This article outlines the steps required to successfully create your student file according to the requirements of the student import assistant.
To access the student import assistant, click +Add students on the Students page of your account.
This feature may not be available for all schools. You must be an account administrator to use this feature.
The following topics are covered here:
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Preparing your file
- Check the student information fields and refer to the Excel template file available on the first page of the student import assistant.
- Confirm that your student management system contains all the required student information.
- If your data comes from multiple sources, gather everything you need before you begin.
- Check the current student information in your ACER account to ensure your new import will match key fields (also see the section on changing key fields):
- Confirm whether existing records on your account use 'preferred' or 'official' names and export the correct version from your student management system.
- If your school uses the Unique ID or School Student ID fields, identify which value or code is being used.
- Check whether tags (such as class or group names) follow a specific format. Make sure you use the exact same spelling, capitalisation, and spacing.
- Export the required current student information from your school's student management system.
- Copy and paste your students' information into the correct columns within the student import assistant Excel template file.
- Save your file.
File requirements
Your student import file must be XLSX format and not exceed 5 MB in size.
The Excel template file column headings must all be included and unchanged as per the first page of the student import assistant. Do not delete any columns, even if you have empty values in the optional fields.
Uploading your file
- From the Students page, click +Add students
- Select Student import assistant
- Drag-and-drop or select your file to upload.
If your upload is successful, the system will immediately begin matching your file against your account.
Resolving errors
If there are any errors with your file, you will be asked to fix them and re-upload. Some common errors and their solutions are listed here.
-
File size exceeds 5MB
Try deleting extra worksheets from your file to reduce the size. -
Column headings are missing, have been moved or changed
Review the Excel template file and student information fields to ensure all of the columns are present in your file, correctly named and in the correct order. -
Duplicate students exist in the file
Check your file and delete any rows containing duplicate student records. -
Student details do not meet requirements (incorrect formatting or missing mandatory information)
Review the student information fields and formatting requirements to ensure that all mandatory fields contain values and that all information in your file is formatted correctly.
Student information fields
Schools (default)
These are the default fields and format requirements. There may be some differences for your school depending on your account settings. Click 'Student information fields' on the first page of the student import assistant to find the correct information for you.
|
Field name/ XLSX column heading |
Format notes | Example | Tips |
|---|---|---|---|
| Family name* | Nguyen | Be consistent in using either official or preferred names for all students to make managing your student list easier. | |
| Given name* | Jane | ||
| Middle name | Harris | ||
| Username* | Apostrophes and spaces are not permitted. | nguyenjh1 | Use a consistent format for all students. The username should preferably be easy to remember and/or something students are already familiar with. |
| Password | Minimum 8 characters | Testing123 | Leave this field blank to assign a random system-generated password. |
| Date of birth* | dd/mm/yyyy or dd-mm-yyyy | 05/03/2012 | |
| Gender* | Accepted values: 'Male', 'Female', or 'Gender X' | Female | |
| Tags | Separate multiple tags with a comma. | 6B 2024, EAL | Use tags to identify groups of students (for example, classes) |
| Unique ID |
Must be unique for each student. Specific values may be required for some schools. |
NGU0004 | Use a unique student code or ID from your school's student database to ensure the accuracy of data between systems. |
| Year level* |
Example: '5 ' or 'year 5', not '05' 'Foundation' for the first year of formal schooling (e.g. Kindergarten, Prep, Pre-primary, Reception etc.) |
Year 6 | |
| School year* | yyyy | 2024 | For international schools whose school year does not align with the calendar year, the school year will need to be entered as '2025-2026', for example. |
International Schools' Assessment (ISA)
These fields and format requirements apply for schools using the International Schools' Assessment (ISA).
|
Field name/ XLSX column heading |
Format notes | Example | Tips |
|---|---|---|---|
| Family name* | Spaces are allowed. | Nguyen | Be consistent in using either official or preferred names for all students to make managing your student list easier. |
| Given name(s)* | Jane | ||
| Username* | Apostrophes and spaces are not permitted. | nguyenjh1 | Use a consistent format for all students. The username should preferably be easy to remember and/or something students are already familiar with. |
| Password | Minimum 8 characters | Testing123 | Leave this field blank to assign a random system-generated password. |
| Date of birth* | dd/mm/yyyy or dd-mm-yyyy | 05/03/2012 | |
| Gender* | Accepted values: 'Male', 'Female', or 'Gender X' | Female | |
| Tags | Separate multiple tags with a comma. | 6B 2025, EAL | Use tags to identify groups of students (for example, classes) |
| School student ID |
Must be unique for each student. Specific values may be required for some schools. |
NGU0004 | Use a unique student code or ID from your school's student database to ensure the accuracy of data between systems. |
| ISA grade level* |
Example: '5 ' or 'year 5', not '05' 'Foundation' for the first year of formal schooling (e.g. Kindergarten, Prep, Pre-primary, Reception etc.) |
Grade 6 | |
| School year* |
yyyy or yyyy-yyyy |
2024 | For schools whose school year does not align with the calendar year, the school year will need to be entered as '2025-2026', for example. |
| First language | French | The student's first language | |
| Class | 1.1 | The student's class group | |
| ESOL | Yes or no | English for Speakers of Other Languages |