Latest News

TechOne & eSIS Application Outage Dates

25/11/2022

The following message was sent out to all ICON schools from the CECV administrator email.

Dear colleagues,

Please note that there will be an upcoming Production outage on the following dates to manage the Financial End of Year Rollover in eFIN (TechnologyOne) and the eSIS (Synergetic) upgrade:

1. 04/01/2023 8:00am – 06/01/2023 5:00pm: eFIN (TechnologyOne) End of Year Rollover

(During this period of the ePortal, eHR, eSIS and eFIN will not be available).

2. 04/01/2023 8:00am – 09/01/2023 5:00pm: eSIS (Synergetic) Upgrade

(During the period only eSIS will not be available).

Please contact the ICT Helpdesk on 9267 0422 or via email ictsupport@macs.vic.edu.au if you require further information.

We apologise for any inconvenience

Regards,

CECV Administrator

End of Year Student Rollover and Invoicing of School Fees and Levies Fact Sheets

15/11/2022

The End of Year page contains links to the EOY Student Rollover and Invoicing of School Fees & Levies fact sheets. School Administration staff are to note that these fact sheets have recently been updated. The latest update date will be indicated next to the fact sheet.

These fact sheets outline the process that will be undertaken by ICON support staff and school staff for all ICON Primary schools and some secondary schools as requested.

New eSIS attendance report for VRQA

19 October 2022

A new attendance data export "EXP_CEOVIC_ATT_VRQA - Attendance for VRQA - Data Export" is now available in eSIS to support schools with the VRQA Census Audit. This will be appropriate for schools using ICON for attendance.

It includes the ability to select between two sets of dates.

Refer to this guide for how to export data from eSIS. In step 6, search for the name of the new report (see above).

Contact:

For queries about attendance in ICON, contact the eLearn consultants via the ICON Help Desk, 9267 0422.

MACS New ICON Administrator and ICON Refresher Training - Term 4

17 October 2022

Training sessions are available during Term 4 for new administration staff and current office staff in ICON schools.

New Administration School Staff ICON training

This training is designed for new administration school staff who have not completed ICON training.

Training covers:

• eSIS – Primary school – 2 days

• eSIS – Secondary school – 2 days

• eFIN/eHR – Shared Services Schools (Primary/Secondary) – 1 day

• eHR – Non-Shared Services Schools (Primary/Secondary) – 2 days

ICON Refresher Workshops for School Administration Staff

ICON Refresher Workshops are between 1 to 2 hours depending on the topic.

The workshops are designed for school administration staff who are using ICON and need to further develop their skills.

Workshops are designed for both MACS Shared Services Schools and Non-Shared Services schools unless stated otherwise.

To view the workshops and dates refer to flyers below. Staff will register for courses via OPL

• ICON New administrator training Term 4

• ICON Refresher Training Term 4

New ICON ePortal - MACS Shared Services - Payroll resources

12 October 2022

A new Shared Services Payroll Request process map is now available for the new ICON ePortal - MACS Shared Services Schools. The process map provides an overview for schools on the updated processes in relation to how to use our three new request types on the new ICON Portal to assist schools when submitting payroll requests.

SCHOOL – ICON ePortal – Payroll Request Process Map V1.0.pdf

A new Shared Services Fortnightly Pay Run Schedule process map is now available for MACS Shared Services Schools. The schedule provides an overview of the key changes related to the new ICON Portal and has been developed to provide schools with a clear understanding of the processes and times associated with the fortnightly pay run schedule.

SCHOOL – SS Payroll Fortnightly Pay Run Process Map V1.0.pdf.

Shared Services Payroll – Fortnightly Pay Run Schedule V1.0.pdf

New ICON ePortal - MACS Shared Services - Payroll

6 October 2022

A Fact Sheet for MACS Shared Services payroll - new ICON ePortal, is now available for MACS Shared Services Schools. The Fact Sheet provides an overview for schools of the key changes related to the new ICON Portal and has been developed to guide schools on how to submit payroll requests to the right area for a timely response.

Outage notification - ICON ePortal - 30 Sept 2022 at 5PM - 2 Oct 2022

Updated 19 September 2022

The following Outage notification was emailed to principals of ICON schools today.

Due to the extra public holiday on 22nd September and some schools needing to process payroll on 26th September, the upgrade of the new ICON ePortal will be postponed. The outage period will now be Friday 30 September from 5 pm to Sunday 2 October (end of day).

The ICON ePortal will have a new look and new address - http://icon.cev.vic.edu.au. The previous portal address will be redirected to the new icon address.

An overview of the new look ePortal and its functionality can be found in the Release notes: ICON ePortal v2.0, September 2022.

If you have any concerns or queries, please contact ICT Support via email at ictsupport@macs.vic.edu.au or call 03 9267 0422, option 3.

ACTION REQUIRED: VIT Data Update in e-HR

12 September 2022

The following information was sent to principals via email on 12 September.

The Victorian Institute of Teaching is currently conducting a review of registered staff in schools and have requested ICON School Services confirm that our teaching staff have an active VIT Registration, specifically in relation to an active VIT number with valid expiry date.

It is a legislative requirement for anyone undertaking the duties of a teacher in a Victorian school or early childhood setting to be registered with the VIT (including when teaching under supervision).

ICON School Services is supporting this request from the VIT. Whilst ICON have been able to confirm almost all staff in ICON schools, staff who do not have a VIT number recorded in e-HR have been identified and provided to principals.

VIT details for these staff need to be updated in e-HR and the QRG – eHR: Add or Update an Employee’s VIT Licence explains how to make the changes.

Schools are requested to complete this task by Friday 16 September 2022.

ICON Student Reporting - Updated Teacher Proof Student SSRS report

25 August 2022

This update is relevant for schools using ICON student academic reporting in eSIS.

The current proof reading report for academic reporting, TeacherProofStudent_SSRS report (available to teachers in SynWeb via the 'Reports' tab), has been updated. The changes include a clearer preview of past and current judgements (progression points) for each student, recognition of the new EALVC framework, and improved display of other data including absence and late data.

Contact:

For queries about student reporting in ICON, contact the eLearn consultants via the ICON Help Desk on 9267 0422.

MACS Shared Services - Workforce Plan Calendar of Events

22 August 2022

The workforce plan calendar of events is now available to MACS Shared Services Schools.

It provides a clear view of activity and related timelines required between now and the end of the school year to assist schools to manage the key events more effectively.

The Workforce Planning School Support folder will provide schools with documents required to assist in the delivery of the key events within the workforce planning calendar that are required between now and the end of the school year.

Contact

Questions about the Workforce Plan Calendar of Events can be raised with Ian Johnston at the MACS Shared Services Principals and Admin Forum held each fortnight on Tuesday between 10:00 - 11:00 am.

Presentations from the Shared Services Principal and Admin Forums will be uploaded here or links to each presentation can be found on the MACS Shared Services page.

ICON New Administrator Training & Refresher Training - Term 3

29 July 2022

ICON training courses have been added to OPL for Term 3.

ICON application training for new administrators is available for staff who have never undertaken ICON training. Training will involve 1 or 2 days depending on the course.

ICON refresher training is available for school administration staff who are using ICON and need to further develop their skills. Workshops are between 1 to 2 hours depending on the topic and are designed for both MACS Shared Services Schools and Non-Shared Services schools unless stated otherwise.

Staff can register for these courses on OPL. If there are issues with registering staff on OPL then schools can contact the ICON Training team via icontrainingadmin@macs.vic.edu.au to arrange to have these employees registered.

• MACS ICON New Admin Training Term 3 2022

• MACS ICON Refresher Training Term 3 2022

CENSUS

19 July 2022

Student Census information

The following information about Census is provided for school administration staff in ICON Schools.

For the upcoming August Census please ensure all year level 6 students have a leaving destination code under Current Student Maintenance > School tab > Status area > Leaving Dest:

This is a mandatory field (in the CEVN upload) for all leaving year level 6 students. If the year level 6 student is repeating, under Nxt Yr Status: select repeating from the drop-down list.

Schools that get a new enrolment in the period 1/8/2022 - 5/8/2022, will have to enter the enrolment under the Future Student Module and then transfer the student to Current student. If a student exits or is exiting the school before 5/8/2022 then mark the student as leaving/left the school ensuring all of the status details are completed.

The Census Data File will be uploaded for all ICON schools on 1 Aug 2022, however, if there are any errors in the data please correct the errors and notify the ICON Support Team so that they can reload your Census Data File onto CEVN for your school to be able to validate and confirm the data on 5/8/2022.

For any queries relating to Census please contact the ICON Help Desk on 9267 0422, or the Census Help Desk.

eSIS REPORTS - new and enhanced

18 July 2022

The following new and enhanced reports have been deployed to eSIS over the school holiday period.

Enhancements:

• Future Students Details - Data Export (EXP_CEOVIC_FUT_STU) – This report now has a new field. The field is headed FutureEnquirySourceCode. The purpose of the new field is for the retrieval of the source of enquiry information for enrolments.

• Multi-Year Future Enrolment Statistics Expected (FUTESE2) –This report shows the current students who are expected to continue their studies at the school next year and the expected new enrolments the school will have for next year. Please note: the expected new enrolments are drawn from future students who have a status of Finalised or Offered against their details.

New Report:

• Class List with Parent Community Check Details (STUCLSCHCK). This new report has been created for Community members linked to students that have a Check type against them e.g. WWCC or Vaccination Checks. This report shows the community members who have a valid Check. The report shows Student Name, Student ID, Year Level, Contact Name, Relationship, Check Type, Check Status Description, Start Date and Expiry Date. This report can be run per class level for teachers to know which parents have a valid check and therefore are eligible to volunteer for school activities. Please note: this report is for all contact types SC (Student Contact), SE (Student Emergency Contact ) and XA (Authorised to Collect Contact).

ICON IDAM ID for Future/ Existing students

14 June 2022

The following information relates to the creation of an ICON Identity and Access Management (IDAM) record for future and existing students in ICON. The information provided will enable your school to review and create an ICON identity for your students for the purpose of ensuring they can access learning services authenticated by ICON.

Main Points:

What is an IDAM record

• An IDAM record is a unique identification for all ICON users. An IDAM record ensures ICON users (Staff, Students, Parents, Donors, Debtors and Student Contacts) have the right access to the ICON services they require depending on their role or relationship to student.

• An IDAM record is essential to authenticate students in ICON schools to access other learning applications such as the VCAA, Insight Assessment Platform and Digital Assessment Library.

• Only one record will be created for an ICON user in IDAM. Students will have one IDAM identity for the time they participate in Catholic Education in Victoria.

Future Students

• All new students to a school should be created or linked to an IDAM record, at the time of enrolment.

• Due to a previous known issue with eSIS the previous practice of ICON schools has been to not to create an IDAM record when new students were entered in ICON - This issue is now resolved.

• Best practice for all ICON schools when entering new students in ICON is for students to be created via the Future Student Module.

• Refer to Information Sheet – IDAM Linking Future Students.

Current Students - students who do not have an IDAM record

• If it has been the practice of your school to enter students into ICON without an IDAM record being linked or created, then it is encouraged that these students be identified in eSIS and an IDAM record created, or linked to an IDAM record already existing for that student.

• Linking to an IDAM record already existing in IDAM for that student will avoid creation of duplicate IDAM records for the student. Duplicate records can cause issues with students accessing the learning services they need to access. (ICON staff are currently working on identifying students with duplicate records and schools will be contacted to correct this).

• Refer to Quick Reference Guide - How to view and create a student’s IDAM

By following the recommended processes outlined above means that students will be able to access the appropriate learning services enabled by ICON.

2022 Enrolment Process – Useful Tips

14 June 2022

• All enrolments should be entered under the Future Student Module regardless of whether the enrolment is for next year or this year.
• For students enrolling this year their start date is the first day they attend your school.
• For those students enrolling for the beginning of next year the start date is the gazetted beginning start date , i.e., the first day back for teachers (student attendance is then marked appropriately e.g. as a pupil free day or attendance not required.)
• Link future students to IDAM – Mandatory fields are:
  • • Title
    • First Name (Given) not preferred
    • Surname
    • Gender
    • Date of Birth
• Student name must be identical to the name on the student’s birth certificate any change of name must be entered in as preferred only.
• All application fees and enrolment deposit monies should be recorded under cash receipts and not under the future student deposit tab.
• Ensure siblings are recorded under the same Student Contact 1 (SC1) so that the system only identifies the one family.
• Mandatory fields for CENSUS purposes:
  • • Parish Code: The parish code of the student’s residential address
    • Previous School
    • Student FTE if not fulltime student
    • Immunisation Details
    • Home Language, Country of Birth and Religious Denomination of Student
    • Demographic Details (Occupation group and Educational Qualifications) and Home Language of Parents
• MACS schools - ensure the MACS Enrolment Process is followed and all relevant documentation is provided to enrolling families and returned signed where applicable, refer to Future Students School Enrolment Pack checklist. As well as ensuring all required documentation is received, refer to Future Students Administrative Checklist.
• MACS schools - FFPOS students can only be enrolled after they have applied to the MACS office and acceptance of the enrolment detailing the fees to be invoiced is provided by MACS office, https://cevn.cecv.catholic.edu.au/Melb/Document-File/Polices-Compliance-and-Legal/Policies/MACS-Policies/enrolment/FFPOS-Student-Application-Form.DOCX and https://cevn.cecv.catholic.edu.au/Melb/Document-File/Polices-Compliance-and-Legal/Policies/MACS-Policies/enrolment/Dependant-FFPOS-Application-Information.DOCX
• MACS schools - ensure the updated policies and requirements as listed under the Care, Safety and Welfare of Students are followed for students who have specific medical conditions and or requirements. https://www.macs.vic.edu.au/MelbourneArchdioceseCatholicSchools/media/About-Us/Policies/Medical-Management/MACS-Medical-Management-Policy.pdf and https://cevn.cecv.catholic.edu.au/Melb/Document-File/Compliance/Policies/MACS-Policies/student-welfare/Medical-Management-Policy.docx

eAdmin School Support - Information Sessions (Enrolment procedures)

31 May 2022

During Term 2 the eAdmin Consulting team will be hosting eAdmin School Support - Information Sessions for administration staff at ICON schools.

During the month of June, the team will be hosting Information Sessions with a focus on enrolment procedures in ICON. Five sessions will be available for school administration staff to attend. Sessions will be 1 hour from 10:30 - 11:30.

Each session is a repeat of the same information. School Administration staff should choose one session.

Topics discussed will include:

• MACS Enrolment Form

• Mandatory fields in eSIS for Census

• Linking students to IDAM

Dates:

• Wednesday 15 June

• Thursday 16 June

• Friday 17 June

• Monday 20 June

• Tuesday 21 June

Complete the Google form to indicate your attendance at one of these sessions.

Training for New ICON Administration Staff

20 May 2022

ICON application training courses for New Administration staff at ICON schools will be added to the OPL for June 2022. These courses are aimed at school staff new to an ICON school in 2022, and who have not attended ICON application training.

Schools can register new employees for these courses on OPL. If there are issues with registering staff on OPL then schools can contact Sone McKendry (ICON Training Lead) to arrange to have these employees registered.

Staff who attend a course that is 2 days should attend all days to ensure adequate time for knowledge to be shared and processes practised.

Training Dates :

eSIS – Training (2 days) – 2 to 3 June 2022

Cut off for registration is 27th May 2022.

OR

eSIS Training (2 days) 9 to 10 June 2022

Cut off for registration is 3rd June 2022.

Shared Services Schools

eHR (payroll) Training (1 day) – 9 June 2022

Cut off for registration is 3rd June 2022.

OR

eHR (payroll)Training (1 day) – 16 June 2022

Cut off for registration is 8th June 2022.

eFIN Training (1 day) – 6 June 2022

Cut off for registration is 1st June 2022.

OR

eFIN Training (1 day) – 23 June 2022

Cut off for registration is 15th June 2022.

Non Shared Services Schools

eHR Training (2 days) – 14 to 15 June 2022

Cut off for registration is 8th June 2022.

eFIN Training (2 days) – 7 to 8 June 2022

Cut off for registration is 1st June 2022.

Enrolment of Ukrainian arrivals in schools

29 April 2022

As per the Principal’s circular dated 23 March 2022, schools are to provide fee exempt education for Ukrainian arrivals in schools for this year.

All students should have the fees and levies invoiced to them in full and the full amount credited. The credited amounts will be both amounts for rebate and exemption, (Rebate of fees, levies and other charges for the period of time the student did not attend the school and exemption of fees, levies and other charges for the period of time the student will attend the school).

These students should be included in the August census numbers. They are not to be treated as FFPOS students.

eSIS User Access upgrade & new reports

29 April 2022

User Group access upgrade

The following User groups in eSIS have had their access upgraded:

• XCA-STUSERV to have access to the following reports:

EXP_CEOVIC_CUR_ST_PA

EXP_CEOVIC_FUT_STU

EXP_CEOVIC_STU_DIS

EXP_CEOVIC_WWCC

• XCA-LTCOORD to have access to the following reports:

EXP_CEOVIC_CUR_ST_PA

EXP_CEOVIC_FUT_STU

New Report

A new report has been deployed to eSIS.

• Past Student Contact List – Additional Details - PSTCONTLAD

This report provides the name of the past student, contact numbers, parent names and email addresses.

Report Modification

A modification has been made to the following report:

• Student Information Checklist - STUCHECKLIST

This report has been modified in the following ways:

• Only shows the name of the debtor and not any contact details particularly important in non-amicable split payment arrangements.

• The debtor listed is the debtor who has the students allocated to them, it does not state the debtor who receives their share of the fees in a split payment arrangement.

• Under the emergency contact details, it now states the relationship to the student.

• The report is now page numbered, to ensure the reader of the report knows there are additional pages to the report..

T1 Upgrade Release Notes

20 April 2022

Schools can access the release notes for the latest T1 upgrade to 2021B, for all schools and shared services, here.

Principals and Administration officers received an email notification on Wednesday 20 April regarding the outage which will take place from Sat 23/04/2022 @ 8:00am to Monday 25/04/2022 @ 12:00pm.

During that time the ePortal, eHR, eSIS and eFIN will not be available.

Please contact the ICT Helpdesk on 9267 0422 and select option 3 or via email ictsupport@cem.edu.au if you require further information.

Enhancements to Crystal Reports

11 April 2022

Enhancements to the following reports:

• Current Student and Parent Details export - EXP_CEOvic_Cur_ST_Pa . The student’s Nationality and the Mother and Fathers Home Language has been added to the export of data

• Enquiry Student Contact List – ENQPAR. The email address is now shown in this report which can then be exported to excel, so that only the email addresses can be picked up so that a bulk email can be sent to the enquirer (i.e. contact of future student).

Please feel free to contact the service desk any time via email at ictsupport@macs.vic.edu.au or via phone 03 9267 0422 between 8.00am–5.30 pm., if you require any assistance with these reports.

ICON Systems Outage

5 April 2022

The message below was sent to all ICON schools from the CECV Administrator outlining the outage period for eHR, eFIN and eSIS.

Dear Principals and Administration Officers,

Please note that the ICON systems will undergoing an upgrade to version 2021B from

Sat 23/04/2022 @ 8:00am to Monday 25/04/2022 @ 12:00pm

During that time the ePortal, eHR, eSIS and eFIN would not be available.

Please contact the ICT Helpdesk on 9267 0422 and select option 3 or via email ictsupport@cem.edu.au if you require further information.

Regards,

CECV Administrator

School Concessional Fee Policy update (MACS Schools)

28 March 2022

The following Quick Reference Guides will support schools in the application of any fee exemptions required to implement the School Concessional Fee policy for the 2022 school year.

• MACS QRG - eSIS -Debtors Allocating MACS Concessional Fee Exemption.

• MACS QRG - eSIS Debtors Allocating MACS Concessional Fee Exemption in Debtor Split Payment Arrangement March 2022.

The QRGs provide instructions to support primary schools to provide fee concessions to families who meet eligibility criteria. This is a MACS board-approved policy applicable to all MACS primary schools.

For Further information, staff should refer to the circular titled School Concessional Fee Policy update that was sent to Principals of MACS Schools on 11 February 2022 outlining the responsibility of schools in relation to this matter.

Schools Submitting Conveyance Allowance Claims

11 March 2022

Schools Submitting Conveyance Allowance Claims please review the below information:

1. School offsetting the payment they received from the Department of Education and Training (DET) against the student’s school fees MUST get in writing permission from the recipient to apply these funds against their account.

2. Schools can now directly import a file from eSIS into DET as long as the information is entered on the student transport tab. The file can be generated under the Student Module> Student Data Import/Export …>Transport (tab). Save file as a csv file by adding .csv at the end of the file’s name. Once the file is saved it can be uploaded into DET. Please do not use the Crystal Report – Student Conveyance Data (SCAS) – Data Export ( EXP_CEOVIC_SCAS) any longer.

3. The below lists the dates as per the DET website.

February Census 2022 - Support documents

17 February 2022

A circular titled February Census 2022 was made available to Principals of Catholic Schools in Victoria on 4 February.

To support the process to be undertaken by schools Quick Reference Guides are available in the ICON Support Resources (Census) folder.

• QRG - eSIS - Census How to resolve validation errors

• QRG - eSIS - Online Data Transfers for February Reporting

• QRG - eSIS - SES Socioeconomic Government Reporting

eSIS Upgrade Notification (v70.14)

31 January 2022

Dear Principal and School Administrators,

eSIS was upgraded during January. The list of enhancements can be found in this document. Make yourself aware of the enhancements outlined in this document and share them with relevant staff in your school.

eHR - Missing Data & Vaccination Records Reports for Staff.

22 December 2021

Two eHR reports are now available to School Administration staff in ICON schools.

• The eHR Missing Data report provides a report about missing data for staff in ICON schools. This report can be run by school administration staff for the purpose of completeness of staff information. School administration staff are encouraged to regularly run this report to maintain accurate records.

• The eHR Vaccination Records report provides a report on which staff have vaccination recorded in ICON. This report can be run by school administration staff.

Outage Notification - eHR/eFIN and eSIS unavailable from 7am Tuesday 4 Jan 2022 to 3pm Tuesday 11 Jan 2022 .

14 December 2021

The message below was sent to all ICON schools from the CECV Administrator outlining the outage period for eHR, eFIN and eSIS.

Dear Colleagues,

Please note that ICON eHR and eFIN will be unavailable from 7am Tuesday 4 Jan 2022 to 5pm Thursday 6 Jan 2022 to perform the Annual Financial Rollover of the ICON Financial and HR system. Please ensure all documents have been posted and approved and that all payments have been paid and completed in eFIN.

eSIS will be unavailable from 7am Tuesday 4 Jan 2022 to 3pm Tuesday 11 Jan 2022 to perform the V70 Upgrade. Details of any changes to eSIS as a result of the upgrade will be distributed in due course.

Please note that all applicable transaction(s) completed in eHR and eFin during the eSIS outage will automatically be sent to eSIS once the eSIS upgrade is complete.

eSIS - EOY - Generation of Fees Template - Updated

7 December, 2021

School administration staff please note that the 2022 Fee Generation Template has been updated to include all year levels from 0 to 12. This template can now be used by all schools i.e., Primary and Secondary.

Refer to the eSIS Invoicing of School Fees and Levies Fact Sheet (Step 2).

MACS Shared Services Portal - Letters of Appointment eForms

17 November 2021.

The following information was sent from Ian Johnston (General Manager, School Services), via email to principals and school administration staff at MACS Shared Services schools.

To further Mirijana’s special message RE: ICON Update: Giving back time to principals, I am writing to update you on a recently completed enhancement to the Shared Services Portal.

Main Points

• The Shared Services – ER Tab on the Shared Services Portal now contains Letter(s) of Appointment eForms which facilitates the task of creating Letter(s) of Appointment for the various position categories relating to Teachers and Education Support staff.

• The Letter(s) of Appointment eForms contain current and necessary contractual requirements relating to employees of Melbourne Archdiocese Catholic Schools and include necessary components relating to Ministerial Order No. 870, Covid-19 Mandate etc.

• This will reduce pressure on schools by enabling them to quickly and easily create Letter(s) of Appointment that are MACS compliant and contain necessary contractual requirements across each category of employment position(s) for teaching staff.

• Schools enter the minimum required information into the eForms for a particular employment position which then generate the Letter 0f Appointment in WORD format thus enabling editing where and if required. Please see attached Letter 0f Appointment User Guide for more information.

• The current release is focused on Teaching Staff and it is anticipated that Educational Support roles will be live by 18th of November.

• We hope that this continual improvement initiative will assist schools especially around this time of the year when this activity is regularly completed.

Please note:

• Your payroll officer has sent out your Contract Management template and if you are a fortnight one school, they have also sent you the Pro-Rata workbook. If you are a fortnight two school, your Pro-Rata template will be sent later this week.

• Some schools have noticed that the emails have gone to their Junk folder, if you have not received the templates we ask that you check your junk folder and if it is not there, please contact Payroll support.

Additional Information

Refer to User Guide: Shared Services Portal - Letter(s) of Appointment eForms

ICON Update: EOY & Fee Generation Process

10 November 2021.

An email update was sent to MACS principals from Mirijana Jovic - Director, Finance and Infrastructure Services.

Please refer to this page Giving back time to principals.

Simplified eSIS & Fee Creation

• A new process where ICON will perform the end-of-year rollover and create fees based on the inputs from schools, driven by maintained student data and class lists. (Applicable for all ICON Schools).

• For detailed Fact sheets on eSIS Rollover & Fee Creation refer to the End of Year page.

MACS Shared Services schools should refer to the MACS End of year page for information about improvements to holiday pay processing, letters of offer, and accounts payable and payroll approvals.

eSIS - Exporting Student Details for Contact Tracing

Main Points

• To assist schools with contact tracing for the Department of Human Services (DHS) a report is now available in eSIS.

• Should your school become a COVID exposure site, the following report is now available under the Student Crystal Reports: Student Contact List for Contact Tracing STUCONCT.

• The Quick Reference Guide - Exporting Student Details for Contact Tracing provides instructions on how to export student and first contact information for the purposes of contact tracing.

Contact

For support with eSIS or ICON applications, you can contact the service desk via email ictsupport@macs.vic.edu.au or by phone 03 9267 0422.

Recording Vaccination Status (Re: COVID-19 update, Term 4, no. 4: Recording Vaccination Status)

Main Points

• Staff at ICON schools should refer to the message that was emailed to principals of Catholic schools in the Archdiocese of Melbourne on 13 October 2021 regarding recording Vaccination Status

• The Directions require a school employer to collect, record and hold vaccination information about all school staff (including principals, deputy principals, business managers and teachers), support staff, contractors and volunteers (education workers) who are, or may be, scheduled to attend a school on or after Monday 18 October 2021.

• To make administering this requirement easier for you, eHR and Personnel Record System (PRS) have been updated to allow employees in ICON and non-ICON schools respectively to directly update their vaccination status.

• Employees should be encouraged to report their current vaccination status in eHR or PRS before 18 October 2021, confirming that they:

• have received their first COVID-19 vaccination

• have received their second COVID-19 vaccination

• are not required to receive a COVID-19 vaccination because a medical exception applies.

• Employees who are yet to be vaccinated, but have made a vaccination appointment by 25 October 2021, must provide information regarding their booking date before 18 October 2021 and are required to provide evidence of that booking.

• We have produced a short video explaining the process for updating vaccination status in eHR/My HR.

• An easy-to-follow quick reference guide is also available for eHR.

Contact

For support you can contact the service desk via email ictsupport@macs.vic.edu.au or by phone 03 9267 0422.

New Reports available in eSIS - Attention Administration Officers

Main Points

Several new reports have been created in eSIS and can be found under Crystal Reports - Students Module (STU). The following lists the name of the report and when it is most appropriate to use:

• • • Student Conveyance Data (SCAS) – Data Export EXP_CEOVIC_SCAS

To assist schools in uploading data in bulk instead of individual data entry, for each applicant to the Student Conveyance Allowance System (SCAS) on the education.vic.gov.au website.

• Student Form List Summary by Form by Year Level STUFRM1

To assist schools by providing, in summary format, numbers of students listed in relevant criteria of classes/grades.

• • • • Student Form List Summary by Year Level by Form STUFRM2

To assist schools by providing, in summary format, numbers of students in relevant criteria of classes/grades.

• Student Information Checklist STUCHECKLIST

To assist schools, mainly at the beginning of the year, to confirm relevant details for the students.

• Application for Re Enrolment STUREENR1

To assist schools at the end of the year, to confirm relevant details for students and the student’s intention to attend the school in the following year.

• Student Photograph/Recording Permissions STUPHOPER

To assist schools in identifying students, where there are no details stored in the system regarding the student permissions level, as well as to identify those students who do not have permissions granted for use. Please see QRG – Student Photograph/Recording Permissions for how to enter the details to produce this report.

• Future Student Photograph/Recording Permissions FUTPHOPER

To assist schools in identifying future students, where there are no details stored in the system regarding the future student permissions level, as well as, to identify those students who do not have permissions granted for use. Similar process (as above) to produce this report.

Additional information

Enrolment Process.

For citizenship purposes please note, a child born in Australia whose parents are not Australian citizens, is not considered an Australian citizen automatically. Special conditions must apply. Please visit https://immi.homeaffairs.gov.au/change-in-situation/had-a-baby# to see if the child is an Australian citizen or needs a visa. One of the conditions specifies, that one of the child’s parents needs to be an Australian citizen or a permanent resident of Australia.

Contact

For support you can contact the service desk via email ictsupport@macs.vic.edu.au or by phone 03 9267 0422.