Using UPNs, the system will attempt to match the pupil/students in the incoming file with pupil/students in the receiving school. If there are unmatched pupil/students, the next page will give you the opportunity to match them manually. If all pupil/students are successfully matched on UPN you will not need to match them manually and you can proceed to Importing the Data.
The system will attempt to match unmatched pupil/students on Surname, Forename, Gender and DoB, automatically. You can then accept these matches or carry out a manual match. Where a ‘best guess’ match has not been possible, the Students from database field is blank and you will need to match the pupil/student manually. Where more than one match for a pupil/student is found, you will need to carry out multiple matching.
Highlight the unmatched pupil/student row and click the Field Browser button to display the Student Selector.
Select one or more groups of pupil/students from the Student Selector.
The pupil/students from the selected group(s) are displayed in the lower panel of the selector.
If the required pupil/student is located, highlight them and click the Apply button.
Any further unmatched pupil/students can be matched by clicking the Skip button to proceed to the next pupil/student in the Import from Spreadsheet (which is displayed in the background, behind the Student Selector).
If a pupil/student cannot be matched, their results will not be imported.
Click the Finish button to return to the wizard, where the selected pupil/student will now be matched.
If more than one match is found for a pupil/student from the Students from the input file grid, then the corresponding Students from the Database row will contain the message, in yellow, ‘MULTIPLE STUDENTS AVAILABLE’. As in the previous section, as the import file was originally exported through your own system, it is relatively unlikely that this will occur.
Highlight the multiply matched pupil/student row and click the Multiple match button to display the Match student dialog.
The multiple pupil/student matches are displayed.
Highlight the correctly matching pupil/student and click the Select button to return to the wizard, where the selected pupil/student will now be matched.
To remove a pupil/student from the Students from the Database row:
Highlight the relevant pupil/student row(s) and click the Delete button.
When asked for confirmation, click the Yes button to remove the match.
Importing the Data
When you have finished working on this page, click the Finish button to start the import process.
When asked for confirmation that you wish to proceed with the import process, click the Yes button to display the Activity Log. The Activity Log includes details of results that failed to import.
The imported results are stored in the relevant pupil/student records. In order to view the results you will need to create marksheets that contain the relevant pupil/students, and use the imported Aspects as Data Review columns (please see Creating and Maintaining Marksheets on page 167).
NOTE: When results are imported they are validated against the relevant grade set. For example, if it is found that the case of the result is incorrect (e.g. it is 2B but should be 2b), then the result is saved in the correct case (i.e. 2b), but the Activity Log will show the result as it was in the XML file (i.e. 2B).