KS5: Importing Student Data (Admin)

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 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 in CSV (MS DOS) format, this can then be imported into Analytics. To do this, click into DATA > select key stage 5 and 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.

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’.

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 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’.

If you have previously imported 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 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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