Sisra Analytics: KS5 - How do I roll over data for the next academic year?

Overview

This article explains how to roll student and grade data to the next academic year, for example, 2025/2026 (Current Y12) to 2025/2026 (Current Y13).

Data for existing cohorts will be retained as they roll over.

Prerequisites

You must be an administrator.

Instructions

Follow these steps to refresh your student and grades data when students roll over into the next academic year:

To import a new student data file:
1. Export the latest student data file from your MIS in a Microsoft Excel-compatible format. The student data within the file must include class and filter details.
2. From DATA > Select KS5 and Cohort > Students > Import:
  1. Select whether your file contains class / filter values from when students were in Y12 or Y13.
  2. Select the file you exported from your MIS.
  3. Select Import.
  4. Review / change column mapping as needed.
  5. Select Continue with the import.
  6. From the Import File - Student Data window, ensure your Import Options are as follows:
    - Update Classes: Yes.
    - Update Filters: Yes.
    - Update Statuses: Yes.
  7. Select Complete the import.
Add your Core KS4 Baselines:
1. If you have new students in your cohort, adding their KS4 core baselines, for example, APS GCSE and APS All along with KS4 Prior Maths and Prior English.
2. If you have only a few baselines to add:
  1. Open KS4 / EAP > Core Baselines > Core Baseline List.
  2. Select the blue pencil icon next to a student who you want to add a baseline for.
  3. From the Core Baselines page, add the student's baselines.
  4. Select Save.
  5. Repeat 2 - 4 above for each student.
3. Where you have a large number of new students, import their KS4 core baselines. These can be imported alongside your existing baselines. Open KS4 / EAP > Core Baselines > Import Core Baselines, choose the file and select Start Import.
For further information, see Sisra Analytics: KS5 - Where to find Core Baselines.
To check and add EAP Baselines and EAPs:
1. If you have entered expected grades into your EAPs, add EAP baselines for new students:
  1. Either:
    1. Open KS4 / EAP > EAP / Baselines > Baseline Management.
    2. Select Grade Count for your Baseline Qualification.
    3. From the EAP / Baseline Details page, select Add Grade and complete the details.
    4. Repeat the last step for each pupil.
  2. Or upload upload the new students’ baselines in an additional file (using the same subject names) into KS4/EAP > EAP/Baselines > Uploads.
2. For any new qualifications that use a different Grade Method, EAP baseline or have different expected grades, create additional EAPs.
If you have blank or generic EAPs without expected grades, you only need one EAP per grade type, using the same baseline subject. No extra EAP Baselines are needed. EAPs (if needed for new qualifications with a different grading type) can be created using any baseline, as this has no impact on your reports.

For further information, see Sisra Analytics: KS5 - EAP Overview (Admin). and Sisra Analytics: KS5 - Creating EAPs (Admin).
To upload a new set of assessment grades:
1. Export the latest grades from your MIS in a Microsoft Excel-compatible format:
  1. If your qualification names in your MIS match those in Sisra Analytics, uploading will be quicker and smoother.
  2. Ensure your qualification names do not include a data / grade type. For example, for the subject Art, it should be Art, rather than Art Spring or Art Targets.
2. From DATA > Select KS5 and Cohort > Grades > Uploads > Assessments:
  1. Select Create Assessment Collection.
  2. Enter a clear Collection Name including the Year and assessment cycle, for example, Y13 Autumn.
  3. Select a Grade Type.
  4. Select an appropriate Date.
  5. Select the correct Term based on when these grades were collected.
  6. Select Create.
  7. Open the Assessment Collection that you've created.
  8. Select Upload Grade File and upload the assessments grade that was exported from your MIS.
If the Confirm Upload Qualification Name page opens, set any new qualifications to New and merge existing qualifications that have been uploaded with a different name, explained further here.

For further information, see Sisra Analytics: Uploading Assessment Grades (Admin) and Sisra Analytics: What is the Confirm Upload Qualification Names page? (Admin).
To upload your latest grades data:
1. Export the latest grades data from your MIS in a Microsoft Excel-compatible format
2. From DATA > Select KS5 and Cohort > Grades > Uploads, select Upload Grade File (in the appropriate data set) to upload your latest grade file.
3. After replacing grades, if a previous file exists in the same data set that you are replacing, delete the previous file (select the red X icon) to ensure the latest grades pull through to reports when republished.
Only upload grades if they have been collected for the new academic year - you do not need to re-upload data from previous years if they have not changed.

For further information, see Sisra Analytics: How do I upload Standalone Grades? (Admin).
From DATA > Select KS5 and Cohort > Grades > Matching:
1. Select Edit.
2. For each new qualification:
  1. Set Included to Yes and select the relevant EAP.
  2. Enter the appropriate QN code (or Qualification Title) in Qual Title, and select the appropriate option. QN codes are recommended for accuracy and are usually in the format of 000/0000/0.
  3. If a qualification is not listed, it may be unapproved. For further information, see KS3/4: Matching - Unapproved Qualifications / Qualification not listed (Admin).
  4. If applicable, select the Faculty.
  5. Check / resolve any highlighted issues.
  6. Select Save Changes.
3. For further information, see Sisra Analytics: KS5 - Completing the Matching Page (Admin).
From DATA > Select KS5 and Cohort > Students > Classes > Assign Quals ensure all new qualifications have been assigned to the relevant set of classes by either selecting the green plus icon or blue pencil icon.

For further information, see Sisra Analytics: Assigning Qualifications to Classes (Admin).
From DATA > Select KS5 and Cohort > Grades > Grades Management:
1. Check the Grades Count reflects the number of grades you expect for each qualification.
2. Resolve any warnings, for example, Missing Student Data, Missing Class Data , Grade Not in Method and Sub Grades not Valid in this Data Set. You will not be able to publish your Exams data set until all main issues are resolved
See Sisra Analytics: Grades Management (Admin) for further information.
Follow these steps to set up L3 Value Added:
1. From DATA > KS5 > select cohort > GRADES > National Data > Value Added:
  1. Select Edit.
  2. At the top of the page, selected the latest Value Added Data (if it hasn't already been selected). Analytics will link each qualification for you, based on the linked QN codes on the Matching page.
  3. Select Save.
2. Resolve any warning icons flagged for each of the data set you have uploaded new grades into.
Follow these steps to publish your data:
1. Publish Students from DATA > Select KS5 and Cohort > Students > Publish Students select Publish.
2. Publish KS4 / EAP from DATA > Select KS5 and Cohort > KS4 / EAP > Publish KS4 / EAP select Publish.
3. Publish Grades from DATA > Select KS5 and Cohort > Grades > Publish Grades select Publish.
4. Publish any data sets (Data Sets tab) or assessments (Year 12 and Year 13 tabs under Assessments heading) you wish to be available for comparison on Results Day.
5. Check for discrepancies or blank figures in the reports and resolve these before Results Day.
See Sisra Analytics: What does publishing mean? for further information.

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Attachments

KS5 Cohort Roll Over Checklist.pdf100 KB

Updated 08 July 2025 15:16