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Exporting Student Data from other School Management Software

This document is to help you to export your Student Data. Please note that the Student Data must be delivered to us via

  • CSV format or
  • Excel Spreadsheet

If you plan to deliver the Student Data via CSV format or Excel, you MUST adhere to the fields we require.

There are eleven fields required for data entry.

1. Forename
2. Surname
3. Admission Number
4. Gender - Code
5. Date of Birth
6. Registration Group
7. Year
8. Unique Pupil Number (UPN)
9. Ethnicity
10. Free School Meals
11. Class Details - Class

Example:

Forename Surname Admission No. Gender - Code Date of Birth Reg. Group Year Unique Pupil Number (UPN) Ethnicity Eligible for free meals Class Details - Class
Gemma Atkins 01046 F 09/07/85 H 11 J811288197017 White - British T Te-11-X5
Gemma Atkins 01046 F 09/07/85 H 11 J811288197017 White - British T Ma-11-X5
Gemma Atkins 01046 F 09/07/85 H 11 J811288197017 White - British T En-11-X5
Gemma Atkins 01046 F 09/07/85 H 11 J811288197017 White - British T Ge-11-X5
Justin Phillips 03264 M 25/06/89 D 7 Y810288197028 Black - African F En-07-B4
Justin Phillips 03264 M 25/06/89 D 7 Y810288197028 Black - African F Ar-07-B3
Justin Phillips 03264 M 25/06/89 D 7 Y810288197028 Black - African F Fr-07-C1

Please Note: Each student will be listed a number of times, once for each class.

Important Notes:

Do not use spaces, punctuation marks, or special characters such as commas, or full stops.

Do not merge two fields into one column - e.g. Forename and Surname.

It is possible to enter students' initials in the Forename and Surname fields, rather than their full names. We advise against this, however, as it makes it difficult to update Learner Accounts and makes Progress Reports unusable.

What next?

When you have created the Student Data file, save it either in Excel or CSV fomat (tab delimited).

If you are comfortable with attaching files to email messages, please email the file to helpdesk@samlearning.com. IMPORTANT: You MUST quote your Centre ID when sending Student Data or we will not know which school the data has come from. If you do not know your Centre ID, please quote your school name and post code.

Alternatively, you can post the diskette containing your Student Data to: Schools Help Desk, SAM Learning, The Forum, 74/80 Camden Street, London, NW1 0EG. Again, please ensure you quote your Centre ID.

If you have any queries contact our Helpdesk - email helpdesk@samlearning.com or phone 0845 130 4160 (office hours).