NSW - Understanding the Student Sync

This help article relates to Hero schools located in New South Wales only.

ERN is the single point of truth for all student enrolment data including contact information.   

No changes to student enrolment data in Hero will be uploaded to ERN.

Because of this, all fields that are provided by ERN are protected from editing.  The NSW Department has provided HERO with the fields that are available and the permission rights to these fields.   Staff will see all ERN related fields as greyed out and unable to be changed.   

A school has the ability to add custom fields to their student information.  These fields can be populated with data and maintained by administration staff.

The student sync is run daily prior to the start of the school day.

STUDENT INFORMATION FROM ERN

The following student information fields are populated from ERN so are unable to be deleted.  The data contained in these fields cannot be changed via Hero.  Any changes must be made in ERN.

Basic Details

• Student SRN
• First name (legal)
• Last name (legal)
• First name (preferred)
• Last name (preferred)
• Date of Birth
• Gender
• Student email address
• Current Year Level
• Date First Attended an Australian School
• SRE/SEE/AMA Preference Type
• SRE/SEE/AMA Preference Name

Student Address

• Address Line 1-4 (residential)
• Post Code (residential)
• Address Line 1 - 4 (correspondence)
• Post Code (correspondence)

Note:  The student address will be updated from the Household or Personal Address (whichever has the most recent 'from' date) of the first Primary Contact who lives with the student.

Wellbeing

• Custody Alert Information (populated by Hero if a custody order exists)
• Permission Alert Information (populated by Hero if Permission to Publish or Online Services = No)
• Anaphylactic Allergies
• Non-severe Allergies
• Other Medical Conditions
• Doctor/Medical Centre
• Doctor's Phone Number
• More Doctors on File
• Permission to Publish
• Online Services

EAL/D

• EAL/D Phase
• ESL
• ESL Support
• ESL Date Assessed

Ethnicity

• ATSI
• Resident Status
• Country of Birth
• Home Language

The Enrolment Start and End Dates for the current year, determine the status of the student in Hero. i.e. Current, Former or Pre-Enrolled.

Only the current year is obtained from ERN so pre-enrolled students will not appear in Hero until after the 1 January.

CONTACT INFORMATION FROM ERN

Contact information in ERN is complex due to the family tree that spans multiple schools and can be edited by all connected schools.  A school may need to contact EdConnect if the family tree shows an unexpected and unwanted link to a student that is difficult to break.

Hero provides automatic access to student learning and communication based on the contact information received, so it is VITAL to thoroughly check the enrolment form in ERN BEFORE the student's start date.

Contacts received from ERN come in 3 categories.   Primary - Residential, Secondary - Non-Residential and Emergency.   Hero has different access conditions based on these categories.

Hero is compelled to grant access to all Primary - Residential Caregivers and Secondary - Non-Residential unless a custody order exists or information is provided to signify that access is not given.   Emergency caregivers do not have access granted.

The quickest way to check contact placement is via the Full School Directories.   These are found under List Builder > Pre-Made Lists.

ERN ENROLMENT FORM CHECKS

Does Page 6 only contain Primary Caregivers who live with the student?  These are recognised as 'Residential Caregivers'

Does Page 7 only contain Primary Caregivers who don't live with the student? (non-Residential Caregivers).  These caregivers will be created as Secondary Contacts.

Does Page 8 only contain Emergency Contacts?  

Does a Custody Order exist to prevent Primary Caregivers from having access.  Ensure this information has been updated in ERN?

HOW HERO HANDLES CONTACTS

Hero creates/updates ALL contacts that ERN has connected to the student being processed.  The Family Tree in ERN will show all connected contacts.   

Note:  A contact may be linked to a student by association i.e. they may be the partner of a linked contact.  This appears to be represented by a broken line (dashes) in the Family Tree.   Hero will receive this contact as a connected person.

If the contact is a Primary Caregiver and lives with the student 

• The contact will be created in priority order as a Primary Contact in Hero.  
• These contacts will be prioritised in Hero ahead of all other contacts.
• Hero Access will be set automatically unless a custody order exists and will not be maintainable.

If the contact is a Primary Caregiver but does not live with the student 

• The contact will be created in priority order as a Secondary Contact in Hero.  
• Hero Access will be set automatically unless a custody order exists and will not be maintainable.

If the contact is an Emergency Contact (Page 8 on the Enrolment Form)

• The contact will be created in priority order as an Emergency Contact in Hero.  
• Hero Access will not be granted.

If a custody order exists

Refer to this article for how Hero handles access.   Identifying and Maintaining Students with Custody Orders

Finance access

Finance access in Hero will be granted if the contact has an email address and they're flagged in ERN as Financially Responsible or Financially Interested.

GROUP INFORMATION FROM ERN

Hero creates and populates any 'active' groups received via the sync.   These groups are created and maintained in the GRS Master system.   If a group is made 'inactive' in the GRS Master system, it will be removed from Hero.

Refer to this help article for more information on synchronising groups.

Understanding the Group and Location Sync