This article is for Designated Safeguarding Leads (DSLs).
You can manually import students into Record Manager by uploading student data as a CSV file. This guide describes the process for preparing the Student List CSV.
Note
Importing student data into Record Manager using CSV is available only for single-site access users (users who can access a Record Manager instance for only one school). If you have multi-site access (you can switch between Record Manager sites for the schools in your Trust), you won’t be able to open the Upload Student List screen.
If you can access multiple Record Manager sites, create your student data in Management Information System (MIS) and sync it to Record Manager via Wonde.
Prepare the Student List CSV file
Download the Student List CSV template by going to Record Manager > Admin > Upload Student List. Complete the required fields, as shown in Table 1. Identifiers with one asterisk (*) are mandatory.
| Identifier | Description | Required Data Type | Example |
|---|---|---|---|
| UPN1 (prefixed with App Key) |
Student’s UPN or unique identifier, used to identify the student in the database. This is typically an identifying number generated by the school, or from DfE records. This must be prefixed with the App Key2 information. |
Text string | TFEY445453456 |
| FirstName* |
Student's first name |
Text string | Peter |
| LastName* |
Student's last name |
Text string | Jones |
| Gender |
Student's gender |
Text string | Prefer not to say |
| Ethnicity |
Student's ethnicity |
Text string | White British |
| YearGroup |
Student's year group |
Text string | 10 |
| ClassName |
Student's class name |
Text string | Jupiter |
| Date of Birth* |
Student's date of birth |
Date field | YYYY-MM-DD (ex. 2008-10-14) |
| APossible |
Total possible attendance marks |
Text string | 110 |
| APresent |
Total present attendance marks |
Text string | 90 |
| AAuthorised |
Total authorised absence marks |
Text string | 12 |
| AAEA |
Total approved educational activity marks |
Text string | 9 |
| ALates |
Total late attendance marks |
Text string | 9 |
| FSM |
Free School Meals status |
Text string: YES or NO | NO |
| SEN |
Special Education Needs status |
Text string:YES or NO | NO |
| EHCP |
Educational Health Care Plan status |
Text string:YES or NO | NO |
| LEACare |
Looked After Child status |
Text string:YES or NO | NO |
| PupilPremium |
Pupil Premium status |
Text string:YES or NO | NO |
| EAL |
English as an Additional Language status |
Text string:YES or NO | NO |
| ServiceChild |
Service Child status |
Text string:YES or NO | YES |
| GiftedTal |
Gifted and Talented status |
Text string:YES or NO | YES |
Table 1. Student file CSV identifiers, descriptions, data type, and examples.
Upon uploading your CSV, Record Manager will not duplicate existing records. You can always amend the CSV file and import it again into Record Manager. The system will update existing student data or add new ones.
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- UPN is used as the student’s primary key in Record Manager. It identifies and locates them in the correct portal.
- Prefix the UPN of each student with the App Key data. The App Key uses a four-letter format. For instance, if your App Key is TFEY, then the UPN field in your CSV data would be ‘TFEY445453456’. Your App Key was assigned to your site during your Record Manager onboarding. If you’re unsure of your App Key, contact our Support Team.