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Debbie Donato

Debbie Donato

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Table of Contents
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GENERAL

PROCEDURAL

TECHNICAL

General Questions

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titleWhat is the Youth Participation Database (YPD) and why is is needed?

YPD is a database tracking Tasmanian students through their Approved Learning Plans and ensuring they are meeting the requirements of the act.

This covers students enrolled in;

  • year 10

  • year 11

  • year 12

Changes to the Education Act 2016 (Tas)

In 2020 changes to the Tasmanian Education Act 2016 came into effect requiring young people to participate in education or training (Approved Learning Program) until they complete

  • year 12, 

  • a Certificate III or until they turn 18 years of age unless they have an exemption granted based on full-time employment,

  • or other specific individual circumstances.

From the 1 January 2020, young people who have completed Year 10 are required to participate in an Approved Learning Plan (ALP) of education and/or training unless they are home educated, have an approval for part-time attendance or have an exemption. 

Schools can no longer unenroll a student under the age of 18 without knowing where they are intending to go next.

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titleWhat are the student and school requirements under the Act?
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titleWhat are the key functions of the YPD manager?
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titleWho are the YPD users and how do they get added to the database?

Schools may choose to have multiple YPD Users who assist the YPD Manager in following up students and entering “Notes” into the YPD.

Requesting to add, remove, create YPD Users send an email with the following staff members information:

E-mail: yeetadmin@catholic.tas.edu.au

–School Name

–First Name

–Last Name

–Date of Birth

–School E-mail Address

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titleIn the YPD what are the formal exemptions available for students?
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The above actions must be completed within 7 days under the Education Act from the date your school becomes aware.

Procedural Questions

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titleDo parents within the Catholic system use the DoE Exemption Form or does the Catholic system have our own that goes to someone within our system?

This is the correct document to use for exemption. There is no CET form for this process as exemptions are dealt directly with the State Registrar's Office.

The OER Exemption form is used by schools across Tasmania. The school gets the parents to sign the DoE documentation. Each College manages exemptions in their own way meeting OER requirements.

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titleWhen/how do we get access to the Microsoft Form template to distribute to year 10 students to collect their data?

The form link is here -

https://forms.office.com/Pages/ShareFormPage.aspx?id=liR2kGBA4kKZZZZr27w-l3zaDFJkimRDl0LynWjtTtNUMVRNV0FaSVJUQlVQUk1GQUQzNzVUMExUNy4u&sharetoken=sw7IwSXEwt3hCYCLl8wB

This can also be found at the CET YEET page (which I would recommend bookmarking):

Youth Engagement in Education and Training

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titleWhat are the key functions of the YPD manager?
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Schools may choose to have multiple YPD Users who assist the YPD Manager in following up students and entering “Notes” into the YPD.

Requesting to add, remove, create YPD Users send an email with the following staff members information:

E-mail: yeetadmin@catholic.tas.edu.au

–School Name

–First Name

–Last Name

–Date of Birth

–School E-mail Address

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Expand
Who are the YPD users and how do they get added to the database?
title
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titleIn the YPD what are the formal exemptions available for students?
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The above actions must be completed within 7 days under the Education Act from the date your school becomes aware.

titleHow do I add a student exemption?

Click on the students name and go to the Status tab and click Add Status.

PLEASE NOTE:

Your notes are visible to your school, DoE Reengagement Team and all future schools and RTOs.

...

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titleDo I need to make notes when I have tried to make contact or if I have not been able to contact the student?

YES - Any attempt to contact the student needs to be documented in the "Notes" section. 

–For example; 

  • Tried to contact the student on 22nd of March 2021 on 0412 345 678 and received a message the phone was disconnected. 

  • Tried to contact parent on 25th of March 2021 on email@email.com and waiting for a reply. 

  • Tried to contact emergency contact on 30th of March 2021 on 03 6221 3456 and left a message. 

Be conscious that information submitted in the notes field is accessible by DoE Reengagement Team and all future schools and RTOs. 

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titleWhat is the YPD escalation path?

Don’t be timid to escalate!

The sooner a youth is reengaged, potentially, the better outcome for the youth!

Use the following when escalating to the TCEO:

E-mail: yeetadmin@catholic.tas.edu.au

School Name:

Student Name:
Student ID:
Student Grade:
Principal Approval:

I am formally escalating the above student to the TCEO for follow up. All notes are available within the YPD for this student.

Technical Questions

Student requires follow up

  • has not arrived at “Destination One” school.

  • student was previously enrolled at your school.

  • Duplication issue - school data hasn’t matched with Destination data (eg. Date of Births different) - CET Internal.

  • Duplication issue - the student has ‘current’ records at a CET school and non CET school.

    • Identity matching is pending

    for this student

    , some functionality will be unavailable.
    Expand
    titleWhat do the participation icons mean?
    Image Removed

    Student engaged in education.

    • may not be at your school.

    • maybe they originally had your school as their destination but commenced education at another school.

    Image Removed

    Student has completed a certificate III or turned 18 and have met the requirements of the Education Act.

    Image Removed

    Where follow-up is still required periodically for example;

    A youth has gained full-time employment but is under the age of 18 and the situation would need to be checked periodically to ensure the student continues to be employed full-time. 

    This task is done by the DoE Reengagement Team.

    Image Removed

    Student has an open escalation task. 

    In some cases, you may not be able to see data on the student if they are not currently enrolled at your school.

    The DoE Engagement Team are supporting this youth.

    Image Removed

    Image Removed

    Student identified your school as the intended destination in year 10. 

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    titleWho are notes visible to?

    Your notes are visible to your school, DoE Reengagement Team and all future schools and RTOs.​

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    titleDo we need Principal approval to send an escalation to the CET YPD email (yeetadmin@catholic.tas.edu.au)

    Yes, but importantly, approval from the Principal can be indicated/expressed via the notes for the student. Once done the YPD manager can escalate through the above email.

    ...

    Expand
    titleWhat do we do if a student from interstate enrols in one of our colleges in year 11 or 12 as we will not have an approved learning plan in place when they start.

    When completing the template to upload students select “No” in the Transition Plan Approved option of the spreadsheet. This does not feed into TASC and will not effect the students TCE score.

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    titleHow should we handle students who are in State Care and their addresses are showing up as duplicates. Eg: Home address or Case Worker’s address?
    Image Removed

    Click update to overwrite the address or alternatively go into the students record and change their address.

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    titleWhat about students not identifying as Male or Female?

    The YPD has a ‘Not stated’ provision.

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    titleWhat do you do if a student is enrolled and being actively followed up at the same time as the data is required to be submitted (so there is no transition data to send)?

    This is a judgement call but if the student is clearly not engaged then follow the escalation path.

    Expand
    titleStudent has gained an apprenticeship - what do I need to do in YPD?

    Assign a temporary exemption to the record: “Finalising apprenticeship/traineeship (Temporary, Max 30 days)”

    This temporary status is to allow for the apprenticeship paper work to be processed at Skills Tasmania. Once the record is updated at Skills Tas, this will flow through to YPD, assigning an active (green tick) participation status to the record.

    To allow for potential future follow up, update the record with the details of the apprenticeship (business employed with and RTO the apprenticeship is registered with).

    Technical Questions

    Expand
    titleWhat do the participation icons mean?
    Image Added

    Student engaged in education.

    • may not be at your school.

    • maybe they originally had your school as their destination but commenced education at another school.

    Image Added

    Student has completed a certificate III or turned 18 and have met the requirements of the Education Act.

    Image Added

    Where follow-up is still required periodically for example;

    A youth has gained full-time employment but is under the age of 18 and the situation would need to be checked periodically to ensure the student continues to be employed full-time. 

    This task is done by the DoE Reengagement Team.

    Image Added

    Student has an open escalation task. 

    In some cases, you may not be able to see data on the student if they are not currently enrolled at your school.

    The DoE Engagement Team are supporting this youth.

    Image Added

    Student requires follow up

    • has not arrived at “Destination One” school.

    • student was previously enrolled at your school.

    • Duplication issue - school data hasn’t matched with Destination data (eg. Date of Births different) - CET Internal.

    • Duplication issue - the student has ‘current’ records at a CET school and non CET school.

    • Identity matching is pending for this student, some functionality will be unavailable.

    Image Added

    Student identified your school as the intended destination in year 10. 

    Expand
    titleWho are notes visible to?

    Your notes are visible to your school, DoE Reengagement Team and all future schools and RTOs.​

    Expand
    titleHow should we handle duplicate students (for example - students in State Care may have their addresses showing them up as duplicates.
    Image Added

    Click update to overwrite the address or alternatively go into the students record and change their address.

    Expand
    titleWhat about students not identifying as Male or Female?

    The YPD has a ‘Not stated’ provision.