This article will help you add new students to your account, either one-at-a-time, or in bulk via Excel.
You may also be interested in reading the article on editing existing students within your account.
Student information fields
|
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. | 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. |
Recommendations
- Begin by exporting your students' details from your school's database. This will allow you to copy and paste information directly into ACER's template XLSX file.
- If you intend to use student tags to identify groups or classes within the online assessment and reporting system, ensure that you have created these tags prior to adding your students to the account.
- Note that the bulk import process cannot be used to edit or overwrite the details of existing students within the account. Please refer to the article Updating students’ details
Adding multiple new students
Follow the steps below to add students to your account in bulk:
- Go to the Students page.
- Select +Add Students on the right of the screen. Select Bulk Import.
- A pop-up box will open. Click on template file in step one to download the template.
- Open the template file and save it to your computer.
- Fill out the template file.
- Remove the two examples from the template file (rows 2 and 3).
- Do not change, move or remove columns or column headings.
- You may leave optional fields blank.
- Save the file and close it.
- Go back to the Import Students pop-up box and click on Select a File. Use the browse option to locate the file where you saved it on your computer then press Import Students.
- If the file has been filled out correctly, you will see it uploading. Then a green bar will appear reporting on how many students have been uploaded. Select Refresh Page, the screen will close and the students will appear in the list on your page.
- If the file has not been filled out correctly, a red bar will appear in the pop-up box reporting there has been an error. It will provide a link to an Excel spreadsheet. Click on Download Excel file and open the file. In column J, the errors will be explained. Save this file and make the required changes. Delete column J and then go back to Step 6.
Adding one new student
Follow the steps below to add an individual student to the account from the Students page:
- Go to the Students page.
- Select +Add Students on the right of the screen. Select New student.
- A pop-up box will open. Fill out the fields as follows and click Create student.
If the details of your new student are similar to an existing student within your account, you will be prompted to check.