This article aims to explain the process of importing student data in KS3/4, to reflect accurate student details including classes, filter values and students on roll. Before a student data file can be imported, it would need to be extracted from your school's MIS and saved in Excel. For further information on this, please see the following article: Extracting and Preparing Student Data from your MIS (Admin).
Importing Student Data
Once your student data file has been extracted from your MIS and saved in Excel (as either CSV, XLSX, XLS or XML format), this can then be imported into Analytics.
To do this, click DATA > select key stage 3/4 & cohort > STUDENTS > Import.
Next, select the key stage that the file relates to. For example, do the classes in the file relate to when the students are in KS3 or KS4? This is important as this will determine which classes pull through to specific reports. Then, choose the file and click ‘Import’.
You will then be taken to the Column Mapping - Student Data screen:
On this page, Analytics will automatically map the column headings in your file with those in your Student Data Profile (as defined in CONFIG.). All filters must be mapped to the relevant 'File Column Selection' in order to complete the import.
If there are any filters showing which do not have a file column selection automatically populated, this is likely because it has been named differently in your file (in the above example, the filter is set as 'Reg Group' in our Analytics school, but the imported student data file has this as 'Registration Group'). In this case, you would need to manually map these filters to the correct file column selection. You are not able to complete the import until all columns have been mapped.
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If your file contains a separate column of teachers' initials for each class, you can tick the box to Include Staff Initials and select the relevant file column in order for their initials to be pulled through to the reports, alongside their class codes! |
For any filters on the left which are not included in your file, or are not required for the cohort you're working with, you can select the '**Use Default Value**' option from the File Column Selection dropdown (like we have done for 'Bursary' in our example). This will pull through the Default Value of this filter (set in CONFIG) for all students in the reports.
| Note: If there are any filters in your file which are not appearing on the left hand side, this means they have not yet been added to your Student Data Profile in CONFIG. Please see our Student Data Profile guide for further information. |
Once all filter columns have been correctly mapped (like in the above example), click Continue with the import.
If this is a subsequent student data import for the cohort, you will be presented with 'Import Options'. For more information on this, see the Import Options section later in this article.
You will then be shown a file health check, which checks for issues within the file imported. If there are any issues shown here, we would recommend clicking ‘Cancel the import’ and resolving these. For more information, please see the following article: Importing Student Data - File Health Check Issues (Admin).
An import summary is also displayed, which can be used to double-check the number of students and subjects included in the file. You can click Back to mapping if you need to double-check that your filters are mapped correctly before finalising, and amend any filter column selections if required.
Once you are happy with the import, click ‘Complete the import’.
You will then be re-directed to the Students List, which provides an overview of your students, their statuses and allows you to manage individual student details. For more information on editing students, see the following article: KS3/4 Editing Student Details (Admin).
Import Options (Subsequent Student Data Imports)
When you import a subsequent student data file into KS3/4 cohorts, this will automatically add new data to the cohort, such as new students that haven’t been imported previously and their classes.
For any existing students, filters or classes, you can choose whether this information will be updated or not using the import options, explained below:
Update Classes
Select whether the classes in your file are the students’ latest classes for the selected key stage, and therefore whether you want to update the existing classes in Analytics with those included in your new student data file. If this is set to “Yes”, the latest classes will pull through to the associated terms based on the key stage selected for the file, once the STUDENTS area has been published. For example, if you are importing KS4 data, these classes will pull through to all KS4 reports for the cohort.
Update Filters
Select whether your file contains the latest filter information for your students (such as FSM Ever 6, Gifted Talented, etc.) and should therefore be updated. If this is set to “Yes”, the latest filter information will pull through to the associated terms based on the key stage selected for the file, once the STUDENTS tab has been published. For example, if you are importing KS4 data, these filter values will pull through to all KS4 reports for the cohort.
Update Statuses
Select whether your file contains the most recent cohort information (the students considered ‘on roll’ at that time), and therefore if the student statuses should be updated. Analytics uses all of your previous student data imports to determine which student status to assign to each student in the cohort. For example, if a student is included in a previous student data file, but then not included when importing your most recent student data as they have since left the school, this will automatically change their status to “Left School”.
For more information on managing student statuses, or how they affect a student’s contribution in the reports, see the following article: KS3/4: Student Statuses.
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