All screenshots contained within this document reprinted with permission from Civica Education
STUDENT INFORMATION
MANAGEMENT SYSTEM
STIMS
ENGLISH AS AN ADDITIONAL
LANGUAGE/DIALECT (EAL/D)
DATA ENTRY
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STUDENT INFORMATION MANAGEMENT SYSTEM
EAL/D DATA ENTRY PROCEDURES
This booklet will give you an overview of the data entry appropriate to EAL/D students, enable you to
create a saved query of ESL (field currently used in Integris) students, and to create and run several
reports to find all students with Visa Sub Class Numbers, and ESL stages.
When entering data for a new student with English as an Additional Language/Dialect needs, special
attention must be paid to the additional and family group tabs. There are also two fields on the UDI (User
Defined Information) tab that apply to these students.
Data entry for EAL/D students.
After entering the basic information for the student on the Personal tab, click on
Click on
and enter Personal Details for PG1.
Click on
tab under the mobile field.
The fields in this tab must be filled out.
Either the Main Lang OTE SAH field needs to be
populated with a language or the
Mainly speak English at home tick box needs to be
selected.
Complete the rest of the PG1 tab as usual.
Select PG2 tab and complete fields in the Personal
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tab.
and Additional Details tab.
Select the Additional tab.
This is where most of the fields relating to EAL/D students are located.
First Language
Main Language OTE SAH
Mainly speak English at home.
LBOTE
ESL Stage
Australian Citizen/Permanent Resident
Date Arrival Australia
Visa Sub Class No
Visa Sub Class No Expiry Date
International Fee Paying
Birth Certificate Seen
Country of Birth
Passport Sighted (This field is included in this tab from week 5 Term 3 2012)
The Nationality field is not used in Western Australia.
Please take care when entering data in the Indigenous Status field. This field should not be left as Not
specified, but should be marked as not stated if the information has not been provided.
NB: The International Fee Paying field is automatically populated when you enter a Visa Sub Class No
The drop down is Full Fee Paying, Partial Fee Paying, or
No Fees.
If no visa sub class number is entered the International
Fee Paying field will remain blank.
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NB: This is not for ESL fees but for general tuition fees.
If a student does not have a Visa Sub
Class Number or is not ticked as
Australian Citizen/Permanent Resident a
warning message will appear.
Click OK to remove warning message and either enter the Visa Sub class number or tick the student as
Australian Citizen/Permanent Resident.
Select the UDI tab.
The Limited School, and Intensive English Centre UDI’s may need to be updated.
Some EAL/D students may have limited schooling. If this applies the Limited School UDI needs to be
changed to yes.
Double click on the words Limited School. The Edit UDI window
will be seen.
Click on
been updated.
to change the UDI to yes. The UDI has now
If the EALD student attends an Intensive English Centre, this UDI
must be changed to yes.
NB: Not all schools have the Intensive English Centre UDI.
If your school does not have this UDI please contact the
Customer Service Centre.
To change the UDI’s for a group of students at the same time you can use the Speed Edit facility.
Click on Admin tab on the side bar.
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Click on Speed Edit
In the Area drop down
Select Student UDI Fields
(This is the last item on the list)
In the UDI field drop down select
the UDI field to edit. (Intensive
English Centre)
Click on the binoculars and use the search window to select the students you wish to edit.
Click on Select All
Put a tick in the New Value box.
Click on the blue tick
(Data will change)
Click on Save
The adjacent warning message will appear.
Click on Yes and the changes will be saved.
Many of the fields in SIS can be edited in this way.
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NOTE: WE HAVE A FACT SHEET ON OUR WEBSITE FOR DATA ENTRY FOR ESL STUDENTS.
THIS MAY BE HELPFUL FOR YOU AT SCHOOL.
http://det.wa.edu.au/intranet/stims/detcms/intranet/student-informationmanagement-system/sis-administration/administrator-manager-module/data-entryprocedures
To access our website from within SIS.
Click on the Help menu.
Click on SIS ON THE WEB
Then SIS School Administration
This takes you to the SIS Website.
You will need to log on to the portal.
How to search for EAL/D Criteria.
In Student Details
Click on the Binoculars
Select the Other tab
From the ESL Stage drop down select 2
And click
The list will now show students with an ESL Stage of two.
From this screen you can print the list
or select the browse set to look at
individual student records.
This list can be sorted by clicking on
the bold header at the top of the column.
Using this same process you can select different search criteria.
Select the Parameters tab.
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This tab now (as of Term 3 2012)
includes a search field for Visa Sub
Class Number
Setting up a saved Query for ESL Students
It is possible to set up a saved query, which will always be up to date with the latest student information.
In Student Details
Click on the Binoculars
Select the Other tab
From the ESL Stage drop down select the stage you
require
Click on “Save current find settings as a query” icon
And name the query
And click OK.
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The query will now be available wherever
you have the option of choosing a query.
You can repeat this process for ESL Stages 2 and 3.
Adhoc Reports
Schools have an Adhoc Report that lists students with Visa Sub Class Numbers.
If you do not have this report it can be downloaded from our Website.
http://det.wa.edu.au/intranet/stims/detcms/intranet/student-information-management-system/sisadministration/administrator-manager-module/ad-hoc-reports
Select Visa Subclass Number by Visa Number.
Select Save File.
Save to K/Keys/Integris/Inbox.
To import the report into adhoc reports
Select Reports on the Admin tab on the sidebar.
Single click on Adhoc Reports.
Double click on Adhoc Manager on the right
hand side.
Select the import report icon
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Select the T_Visa.ahr from the list
The Report will now be available in the list of adhoc reports.
Select the Visa Sub Class
Number report from the list in
adhoc reports.
Select the new query button
and with the search window
select the whole school.
Click on Print
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The Visa Sub Class Numbers can also be found by running the EL1 or EL2 report in the WA Census
module. These reports can be run at any time.
Adhoc reports can also be made to show
ESL stages.
I have made an adhoc report to show ESL
Student Stages
Select the ESL Student Stages report from
the list.
Select the New Query of the whole school.
Click on print.
If you require help making or using these reports contact the Customer Service Centre and log a job.
Census Reports
The Census EL1 or EL2 reports can be run at any time to give you ESL information.
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Our Website is available through the help menu in SIS.
All requests for support should be logged through the Customer Service Centre to ensure that issues are
identified and, appropriate support provided.
Metropolitan Callers
Regional Callers
Or by email
264 5555
1800 012 828
[email protected]
STIMS Website
Civica Website
www.det.wa.edu.au/intranet/stims
www.civicaeducation.com.au
To access our website from the help menu within SIS.
Click on
on the top tool bar.
Click on SIS ON THE WEB
Then SIS School Administration
This takes you directly to the SIS Website.
You will need to log into the portal.
All SIS Manuals are available on the Civica Website.
To access the Civica Website from within SIS.
Click on
on the top tool bar.
Click on SIS ON THE WEB
Click on Civica Education
Scroll to the bottom of the screen
Then Click Integris Support
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You are then directed to log in to Western Australian SIS Schools
Click on Enter Western Australia SIS Schools
User name is SCHOOL
Password is HELP
This log in is always the same.
This takes you to all the SIS Manuals
NOTES
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