In Analytics, you are able to view and edit the data of individual students in each cohort without importing a new student data file, which can be useful if you have a handful of changes to make. This article explains how to make amendments such as this in KS3/4.
Once you have imported student data for a cohort you can then view and edit this within Analytics, if necessary. To do this, click into DATA > select key stage 3/4 & cohort > STUDENTS > Cohort.
Editing Student Details
To view or edit an individual student’s details, click on the student’s name.
You can edit their student ID or name, which is displayed in DATA and REPORTS, by clicking the blue pencil icon under 'Actions'. In the 'Status' dropdown you can amend their status to On Roll, Guest, or Left School. For further information on student statuses, please see the following article: KS3/4: Student Statuses (Admin).
If you wish to view or manage the grades of the student, clicking the Manage Student's Grades link will take you to the relevant area under Grades Management allowing you to do this.
You can also edit a student’s cohort history, filters, classes, etc. by expanding the relevant section. This is explained in further detail below.
If you have a large number of changes to make to multiple students filters or classes, we recommend importing a new student data file for the appropriate cohort. For more information on importing student data, see the following article: KS3/4: Importing Student Data (Admin).
Cohort History
This is similar to the Cohort History page (STUDENTS > Cohort > Cohort History), explained further on, and allows you to view and edit an individual student’s attendance across each year or term. Click ‘Edit Attendance’ to include or exclude the student from individual terms and therefore all reports associated to those terms. You would be unable to change this for any students with the ‘Left School’ status.
Students excluded from terms are shown with a red X icon, as demonstrated above.
Filters
This displays the latest student filter values for that particular student. Here you can see the value imported and the filter alias used in the report, e.g. “WENG” appearing as “White English”. To amend a student’s filter value, click ‘Edit Filters’.
If you have a large number of changes to make, we recommend importing a new student data file and ensuring to select 'Yes' to ‘Update Filters’ during the Import Options step.
| To set up or edit the filter aliases shown in the Report Alias column to ensure your reports are user friendly for your staff, see the following article: Student Data Profile: Creating Filter Aliases & Tags (Admin). |
Classes
Here you can manually manage classes for a student. To move a student from one class to another existing class, click ‘Edit Classes’.
To add the student to a new (existing) class, click ‘Add Class’, then select an existing set of classes and teaching group. The amber stop icon will exclude the student from the class and the red X icon will remove the student from the class completely.
If a student is excluded from a class, the row will appear red and any grades uploaded for those qualifications will not appear under that class’s figures. These will be flagged as ‘Missing Class Data’ in Grades Management and appear as ‘Not in Class’ in the reports.
| Note: Staff Initials will only appear if these have been imported via your latest student data file. If you need to make any changes to Staff Initials, this can only be done within CONFIG > Staff Initials, as this ensures they will be updated for all students within that class. |
Qualifications
This displays all qualifications the student has at least one grade uploaded for, in any data set or assessment for that cohort.
You can click ‘Edit Qualifications’ to amend a qualification’s status to either ‘Active’ or ‘Dropped’. These statuses are explained in further detail below:
- Active: This is the default status for a qualification and is used to tell Analytics that this qualification is currently being studied by that student. Any grades the student has uploaded for this qualification will appear in the reports.
- Dropped: This is used to tell Analytics that a student is no longer taking the qualification. If a student has a grade for a dropped qualification uploaded into any data set (except Exams) or assessment collection, that grade will not pull through to the reports.
If the student has a grade uploaded into the Exams data set however, this grade will appear in the reports.
If you make any changes to a qualification’s status for any student, you would need to republish the STUDENTS and GRADES area for all relevant data sets for this to be reflected in the reports. Further information on publishing these areas can be found in the following articles:
Focus Groups
This displays a list of focus groups that this student is included in within that cohort which can be used as filters in the reports. To add a student to an existing focus group, click ‘Add Focus Group’.
To remove a student from a Focus Group, click the red X icon under the 'Actions' column. For further information on Focus Groups, see the following article: Focus Groups (Admin).
Cohort History
You can check the cohort history for all students in a cohort in DATA > select key stage 3/4 & cohort > STUDENTS > Cohort > Cohort History. This will display each of your students in the cohort along with whether they are seen as ‘On Roll’ or not, within each of the terms from Year 7 to Year 11.
To change the status for a student for a specific term, click their name and this will take you to the Student Detail page. Then, click ‘Edit Attendance’, as explained here.
Deleting Students
You can permanently remove one or more students from a cohort, by first setting them to ‘Left School’ status from within STUDENTS > Cohort, placing a tick next to their name(s) followed by Change Status. Then, from the Inactive Students section, place a tick next to the appropriate student(s) and click ‘Delete’.
You will then be prompted to confirm whether you want to delete their student details only (such as filter values and focus groups) or if you want to delete all their data (including grades, KS2 or EAP baselines, etc.), then click ‘Delete’.
| Please read the warning carefully before deleting your students’ data as this cannot be undone. |
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Q: I’ve imported student data into the wrong cohort. How can I fix this? A: The quickest way to resolve this would be to first import the correct student data for the cohort in STUDENTS tab > Import. During the import process, ensure to select ‘Update Statuses’ to tell Analytics that the correct cohort of students is included within the selected file. This will revert any students in the file to their previous status and set the incorrect students to ‘Left School’. You can then remove the incorrect ‘Left School’ students completely from the Students List, as explained in the Deleting Students section above. However, for a dedicated article which walks through this step by step, see here - FAQ: I’ve imported student data into the wrong cohort. How can I fix this? (Admin) |
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