KS5: Setting Up Spring Census Student Data (Admin)

The DfE report on exam performance based on the student information from the Spring Census (Thursday 18th January). This article explains how to set up a census set of student data in KS5, to ensure your student information is accurate for headline figures reported on Results Day.

To check that your student list and filter values in Analytics reflect the Spring Census, navigate to DATA > select KS5 & Cohort > STUDENTS > Cohort.

The 'Active Students' section will list students with a status of:

• On Roll - Included in school performance measures (where eligible).
• On Roll (Aged 18) - Included in school performance measures (where eligible). (Students are academic age 18 if they are 18 at the start of the reporting year. For example, for the 23/24 leavers cohort, students would need to be 18 on 31/08/2023).*
• Guest - Excluded from school performance measures but included in student performance measures for internal analysis.*
• Year 12 Only and Year 13 Only - Students need a minimum 2 grades worth at least 1 A-Level entry each (or 1 grade worth 2) to be included in school performance figures, as per DfE guidance.
• Year 12 Addback - Included in headline figures for that cohort’s Y12 and Y13 reports (Addbacks are based on the criteria provided by the DfE – please see our KS5 Cohort Eligibility article for further information on this).*
• Year 13 Only Aged 18 - Students will be included in headline figures (Students are academic age 18 if they are 18 at the start of the reporting year. For example, for the 23/24 leavers cohort, students would need to be 18 on 31/08/2023).*

* These statuses would need to be selected manually for the appropriate students.

The 'Inactive Students' section at the bottom of the page includes students with the status:

• Left School - Excluded from ALL reports for that cohort.

There are two ways in which you can ensure your student data reflects the Spring Census, and both options are detailed below:

Option 1 / Manually change students in Analytics (for a few changes)

To change one or more students to the same status, place a tick next to their name(s) in the Actions column, then click 'Change Status'. 

To change a student's filter value(s), click on their name, then click on the Filters tab and then 'Edit Filters'.

For further information on manually editing students' filter values, please take a look at the following article: KS5: Editing Student Details (Admin).

Option 2 / Import Spring Census Student Data (for more changes)

If there are a large number of changes to make, you can extract student data from your MIS at the time of the spring census, save this as CSV (MS DOS) and import this into Analytics. This will update the cohort and filters automatically.

To do this, click on STUDENTS > Import. At the top of the page, Analytics will display an example of the file format it expects for your school. When you have your file ready, select the year the data relates to in the dropdown, which in this case is Year 13, then select the file to import and click ‘Import’.

During the import, you will see the following import options:

• Update Classes - Set the toggle to 'No' to continue using the latest, summer classes (if imported).
• Update Filters - Set the toggle to 'Yes' to use the students' filter values from the Spring Census file.
• Update Statuses - Set the toggle to ‘Yes’ to update the statuses for your students based on what information has been imported previously. For example, if a student was included in your Y12 student data file, but isn’t included in your Y13 census data for the cohort as they have since left the school, this will automatically change their status to ‘Year 12 Only’.

For further information on importing student data to Analytics, please see the following article: KS5: Importing Student Data (Admin). 

Once you have done this, double check the Students List via STUDENTS > Cohort to ensure all students have been awarded the appropriate status. Finally, republish the STUDENTS area (STUDENTS > Publish Students > Publish) to reflect these changes for the cohort in the reports.

Thanks for reading!