Pre-requisites

Only Admins can use this functionality - non-Admin users will not be able to import data.

Overview

This guide explains how to quickly and easily import statutory data for ELGs, Phonics Screening, KS1 and KS2 Teacher assessments and Tests from a single CTF (Common Transfer File).

There are four ways to obtain a CTF:

1. Create and download one whole school CTF from your MIS
   • This lets you import all statutory data (EYFS. Phonics*, MTC and KS2) from your MIS for all pupils in one go.
   • You must create a Full or General CTF (including Tasks and Tests if you can) from your MIS. Ensure your school is set as the destination school; data for any other school will be ignored during import.
   • This can be for the whole school, a year group or individual pupil.
2. Create and download separate CTFs from your MIS pertaining to particular Statutory Assessments
   • This will allow you to import one type of assessment at a time
3. Download a file you have from the Primary Assessment Gateway (Year 6) or MTC service* (Year 4)
4. Import the CTF you have received from another school for a new pupil joining you
5. Download a CTF from Get Information about Pupils

Instructions

1. Select School.
2. Select the Send a file to Sonar widget to open your device's file management software and select the CTF to upload (or drag the file you want to upload onto the widget):
   
3. The system will detect the file contents and display the details. Check the data to import and process (from ELG, KS1, KS2, Phonics and MTC):
   

   Due to how the results were recorded when Phonics screening was administered in the Autumn Term of 2021, we advise uploading the file twice; the first time leaving Phonics unchecked. Then immediately upload a second time, just ticking phonics. If after 15 mins no Phonics data is imported you should then create a new CTF, just for Years 2,3,4 and 5. Depending on your MIS these may need to be separate files - and upload, checking only Phonics this time. Then enter data for Year 6 manually in Assessments > Statutory Assessments > Phonics.

4. Select Upload and process file.

Outcome

Where an item is checked, when present it will be imported and processed. Any items unchecked will not be imported and processed.

Files are processed every fifteen minutes so this is the maximum time you will have to wait for the data to be available.

* Due to how the results were recorded when Phonics screening was administered in the Autumn Term of 2021, we advise uploading the file twice; the first time leaving Phonics unchecked. If having uploaded the file again with Phonics checked, no Phonics data is imported you should then create a new CTF, including only Phonics data for Years 2,3,4 and 5. Depending on your MIS these may need to be separate files - and upload them, checking only Phonics this time. Then enter data for Year 6 manually in Assessments > Statutory Assessments > Phonics.

If you think your data has not been imported please visit to Sonar Tracker: Why can't I see my data after uploading a CTF in Sonar?.

Training

Updated 09 October 2025 08:58