When importing data into A+ for existing applicants, it is important to use a unique ID to ensure the correct data is mapped to the correct applicant - especially when importing the achieved grades for internal Year 11 students
On a student's profile, you can see which (if any) unique identifiers are already linked to them.
At Applicaa, we issue each student with a Student Code, which is unique within your system only - truly unique identifiers are values which are only ever linked to that student - things like their email address, MIS Admission Number, UPN and ULN.
On their overview, you will see if any of these identifiers exist already (if you imported your internal applicants from your MIS at the beginning of your cycle, these values will already exist for your applicants).
In this example, you can see their unique values are missing:
Note - you can ensure the fields are visible on their overview by navigating to settings > form settings > student profile and using the "Add New" function to add the fields. They will then be visible on the students profile summary area for you to see if your students have this data. We recommend checking a handful of internal applicants to ensure that all of them do indeed have the identifier.
If your applicants' unique identifiers are missing, you can either add them one by one on a student's profile by clicking the pencil icons (UPN & ULN only).
You are not able to edit the MIS IDs manually on the student profile but these can be imported in bulk via csv. You can also bulk import ULN and UPNS.
To bulk import the identifiers, the steps are as follows:
- Open a list of the students on Applicaa that you want to import the identifier for (e.g. by filtering for them on a student list from your main dashboard)
- Click "export" on the top right side of the table to get the data into a csv
- The csv will contain the student's Applicaa 'student code', please make sure to not remove this from the csv, as we will later use this to import your unique Identifier. We also recommend also you keep the columns of the student's First Name , Last Name, Gender and Date of Birth. All of the other columns on the export can be removed as they are not necessary for the next steps.
- Add a new column on the file you have exported and give it the name of the unique identifier you want to import, e.g. ULN, UPN, Arbor Student ID, SIMS Admissions Number, Bromcom Student ID, or iSAMS School ID.
- Export the same list of students from your MIS system by running a report, ensure that you have the following columns; Fist Name, Last Name, Gender, Date of Birth and your chosen unique identifier.
- Using the file you have exported from your MIS, copy across the correct value of the unique identifier for each student using their Names, Gender and Date of Birth as an aid to match to the right person. if you are familiar with VLOOKUP functions, you can use this to speed this process up.
- Once this is complete you can import the unique identifier you have tagged the students as shown on second section of this guide. When you get to choosing the column to use to identify students on the import, please select the 'Student Code' column on both the CSV and Applicaa properties.
This process will ensure the students' unique identifiers are linked to them and are then visible in A+ to be used for importing data like their achieved grades.