These instructions can be used when setting up Classroom Monitor for the first time or for updating the pupil and class records at the start or during an academic year.


You will need to import BOTH the 'Pupil's Record' AND the 'Class's Record' for the import to work.

The pupil records (A), imports pupils along with their personal information.
The class records (B), creates groups and the pupils are placed within them.
NB Neither option will import any assessment data for the pupil, although assessment scores can be imported via the Results Importer.




Step 1: Download the 'Pupil Record' Template and the 'Class Record' Template 

Please download the templates provided below, as they contain the correct headings and they are already set up in the 'CSV' format, which is the required format for the files to upload correctly. Do not alter the column headings as this will cause the upload to fail.

 

 Download File


Download File



Step 2: Prepare 'Pupil Record' Files 


a) Fill out your 'Import Pupil Record' spreadsheet, making sure you include all of the mandatory columns (FirstName, LastName, DOB, Year, Gender and UPN), these are marked as 'Must be included' in the list below. You can then decide if you want to include any of the optional columns. Columns that you do not wish to use can be left blank.

  • UPN: (Must be included) This can be either a valid UPN, a placeholder UPN or an admission number. This should be in the format of a UPN number (i.e. 13 characters with a letter at the start and numbers and letters for the remaining characters). Please create your own UPN numbers, if your school does not have these assigned to pupils.
  • FirstName: (Must be included)
  • LastName: (Must be included)
  • DOB: (Must be included) Date of birth in DD/MM/YYYY format (The import will fail if you do not submit the date in this format.)
  • Gender: (Must be included) Please type either M or F (not case sensitive) It will not accept any other formats such as: female, male.
  • Ethnicity: Please copy and paste the correct ethnicity from the list provided in this link: Ethnicity List. It is important that the ethnicity is exactly the same as the ones provided to upload correctly. If it is incorrectly spelt or spaced you will see
  • Year: (Must be included) Pupil’s year group. In most instances this should be N, R, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 or 11 in order for the correct key stage to be allocated.
  • SEN Provision: Copy and paste as: Statutory Assessment, SEN Support, Educational Health and Care Plan, School Action, Early Years Action, School Action Plus, Early Years Action Plus, Statement or School ActionPlus
  • FSM: entered as 'T', 'F', 'Yes', 'No', 'Y', 'N'
  • First Language
  • SEN Type: Entered as - Specific Learning Difficulty, Moderate Learning Difficulty, Severe Learning Difficulty, Profound & Multiple Learning Difficulty, Behaviour, Emotional & Social Difficulties, Speech, Language and Communication Needs, Hearing Impairment, Visual Impairment, Multi-Sensory Impairment, Physical Disability, Autistic Spectrum Disorder, Other Difficulty/Disability, SEN support but no specialist assessment of type of need, Social, Emotional and Mental Health NB If a pupil has more than one SEN type, you will need to create an extra row containing all of the necessary information for that pupil. 
  • Entry Date: entered as DD/MM/YYYY (The import will fail if you do not submit the date in this format.)
  • Ever6: entered as 'T', 'F', 'Yes', 'No', 'Y', 'N'
  • Looked After: entered as 'T', 'F', 'Yes', 'No', 'Y', 'N'
  • Post Code
  • Leaving Date

Please note: Ethnicity Code and Ethnicity Category will not populate your ethnicity in to Classroom Monitor, so please do not use these fields.

b) If you have used the template, you can just save the file (rename it if you want to), as it will already be in the correct csv format. This is a comma delimited file that the pupil importer can read. Please make sure you save this to somewhere you will be able to easily find it again, such as the desktop, as this will make it easier to find when you need to upload it.


Step 3: Prepare Class Record Files


a) Create a spreadsheet that contains the necessary information. A template document can be found here. Every pupil MUST have the following columns:

  • FirstName
  • LastName
  • UPN: This can be either a valid UPN, a placeholder UPN or an admission number. This should be in the format of a UPN number (i.e. 13 characters with a letter at the start and numbers and letters for the remaining characters). Please create your own UPN numbers, if your school does not have these assigned to pupils. This UPN must match the UPN that has been entered on the pupil import file.
  • ClassName

There can only be one ClassName column in the file but this can contain as many group names as you require. To assign a pupil to more than one group, multiple completed rows should be created for that pupil.


b) Make sure that the document is saved as a csv file. This is a comma delimited file that the pupil importer can read. You should be able to find it in the file > save as options in your spreadsheet editor.



Step 4: Import the File(s)


NB. BOTH the Pupil Record and the Class Record must be included for the import to work.


a) Browse for and select your completed 'pupil import' CSV file to upload.


b) Browse for and select your completed 'class import' CSV file to upload.


c) Choose partial or whole school import (C)

  • Whole School Import will overwrite ALL existing pupil data (not assessments). Any pupils who are not on the csv file in a whole school import will be set to inactive. You may want to use this at the beginning of a school year or when you are first setting up Classroom Monitor. If you are using it at the beginning of a new school year, you will need to make sure that all active pupils are included and all pupils who have left have been removed.
  • Partial Import will update details for all pupils included. Any pupils who are not on the csv file in a partial import will be left as they were previously. You may want to use this to update Classroom Monitor with details for new pupils during the course of a year or at the start of a new year to add the new intake.

d) Press the Next button (D)

Things to note:

  • Pupils can only have assessment recorded if they have been allocated to a group. This can be done via this tool or via Group Management in the teacher or admin login.
  • Teachers will not be assigned to a group through this import process. Teachers will need to be assigned to groups in User Management or Group Management.
  • For secondary schools, group subject mapping will not happen automatically so you will need to contact support.


Error Messages


'Please ensure that the required Column Headers 'FirstName', 'LastName', 'UPN', 'DOB', 'Year', and 'Gender are contained in your pupils file':  One or more of these columns are not present within your file, these can occur when altering the column headings in the template, for example replacing 'FirstName' with 'ForeName'. Ensure they are always in the specified format.


'Please ensure all UPN / Admission Number values are assigned to their respective pupils in both class & pupil files': This means that at least one child has more than one UPN assigned to them in your spreadsheets. You should check back through both files to find and correct errors.

'Please ensure all pupil rows in the pupil file are unique': This means that the same UPN number has been allocated to two children (e.g. Bob and Jill both have the same UPN number assigned to them) or the same child appears more than once in the file. You should check to make sure you have given each children their correct UPN numbers and if using temporary UPNs they are unique to each child.


Related Links:
MIS Synchronisation tool
Pupil Management
Group Management
User Management
FAQ: New academic year