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Data Migration Activities


Student and Family Data

Document Version 4.9 © Brisbane Catholic Education Page 2


Table of ContentsData Migration Activities - Student and Family Data

1 Introduction 32 Document Audience 33 Potential Transition Period Issues 3

3.1 Enrolment Applications 33.2 Change of Address/Contact Details etc 33.3 Attendance Information 3

4 Data Migration Tasks 44.1 Tasks List 44.2 Task Priority 44.3 Supporting Documentation 5

5 Student and Family Data Pre Migration and Migration tasks and sign off 6-19Appendix 1 – Medical Information Example 20Appendix 2 – Legal Information Screenshots 21Appendix 3 – New Data Requirements 22Appendix 4 – Duplicate Students: Process 23Appendix 5 - Legal Guardian / Caregiver: Definitions 24

Document Version 4.9 © Brisbane Catholic Education


1 Introduction

The migration from Maze to eMinerva involves the transfer of a wide range of school and student data. This document provides information concerning the activities schools are required to undertake in order to:

prepare their data for migration ensure data has migrated successfully enter required data into eMinerva that could not be migrated from Maze enter required data into eMinerva that did not exist in Maze

Various data activities have been identified and are included in this document. The activities are both pre- and post-migration.

This document should be read in conjunction with the document entitled ‘Maze to eMinerva -Migrating and Non-Migrating Fields’.

2 Document Audience

This document has been prepared for school officers who have the responsibility of managing school and student data, and school senior leadership teams who have the responsibility of endorsing the school and student data.

3 Potential Transition Period Issues

During the transition from Maze to eMinerva, there will be some time when school staff will not have a student administration system in which to enter information. This may result in items having to be recorded manually. Examples of these items are:

3.1 Enrolment Applications

If an enrolment application is received during transition, the application should be set aside and entered into eMinerva once implementation is complete.

3.2 Change of Address/Contact Details etc

If any changes to student or family details etc are received during transition, these should be recorded in an excel spreadsheet so they are easily accessible and ready to be entered into eMinerva once implementation is complete.

3.3 Attendance Information

If attendance information has previously been recorded in Maze then this information should be recorded in an excel spreadsheet for the duration of transition. If attendance information is recorded in another application or by another means, and that is not affected by the transition to eMinerva, then attendance should continue to be recorded by that method during transition.



4 Data Migration Tasks

4.1 Tasks List

Relevant staff in the school should be provided with the task lists to undertake the work and each tasks list appears on a separate page to facilitate this.

The tasks on each list are prioritised and should be attended to in order of priority.

4.2 Task Priority

Tasks in each Task List have been prioritised according to the following scale:

PRIORITY LEVEL

EXPLANATION

P1 Task must be completed with urgency

P2 Task must be completed within a reasonable time frame

P3 Task’s completion is highly desirable. Outstanding tasks will be completed at school’s discretion.

It is highly likely that the Priority Tasks will be incomplete at the end of implementation for each school. This is impacted by time constraints and also these tasks often require the schools to request hard copies of documentation from families.

Prior to leaving at the end of implementation, BCE Implementation would ensure that:

1. Where possible all tasks would be completed.

2. The requirements surrounding outstanding P3 tasks have been reviewed with school staff.

3. Implementation Staff would demonstrate (by example) how to work through and complete each task.

4. School staff will understand their requirements to completing the tasks and also know where to obtain help if required.

5. The above will be discussed and documented in the Data Migration Activities Summary (page 20) of this document.



4.3 Supporting Documentation

Supporting Documentation should be used to assist schools to complete tasks outlined in this document. This documentation should be accessed to assist in timeliness and accuracy in completion of tasks.

References are given for relevant supporting documentation for each task.

Data Review. Exception and Re-entry Reports:o produced by BCE staffo provided to schools as soon as they are available after migration has taken place

Maze Reports:o schools to check data in Maze prior to migration o relevant data from Maze to be used for reference and to assist in the verification of

migrated data

School-based data:o student fileso other relevant documentation or electronic files

5 Student and Family Data Migration Tasks

The following worksheets should be completed in consultation with the relevant Implementation Team members. For this document, school staff should liaise with:

Implementation Team Coordinator Implementation Team – SSAS


SSAS Migration Comparison - Check List Task List 1 of 4

BAC Schema Checklist - Secondary

Task No

Task Purpose Priority To be completed Supporting Documentation DateCompleted

(Initials – BCE & School)1 Ensure student, class

and related persons data has migrated correctly from Maze

Check any students that may have arrived or exited at the school since migration are in eMinerva.

Cross check eMinerva class lists against Maze class lists.

Ensure accuracy of records in eMinerva.

P1 As soon as BCE comparison report is received following migration.

Data Migration Comparison Report - Citrix

Maze ReportsXXX0001BCurrent Students Per YearXXX0002BFuture Students Per TagXXX0003BCurrent Class ListXXX0004BCurrent PCG ListXXX0006BCount of Current ESL StudentsXXX0007BCount of Current ATSI StudentsXXX0009BCount of Current Students & Religion


School Name: Suburb: _____________________________________________

PAR Schema Checklist – Primary

Task No

Task Purpose Priority To be completed Supporting Documentation DateCompleted

(Initials BCE & School)2 Ensure student, class

and related persons data has migrated correctly from Maze.

Check any students that may have arrived or exited at the school since migration are in eMinerva.

Cross check eMinerva class lists against Maze class lists.


P1 As soon as BCE comparison report is received following migration.

Data Migration Comparison Report - Citrix

Maze ReportsXXX0001Current Students Per YearXXX0002Future Students Per TagXXX0003Current Class ListXXX005Current Family Student ListingXXX0006Count of Current ESL StudentsXXX0007Count of Current ATSI StudentsXXX0009Count of Current Students & Religion


School Name: Suburb: _____________________________________________

SSAS Post Migration – Priority 1 Tasks Task List 2 of 4

Task No

Task Purpose Data Notes

Section

Priority Timeframe for completion

Supporting Documentation DateCompleted

(Initials – BCE & School)

3 Change any ‘undetermined’ relationships between student and related persons to reflect actual relationship that exists

All persons entered into eMinerva must have a relationship to the student. If certain relationships are incorrect they may affect fee generation.

8.18.4

P1 Required for fee generation.

Data Review Report – Citrix Undetermined Relationships

4 - Ensure all Related Persons have a Gender

- Ensure all title fields (Mr, Mrs) are complete and reflect the correct title.

In some instances during migration, it was impossible to determine the Gender of a person. These need to be rectified to allow these records to correctly save and determine relationships in eMinerva.

Title required for each Legal Guardian / Caregiver for correspondence.

8.4 P1 As soon as required by school.

Prior to any data export requiring use of title.

Data Review Report - CitrixMissing Gender

Data Review Report - CitrixBlank RP Title

eMinerva ReportBCE Mail Merge Reports

5 -Check and amend ‘Emergency Contact Details and Sequences’ as required based on the knowledge of parent / caregiver requirements.

-Amend any “Main Contact” allocations (as required) based on local school knowledge of parent/caregiver requirements.

Emergency Contacts were migrated; however, some details may have migrated incorrectly.

eMinerva requires a correct sequence of emergency contacts in the event of a Legal Guardian/ Caregiver needing to be contacted in an emergency.

eMinerva requires a main contact to be nominated. Advise staff that the PG1 is the main contact from ‘Migration’. Amend where required.


Data Review Report - CitrixNames with SpacesNon-migrated Emergency ContactEmergency SequenceMaze ReportsPAR: DFR2320BAC: DFR2320BFamily Listing – Emergency Contact (a)

PAR: DFR2321BAC: DFR2321BFamily Listing – Emergency Contact (b)

eMinerva ReportBCE Student Relationship Contact Details


Task No


Section




6 Amend relationships for Students to designate LG (Legal Guardian) and Care Giver to the relevant persons.

eMinerva has been updated to enable schools to have a better understanding of the legal role each Related Person holds in connection to a student. It also enables schools to easily differentiate between those persons who are the Legal Guardians of a student and their Caregivers.

This task is to identify Related Person Data under the two new fields which indicate whether that person is a Legal Guardian, a Caregiver or both.

- P1 As soon as required by school.

Refer to any relevant local (school) documentation.

Data Review Report - CitrixNo Legal Guardians Report

eMinerva ReportBCE Legal Guardian Update:Related Persons Changes & Exceptions

BCE Legal Guardian Update :Student Exception

BCE Communication Address Details7 Check and amend any “Pay

Fees” percentages as appropriate to more accurately represent the person(s) responsible for fees.

After migration 100% of fees are assigned to the main contact (PG1). The percentage of liability for fees needs to be recorded accurately across the Legal Guardians / Caregivers associated with a child or children.

8.4 P1 Required for fee generation.

Refer to any relevant local (school) documentation.

Data Review Report - CitrixDiffering Relationships

8 Ensure student medical data is recorded accurately in the context of eMinerva requirements – including: multiple medical records

for a student where required

extraction of any medication information to be entered into ‘Medication’ area of eMinerva (see below).

eMinerva records student medical data differently to Maze and additional information will be required to be entered.

For reporting clarity and continuity, please ensure medication details are recorded in both the ‘Medical Condition’ (under Treatment of Symptoms’) and also under ‘Medication’.

8.89.2

P1 As medical data is required by the school.

Appendix 1

eMinerva ReportsBCE Student Medical DetailsBCE Student Medication DetailsBCE Student Medical Condition Alerts ListingBCE Medication Alerts Listing


Task No


Section




9 Enter students’ medication information

Medication information migrates into the medical Tab in eMinerva. This is required to be separated out into Medical and Medication tabs.

8.89.2

P1 As medication data is required by the school.

________________________

__________________

Maze ReportsPAR: STR0141BAC: STR0141BSchool List – Student Name – Medical Alert – MemoBAC: STR0142BSchool List – Student Name – Medical Alert and Medication

10 Ensure any student medical records that were not migrated are entered in eMinerva

To review and, enter in eMinerva as necessary, any potential student medical alert records that were not migrated.

8.89.2

P1 As medical data is required by the school.

Data Review Report – CitrixMedical Alert

11 Ensure all legal alerts are correct in student record.

If necessary, add an alternative address for the student whereby there is shared custody.


9.1 P1 As legal data is required by the school.

Appendix 2

Maze ReportsPAR: STR0150BAC: STR0150BSchool List – Student Name – Access Alert

12 Check the teachers have been entered into the sessions based on school timetable requirements. (Primary)

Required for marking of attendance (Primary). Activates students into eMinerva.

Liaise with Michael Kurylewski for Primary Timetables.

8.11 P1 Required to record attendance and active current enrolments.

School staff listing; class year level listing and school timetable.


Task No


Section




13 Ensure attendance for all students has been marked to enable them to become ‘active’ enrolments in eMinerva.

Accurate rolls are to be marked based on students Attendance at School.

If a student remains absent, please make a list of those students whose enrolment status remained on “Started” in the Data Migration Activities document at the end of the Implementation fortnight.

Activates students into eMinerva. 8.11 P1 Required to activate current enrolments.

School staff listing; class year level listing and school timetable.

Please note: the school’s paper rolls are the accurate record of attendance until the school officially begins using the SSAS for attendance records.



Task No


Section




14 Check for Duplicate Students

The requirement is to ensure that there is one correct student record being utilised.Whereby a school has migrated prior to another, there may be duplicate student records with an Intended Enrolment attached.

Where-ever possible, it is preferred to keep the existing identity and adjust details, rather than delete it. It is better to remove the identity at the school you are in. You must not delete an existing identity even if the enrolment is closed or finished as the identity and associated financial and attendance records must be preserved.

Please refer to Appendix 4 for the Process.

8.4 P2 As soon as required by

school.

eMinerva ReportsBCE Alpha Listing Report

15 Amend any Related Person records where they already existed within eMinerva with the most current details.

The requirement is to ensure that the correct record is being utilised.

Whereby a Legal Guardian / Caregiver in the school is also an Emergency Contact, often the Emergency Contact details have not migrated correctly. This has led to duplicate records within the system. E.g. the Legal Guardian record has the full name and information and the Emergency Contact has picked up the preferred name and limited contact information.


Data Review Report - CitrixMatching Parent/Guardians


Task No


Section




If you come across a duplicate record, please ensure the following occurs.

Determine the correct record. Remove the relationship of any

children to the incorrect record (not deleting the record but rather the relationship). Ensure the student relationship is then added to the correct record for the related person.

On the incorrect record – please edit the record to show ‘Do Not Use’ in the field ‘Other Given names’. (BCE Implementation Staff Only). School staff to follow the SSAS Duplicate Person Process.

16 Review any Non- Residential Parent records that do not have an address.

eMinerva requires a current address for related persons. Whereby there is no address available; consult with school staff. If no address is to be entered, uncheck parent as ‘parent ‘caregiver’.

8.68.7

P2 As soon as required by school.

Data Review Report - CitrixPG3 No address

17 Contact numbers not migrated from Maze should be re-entered as required.

To review and, where required, enter valid/correct contact numbers (that did not adhere to the Maze data standard) for parent/caregivers who were migrated.


Data Review Report - CitrixNon-Migrated Phone Numbers


Task No


Section




18 Adjust relationships between siblings

All sibling relationships will be created, however, will be only full blood relationships e.g. brother–sister.

Relationships between siblings are required to generate school fees.


Data Review Report - CitrixDiffering Relationships

Maze ReportsPAR: XXX0005BAC: XXX0005BCurrent Family / Student Listing

eMinerva ReportsBCE Student Listing of Students and Siblings

19 Ensure legal and preferred surnames are stored in the correct field. (Students and Related Persons)

Ensure legal and preferred surnames are placed in the correct field in eMinerva.

8.1 P2 Prior to any data export requiring use of preferred surname.

Data Review Report- Citrix Differing Surnames

eMinerva ReportBCE Student Preferred and Legal Names Different

20 -Students with ‘Invalid Country Code Previously Recorded’ should be reviewed and country code entered where possible.

-Related persons with ‘Invalid Country Code’ Previously Recorded’ should be reviewed and country code entered where possible.

Ensure accuracy of records in eMinerva 8.2

8.4

P2 Required for fee generation.

Data Review Report - CitrixInvalid Country of Birth, Invalid Country of Citizenship


Task No


Section




21 Ensure all international students have citizenship recorded.

Ensure accuracy of records in eMinerva. 8.13 P2 Required for fee generation.

Data Review Report - CitrixNot Stated Citizenship or Birth Country

eMinerva ReportBCE Student Listing with Visa Information

22 Ensure any Visa Sub-Class Number that is recorded ‘Invalid Visa Number Previously Recorded’ in eMinerva is changed to reflect the correct Visa Sub-Class Number

Ensure accuracy of records in eMinerva and fee type allocation.


Data Review Report - CitrixInvalid Visa Numbers

Maze ReportsPAR: DFR7504BAC: DFR7504BFCR Student Count Full Fee Paying Overseas Students – Part A

PAR: DFR8510BAC: DFR8510BCCR Full-Time overseas Primary Students – Part B et al.PAR: DFR8511BAC: DFR8511BCCR Part-time overseas Primary Students – Part B et al.

PAR: DFR8515BAC: DFR8515BCCR Full-time FFPOS Secondary Students – Part B et al.PAR: DFR8516BAC: DFR8516BCCR Part-time FFPOS Secondary Students – Part B et al.

eMinerva ReportBCE Student Listing with Visa Information


Task No


Section




23 Review any student records and associated fields (rule and non-rule based) where the Applicant Classification is recorded as a “Fail” or “Undetermined” in eMinerva.


Data Review Report - CitrixApplicant Classification Basic / Detailed

24 Review and amend any Part time students that have migrated with an FTE of less than 1.


Maze ReportsPAR – DFR7503BAC - DFR7503 (B)Student List Part Time Students



Task No


Section




25 Students with ‘Evidence of Identity Not Yet Supplied’ should be reviewed to determine if evidence does exist.

Ensure accuracy of records in eMinerva

8.1 P3 At school’s discretion.

Data Review Report - CitrixEvidence of identity not yet supplied

26 Correct any family surnames that have not migrated with correct title case within the spelling of Surnames.

Mail Salutations also need to be edited under each ‘Legal Guardian /Caregiver’ and for every address type listed (e.g. Residential, Postal and Billing).


Example – the surname McDonald is likely to migrate as Mcdonald.

Check and amend based on local school knowledge of surnames.(Mcs, Macs, van Der, etc)

- P3 Required to ensure validity of records.

Data Review Report - CitrixNames with Spaces

eMinerva ReportBCE Student Relationship Contact Details

27 Review media consent permission that has been migrated as “Not Yet Provided”


Review students whereby permission for media consent is not granted.

Populate other permission areas based on collected data


Data Review Report - CitrixMedia Consent Not Yet ProvidedMaze ReportPAR: STR0101School List – Students with Media ConsentPAR: STR 0100School List – Students without Media ConsenteMinerva ReportBCE Student Listing with Permission Information


Task No


Section




28 Correct any non-verified addresses that have migrated from Maze

Ensure that all addresses are correct. 8.6 P3 At school’s discretion.

Data Review Report - CitrixNon-Verified Addresses

29 Ensure the email addresses that were not validated within Maze are verified and entered correctly.

Email addresses were checked during migration for their validity; some email addresses did not validate and require to be verified.


Data Review Report - CitrixInvalid Email AddresseseMinerva ReportBCE Report for Communication Email Details

30 Enter any future enrolments in eMinerva that had not been entered in Maze prior to migration.

Ensure all future enrolments are recorded in eMinerva.


School enrolment formsMaze ReportSTR0004(B)STR0005(B)School List –Future enrolments: AlphaeMinerva ReportBCE Student Listing of Students and Siblings

31 Check Intended Enrolments have migrated into eMinerva.

- Ensure all intended enrolments are recorded in correctly in eMinerva.

- Cross check the recommended year level for all future enrolments. Run eMinerva report: Student Enrolment Listing.

- Create Intended Enrolments (IE’s) to Accepted Enrolments (AE’s) for all students for the following year.

-‘Update enrolment information’ (through Bulk Management) to ensure all students have their current House added to the following years accepted enrolment.

8.3 P3 Required for information regarding the status of enrolments.

School enrolment forms and knowledge

Maze Report (as above)

eMinerva ReportBCE Student Listing of Future Enrolments

eMinerva report:Student Enrolment Listing.

eMinerva ReportBCE Student Listing Alphabetical Report (Add filter – House)


Task No


Section




32 Schools can enter the parish of baptism in eMinerva for those students who are Catholic and for whom the parish of baptism is known.

To ensure completeness of student records.


eMinerva ReportBCE Student Listing with Sacramental Information

33 Check the Timetable (Primary) is in eMinerva based on school requirements.

Liaise with Michael Kurylewski for Primary Timetables.

Allocate individual school requirements e.g. specialist classes, assembly, library etc.

- P3 At school’s discretion.

School timetable information.Refer to eMinerva QRG and handbook to assist with set up.

34 Schools should review their house names in the ‘school classification code’ area of eMinerva.

To ensure these reflect the names that the school wants to have displayed in the drop down box in the house field in the enrolment records.


School Based Knowledge

35 Print and discuss the SSAS Task Checklist with School Administrative Staff.

Throughout the year there are a number of tasks which are required to be completed in eMinerva. The ‘How To: Task Checklist’ includes the name of the task; where you can locate this on the eMinerva interface; an approximate time of year the task should be completed; a blank column in which you can enter the names of the people responsible for the task’s completion; and the level of permissions required for completing the task

- P3 At school’s discretion.

How to: Task Checklist


https://kweb.bne.catholic.edu.au/informationservices/School%20and%20Student%20Adminstration%20Systems/School%20Information%20-%20eMinerva%20Task%20Checklist.pdf

Data Migration Activities Summary

At the conclusion of the two week implementation process:

the following tasks from this document are incomplete:

Task Notes Names(Sign off and Date – BCE & School)

the following tasks from this document are yet to be commenced:

Task Notes Names(Sign off and Date – BCE & School)

Failure to complete any of the above tasks may result in: related loss of functionality of eMinerva compromised integrity of data in eMinerva


Office Use Only - Implementation Officers Sign Off

Upon return to BCE, Implementation Officers are to please ensure the following:

Task Actioned Name, Sign and Date

Upload the completed (and signed) Data Migration Activities Document to the Portal. This needs to be scanned as a PDF document. <School Code> <Document name>

E.g. - PGAV – Data Migration Activities Student and Family

Upload the completed (and signed) User Permissions Form to the Portal. This needs to be scanned as a PDF Document. <School Code><Document name>

E.g. - PGAV – User Permissions Change Request.

Hard copies of the above files are to be filed in the school folder in Sharyn Creeds’ office.

Hard Copies of Maze Databases’ to be collected from each school. Copies should be taken from 20011 back to 2002 (where possible).

These are to then be placed on the ‘M’ drive by the SSAS Implementation Officer.Computer >maze95 (\\bcecfp01) (M:) Maze Final Databases. (You will need to set up a new school folder under the school code name – e.g. for St Agatha’s Clayfield, please name the folder with PCLA).


Appendix 1 – Medical Information Example

Maze DataMaze Medical Alert Maze Medical Description

Y Stephen is severely allergic to bee stings and needs to be extra careful around flowering plants in springtime. Jane needs to be contacted to administer anti-histamine.He is also known to have a mild reaction to sunscreen. If his skin reacts he needs to have ice on it.

eMinerva Data after MigrationCondition OtherDate Recorded 01/10/2009Static Alert YAlert DescriptionSeriousness No Management PlanTreatment of Symptoms Stephen is severely allergic to bee stings and needs to be extra careful

around flowering plants in springtime. Jane needs to be contacted to administer anti-histamine.He is also known to have a mild reaction to sunscreen. If his skin reacts he needs to have ice on it.

DoctorOther Medical InformationActive Y

eMinerva Data after schools review and make modificationsCondition AllergyDate Recorded 15/10/2009Static Alert YAlert Description Allergic to bee stingsSeriousness Has Management PlanTreatment of Symptoms Contact mother to administer medical treatmentDoctorOther Medical Information Student needs to be extra careful around flowering plants in springtimeActive Y

Condition AllergyDate Recorded 15/10/2009Static Alert YAlert Description Allergic to sunscreenSeriousness No Management PlanTreatment of Symptoms Apply ice if skin reaction.DoctorOther Medical InformationActive Y


Appendix 2 – Legal Information Screenshots

Maze Data Item (formerly known in Maze as): Access Alert InformationeMinerva Data Item: Welfare – Legal

Instructions:

Legal information, previously known in Maze as Access Alert information, will need to be recorded in eMinerva as Legal information within the Welfare area.

Legal information stores the following data:

Legal Information:Court Order Type (choose 1 from list below)If you want to make it a start alertAlert DescriptionDate the copy of the court order was suppliedLegal Name of the person who the court order is againstEffective FromEffective ToCommentsDate SightedSchool Sighted AtSighted ByIf the alert is active

Court Order TypesParenting Orders – Family LawParenting Agreements – Family LawDomestic Violence Orders (DVO’s)Apprehended Violence Orders (AVO’s)Child Protection OrdersOther Caring Arrangements

Appendix 3 – New Data Requirements

The functionality and fields of eMinerva are different to that of Maze. Associated with the different functionality is the availability of new fields to store information that was previously not available in Maze. Some of these areas include:

Students in Care of the State Relationships between students Permissions for:

o Application of Sunscreen Consento Code of Conducto Computer Use Agreemento School Uniform Agreemento Enrolment Agreement

Information pertaining to these areas should now either be collected or if stored elsewhere in the school (e.g. in another database or an excel file) entered into eMinerva.


Appendix 4 – Task 13: Check for Duplicate Students

The requirement is to ensure that there is one correct student record being utilised. Whereby a school has migrated prior to another, there may be duplicate student records with an Intended Enrolment attached.

Process:

For Primary : Run the eMinerva BCE Alpha Listing Report for Year 7 and run the names through Related Persons – cross checking names, date of birth and school.

For P-12 and Secondary : Run the BCE Alpha Listing for Year 8 and run the names through Related Persons – cross checking names, date of birth and school.

For all schools, check the school’s records for other new enrolments that have occurred in this and last academic year.

Whereby a duplicate record is located:

Confirm which record has the most current and up to date information. EG Confirm if one record is ‘Active’. Where at all possible, keep the existing active enrolment’. Identities with existing enrolments at other schools should not be deleted.

Make a note of the debtor number of the main PG – advise Finance Staff.

Contact the school of the existing identity and notify them of the changes you have made.

Implementation Officers to check that the incorrect record has the related persons removed; Make note of the deleting students template, pcg and house ; the student is marked ‘Independent’ to enable all RP’s to be removed. This student record then needs to be marked ‘Do Not Use’ by BCEO staff only.

Attach a new enrolment to the correct student record (in the correct school) with template, PCG and house.

Implementation Officers to check that the incorrect record has the related persons removed; the student is marked ‘Independent’ to enable all RP’s to be removed. This student record then needs to be marked ‘Do Not Use’ by BCEO staff only.

Advise Timetable & Timetabler staff that there will need to be an adjustment made to pick up the correct record, reflecting changes (as required in terms of student ID number).


Appendix 5 – Task 5: Legal Guardian and Caregiver Definitions

Prior data outlined as Parent / Caregiver is now classified as ‘Caregiver’ Related Persons with Relationship Type of Mother, Father or Legal Guardian will be made

Legal Guardian.

All students, except students over the age of 18 or Independent, must have a:

Legal Guardian- At least one Legal Guardian must have an Address (Residential, Postal / Correspondence or

Billing)- Every Legal Guardian must have at least one Contact Method (e.g. Mobile, Home Phone, email).

This modification to eMinerva has been implemented to enable schools to have a better understanding of the legal role each Related Person holds in connection to a student. It also enables schools to easily differentiate between those persons who are the Legal Guardians of a student and their Caregivers. In the past versions of eMinerva, Related Persons were shown as Parent/Caregiver – this did not clearly indicate whether the person was the Parent, the Caregiver, the Legal Guardian, or all three. As of this eMinerva release, Related Person Data will have two new fields which indicate whether that person is a Legal Guardian, a Caregiver or both.

Definitions:

Parent:A Parent is a person who has parental responsibility for a child. That is, birth or adoptive mother/ father or a person with Court appointed parental responsibility for a child. In respect of Aboriginal and Torres Strait Islander children, a parent includes a person who, under Aboriginal tradition or Island custom, is regarded as a parent of the child. Parent Has been removed from the eMinerva fields.

Caregiver: A Caregiver is a person who is responsible for the care of a child on a day-to-day basis. Such a person may or may not have an actual biological relationship to the child but will be fulfilling a parental role in the giving of care.

Legal Guardian:A Legal Guardian is a person who has been granted guardianship of a child under the law of the Commonwealth or of a State or Territory. This status is automatically allocated to parents on the basis of birth or adoption but does not pass to a new spouse upon marriage to a parent. Otherwise it can only be awarded by court order. Schools must obtain a copy of the relevant court order for their records.

Note: The rights of Parents and Legal Guardians in the school context mean that such persons can supply permissions, access student personal information whether printed or online (including school progress reports and attendance records) and participate in parent teacher interviews. If there is any question about this, please contact Legal Counsel Employee Services - BCE on 3033 7487.

Support Hyperlinks:

Legal Guardian Update – How To: Related Person Changes and Exceptions Report

Legal Guardian Update – How To: Student Exceptions Report

Legal Guardian Update – Frequently Asked Questions


https://kweb.bne.catholic.edu.au/informationservices/School%20and%20Student%20Adminstration%20Systems/Legal%20Guardian%20Update%20-%20Frequently%20Asked%20Questions%20-%20eMinerva.pdf

https://kweb.bne.catholic.edu.au/informationservices/School%20and%20Student%20Adminstration%20Systems/Legal%20Guardian%20Update%20-%20How%20To%20Student%20Exceptions%20Report%20-%20eMinerva.pdf

https://kweb.bne.catholic.edu.au/informationservices/School%20and%20Student%20Adminstration%20Systems/Legal%20Guardian%20Update%20-%20How%20To%20Related%20Person%20Changes%20and%20Exceptions%20Report%20-%20eMinerva.pdf

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