A student/parent import file is used to add student and parents into your Learning Ladders site if a school does not have an active MIS integration. It can also be used to update classes and groups in bulk.  

Q- What is an MIS integration?
- An MIS integration (Management Information System) uses a third party integration partner (in our case, Wonde) to sync student and parent data from your MIS into Learning Ladders. This is the most efficient way to manage your student and parent data as it means any changes to student/parent information in your MIS updates every 24 hours in Learning Ladders. Read more about setting up an MIS integration for your school here.

Download a student/parent import file

Q- Do I need to download and import a separate student/parent import file for the EYFS and Primary module? A- No, you can populate and import one student/parent import file and the student/parent information will update in both modules.

• Click Students> Students from the navigation menu in either the EYFS or Primary module
   
                                    
  

• Click 'Import Students' from the options along the top of the students screen. Click 'Download Student Import Template'.
  

  
  

                     

                               

  
  
• Download the Student Import Template (This will open as an excel/numbers file)

Populate the student/parent import file

• Export your student file from your MIS system. If you need support with exporting a file from your MIS, please contact your MIS provider. 

UPN FAQs

Q. We do not use UPN (Unique Pupil Numbers) for our students, what should we use? A- Learning Ladders requires a unique student number to store the assessment data for your students. Any unique pupil number used in your MIS for students should be used as the student UPN. Without a UPN on the import file, the student will not be imported. 
Q. Does it matter if we use different UPN numbers in our MIS and Learning Ladders? A- Yes, the UPN number in Learning Ladders must match the UPN for students in your MIS. If you set up an integration to sync student data (via our 3rd party integration party, Wonde) the UPN's must match to avoid duplications of students.

• Please ensure that your import file has the below headers filled out (* indicates mandatory)
  
  • UPN*
  • First Name*
  • Last Name*
  • Date of Birth*
  • Gender* (M / F)
  • Class Name*
  • Year group (Year) or (Grade) if Grades* 

Year group codes: If the EYFS module is switched on

- PS (Pre-School), N (Nursery), R (Reception), 1-9

Grades: If the EYFS module is switched on

- B-3 (Birth to 3), PKG (Pre Kindergarten), KG1, KG2, 1-8.

• Ethnicity Code (See a list of Ethnicity codes and learn about why it is beneficial to import this information)
• Group 1, Group 2... Read about editing groups in Learning Ladders here.
  
• SEN Status Codes:  
  
   S = Statement
  SA = School/Early Years Action
  SA PLUS = School/Early Years Action+4
  K =SEN Support
  E = Educational Health and Care Plan
  Q = School Action+ and Statutory Assessment

• LAC - 'Looked-after children' 
• English as Additional Language
• FSM - 'Free School Meals'
• Ever 6 - This is when a student has a historic FSM status. They will be classed as Ever 6 FSM for 6 years after their FSM eligibility end date. 
• Service Children Education Indicator
• Pupil Premium Indicator

Please note: Groups cannot be imported using the MIS sync.  The easiest way to update groups is to go to Students > Import Students > Download Student Data and then add/edit groups.

Populate parent information for Ladders at Home

To import parent information, populate the parent first name, last name and email address fields on the same row as the student's information. Each parent/adult requiring access to Ladders at Home needs their own unique email address.  Email address is the unique identifier for a parent and if you use the same email, the system will only import one. 

If a parent is also a teacher/member of staff at the school, you will need to use a personal email address that is different to the work email used for their User to access Learning Ladders.

Save your file as a .csv or .xml file in order to successfully import into Learning Ladders.

Import your student/parent import file

• Click on 'Choose File' to find and upload your file

• Click 'Import' 
• If you have any errors in your import file you will receive an error message and downloadable report directing you to the issue. Please correct these within your MIS or import file
  
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  If using Excel, check that you have saved the file as a CSV UTF-8 (.csv) file.  Your file will fail to import if you do not save the file using this file type.  
  
• Your pupils will automatically update based on their details in the student file
• You can check your classes & groups by clicking on 'Classes & Groups' or your student information in 'Students'.

Tip: Your classes will always default back to those in the MIS file import, if you amend your classes within Learning Ladders any new MIS file will override your class changes.