When new students join the school, there are a few options on how to include them in Analytics. This article covers all options on how to do this in both KS3/4 and KS5:
Option 1 - Import a student data file containing only the new students
You can import a new student data file for the cohort containing the class and filter information of only the new students. Once you have this file ready, this can be imported via DATA > select key stage and cohort > STUDENTS > Import.
During the import, you will be presented with the 'Import Options' screen. Here you will need to ensure to select the options of 'Yes' to update classes and filters, but NOT to update statuses:
Providing there are no issues flagged within the 'File Health Check', click 'Complete the Import'. The new students included in your file will then be On Roll alongside your existing cohort. Finally, you will need to republish the STUDENTS area (via STUDENTS > Publish Students).
Option 2 - Import student data for whole cohort
The second option is to import a student data file containing the whole cohort, with the new students also included along with their class and filter information. This can be done following the same process as in Option 1, except you will need to ensure the option to 'Update Statuses' is enabled:
Once the import is completed, the cohort information will be updated. This will be reflected in the STUDENTS > Cohort area.
Finally, you will need to republish the STUDENTS area (via STUDENTS > Publish Students).
For further information on importing student data files, please see the article for the relevant key stage below:
Option 3 - Create students manually
The third option is to manually create the new students. This would require you to add their class data manually too, so therefore this method would only be recommended if you only have a small number of students to add. To create a student manually, go to DATA > select key stage and cohort > STUDENTS > Cohort and click 'Create Student'.
You will then need to enter a Student ID which will be used to uniquely identify the student, as well as their name and filter information:
| Please note: The student ID entered must be kept consistent throughout all subsequent grades file uploads for the cohort. |
Once the relevant details are entered, click 'Save'.
Adding Class Information
Once the student has been added, you would then need to manually add their classes for each subject. To do this, go to STUDENTS > Cohort, then click on the name of the student, and click on the 'Classes' section.
Next, click 'Add Class' next to the relevant Key Stage. You will then need to select a Set of Classes, followed by their actual Class within this set, then click 'Save'.
You will then need to repeat this process until all the student's classes have been added. The final step is to republish the STUDENTS area (via STUDENTS > Publish Students).
Thanks for reading!