Address Collection 2021

PRE-REQUISITES: 

You must be on the correct program versions (Click here to get latest versions): 

New Security will be needed [867] Government Reporting

Path: Setup & Utilities > UTILITIES > Govt Reporting

or go to your Main Menu and type in Govt to search it

This will take you to the following page

Overview of the Page

PROCESS

The following report will be generated

Although the system has thrown the obvious errors to the top you do need to scan through the data to see if anything looks wrong. Explanations of the fields and layout are after the process section.

NB: In the past, the report has only had to show addresses of caregivers that are different to the address of the student. From now on this is not so. All caregiver addresses (apart from overseas addresses) will appear. However, upon putting your data into the upload tool those caregiver addresses that are the same as the student's will disappear.

Once you are happy with the data you can click on the 'DOWNLOAD CSV' button

Two CSVs will be downloaded. One will contain all the student address information and you can use this CSV for further checking if you like. However, if you do do this please make sure that after you have made any changes to your data that you regenerate the information and download the CSV again.

Of the two CSVs - one is for the 'Location & Primary Contact' page in the ADDRESS COLLECTION UPLOAD TOOL and the other is the 'Statement of Student Addresses' information you need to paste into the ADDRESS COLLECTION UPLOAD TOOL. 

When you are happy with your data you can click on the 'ADDRESS COLLECTION UPLOAD TOOL'. This is a direct link to this tool on the SchoolsHUB's website. Below is an image of the bottom of the address collection upload tool

N.B. Enable Macros: - In the SchoolsHUB's instructions (1. above) there is a section on Enabling the Macros. This needs to be done in the sheet and then saved. Exit out and then when opening the sheet you can paste your data. Failure to follow this process will result in an error and you will unable to paste your data in.

Validation

Upon pasting your data into the Statement of Student Addresses' you are then required to validate your data. Best practice is of course to fix any errors you find in the generation of the data in PCSchool and then regenerate. However, some may slip through and these will show in the sheet after validation. While you can fix them here it is highly recommended that you take the time and fix them in PCSchool and then regenerate. The reason for this is that if you don't do this then next year the same errors will occur.

Possible Errors and how to deal with them.

Missing street Types - like Lookout, Visa, Turn, Loop - The Government does not accept these.

Please note that we did come upon an interesting error.

1. The spreadsheet had both caregivers NOT living with the student and no address.

2. Checked the addresses and found that there was an identical address in the database (different address ID) and this had been linked to the caregivers in family based communication.

3. To fix this we went to the 'family based communication' clicked on the dropdown correspondence address and saved.

Upload

Once you have corrected all errors generated in the validation you can proceed to 'Create Upload File'. Please follow the instructions provided in the Upload Tool by SchoolsHUB.