Uploading from a CSV file

If you have a large amount of data or your data is stored in a Student Management System, you may prefer to upload data to the database from a CSV file (spreadsheet) rather than entering students individually using the database interface.

Click on 'Upload data (CSV)' in the menu. This will take you to the screen shown below. Click on ‘Browse…’, find the CSV file on your computer, and then click on ‘Upload’.

You will be taken to a screen which provides a summary of the data uploaded (see below) and notifies you of any errors in uploading.

There are several things to be aware of when uploading data in this way:

Format of file

• The data to be uploaded needs to be saved in a spreadsheet in CSV format. In programmes such as Excel this can be done by using the Save As function.
• The columns in your spreadsheet must be correctly named. The easiest way to ensure that they are named correctly is to either download a spreadsheet of your current results from the database using the 'Download data' function, and use this as a template or download the template here. This file also lists the correct options available for each column.

Data to upload

There are three options for uploading data:

1. Demographic data only
   If you want to upload only demographic data then you can complete those columns only. If you are adding new students you need to include data for all demographic fields (Student ID, DOB, Year, Gender, Ethnicity, and Class). It is important that each student have a unique Student ID.
2. Numeracy results only
   Once students' demographic information is entered in the database you can upload their numeracy results by completing the data columns for whichever domains you have results. You do not need to include results for every domain. As long as you include the StudentID column the data will be assigned to the correct student. You also need to include an entry in the DataEntry column to indicate whether the data is initial (1) or final (2) data.
3. Complete data
   You can upload both demographic data and numeracy results at the same time. In this case you will need to include all demographic fields, as well as the relevant numeracy fields.

Important points to note

• Any demographic data you upload will overwrite any existing data for the student with that StudentID.
• Any results you upload will overwrite any existing results for that student where the number (1 or 2) in the DataEntry column is the same.
• You should check all uploaded data to ensure that it is correct.