How to add students via CSV file

How to Add Students (Manual CSV Upload Method)

EVOLVE has an optional function for you to upload staff and students into the system.  This means that staff will be able to log in and view trips, the visit diary, and also add their own trips.  If you choose to include students, you can build registers which means that all information relating to the visit is contained in one central area.

The following instructions detail how to upload students:

1. To do this, you will need to create a report which outputs to a CSV text file and contains the following fields in this order: 

Forename, Surname, Admission Number/UPN, Tutor Group / Year Group, Gender

Example:

Joe Smith 789456 1B M 

Juliette Turner 123789 1B F 

Janet Carter 456741 1C F 

* Gender must be displayed as either “M” or “F”, not “Male” or “Female” 

* Do not include column headings, please see example above.

* Do not include any commas in the list – this will load the file in an incorrect format

2. Log in using your EVC account 

3. Click the orange cogs icon to go to the Establishment Dashboard 

4. Click on the ‘Participants’ tab (if participants exist, please delete these before proceeding).

5. Click the blue arrow (pointing upwards) to bulk upload students 

6. Select [Browse] or [Choose File] 

7. Find the CSV file that you have just created and saved, and click [Continue] 

The students have now been added to your establishment and will be listed in the Participants tab (enter a class name in the ‘Search for’ field and click on the search button). You can manage student details at any time using the coloured buttons in the table header. 

1. Create a new Microsoft Excel spread sheet 

2. Create a list of student information in the following column order: 

Forename / Surname / Admission Number / Group eg Tutor or Class / Gender 

Example:

Joe Smith 789456 1B M 

Juliette Turner 123789 1B F 

Janet Carter 456741 1C F 

Please note: 

* Make sure to only use M or F for gender, not the full terms ‘Male’ or ‘Female’ 

* Do not include column headings. Please see example above. 

* Do not include any commas in the list – this will load the file in an incorrect format! 

3. Select [File] and then click [Save as] 

4. Choose a folder to save the file to and give it a filename e.g. EVOLVE pupils 

5. Then in the ‘Save as Type’ drop-down, select “CSV (comma delimited)” 

6. Click [Save] and then close Excel 

7. Log in using your EVC account 

8. Click the orange cogs icon to go to the Establishment Dashboard 

9. Click on the ‘Students’ tab (if participants exist, please delete these before proceeding).

10. Click the blue arrow (pointing upwards) to bulk upload students 

11. Select [Browse] 

12. Find the CSV file that you have just created and saved, and click [Continue] 

The students have now been added to your establishment and will be listed in the Participants tab (enter a class name in the ‘Search for’ field and click on the search button). You can manage student details at any time using the coloured buttons in the table header.

For GDPR data security purposes - and to make the overall management staff and student records much easier! - we strongly recommend the MIS link which is part of EVOLVE+.  The EVOLVElink synchronises staff and student data from your MIS on a daily basis, ensuring that data is kept up to date, including medical details, dietary requirements, pupil premium and contact details.  It negates the need to create staff accounts as they join, and disable them manually when they leave - this is all handled through the EVOLVElink.  Similarly, the roll-over of students, leavers and joiners are all handled without manual involvement from anyone at the school. 

For more details visit https://evolveadvice.co.uk/evolve