Create a student list CSV – Record Manager by Qoria

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 asterisks (*) 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
AUnauthorised	Total unauthorised absence marks	Text string	5
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.