Add / Import Pupils

Useful Information

This section describes how to generate the required report for importing pupil data from your pupil database (for example, SIMS, Progresso, CMIS, Scholarpack, Bromcom, Arbor, PupilAsset, Integris G2) into SCO.
It is recommended that you read this entire section before generating the pupil data file.

If you are using SIMS.net as a local installation (not centrally hosted), there is an option to dynamically link to SIMS.net.
Please email support@tucasi.com for documentation and further information.

Add Pupils

1. Set the ID in SCO (for first time import only)

Once you have decided which ID you will use for imports, select this option in SCO. You only need to do this on the first import. Do not change the import type after that.
If you have previously imported pupils, proceed to step 2.

Click on the Configuration tab
Click on System options
Click on the General tab
Select the Pupil ID field used for imports (either Pupil ID, UPN or Admission Number)
Click on Done

2. Check which ID is currently being used as the unique identifier for pupils in SCO

This will be one of UPN, Admission Number or your MIS ID (PupilID).

Check which Pupil ID you are using in SCO

Click on the Configuration tab
Click on System options
Click on the General tab
Note the Pupil ID field used for imports (either Pupil ID, UPN or Admission Number)
Click on Done

Locate a Sample Pupil ID

Click on the Accounts tab
Note the Last name, First name and Pupil ID for the first pupil
Cross check this with your MIS to see which ID it matches

3. Prepare the Data in your Management Information System

A report containing the following separate fields for all pupils needs to be generated, and saved (from Excel) as a CSV (comma delimited) file.

IMPORTANT: the generated report must contain all the mandatory fields listed below with exact names as indicated.
You may need to manually rename or merge fields in Excel if your MIS system does not automatically generate the required fields.
For example, you may need to merge separate fields for “address” and “postcode” into an “Address Line” field (search Help in Excel for instructions on how to concatenate fields).

Please note that in SIMS.net, the ID field is only available to users who are part of the Third Party Reporting group. You may wish to contact your MIS support team for further assistance.

The field headings must match the sample data below and should appear in the following format:

Forename	Surname	Date of Birth	UPN or AdmissionNumber or PupilID	Year Taught In	Reg Group	Address Line	Eligible for Free Meals	Gender*	Notes*	PupilPremiumIndicator*
John	Smith	01/01/2008	UPN e.g. X123456789123 Admission No e.g. 001234 ID e.g. 6789	7	7SFA	1 High Street, Anytown, AB1 2CD	T	M	Gluten Free	T
Jane	Brown	17/04/2009	UPN e.g. X123456789123 Admission No e.g. 001234 ID e.g. 6789	8	8BNA	2 High Street, Anytown, AB1 2CD	F	F	Nut allergy	F

Note that for Eligible for Free Meals and Pupil Premium Indicator, T = True and F = False.

Carefully review the spreadsheet to ensure that you have the expected data.

Save the data in csv format:

In Excel, select File, click on Save As, select the required folder (make a note of the location) and enter a filename, for example SCO Pupil Data today’s date
In the Save as type field, select CSV (Comma delimited) or CSV(MS-DOS)
Click on Save. Click Yes when prompted. Close the file and exit Excel
Click No when prompted

4. Import the Pupil Details

Import your pupil data using the csv file you created above.

Ensure the csv file has been closed, otherwise you will see an error
In SCO click on the Configuration tab
Click Import from external system
Click on Pupil import
Browse to the CSV export file you saved earlier
Click on the file and select Open
Check the data in the Import confirmation screen to ensure there are no Discrepancies
If there are Discrepancies check the merge options in Section 5 below.
If there are no Discrepancies click Confirm
Click Confirm when prompted
Click Close
Click on the Accounts tab to view the pupil data

5. Merge Option Preferences

If you have Discrepancies try the following merge option preferences to resolve them.

Tick the box and click Re-scan data to apply the change.

Allow blank pupil ID	Ticking this option will fix any data discrepancies that show as (Blank ID). This will import the pupils even if the pupil ID/UPN/Admission number is blank. This is often used for example if you have new pupils that do not have a UPN yet, but you would like to set them up online. You will need to put their UPNs in manually or tick Merge with existing accounts without ID the next time you run an import to avoid duplicating these pupils.
Merge with existing pupil without ID	Ticking this option will usually fix warnings of creating duplicate accounts. This will try to match pupils in the import using first name, last name and address. If it finds a pupil in the import that has the same name and address in SCO it will update their ID if their ID is blank. This is often used after using Allow blank pupil ID after the UPN or admission number has been entered into the MIS system.
Restore pupil if deleted	This will fix discrepancies that show as (deleted). Ticking this will restore a pupil from deleted data then apply the import. The pupil's account will be back on the system and will update with all the information in the import.