If pupils have missing data such as missing ethnicity groups or missing SEN data, you can add these using the 'Importer Tool'. NB for schools with an MIS sync, you will need to update this information in your MIS.
When using the 'Importer Tool' both 'Pupil's Record' and 'Class's Record' files need to be completed in order to move onto the next step:
- 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: Prepare 'Pupil Record' Files
a) Export the current information.
- Log in to your Teacher / SLT account
- Click on 'Attainment and Progress' / 'Pupil Tracking'
- Choose the pupils you want to export data for in the 'Select Pupils' section
- Don't select anything in the 'Select Subject' or Select Timeframe' sections
- Generate Table
- Now click the following selections: Yr Group, Gender, Ever 6, FSM, SEN Prov, SEN Type, Ethnicity, First Lang, Entry Term and Looked After. (See picture below for guidance.)
- Next, 'Generate Table'.
Now 'Export to Excel'
b) Copy and paste the columns from the export into the 'Import Pupil Record'.
The only columns you can't export from Classroom Monitor will be the 'Postcode' and the 'LeavingDate'. Both of these are optional columns, so you can leave these blank if you choose to.
Step 2: 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:
- 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). If this is not possible, please contact support.
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.
c) You should then browse to find the file using the browse button on screen.
Step 3: Import The File(s)
a) 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.
b) 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 or you can use the Group import tool following the instructions below.
- 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.
- If you are creating your pupil record file in something other than Excel, you will need to place speech marks around the SEN types e.g. "Other Difficulty/Disability"
'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.