Update student data

What it is for

At the start of the year, or when a new roster arrives, all the data is uploaded at once instead of adding pupils one by one: a new pupil is added and placed in their class, an existing one has their details and class updated, and every pupil is linked to their guardian.

Who uses it

The page opens for whoever holds “View student data updates”, to look only, or “Manage people, staff and students”, to work in it. In the built-in roles: Owner, Principal. A group grants these to any role under Settings → Roles and permissions, and everyone sees only what is within their own scope.

Step by step

1. Check the academic year written at the top of the page: the roster goes into that year.
2. Choose the school and stage if the file is for one school or stage, or leave them for the file's columns to say.
3. “Download template” and fill it, one row per pupil, under its column headings.
4. “Choose an Excel or CSV file”, then “Check file”: it shows how many are new, updated and unchanged, and every problem with its row and column.
5. Fix the problems in the file and check it again; once it is clean, press “Save”.

How it works

Nothing is saved until the whole file is free of problems, and “Save” checks the same file again before it writes. A pupil is known by their identity number, otherwise by their pupil number: a new one is added and placed in their class, an existing one has their name, gender and class updated. The guardian's identity number is required, and a guardian is known by it first: one on file is linked to the pupil and their details are not changed, a new one is added; a second guardian has columns of their own. A class that does not exist is created, and the check shows how many. If you choose a school, any row naming another school is refused and the chosen one is used where the column is empty, and the stage chosen sets which grades are accepted; if your group has more than one school and you choose none, the school column is required. Only someone who may place pupils imports, and only into their own schools; someone who may only look sees the page with no import. The identity number is kept sealed, a guardian's or a staff member's number is refused as a pupil's, and it is never the pupil number: a pupil number left empty is generated.

On the page

• “Students” takes you back to the list.
• The year the roster goes into, and how choosing the school and stage works.
• Choose the school and stage if you like, then download the template, choose the file, “Check file”, then “Save” once it is clean.

Part of these flows

• A pupil's year: from enrolment to promotion

Questions

The check says a grade is ambiguous.

The grade's name repeats in more than one stage: add the stage column, or choose the stage at the top of the page.

Why is “Save” disabled?

The file has not been checked yet, or the check found problems. Fix them and check the file again.

Does the import change a known guardian's mobile?

No. A guardian on file keeps their name and mobile; a mobile is only added for one who has none. The mobile is changed from the pupil's file.