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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 (not compulsory)
  10. Free School Meals (not compulsory)
  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 format (tab delimited) log in using your SAM Learning Admin account details. Select the Learners Tab and click on the Import Learners link.

This will open a web form where you can upload the data through our secure server. You will receive confirmation once this has been done. You will then receive another email once the data has been checked and uploaded into your SAM Learning school account.

If you have any queries contact our Customer Support - email support@samlearning.com or phone 0845 130 4160 (24 hours a day, seven days a week).