and results can be banked for students undertaking education and/or training with other learning providers. Refer to banking enrolments and results information below.
Post-compulsory participation phase - opening student accounts for certification
Persons no longer in the compulsory participation phase may have a student account opened to support the Queensland Studies Authority to perform its senior certification function 
.
Learning providers are obligated to open student accounts for persons in the post-compulsory participation phase, where a person enrolled with the provider requests the provider to open an account for certification purposes and the provider receives the required information to open the person 's account. (Note: Persons with an equivalent senior secondary certificate of education are not eligible for the issue of a Queensland Certificate of Education.) State schools should also refer to SMS-PR-019: Mature Age Students.
In exceptional circumstances, the Executive Director (Schools) will open a student account for persons in the post-compulsory participation phase where a person is enrolled with an exempted provider (eg. providers other than State and non-State schools, TAFE, registered training organisations, employment skills development program providers, universities in Queensland).
Banking enrolments and results information
Learning providers that deliver and/or issue results for eligible options and/or certification studies are obligated to provide enrolment and results for student account holders to the Queensland Studies Authority. The information provided will be 'banked' into the person's student account by the Queensland Studies Authority. Work is continuing in 2008 to implement and refine 'banking' requirements and other aspects of student accounts.
Students will provide results directly to the Queensland Studies Authority in relation to:
- studies that can contribute to their Queensland Certificate of Education that were undertaken in Queensland prior to their account being opened;
- studies undertaken in other States or overseas that may contribute to the Queensland Certificate of Education; and
- for workplace community and self directed learning projects approved for the person by the Authority for contributing to their Queensland Certificate of Education.
Students who do not meet the eligibility requirements for the issue of a Queensland Certificate of Education during Year 12 of schooling may continue to study and arrange for their learning provider to 'bank' their enrolments and results for certification studies into the relevant student account to accumulate credits for the Queensland Certificate of Education.
Data capture arrangements
Learning providers (other than a TAFE Institute, statutory TAFE institute or registered training organisation) can enter into a written agreement with an entity (authorised agent) authorising the entity to act as the provider's agent for complying with the provider's obligations to give notices to the Queensland Studies Authority.
TAFE Institutes and statutory TAFE institutes will use reporting arrangements agreed to with the Department of Education and Training to comply with the obligation to give notices to the Queensland Studies Authority .
Registered training organisations have the option of using existing DET reporting arrangements or notifying the Queensland Studies Authority directly of the relevant information to comply with the legislated requirement.
This directive is not a technical guide around the data capture system(s) required for registration of young people or banking of enrolments and results with the Queensland Studies Authority. For further information on electronic data capture system(s) or technical system support, please contact the Queensland Studies Authority's Senior Learning Information Management System (SLIMS) IT Helpdesk on (07) 3864 0269 or by email: slims@qsa.qld.edu.au or visit the Queensland Studies Authority website .
Responsibilities
YEAR PRIOR TO ENTERING COMPULSORY PARTICIPATION PHASE (IN YEAR 10 OR YEAR PRIOR TO TURNING 16 YEARS OF AGE (WHICHEVER COMES FIRST)) Opening a student account for a young person enrolled at a school
Principals:
- advise young people of the purpose of student accounts (new window) 688k
including parental access requirements (new window) 683k - notify the Queensland Studies Authority to open an enrolled young person's student account (new window) 62k via electronic data upload (not Student Data Capture System)
- open a student account for a young person who moves from another State, territory or overseas
- securely (new window) 75k allocate the usernames and passwords, provided by the Queensland Studies Authority, to students for web access to their student account
- securely (new window) 75k allocate the access code and password to parents or guardians provided by the Queensland Studies Authority
- notify the Queensland Studies Authority via electronic data capture system(s):
- of new or correct information within three months of becoming aware that information previously notified to Queensland Studies Authority for the student account has changed or is incorrect
- if a young person dies, within 30 days of becoming aware of the death
- if appropriateness of parental access changes, notify immediately
- ensure confidentiality/privacy of student account information.
Opening a student account for a young person not enrolled at a school
Executive Directors (Schools):
- advise young people of the purpose of student accounts (new window) 688k including parental access requirements (new window) 683k
- notify the Queensland Studies Authority to open a student account (new window) 62k via the SLIMS Registration and Banking System if a young person is not enrolled with a school and is seeking an exemption from compulsory schooling and does not have a student account. The form (new window) 70k will assist in capturing the required information and informing the young person about the student account
- securely (new window) 75k allocate the usernames and passwords, provided by the Queensland Studies Authority, to students for web access to their student account
- securely (new window) 75k allocate the access code and password to parents or guardians provided by the Queensland Studies Authority
- comply with exemption procedures, including re-engagement procedures once a young person's exemption expires
- notify the Queensland Studies Authority via electronic data capture system(s):
- of new or correct information within three months of becoming aware that information previously notified to Queensland Studies Authority for the student account has changed or is incorrect
- if a young person dies, within 30 days of becoming aware of the death
- if appropriateness of parental access changes, notify immediately
- ensure confidentiality/privacy of student account information.
Opening a student account for a young person registered for home education
Executive Director Office of Non-State Education:
- advise young people of the purpose of the student account including parental access requirements. The form (new window) 70k will assist in capturing the required information and informing the young person about the student account
- notify the Queensland Studies Authority to open a young person's student account via the SLIMS Registration and Banking System with the following information (new window) 62k where a young person is a registered home education student and does not have a student account
- securely (new window) 75k allocate the usernames and passwords, provided by the Queensland Studies Authority, to students for web access to their student account
- securely (new window) 75k allocate the access code and password to parents or guardians provided by the Queensland Studies Authority (where applicable)
- notify the Queensland Studies Authority via electronic data capture system(s):
- of new or correct information within three months of becoming aware that information previously notified to Queensland Studies Authority for student account has changed or is incorrect
- if a young person dies, within 30 days of becoming aware of the death
- if appropriateness of parental access changes, notify immediately
- ensure confidentiality/privacy of student account information
- ensure all young people who are being home educated are registered with the Queensland Studies Authority in the year before they turn 16 or commence compulsory participation. Note that young people who are not registered for home education and do not have a student account are in breach of the Education (Queensland Studies Authority) Act 2002.
Queensland Studies Authority: - open student accounts on notification from State and non-State school principals; Executive Directors (Schools) and the Office of Non-State Education or authorised agent
- as soon as practicable, record student account information provided by providers or authorised agents in the relevant student account
- as soon as practicable, record student account information held or obtained by the Authority, other than information obtained from providers or their authorised agents
- provide the relevant State or non-State school principal; Executive Director (Schools) or the Executive Director Office of Non-State Education with a user name and passwords for each student account opened and other regulated information under the Education (Queensland Studies Authority) Regulation 2002
- if notified of the name and address of a parent for a student account, give notice to the relevant parent or authorised agent of the access code and password for that parent
- immediately cease the parent's access to the relevant student account information if notified by a provider or authorised agent
- give the young person access to the information recorded in their student account
- give the parent access to the relevant student account information, if details of the name and address of a young person's parent are recorded in a student account for a young person in the compulsory participation phase
- manage student accounts so that all accounts are active or can be reactivated at anytime for the applicable banking period
- close the relevant student account where a learning provider notifies the Queensland Studies Authority of the young person's death
- utilise student account information for certification and ensure information is distributed for planning and re-engagement activities
- maintain confidentiality/privacy of student account information.
STUDENT ACCOUNT PHASE / COMPULSORY PARTICIPATION PHASE
All learning providers (State and non-State schools, TAFE Institutes, registered training organisations, universities, departmental employment skills development program providers):
- advise young people of the purpose of student accounts (new window) 688k including parental access requirements (new window) 683k
- provide the following information (new window) 62k to the Queensland Studies Authority to open student accounts for any young person in the compulsory participation phase who does not have a student account opened
- notify the Queensland Studies Authority of a young person's enrolment and results information in eligible options and/or certification studies via electronic data capture system(s)
- open a student account for a young person who moves from another State, territory or overseas
- notify Queensland Studies Authority via electronic data capture system(s):
- of new or correct information within three months of becoming aware that information previously notified to Queensland Studies Authority for student account has changed or is incorrect
- of new or correct information about the person's enrolments and results in certification studies within 30 days of becoming aware that information previously notified to the Queensland Studies Authority has changed or is incorrect. For notification of results, no later than 30 June or the first Thursday in December each year
- of the date a young person's enrolment ceases with the learning provider, within 30 days of becoming aware
- if a young person dies, within 30 days of becoming aware of the death
- if appropriateness of parental access changes, notify immediately
- ensure confidentiality/privacy of student account information.
Executive Director (Schools): - notify the Queensland Studies Authority to open a student account via the SLIMS Registration and Banking System with the following information (new window) 62k for any young person in the compulsory participation phase granted an exemption and who does not have a student account
- notify the Queensland Studies Authority via electronic data capture system(s):
- of new or correct information within three months of becoming aware that information previously notified to the QSA for a student account has changed or is incorrect
- of the date a young person's enrolment ceases with the learning provider, within 30 days of becoming aware
- if a young person dies, within 30 days of becoming aware of the death
- if appropriateness of parental access changes, notify immediately
- ensure confidentiality/privacy of student account information.
Executive Director Office of Non-State Education: Queensland Studies Authority: - notify learning providers to provide relevant information to open a student account if a young person, enrolled with that learning provider is in the compulsory participation phase and does not have a student account opened
- open student accounts on notification from learning providers or authorised agent
- as soon as practicable, record student account information provided by providers or authorised agents in the relevant student account
- as soon as practicable, record student account information held or obtained by the Authority, other than information obtained from providers or their authorised agents
- give the young person access to the information recorded in their student account
- give the parent access to the relevant student account information, if details of the name and address of a young person's parent are recorded in a student account for a young person in the compulsory participation phase
- immediately cease the parent's access to the relevant student account information if notified by a provider or authorised agent or when a young person turns 18 years of age
- manage student accounts so that all accounts are active or can be reactivated at anytime for the applicable banking period
- close the relevant student account where a learning provider or authorised agent notifies the Queensland Studies Authority of the young person's death
- use and disclose student account information only:
- to perform its certification function
- to ensure the accuracy of information recorded in a young person's student account, this information can be disclosed to a learning provider
- to give the Director-General of the Department of Education and Training aggregated information to carry on planning activities. The Queensland Studies Authority will list the Director-General's requests for planning information in its annual report for a financial year under the Financial Administration and Audit Act 1977
- to give the Director-General of the Department of Education and Training 'prescribed information' from the student account about any young person who according to their student account:
- is in the compulsory participation phase
- has stopped being enrolled with a provider
- after a period of at least three months, has not re-enrolled with a provider
- to give the Director-General of the Department of Education and Training the relevant information required to comply with Vocational Education, Training and Employment reporting obligations under the applicable Commonwealth agreements
- to give Independent Schools Queensland, Queensland Catholic Education Commission and the VETE Chief Executive aggregated information about persons enrolled in the relevant sectors on a quarterly basis
- maintain confidentiality/privacy of student account information.
POST-COMPULSORY PARTICIPATION PHASE - applies to any person beyond the compulsory participation phase or student account phase who wishes to have a student account opened for certification purposes
All learning providers:
- on request from a person enrolled with the organisation and on receipt of the information required to open a student account, provide the following information to the Queensland Studies Authority to open the student account - state schools should also refer to SMS-PR-019: Mature Age Students.
- advise people under 18 years of age of the purpose of student accounts including parental access requirements (new window) 688k
- notify the Queensland Studies Authority of a person's enrolment and results information in certification studies via electronic data capture system(s)
notify Queensland Studies Authority via electronic data capture system(s): - of new or correct information within three months of becoming aware that information previously notified to Queensland Studies Authority for student accounts has changed or is incorrect
- of new or correct information about the person's enrolments and results in certification studies within 30 days of becoming aware that information previously notified to the Queensland Studies Authority has changed or is incorrect. For notification of results, no later than 30 June or the first Thursday in December each year
- of the date a young person's enrolment ceases with the learning provider, within 30 days of becoming aware
- if a young person dies, within 30 days of becoming aware of the death
- if appropriateness of parental access changes, notify immediately
- ensure confidentiality/privacy of student account information.
Executive Directors (Schools):
- on request and on receipt of the information required to open a student account, provide the following information to the Queensland Studies Authority to open the student account via the SLIMS Registration and Banking System
- notify the Queensland Studies Authority via electronic data capture system(s):
- of new or correct information within three months of becoming aware that information previously notified to the QSA for a student account has changed or is incorrect
- of the date a young person's enrolment ceases with the learning provider, within 30 days of becoming aware
- if a young person dies, within 30 days of becoming aware of the death
- if appropriateness of parental access changes, notify immediately
- ensure confidentiality/privacy of student account information.
Queensland Studies Authority:
- open student accounts on notification from learning providers or authorised agent
- as soon as practicable, record student account information provided by providers or authorised agents in the relevant student account
- as soon as practicable, record student account information held or obtained by the Authority, other than information obtained from provides or their authorised agents
- give the person access to the information recorded in their student account
- give the parent access to the relevant student account information, if details of the name and address of a young person's parent are recorded in a student account for a person under 18 years
- immediately cease the parent's access to the relevant student account information if notified by a provider or authorised agent or when a person turns 18 years of age
- manage student accounts so that all accounts are active or can be reactivated at anytime for the applicable banking period
- close the relevant student account where a learning provider or authorised agent notifies the Queensland Studies Authority of the person's death
- use and disclose student account information only:
- to perform its certification function
- to ensure the accuracy of information recorded in a person's student account, this information can be disclosed to a learning provider
- to give the Director-General of the Department of Education and Training aggregated information to carry on planning activities. The Queensland Studies Authority will list the Director-General's requests for planning information in its annual report for a financial year under the Financial Administration and Audit Act 1977
- to give the Director-General of the Department of Education and Training the relevant information required to comply with Vocational Education, Training and Employment reporting obligations under the applicable Commonwealth agreements
- to give Independent Schools Queensland, Queensland Catholic Education Commission and the VETE Chief Executive aggregated information about persons enrolled in the relevant sectors on a quarterly basis
- maintain confidentiality/privacy of student account information.
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