Management of Student Accounts (QCAA Learning Accounts)

Version Number

4.0

Implementation Date

1/08/2016

Scope

All departmental staff, all state schools, all TAFE, Registered Training Organisations

Purpose

​Provides guidance to learning providers about:

  • how to fulfil their legislative obligations and
  • opening, maintaining and closing student learning accounts with the Queensland Curriculum and Assessment Authority (QCAA).​

It is not a technical guide for the data capture system/s required for registration of young people or banking of enrolments and results with the QCAA.  For further information on electronic data capture system/s or technical system support, contact the QCAA Senior Learning Information Management System (SLIMS) IT Helpdesk on (07) 3864 0269 or visit the QCAA website.​

Overview

​All young people are required to be registered and to have a student learning account opened with the QCAA during Year 10 or in the year prior to turning 16 (whichever comes first).
This enables:

  • a young person’s enrolment and progress in eligible options during the compulsory participation phase of learning to be monitored
  • a young person’s enrolments and results to be recorded
  • the QCAA to ascertain  a young person’s eligibility for a Queensland Certificate of Education (QCE).

Information collected also assists the department in planning and re-engagement activities under the Education (General Provisions) Act 2006 (Qld) and the Education (Queensland Curriculum and Assessment Authority) Act 2014 (Qld).

Students who do not meet the QCE eligibility requirements for the issue of a QCE during Year 12 of schooling may continue to work with their learning provider to achieve their certificate.

These students may then arrange for their learning provider to bank their enrolments and results into the relevant student account, to accumulate credits for the QCE.

Responsibilities

Principals or the chief executive
Responsible for establishing a student learning account for a young person in the student account phase within one (1) year before the start of the person’s compulsory participation phase.

Regional Directors are responsible for establishing  a student learning account for:

  • a young person in the compulsory participation phase not enrolled at a school
  • a young person in the compulsory participation phase who is granted an exemption and does not have an account
  • a person in the post-compulsory participation phase.

Manager, Home Education Unit is responsible for:

  • ensuring all young people who are being home educated are registered with the QCAA in the year before they turn 16 or commence the compulsory participation phase and
  • establishing a student learning account for each young person in the compulsory participation phase registered for home education who does not have a student account.

All learning providers (including those providers who enrol a student in a program or course that is a component of an eligible option) are responsible for:

  • establishing a student learning account for a young person in the compulsory participation phase who does not already have one
  • establishing a student learning account for a young person in the compulsory participation phase who moves from another State, territory or overseas.

Process

Opening an account

Most young people will be registered for a student learning account in Year 10 by the principal of their school.

All learning providers must 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).

It is expected 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. 

Exemptions

  1. Young people with an exemption from compulsory schooling or compulsory participation  may be registered by a Regional Director. Complete the Opening a student account (for students with an exemption from compulsory schooling not currently enrolled in a school) form.
  2. Registered home education students may have learning account registration facilitated by the Manager, Home Education Unit. Complete the Opening a student account (for students with an exemption from compulsory schooling not currently enrolled in a school) form. 
  3. Student accounts are not to be opened for students holding a visa issued under the Migration Act 1958 (Cwlth), unless the student gives written agreement.

Opening/maintaining a student account

All learning providers:
  • advise the young person of the purpose of student accounts 
  • register the young person by submitting required information through the Senior Learning Information Management System (SLIMS) 
  • notify and request the authority (QCAA) to open the account for the student
  • securely transmit the usernames and passwords provided by the QCAA, to students for web access to their student account
  • notify the QCAA via SLIMS:
    • of new or correct information on becoming aware that information has changed or is incorrect
    • of new or correct information about the person’s enrolments and results in certification studies 
    • of the death of a student.

Note: Persons with an equivalent senior secondary certificate of education from interstate or overseas are not eligible for the issue of a Queensland Certificate of Education (QCE).

State schools should also refer to Home Education in Queensland.

Banking enrolments and results information by learning providers

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 QCAA. The information provided will be ‘banked’ into the person’s student account by the QCAA.
 
Students will provide results directly to the QCAA in relation to:
  • studies that can contribute to their QCE and undertaken in Queensland prior to their account being opened
  • studies undertaken in other States or overseas that may contribute to the QCE
  • workplace community and self-directed learning projects approved by the QCAA for the person and contributing to their QCE. 

Students who do not meet the QCE eligibility requirements for the issue of a QCE during Year 12 of schooling may continue to work with their learning provider to achieve their certificate. These students may then arrange for their learning provider to bank their enrolments and results into the relevant student account, to accumulate credits for the QCE.

Reporting data methods

Schools or school Registered Training Organisations will notify enrolments and results information through the QCAA’s Student Data Capture System (SDCS).

Registered Training Organisations and other learning providers will notify QCAA of enrolments and results information:

Non-school RTOs should be aware that data reported directly to SLIMS will not be passed on to the Department of Education and Training or National Centre for Vocational Education Research (NCVER). These RTOs are likely to be required to submit to one or both of these entities.

Online Resources

Review Date

28/01/2018
Attribution CC BY

Learning providers
Includes State and non-State schools, registered training organisations, universities, departmental employment skills development program providers.

Compulsory participation phase
Starts when a young person stops being of compulsory school age (i.e. turns 16 or completes Year 10 whichever comes first) and ends when the person:

  • gains a Certificate of Achievement, Senior Statement, Certificate III or Certificate IV, or
  • has participated in eligible options for two years after the person stopped being of compulsory school age, or
  • turns 17.

Eligible options
A recognised education or training program or course, offered by a recognised provider, which will enable a young person to gain a senior certificate and/or a Certificate III or IV.

Learning account (also called student learning account or QCAA learning account)
A record of enrolments and results of any completed studies in the different types of learning that may lead to a Queensland Certificate of Education. The QCAA opens a learning account for a student when a student is registered by a learning provider. The student is assigned a learner unique identifier (LUI) and password so they can access their web-based account through the Student Connect website.

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 e.g. a mature age student.

Queensland Certificate of Education (QCE)
Queensland's senior school qualification, which is awarded to eligible students usually at the end of Year 12. The QCE recognises broad learning options and offers flexibility in what, where and when learning occurs. For more information, visit the Queensland Curriculum and Assessment Authority website.

Relevant qualification includes:

  • senior certificate
  • certificate about the completion of the person’s studies under the repealed Education Act 1964 (Qld) or the repealed Education (Senior Secondary School Studies) Act 1988 (Qld)
  • equivalent qualification
  • qualification, other than an equivalent qualification, issued or to be issued in a foreign country, if the person opening the student account reasonably believes the qualification relates to a level of schooling equivalent to senior secondary education.

Student Account Phase
Is the compulsory participation phase or if a student account has been opened prior to the compulsory participation phase.