Uploading pupil data from Excel

Modified on Wed, 6 Sep, 2023 at 3:17 PM

We recommend using a CTF to import your pupils. Please ask your school administrator if they can generate one from the MIS. This will give you much better data and is much quicker and easier.
For instructions on how to import using CTF please view the support article here.

Downloading the templates for the Pupil Data Form spreadsheets

To upload your pupil data it is recommended that you use our data templates to ensure you are providing the correct information for your pupils in a suitable format.

Required data: Forename, Surname, Date of Birth, Gender, Class.

Optional data: UPN, SEN, FSM, Ethnicity, Y2 SATS Reading scaled score and teacher assessment, Maths scaled score and teacher assessment and Writing teacher assessment.

Note that these fields only appear in the upload template for year groups 2 – 6.

If SEN, FSM or Ethnicity are added to the system it is expected the school has the appropriate permissions to do so in accordance with GDPR.

To access the templates click the 'Upload Pupils from Excel' button. This will be take you to a screen listing all year groups that data can be uploaded for.

Press on the ‘Download template’ button for the year group you wish to provide data for.

Save the template to a location of your choice on your computer.

Tip: It is useful to keep the file name as it appears as this identifies your school and the relevant year group.

Open the Excel template from the saved location on your computer. Enter or copy and paste your pupils’ data into the spreadsheet. A list of accepted formats for each field is given on page 4 of this booklet. Check your data to ensure that the correct information has been entered into the correct column (e.g. forenames and surnames are in the correct columns).

Tip: If you are using our template, simply leave the column headings unchanged.

Once completed, save the changes you have made to the template. Repeat for each year group as necessary.

Uploading your Excel data to the NFER Tests Analysis Tool

Return to the Upload pupils from Excel section of the NFER Tests Analysis Tool. In the column headed File press the ‘Choose file’ button for the year group you wish to upload data for. This will open a browser window. Navigate to the saved file on your computer and select it.

You will see the file name will update to show the file you have selected. Check that this is the correct file for the year group you are uploading.

If you wish to change the file, press the ‘Choose file’ button again and search for the correct file you wish to upload. You will only be able to upload Excel .xls and .xlsx files.

Click ‘Upload’ to import the data from your file into the NFER Tests Analysis Tool.

Matching Excel Columns

The system will now match the column headings in your file to the headings it is expecting to receive. You will be able to view and edit all the data you have uploaded on the next page.

IMPORTANT: If your column headings do not match those expected, the cell will turn red as in the example below. Click on the drop down menu and select the matching header from the list that the system recognises. If there is a column in your spreadsheet that doesn’t match any of the headers in the drop down list, you can leave it blank but this column will not be imported.

Once you are happy with your columns click the ‘Save’ button.

Editing your data

Once you have pressed ‘Save’ you will be taken to a new screen that lists your pupil data in an editable format.

Any cells that have missing data, or invalid data will be highlighted in yellow or red, as shown to the right:

By hovering your mouse pointer over a highlighted cell, you will be able to see why the cell has been highlighted.

Below is a list of possible messages, what they mean and the action you need to take to resolve the issue.

If you would like to completely remove a child’s name and data from the list, click the check box to the left of the child’s name in the delete column and then click the ‘Delete’ button.

A window will open asking you to confirm the deletion before any data is removed.

Saving and transferring your data

Once you have finished editing your data press ‘Save’ to validate any changes. This will make any corrected data errors, or missing data that was highlighted, change to white. If any data remains invalid it will stay highlighted.

You must save your data before you move on.

Tip: If large numbers of edits need to be made to the pupil data, you may choose to delete the file, then amend and re-upload another pupil data file. Please refer to Section 2.3.1.3 for instructions on how to delete a file.

When there are no more highlighted cells or you are happy not to provide any of the missing data that is highlighted, click ‘Finish’.

If there are any remaining possible errors in your data, such as an out of range date of birth, a message will appear prompting you to amend these fields if they are incorrect.

Click ‘Back’ to amend the data or ‘Continue’ if you are happy with the data as it is.

If there are no queries with the pupil data it will transfer to the system and you will be taken to the ‘View & Edit pupils’ section which will list all year groups you have uploaded data for.

Deleting an Excel file before it is imported

You will be able to, at any point before clicking ‘Finish’ on the final screen in the upload and transferring your data across process, delete the uploaded file in order to edit it and re-upload it.

Return to the main upload pupil from Excel screen and press the ‘Clear file’ button in the far right column. A message will appear asking you to confirm that you wish to delete, press ‘Ok’ to delete and ‘Cancel’ to go back.

Once you have deleted the existing file you will be able to select a new file to upload and follow the upload and transfer steps again with your new data.