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 MIS and prepared for import in Excel. For further information on this, please see the following article: Extracting and Preparing Student Data (Admin).
Importing Student Data
Once your student data file has been formatted and saved as a CSV (MS DOS) format file, this can be imported into Analytics. To do this, click DATA > select key stage 3/4 & cohort > STUDENTS > Import.
Please note: the Import Format Example may look different in your school, depending on what filters you have set up in CONFIG. By default, all student data files must include the first 10 columns.
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 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. Once you are happy with the import, click ‘Complete the import’.
If this is your first 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).
If this is a subsequent student data import for the cohort, you’ll be presented with Import Options, explained below.
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.
Thanks for reading!