Kurunjang Secondary 08

Student Mapping Tool

Planning for Individual Differences and Support Programs.  What is the Student Mapping Tool (SMT)? 

The SMT was designed by Doug Smith whilst working for the BMLLEN.  It was implemented by the Youth Transitions Division at Department of Education and Early Childhood Development, now known as the Department of Education and Training, and CASES21 staff. The SMT is an Excel spreadsheet in which key research-based data is shown for every student in the school.  The spreadsheet provides authorised school staff with a systematic process which may assist them to:

  • Identify a student or group of students, e.g. those at risk of leaving school; Koorie students; high achievers etc.
  • Select and map appropriate programs, support, or interventions
  • Evaluate the effectiveness of those programs/interventions
  • Provide a simple, efficient means of transferring key data for transition from primary to secondary school

Visit the DET website to view a complete list of documents providing the background, the guide to extracting the data, how to get the most out of using the tool and access to the Student Mapping Tool itself. www.education.vic.gov.au/studentmappingtool

NB: The DET website displays an old version of the SMT (Version 3) rather than the newer version V3.2 (AusVELS) update (August 2015).  This most recent version is available here on the BMLLEN website.  Download: SMT V3.2.4(AusVELS_NAP)

Please take note of the three short video clips on the DET website that explain how schools are using the SMT.  It is recommended that you print and place in a folder ALL the materials on this website.

What's New in 2015?

  • A new version of the SMT has been developed to assist the Year 6 to 7 Transition Process.  It is recommended that Primary Schools download and use this version.  See download below.  (This version adds extra columns.  Pass the cursor over the flags in the headings for an explanation of each column.)  SMT V3.2.4(Transition)

A New Feature of the updated version of the SMT.

An instant overview of your school's key data in summary form as a basis for analysis and planning is now available as part of the SMT.  When you refresh the SMT data you have the data for each student at that point in time.  The new TRIAL analysis sheet, shown as the tab at the bottom of the page of the SMT, will automatically produce the current numbers of students enrolled; average attendance; numbers of students with attendance problems; a summary of VELS and NAPLAN results....................and a whole lot more.  There is no need to wait until the end of the year to see if your programs are having the desired effect.  You can review your data at any time by simply refreshing your SMT data.  Select the tab appropriate to the date you have refreshed your data.   Any errors or queries please direct to Doug Smith at djmsmith@me.com

Listed below are updates of material on the DET website and extra resources.

  1. A Guide to Student Mapping Tool Version 3.2 (21/02/2013): This is a key document, a one page summary showing what the SMT is all about.  A Guide to Student Mapping Tool Version 3.2 (21 02 2013)
  2. Sample of the Student Mapping Tool: Example of data within the SMT v3.0.  This example shows the recommended standard coding for entries relating to interventions/support.  Pass the cursor over the red flag in the cell with the heading for details.  Note the extra tabbed sheets which automatically summarise the data within the SMT. Sample of the Student Mapping Tool
  3. See videos below which show basic Excel skills to manipulate data within the SMT.
  1. Attendance Ready Reckoner: Do you have a target for Attendance that is in number of days?  Progress towards this target is not possible to check properly until the end of the year.  If you believe in early intervention, and monitoring progress during the year, you need the target to be in percentage attendance.  This table converts number of days absence into a more meaningful percentage attendance. Attendance Ready Reckoner
  2. SMT Data Flow document:  This diagram shows the source of data that goes into the SMT, and hence the sources of error in the data.  See also the DET website document on 'Level 2' which includes error messages that might appear during a 'refresh' of data and what to do about them. SMT data flow document
  3. Organising the use of the SMT within your School-Strategic Planning and the SMT 2010:  This document shows how Principals can use the SMT for strategic plans and target setting, AND as a source of key questions to raise in seeking to improve outcomes for all students. Strategic Planning and the SMT 2010
  4. SMT Timeline: When do I use the SMT?  A suggested timeline on a month by month basis is shown. SMT Timeline
  5. Sample Strategic Action Plan: This guide was developed by and for Melton schools participating in a special project to identify students at risk of not completing school (March 2012).  The specific actions are highlighted in green. Sample Strategic Action Plan

A copy of key presentations is available from here.

  1. SMT data PD 2011: Doug Smith's slides on the use of data found in the SMT. SMT data PD 2011
  2. SMT & Wannik.  These are the slides of the Deb Hull presentation relating to the implementation of the Wannik strategy aimed at improving outcomes for all Koorie students (July-Sept 2009). SMT & Wannik
  3. Deb Hull & Doug Smith's Presentation.  The earlier presentation introducing the Mapping Tool in 2007.  The slides are still relevant for looking at students 'at risk' of leaving school early. Deb Hull & Doug Smith’s Presentation

If you require assistance, e.g. with implementing the Tool within a school then contact Graeme Brown, EO at the BMLLEN on 9361-9306 or Doug Smith on 0401 031 159.  Email: djmsmith@me.com