1. Victorian Student
Number
VCAA Operations Team

2. VCAA Operations team
35 Spring Street
~ 18 persons
Team leaders
• Pam Gawith and Mark Graham

3. What is it & who has one?
A nine digit numeric identifier
All students under 25 yrs enrolled in
• Schools, or
• RTOs and TAFEs (specifically those
undertaking accredited courses or
government funded training)

4. How many?
 1,070,000 VSNs issued
 2233 schools
• 1537 Government
• 487 Catholic
• 209 Independent
 545 VET Providers of (~1100)
• Recent Commonwealth ASQA registration has
changed the scope (298 of 675)

5. How is it done ?
VCAA responsible for:
• The Victorian Student Register (VSR)
• The VET Integration System
• Provider Student Management Systems
DEECD responsible for:
• CASES21 & CASES21 Mirror
• CASES Integration System

6. How is it done, cont…
 Simplified Workflow:
• Schools/ Training Providers submit enrolment,
change student detail and exit transactions
• VSNs assigned automatically
• Exceptions are those transactions that need
VSN Operations staff to research
• Some exceptions require phone calls and
additional identifying information
• VSNs are returned to the School/ Training
Provider – they own the data
• Exceptions numbers fluctuate, but rarely reach
zero – an imperfect process

7. VSR Details & Metrics
 Doppelgangers
• 106 Known pairs of students with identical details
 # Students, Students @ schools
• 900,000 active students
• 1.4 million participation records
• 2 million transactions handled by VSR
• 700,000 in the last 12 months
 # Exceptions
• 5413 as of 5 July
• Has been as high as 14 000
• 102 351 exceptions received in 2010

8. Summary diagram of the VSN VSR system – business responsibilities V 0.3
Schools/Providers
Non-government Private RTOs – Registered Training
schools – Non-government Non-integrated Organisations (RTOS
Government schools - schools –
Integrated student student and TAFES) –
CASES21 application Non-integrated student
management management Integrated student
system management system systems management systems
DEECD corporate
CASES21
mirror
VET Integration
DEECD Service solution
Gateway –
(Helpdesk) Eduweb
CASES21 mirror –
VSR Integration
solution
Currently all schools use
the DEECD Service Manual Interface to VSR Non-government school
Gateway to lodge users need a User id
requests for assistance and password to access
for the VSN. the VSR.
Victorian Student Register (VSR)
VSR
At least 10 vendors and many single
For RTOs with integrated
school bespoke systems . The For schools that maintain
One system for all Government student management
process is invisible to the school student records using
schools. The process is invisible to the systems, a periodic batch file
users that use specific student products such as XL and
school users, except when contact must to the VIS and a download of
management systems.. Some Access, or have paper
be made by the VSR Central VSNs from the VSR.
student management systems records only. Data flow one-
Administrative team to process/resolve Otherwise online
require the school to download a file directional = school capture
an Exception in the data. maintenance directly to the
and upload to the VSR through the of VSN problematic
VSR ?
VSR interface.

9. 1 July 2011
Handover day
• The Secretary to delegate responsibility to John Firth
VET Implementation
• Implementation not finished
• Remainder organisations will be covered
operationally