Create a Record Manager Student List CSV

This article is for Designated Safeguarding Leads.


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 one asterisk (*) 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 first 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

MMMM-YY-DD
(ex. 2008-10-12)

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 8
AAEA Total approved educational activity marks Text string 3

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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  1. UPN is used as the student’s primary key in Record Manager. It identifies and locates them in the correct portal.
  2. 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.