Improving Student Transitions: CASES21 Enhancements and Changes

CASES21 Student Data Transfer

Presentation includes Background and context VAGO Report on Education Transitions Department s response to recommendations CASES21 enhancements Changes to CASES21 How it will work Implementation Ongoing support

Background and context 2015 VAGO Report on Education Transitions Contained a number of recommendations to improve student transitions, including that the Department develop a suite of resources to support schools to transition middle years students, specifically: Clear advice to schools on the use and disclosure of children s information and data A standardised minimum set of data for transitioning students.

The Department agreed to Undertake work on a new transfer policy and guidelines for all student transfers, including transitions between Year 6 and Year 7 available on DET website Develop a school transition template that includes personal, medical and achievement information and incorporates advice on data that can and should be transferred when students move between government schools.

CASES21 solution a single process for all government schools Re-design the Student Data Transfer component of CASES21 Develop new data entry screens for capturing student support information Incorporate support information and advice into new student transition report comprising Student Enrolment Information Form and Student Information Full Details (School) Report

CASES21 changes New Student Enrolment Information Form can be printed or emailed to parents for updating student information Student Information Full Details (School) Report to be used to inform new school/teachers Includes legal advice on transfer of student information. Combined, they contain all the information required by schools to meet their duty-of-care and risk obligations, and to provide the transferring student with the best possible support.

CASES21 changes New Student Support Services tab, including information relating to: Student Support Services SOCS, SSS, other support Attendance, wellbeing, behaviour and foreseeable risk Additional learning support (e.g. EAL) Recommendations from current teacher/s (e.g. placement with peers) Documents sent by transferring school

New Student Support Services tab Is a record for the student listed in the Student Online Case System (SOCS)? Has the student been the subject of any significant or ongoing disciplinary action in the past 12 months (eg. detention, internal or external suspension)? If yes, click on the Add or Modify Notes & Attachments link to enter details. Has the student received Student Support Services (SSS) in the past two years? If yes, click on the Add or Modify Support Persons link. Has the student received any other school- based or departmental support in the past two years (e.g. school nurse, chaplain, welfare officer or welfare coordinator, Koorie Education Support Officer or school-engaged allied health practitioner such as psychologist, counsellor, speech therapist, youth worker)? If yes, click on the Add or Modify Support Persons link to enter their details. Are there any foreseeable risks of harm to the student, or to others, due to the student s behaviour, disability, family circumstances or background? For example, the student has been a victim or perpetrator of bullying, age- inappropriate sexualised behaviours or assault; is a party to a personal safety intervention order; has emotional and wellbeing issues; has displayed self-harm, suicidal ideation or previous suicide attempts; or other welfare concerns. If yes, click on the Add or Modify Notes & Attachments link to enter details. Has the student received external support (outside of the school) in the past two years (e.g. psychologist, counsellor, social worker, paediatrician, other medical specialists)? If yes, click on the Add or Modify Support Persons link to enter their details. Has a Student Support Group been formed for the student? How would the student s general skills in terms of effort, class behaviour, organisational and social behaviour be best described Excellent, Very Good, Acceptable or Needs Attention? Are there any concerns regarding the student s attendance, including truancy? If yes, click on the Add or Modify Notes & Attachments link to enter details. Is the student receiving additional learning support (e.g. English as an Additional Language, English/Maths intervention, gifted and talented)? If yes, click on the Add or Modify Notes & Attachments link to enter details. Has the student participated in a New Arrivals Program?

CASES21 v57 changes Restriction/Risk tab additional information relating to: Student access restrictions (identify access type) Child protection (add or modify support persons) Legal limitations Documents sent by transferring school Medical conditions tab some minor changes AusVELS/Victorian Curriculum all student data transferred Student Transfer Note optional for transfers within government school system where CASES21 SDT used

Updated Restrictions/Risk tab Does the student have any risks, reported by the parent/carer, NOT related to access restrictions/alerts? If yes, enter details in the Risk Information box. Note: This field is VISIBLE on the student s record when printed. What is the type/category of access restriction for this student? Enter details of the access restriction (see page 2). Are there any court orders or related documents for the student and/or family circumstances? If yes, click on the Modify Access Restriction link to enter details. This box holds previously recorded Access Restriction information which will be deleted in early 2017. For more information relating to requirements for updating this information, see page 2. Is the Department of Health and Human Services currently involved with the child and/or their family? If yes, click on the Add or Modify Support Persons link to enter details of the child protection worker. Are there any activity restrictions that apply to the student, such as sport and excursions? Are there any limitations on who can make decisions on behalf of the student? If yes, enter details in the Legal Limitation box. Are there any documents associated with the student s restrictions/risk profile? If yes, have they been sent to the receiving school? Are there any limitations on who can contact the student? If yes, enter details in the Legal Limitations box.

Change to eCASES New access to Student Support Services tab teachers can be given read/write access to their home group student records For further information regarding the set-up and use of eCASES refer to Chapter 18 of the CASES21 Administration User Guide.

Benefits of CASES21 enhancements Process aligned with current student transfer policy/ requirements Secure, consistent and efficient transfer of standardised student information across all government schools Duty-of-care and risk obligations met Transferred data consistent with privacy legislation Substantial reduction in the administrative time required of secondary schools to re-enter CASES21 student data

How it will work Student enrols for first time in Victorian Government school Student transfers to another Victorian Government School Student attends school Destination School CASES21 populated with new student data Student Information Full Details Report (parent section) sent to parent/carer for update Student Behaviour/ Risk/Support Service information Enrolment form completed by parent/carer Enrolment data entered into CASES21 Updated minimum annually Kept current by school Student Data Transfer process

Implementation Optional from July 2016 - schools can use CASES21 to enter additional information and transfer students on an opt-in basis Mandatory from July 2017 - all government schools to use CASES21 when transferring students to another government school Ongoing regular distribution of Student Enrolment Information Form to parents for updating CASES21 Currency and accuracy of student data are critical to meeting legal and duty of care obligations

Ongoing support DET website for Fact Sheet Frequently Asked Questions Quick Guides Student Support Services tab Restrictions/Risk tab Data flow diagram This presentation CASES21 Administration User Guide Chapter 2 School Policy and Advisory Guide (SPAG) CASES21 Service Desk on 1800 641 943