13.2 Student Management app

13.2.1 Access and roles

Access to the Student Management app is managed by:

• Access Management Organisation Administrators (for schools)
• the QCAA (for non-school RTOs and OCS providers).

To gain access to the Student Management app in the QCAA Portal, the Access Management Organisation Administrator assigns the role of Student Management Administrator to the appropriate person/s in the school.

All other learning providers, including non-school RTOs and OCS providers, contact ClientServices@qcaa.qld.edu.au for access to the Student Management app.

The Student Management Administrator/s manage their school’s data.

In the Student Management app, the Confirmed Principal is required to approve subject offerings, including flexible delivery options that require the principal’s consideration and approval (see Section 4.2.2: Flexible delivery). To perform any other role or function in the Student Management app the principal needs to be granted the Student Management Administrator role.

The role of Student Management Read Only allows assigned staff to read information recorded in the app.

13.2.2 Learning providers' responsibilities

Learning providers have specific responsibilities for managing student learning accounts and the data that is entered into or reported from these accounts. They are responsible for maintaining accurate and current information, and ensuring the privacy and confidentiality of students’ personal and academic details in the Student Management app.

Schools have responsibilities related to the issue of SEPs to students, as outlined in the Senior secondary certification agreement and in this handbook. Schools can:

• open learning accounts to generate learner unique identifiers (LUIs) (see Section 13.2.4: Learning accounts and registration)
• create subject offerings (including IB)
• be a student’s MLP.

Other learning providers record information as required. Some functions of the Student Management app can only be accessed by schools or the MLP.

Main learning provider

The MLP manages the learning account for registered students. This responsibility is derived from the pastoral care obligation schools have to their learners and is associated with the compulsory learning participation requirement.

If a student has a current school registration, they must have an MLP. The MLP must:

• be a school
• be the student’s only MLP at any one time
• be declared, on the student’s school registration, as the student’s MLP
• maintain student learning accounts.

The MLP can:

• view all information in a learning account, including registrations, enrolments and results
• edit all student information (personal, demographic and contact information)
• edit information about a student’s registration and enrolments, including their intended learning outcome (ILO)
• enter and access QCIA information
• access external assessment results for students
• view projected eligibility for a QCE or QCIA
• use the QCE eligibility tool.

Other learning providers

Schools and other organisations that are not an individual student’s MLP can:

• register and enrol students
• close enrolments and registrations
• record results as they become available
• view, but not add or alter, information about students registered to their organisation, including
• registration history
• MLP status and contact details
• ILO.

School RTOs

In addition to their learning provider or MLP responsibilities, schools that are RTOs can create templates for VET qualifications.

13.2.3 Managing data

Learning providers are responsible for maintaining currency of their information and for adhering to procedures and due dates. Due dates for submission of student data are communicated to schools and learning providers at the beginning of each academic year via the SEP calendar. The learning provider manages enrolments and records results for studies completed at their organisation through the QCAA Portal. No learning provider is able to change information that has been recorded by another learning provider.

The QCAA is only able to change information in the Student Management app in specific circumstances.

Submitting data

Data may be submitted by the student’s learning provider/s as well as sources such as the Department of Trade, Employment and Training (DTET) and Department of Education (DoE). Data may be submitted using multiple methods, depending on the nature and source of the data, including:

• data file upload or import
• direct manual input into the Student Management app
• DoE application programming interface — OneSchool manages state school registrations in the Student Management app, and schools may opt in to create and manage enrolments in subjects
• DTET web service to report non-school RTO VET enrolments and results to the QCAA Student Management app.

Data is exported from the Student Management app to DTET, DoE, QTAC and student learning accounts (see Section 11.3: QCAA reporting responsibilities).

If unforeseen circumstances prevent a school or learning provider from submitting enrolments or results data by the dates published in the SEP calendar, the principal or principal’s delegate or learning provider’s manager must email certification@qcaa.qld.edu.au immediately. Unless there are exceptional circumstances, an extension cannot be granted for submission of results data for summative internal assessment.

For more information about importing files, see the quick steps available from the Help section of the QCAA Portal home page or in the Student Management app.

Ensuring accuracy of student information

All learning providers must ensure the accuracy of students’ personal, enrolment and results information. Schools are required to implement specific processes as part of the school quality management system, to ensure the accuracy of data before submitting it, including internal summative assessment results and samples for confirmation.

If a school finds that an error has occurred in their data entry after a specified closing date, the principal or principal’s delegate emails the QCAA at certification@qcaa.qld.edu.au to:

• explain the error
• identify each student involved with their full name and LUI
• list the incorrect and correct student data for each student identified
• attach evidence or materials requested in electronic files as appropriate.

A QCAA officer will liaise with the principal or principal’s delegate to amend student data as appropriate.

If the school needs to change a student’s ILO to QCIA, the principal must apply to the Manager, QCE and QCIA Unit by emailing qcia@qcaa.qld.edu.au (see Section 3.2.1: Registering students for a QCIA and Section 12.1: Principal).

13.2.4 Learning accounts and registration

Learning accounts

Learning accounts are generally opened by schools in the Student Management app. The learning account is opened in the 12 months before a student turns 16 or in the 12 months before they complete Year 10, or after this time in the case of an interstate or overseas transfer student. The opening of the learning account generates a LUI and registers the student with that learning provider. The LUI is a 10-digit number linked to the learning account where registrations, enrolments and results are reported.

Registrations, enrolments and results can only be recorded and QCE credit accrued when a student’s learning account is open.

The Director-General, DoE can open accounts for students registered with Queensland Home Education and in certain other situations.

Students should only have one learning account. Before registering a student, the learning provider conducts a search to check if they have an existing learning account to avoid creating a duplicate. If a possible duplicate learning account is identified, the learning provider uses the Student Management app to request a duplicate learning account review. The QCAA will notify the learning provider of the outcome via the app home page.

Learning accounts remain open for nine years or until a QCE is issued. A person may apply to the QCAA to have the account reopened.

Students log in to the Student Portal via the myQCE website to access their learning account, which contains information about their ILO, registration, enrolments, results, QCIA eligibility or projected QCE eligibility. They can monitor their progress towards their ILO. Students contact their school with questions related to their learning account.

Registration

Students can have registration with more than one learning provider at the same time. To register a student’s learning account with a new learning provider, the learning provider uses the Student Management app to search for the student using the mandatory data fields including student details, registration date, ILO and exit year (see Section 13.2.3: Managing data).

Learning providers can only edit data related to their own organisation.

Schools have the option to nominate as, or cease to be, a student’s MLP. As the MLP, they can view registrations with all learning providers as well as all enrolments and results for the student.

Ceasing registration

When a student leaves a learning provider, the learning provider must enter the student’s results in the Student Management app before entering a cease date to end the student’s registration.

For QCAA subjects, the school enters results for completed units (Unit 1 or Unit 2), completed Short Courses and for all subjects, the results for completed summative internal assessments. They remove enrolment from any unit where there is no assessment result recorded. If one assessment in a unit is not completed before ceasing registration, they enter did not administer (DNA). Not rated (NR) is entered if assessment was administered and there was no evidence of a response to the assessment. For further information, see Section 9.6.1: Preparing for confirmation and Section 11.1: Determining results.

For VET qualifications, the learning provider enters results for units of competencies.

For students leaving a Queensland school after completing Semester 1 or 2 of the IBDP, the school makes a judgment of Satisfactory (S), Unsatisfactory (U) or NR and enters a result for Unit 1 and/or 2 (see Section 2.2.1: Core courses of study).

If the student does not continue studies in a subject or course, results for any completed Unit 1 and/or Unit 2  results or VET competencies will be used to determine QCE credit.

Closing the learning account for a deceased student

In the event of the death of a student, the MLP finalises the student’s enrolments and results. They then edit the student’s personal details to mark the student as deceased, which will cease their registration and close the learning account. Contact the Manager, Certification Unit for further advice by emailing certification@qcaa.qld.edu.au.

13.2.5 Enrolments and results

Subject offerings

Each year in the Student Management app, schools create subject offerings for every QCAA subject or Short Course, IB subject and VET (school RTOs) to be offered to a cohort of students.

The principal’s approval is required by the date published in the SEP calendar when schools create subject offerings that are a variation to the standard pattern of delivery, including:

• alternative sequence subject offerings
• Short Courses
• order of assessment
• start date
• completion date (see Section 4.2: Delivery approaches to curriculum).

After the due date for subject offerings to be set up in the Student Management app, changes to subject offerings, including changes to the order of assessment, must be completed by the QCAA.

To request changes to subject offerings after the due date, email the Manager, Quality Assurance Unit at qau@qcaa.qld.edu.au.

Ceasing subject offerings

Schools may decide to cease offering a subject. If there are no student results recorded for any unit, the school can delete the subject in the Student Management app for that cohort. If there are recorded results for Unit 1 or Unit 2 and the school wishes to discontinue offering the subject, they need to edit the Unit 3 and 4 enrolments to remove student enrolments from Units 3 and 4 of that subject offering.

If a school deletes a subject offering, any assessment they have developed for endorsement in the Endorsement app will also be deleted. Schools are encouraged to contact the QCE and QCIA Unit at QCEforschools@qcaa.qld.edu.au or the Certification Unit at certification@qcaa.qld.edu.au for advice before deleting a subject offering for Units 3 and 4.

Enrolling students

Schools use the Student Management app to enrol students in QCAA subject offerings and, if applicable, IB offerings (for approved Queensland IB schools) and VET qualifications (if offered) by the dates listed in the SEP calendar.

Schools can edit subject enrolments for students registered at their school.

For information about how to enrol students or edit enrolments in subject offerings, Student Management Administrators should refer to the quick step guide for subject enrolments, located in the Help section of the app.

Individual variations

There are a number of situations where there will be a variation to standard enrolment in a subject, including implementing flexible delivery or when students repeat a unit (see Section 4.2.2: Flexible delivery). In these situations, schools may seek advice from the Quality Assurance Unit at qau@qcaa.qld.edu.au, the QCE and QCIA Unit at QCEforschools@qcaa.qld.edu.au or the Certification Unit at certification@qcaa.qld.edu.au.

Interrupting studies

There may be circumstances when some students have an interruption to their senior schooling studies. They may have personal circumstances or wish to engage in studies overseas.

In any circumstance, students need to meet the usual requirements. If a student interrupts studies to complete some studies overseas, they may be eligible to have those studies contribute to a QCE in the same way as an overseas transfer student. No matter what the reason for the interruption to studies, for General, General (Extension), Applied and Applied (Essential) subjects, a subject result will only be awarded for completion of all Unit 3 and 4 learning and assessment requirements completed as a pair in a single year. Therefore, students wishing to complete the Unit 3 and 4 pair for a subject must be enrolled in a subject offering for a cohort, e.g. Unit 3 and 4 English 2025–2026. They cannot split the pair of units over two cohorts, e.g. Unit 3 English 2024–2025 and Unit 4 English 2025–2026.

For further information, contact QCEforschools@qcaa.qld.edu.au.

Changing subjects

Students may discontinue studies in a subject at a school, change subjects, or transfer to another school that may or may not offer the same subject. Schools are responsible for accurately entering the required information about these changes in a timely manner in the Student Management app.

If a student discontinues studies in a subject, the school enters the results for any completed units and assessment as required and removes the enrolment from any units the student will not complete.

For further information about completing course and assessment requirements for QCE credit, see Section 8.2.1: Engaging in learning and assessment or contact the QCE and QCIA unit at QCEforschools@qcaa.qld.edu.au.

Transfer students

A transfer student is a student who has commenced senior secondary schooling and changes learning providers. Students may transfer between Queensland schools or from interstate or overseas schools. The enrolment offerings chosen should be considered in relation to the students ILO. For further information about transfer students see Section 2.5: Transfer students, Section 8.2.1: Engaging in learning and assessment and Section 11.2: School reporting responsibilities.

Intrastate transfers

A student who transfers from a learning provider within Queensland will already have a learning account. The account will include results, which have been recorded in the Student Management app by the student’s original school or other learning providers, for any completed units of study for Unit 1 or Unit 2, completed summative internal assessments, or completed VET competencies. This information is recorded by the original school before ceasing the student’s registration.

If the student has QCIA as their ILO, see Section 3.2.2: Curriculum plans or email qcia@qcaa.qld.edu.au for advice.

For QCAA subjects, the original school:

• does the following before ceasing the student’s registration
• enters the student’s results for completed units and assessment as required
• removes the student’s enrolment from any units they will not complete at the original school
• enters a DNA for any assessment for Units 3 and 4 that the student will not complete at the original school
• may be required to submit student work as a sample for confirmation if the provisional results for the student were recorded in the Student Management app prior to ceasing enrolment in the subject and the student transferring to another school
• retains student work as required by Section 13.3: Retaining records and student work and provides it if requested by the student or the new school.

The new school:

• discusses the student’s pathway, ILO and prior learning and contacts the original school if needed
• considers this information and the school’s subject offerings before choosing to enrol the student in subjects
• uses the student’s existing LUI to register, enrol and report results in the Student Management app
• requests student work from the original school if required to make a judgment when the student finishes Unit 1 or Unit 2 or, for Applied subjects, Units 3 and 4.

If a student is unable to continue a subject at the new school, the original school may, in certain circumstances, continue their enrolment in that subject as a learning provider even if the student has a new MLP. For example, when a student studying a General subject as an alternative sequence transfers to a new school during the second pair of units (the summative units) and the new school does not offer the alternative sequence, the new school will not be able to enrol the student in the alternative sequence of the parent General subject, as a school cannot offer both the parent General subject and the alternative sequence. If the student wishes to complete the subject, the new school may need to arrange another learning provider by approaching the student’s original school or another school that offers the alternative sequence.

For information about QCE eligibility and meeting completed Core requirements, see Section 2.1: Eligibility for a QCE or email QCEforschools@qcaa.qld.edu.au. For more information about transfer students, see Section 8.2.1: Engaging in learning and assessment.

Interstate and international transfer students

All students in Queensland schools need to be registered and have a learning account opened. With advice from the new school, a transfer student should choose subjects closely aligned to previous studies.

Students who transfer to a Queensland school and begin studies during the senior phase of learning may apply to the QCAA to obtain credit for their previously completed or partially completed studies. The QCAA makes decisions on a case-by-case basis about granting relaxation of the completed Core requirement or credit for previous studies to applicants. For more information, email the Certification Unit at rocc@qcaa.qld.edu.au.

If the student has been on a similar pathway to QCIA and is eligible to have QCIA as their ILO, see Section 3.2.2: Curriculum plans and email qcia@qcaa.qld.edu.au for advice.

Students who transfer to a Queensland school in their final year of senior schooling may not be eligible for a QCE, depending on the timing of the transfer.

Entering results

Student Management Administrators record student results. Data can be entered for individual students or for multiple students directly on screen or by downloading import files. The quick steps in the Help section of the Student Management app provide instructions for entering results and importing files.

The principal’s delegate and the Student Management Administrators are responsible for ensuring all results are entered by the due dates published in the SEP calendar and are checked for accuracy.

Replacing a Not Yet Administered (NYA) result for a General or General (Extension) subject

Once results have been recorded in the Student Management app, schools are unable to make changes themselves after the due date. However, they are required to provide results for students who have NYA reported for a General or General (Extension) subject because they had principal-reported AARA or the student transferred and needed additional time to complete the required learning and assessment.

Once students have submitted the response, teachers:

• make judgments about the response using the relevant ISMG
• apply relevant information such as the confirmation decision provided to the school by the QCAA.

The principal or principal’s delegate then emails certification@qcaa.qld.edu.au with a request to replace the NYA with the student’s results in the Student Management app. They provide:

• the student’s LUI, name, subject and instrument number
• a reason for the request
• the results for each criterion
• the annotated ISMG indicating the results that were awarded
• an explanation as to how the confirmation decision for the cohort was applied when marking the student’s response.

The school may be requested to provide additional materials, such as the student response and/or assessment instrument.

For further information about results, see Section 11.2.2: School reporting to the QCAA, Section 11.1: Determining results and Section 9.6.1: Preparing for confirmation.

13.2.6 Enrolling students in General (Senior External Examination) subjects

The QCAA publishes a memo in February each year that provides information about General (Senior External Examination (SEE)) registration.

Eligibility

Before a student is enrolled in a General (SEE) subject, they must meet eligibility requirements and complete the registration process. There are different requirements for the different student learners — those in Year 12 at a school, and adult students 16 years and younger, or 17 years and older.

Enrolment process: School students

Schools must apply to the QCAA to register students who wish to enrol in a General (SEE) subject before the legislated closing date of 30 April, using the online application form available on the QCAA website. Applications must be submitted by the school principal or principal’s delegate.

Once registration is approved, the QCAA enrols students in the General (SEE) subject in the Student Management app. As the MLP, a school can view the enrolment in the Student Management app. The principal’s delegate will receive a confirmation email including a notice of approval for each registered student and a class list. Schools should check that all information is correct and email SEEregistration@qcaa.qld.edu about any errors.

Registrations received after 30 April will not be accepted unless there is an unforeseen situation beyond the student’s control that prevented them from registering by the closing date. All requests for a late SEE registration for Year 12 students are from the principal and/or principal’s delegate and reasons for the request are to be explained. Late applications may be granted if there is sufficient time for relevant units across the QCAA to meet timelines for external assessment and examinations. Late registrations will incur a late fee. As part of the registration process, schools make a declaration that tuition is being provided for the student completing the SEE.

A fee is payable for each General (SEE) subject a student is enrolled in. The fee is collected by the school and paid to the QCAA on invoice. The QCAA cancels enrolments if payment is not received by the due date.

Students will be able to view their SEE enrolment in their learning account via the Student Portal on the myQCE website after registrations have been processed.

If there are changes to SEE registrations, such as when a student is no longer enrolled at the school or withdraws from the subject, the principal’s delegate notifies the QCAA by emailing SEEregistration@qcaa.qld.edu.au. Refunds for General (SEE) subjects are only available within one month of the closing date of 30 April in the examination year.

Enrolment process: Adult students

There are two categories of adult students: adult students 16 years of age and younger, and adult students 17 years of age and older.

Adult students 16 years of age and younger must apply to establish their eligibility before registering for a SEE by completing the Senior External Examination eligibility application form. The QCAA considers the eligibility application and either approves or refuses the application. A student may be declared eligible where exceptional circumstances exist. The QCAA must notify the student of the decision as soon as practicable, usually by email.

Adult students 17 years of age and older are not required to establish eligibility before registering for a SEE.

All eligible adult students complete an online application form to register for a SEE by the closing date for registration, 30 April. As part of the registration process, an explanation of how they are completing the course of study as per the syllabus must be provided. Adult students are required to pay a fee for each General (SEE) subject at the time of registration. Late registrations will only be accepted in unforeseen circumstances and will incur a late fee for each subject. As part of the registration process, adult students make a declaration of study status and, where required, identify the teaching centre providing tuition.

An adult student may withdraw their examination registration/s at any time. The QCAA will refund the fees paid, less an administration fee if the withdrawal is made within one month of the closing date of 30 April in the examination year. Fees will not be refunded for withdrawals made after this date.

In the event a student is unable to undertake the examination on the scheduled date due to illness, a student may apply for a refund on medical grounds within one month after the examination date. The application must be supported by a medical certificate. For information about making an application, email EAoperations@qcaa.qld.edu.au.

Once registration is approved, the QCAA enrols the adult student in the General (SEE) subject in the Student Management app. Adult students will receive a notice of approval by email that shows their LUI, registered General (SEE) subjects and nominated teaching centre/examination venue. Adult students can view their SEE enrolment in their learning account via the Student Portal on the myQCE website after registrations have been processed.

Tuition

It is an expectation when registering for a SEE that students will complete the course of study for that General (SEE) subject as per the syllabus.

Eligible Year 12 students must obtain tuition in General (SEE) subjects. Students should discuss their plans with school staff as early as possible so tuition can be arranged. Tuition may be available from their school, a teaching centre, an ethnic school or a private tutor.

Adult students (including those aged 16 years and younger) may sit examinations without tuition, but this is not recommended. Students can enrol at a teaching centre or an ethnic school, study with a private tutor or study independently.

All General (SEE) subjects have a syllabus, which outlines the required course of study. The SEE assesses Unit 3 and 4 content. However, it is expected that students complete Unit 1 and Unit 2 before beginning Unit 3. The four units have a combined study time of 220 hours. Adult students studying without tuition (as an independent student) must organise this time according to syllabus requirements. The student is responsible for all costs associated with the materials for the completion of the course.

Teaching centres

Teaching centres are the MLPs for adult students undertaking tuition for SEEs and will manage the learning accounts for registered students.

The MLP may:

• view all information in a learning account including registrations, enrolments and results
• edit all student information (personal, demographic and contact information).

Teaching centres will be responsible for registering adult students in the Student Management app and submitting the application for AARA on behalf of the adult student. Teaching centres should encourage students to complete the eligibility requirements if 16 years or younger in the examination year, and remind all students to register via the online registration form by 30 April of the examination year.

Teaching centres must be a senior secondary state high school or be accredited with the  Non-State Schools Accreditation Board.

13.2.7 Certification

The Student Management app is used to manage and store information including student details, enrolments and results. This information is used to create SEPs, which may contain one or more of the following:

• QCE
• QCIA
• Senior Statement.

Schools can:

• view projected QCE eligibility, noting
• QCE credit is treated as projected until results are confirmed by the QCAA (if required) and finalised at certification
• eligibility calculations are based on completion of the enrolled courses of study to the set standard, as defined in Section 2: Queensland Certificate of Education (QCE)
• requirements for learning to the set amount, in the set pattern and for literacy, numeracy and academic integrity course completion requirements are available
• view projected QCIA eligibility, noting
• eligibility is projected based on student enrolments in QCE Core category courses of study and eligibility requirements as described in Section 3.1: Eligibility for a QCIA
• eligibility is treated as projected until certification in a student’s exit year
• estimate QCE eligibility, noting
• students’ learning and model enrolment scenarios can be viewed to calculate how their enrolments and input results are projected to meet the requirements for QCE eligibility
• students who obtain their International Baccalaureate Diploma will also obtain their QCE.

13.2.8 Reports

Schools use the Student Management app to produce reports throughout the year and at exit. Reports can be downloaded in CSV, Excel and PDF formats.

Before exit, schools use the reports to carefully check that all enrolments and results for students exiting in a year are accurate and complete by the due dates in the SEP calendar and in the memo Data checking procedures for students exiting school, released annually in Term 4. As part of the school quality management processes, principal’s delegates provide the relevant reports to teachers to check the accuracy of results and information.

13.2.9 Admin

Schools use the Admin tab of the Student Management app to:

• send requests to the QCAA to review possible duplicate learning accounts
• create, view and edit subject offerings
• access reference information, including
• file import history
• duplication of learning
• VET QCE information
• search learning providers.
• access the Senior secondary certification agreement.