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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


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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titleWhat are the key functions of the YPD manager?
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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.

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titleHow do I add a student exemption?

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

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PLEASE NOTE:

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

titleDo I need to add students with a VISA 500?

In relation to VISA 500 students the DoE has advised that students on these VISAs are not required to attend education under the Education Act 2016 and their information does not need to be entered into the YPD system.

Do not be alarmed if you do not see students under a VISA 500 in the YPD database. 

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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

    .

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    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.

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    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
    titleIf we get a student from a DoE school, do we get to see the Approved Learning PlnPlan?

    You don’t have to see the ALP but the YPD will let you know an ALP exists for that student and can provide a copy with the students permission.

    From end of 2021 DoE student will receive a printed copy of their ALP at the completion of year 10.

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    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.

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    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).

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    titleDo we still need to notify OER if a student has been escalated in YPD?

    Yes - Once a student has been escalated in YPD, OER must be notified and the enrolment cancelled.

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    titleShould we notify OER if the student takes up an Apprenticeship?

    Yes - An OER Exemption form should be completed for this student - they are considered 'Withdrawn'. Their enrolment will be picked up by Skills Tasmania.

    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
    titleHow do I add a student exemption?

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

    Image Added

    PLEASE NOTE:

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

    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 (eg. 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 do we do if the student is still considered active but we can confirm they are active in another school. They have not been identified as a duplicate in the database.

    Open the student record, navigate to the status tab and add a status.

    From the drop down list select Duplicate record (Permanent).

    The record will remain in YPD but will receive a Blue Tick (exemption) indicating that the record is a duplicate.

    Image Added

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    titleWhat should I do if I see the AN ERROR OCCURRED message - image attached
    Image Added

    The above message indicates that the student is now in another school list to follow up, there is nothing that needs to be done at the CET end.

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    titleWhat about students not identifying as Male or Female?

    The available options are:

    Male

    Female

    Non-binary

    Different term

    Prefer not to answer

    Not Stated

    Adding new students

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    titleAdding a new student once the school year has started.

    Click on Students / +Add Student

    Image Added

    The student ID is a numeric field and is the school ACARA SML ID along with the student ID found in your student information system. For example: Your student ID is 1234 and your school ID is 40245 - the student ID for YPD is 402451234

    If the student has an ID from the Compass student information system, use the school ACARA ID and the student ceider number (which can be found in their Compass record).

    Image Added
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    titleOnce the student has been added to YPD they will appear as a duplicate.

    Click on Students / Duplicate Management.

    Image Added

    Once you are able to confirm the duplicate student “Update” the record.

    Image Added

    Expand
    titleFind your school ACARA SML ID.

    ACARA SML ID

    School Name

    40008

    St James Catholic College

    40022

    St Mary's College

    40026

    Star of the Sea Catholic College

    40232

    MacKillop Catholic College

    40236

    Dominic College

    40237

    Mount Carmel College

    40238

    Sacred Heart College

    40245

    St Virgil's College

    40250

    St Brendan-Shaw College

    40251

    St Patrick's College

    40252

    Marist Regional College

    40630

    Guilford Young College

    40963

    St Aloysius Catholic College

    52290

    St Francis Flexible Learning Centre