When a student leaves the school, you can reflect this in Analytics by ensuring they are set to 'Left School' status. This article covers both options on how to do this in both KS3/4 and KS5:
Option 1 - Manually set students as Left School
You can change a student's status manually in Analytics by going to DATA > select key stage and cohort > STUDENTS > Cohort.
The Students List displays all students imported for a cohort, alongside their student status. Once in the Students List, place a tick next to the student(s) whose status you wish to change, followed by 'Change Status'.
From the dropdown, you can then select 'Left School' - which means that they will no longer be included in any reports for the cohort. Alternatively, if you wish students to still appear in the reports for internal analysis, but not count towards Headline figures, you can set their status to 'Guest' instead. Once you're happy with your selection, click 'Change Status'.
Any student with a status of ‘Left School’ will be placed in the Inactive Students list at the bottom of the page. Here you can change a student’s status back to On Roll or Guest (or revert them to their previous status in KS5).
For these changes to be reflected in the reports, the final step is to republish the STUDENTS area. This is done via STUDENTS > Publish Students > Publish.
Option 2 - Import an up to date student data file
The second option is to import a full student data file for the cohort, containing the most up to date students on roll. This can be done via DATA > select key stage and cohort > STUDENTS > Import.
During the file import, you will be presented with the 'Import Options' screen, which appears each time a subsequent student data file is imported for a cohort. Here, you would need to ensure the option to 'Update Statuses' is ticked (in KS5, this will show as a toggle rather than a tick box).
Once the import is confirmed, any students that are absent from the file that were included in the cohort previously will now be marked automatically as 'Left School'. You would then need to republish the STUDENTS area for these changes to be reflected in the reports (via STUDENTS > Publish Students > Publish).
For further information on importing student data files, please see the article for the relevant key stage below:
Thanks for reading!