This article aims to explain the process of importing Y12 and Y13 student data in KS5, 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 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 formatted and saved in Excel (as either CSV, XLSX, XLS or XML format), this can then be imported into Analytics.

To do this, click into DATA > select key stage 5 and cohort > STUDENTS > Import.

You would then need to select whether the data within the file relates to when the students were in Year 12 or Year 13 by using the year dropdown. This is to ensure that, after the import, the correct status is given to each student as they move through KS5.

Importing Year 12 Student Data

To import data from when students were in year 12, select “Year 12”, choose your file to be imported, 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.

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. This will pull through the Default Value of this filter (set in CONFIG) for all students in the reports.

Once all filter columns have been correctly mapped (like in the above example), click Continue with the import.

If you have previously imported Y12 student data for the cohort, you will be prompted 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 any 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, 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.

You can also click the blue status buttons shown to view the students given that student status. Once you are happy with the import, click ‘Complete the import’.

You will then be redirected 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 managing students, see our article on this here - KS5: Editing Student Details (Admin).

Importing Year 13 Student Data

To import data from when students were in year 13, select “Year 13”, choose the file to be imported, 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.

Once all filter columns have been correctly mapped, click Continue with the import.

You will then be shown a file health check, which checks for any 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, 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.

You can also click the blue status buttons shown to view the students given that student status. Once you are happy with the import, click ‘Complete the import’.

You will then be redirected to the ‘Students List’, which provides an overview of your students, their statuses, and allows you to edit individual student details if necessary. For more information on editing students, see our KS5: Editing Student Details (Admin) article.

Import Options (Subsequent Student Data Imports)

When you import a subsequent student data file into KS5, 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 within your file are the students’ latest classes for the selected year, 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 all reports for the cohort, once the STUDENTS area has been published.

Update Filters

Select whether your file contains the latest filter information for your students (such as FSM Ever 6, SEN, etc.) and should therefore be updated. If this is set to ‘Yes’, the latest filters will pull through to all reports for the cohort, once the STUDENTS area is published.

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 what student status to assign to each student in the cohort. For example, if a student is included in your Y12 student data file, but then not included when importing your Y13 data as they have since left the school, this will automatically change their status to ‘Year 12 Only’. For more information on how student’s statuses are affected by their inclusion across Y12 and Y13 student data files, see Appendix 1 below.

‘Guest’, 'On Roll Aged 18', ‘Year 12 Addback’, and ‘Year 13 Only Aged 18’ are student statuses which can only be set manually. As such, any students with either of these statuses would not be affected by the import. For more information on managing student statuses, or how they affect a student’s contribution in the reports, see our article: KS5: Student Statuses (Admin).

Appendix 1 - Impact on Students' Statuses following subsequent imports

We recommend that schools import both year 12 and year 13 student data files for each cohort, so that Analytics can accurately assign student statuses. Below we have outlined how these statuses are determined, based on a student’s inclusion across your student data files, for cohorts with both Y12 and Y13 student data imported.

• Importing a subsequent Year 12 student data file:

• Importing a subsequent Year 13 student data file:

For more information on managing student statuses, or how they affect a student’s contribution in the reports, see the following article: KS5: Student Statuses (Admin).

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Updated 08 May 2025 08:20