There are 2 ways in which you can upload your pupils into iTRACK. Here we will outline how to import/update your pupils, and what you need to do if you are missing your Phonics and/or KS Outcome data.
Any time there are changes in school and you need to upload pupils or change any of their core attributes/information, you can follow the same process and allow iTRACK to make all the changes on your behalf.
Importing/Updating via Wonde
Importing/Updating manually (uploading a CTF)
Missing data
1) Pupil Upload via Wonde
This is the preferred method, as it is by far the quickest and most straightforward. To save yourself time when exporting Pupil Details from your management information system (MIS), the technical support team have implemented a helpful feature which automates this process for you.
With help from our integration partner, Wonde will continue to update your pupil details (such as SEND code, Pupil Premium status etc.) automatically, at a single click of a button. In order to get you set up with Wonde we ask for permission whether or not you are happy with Wonde accessing pupil data from your MIS. A member of staff from them will then get in contact with the school for confirmation. Once you have agreed that they can access pupil data via your MIS, your iTRACK account will then be assigned with a Wonde ID.
If you have not already got an account set up with Wonde, please contact the support team on 01926 468 687 or submit a support ticket and we will happily get you set up.
Go to the Import Pupils section located in the 'Administration' section at the top left of the menu bar and click on the 'RUN PRE-IMPORT CHECK' button.
After a coupe of moments you will see a couple of message boxes appear, outlining the changes Wonde intends to make to your school:
Please be aware the total number shown here includes all the leavers in your account that iTRACK has retained the historic data for, so it will likely be much higher than the number you have enrolled. It may highlight some issues in yellow that you may wish to fix on your MIS before you import, or if it looks correct then press the blue 'CONTINUE WITH IMPORT FROM WONDE' button to start the update.
You will now see a progress bar while the importing and updating of your children into iTRACK takes place automatically. iTRACK will automatically take a backup of your account before the import runs.
It is recommended that you run the Wonde import on a regular basis – at least once per term, or directly after you make changes to pupil sin your MIS. This will then make all the required changes to your iTRACK account, so that our system accurately reflects your pupils in school. It will add new pupils and remove any pupils who have left, in addition to updating their core attributes such as their SEND or Pupil Premium status etc.
Please Note: After running the Wonde Import, please check to see if ALL children are on iTRACK.
If any children are missing from the list, some may be marked as leavers, as a child may have attended school but left mid-term or completely left school but returned back at a later date. If this occurs, please Check Transience tab (instructions for this can be found here).
2) Uploading Pupils Manually (CTF)
If you have not subscribed to Wonde, then you can upload your pupils into iTRACK via Common Transfer File (CTF) from your MIS.
Go to the Import Pupils page located in the 'Administration section at the top left of the left-hand menu:
Step 1:
Firstly you will need to generate a 'whole school CTF' from your MIS. If you or your school MIS administrators aren't familiar with this, please refer to the following guides:
SIMS: use this link to refer to our Detailed SIMS Guide.
RM INTEGRIS : please use this link to the RM Integris Training Manual (starting from page 76).
ARBOR: please use this link to refer to the Arbor CTF Help Page.
If you are using an MIS which is NOT outlined above, please contact our support team who will be happy to assist you.
Please note: It is important that you always export ALL the pupils in your school for loading into iTRACK, regardless of what outcome you are trying to achieve. You should avoid loading a CTF file that only contains individual pupils, individual cohorts or selected groups of children.
Step 2:
You will then need to import the CTF into iTRACK:
Click Browse.
Locate and select your CTF (it will have a name similar to 9372626_CTF_XXXX_003).
Click Import Pupils CTF File.
Step 3:
You will now see a progress bar while the importing and updating of your children into iTRACK takes place automatically. This may take a while due to the amount of data being transferred, and iTRACK will automatically take a backup of your account before the import runs.
When the transfer is complete a screen will appear confirming if you have a valid import file. Additionally it will tell you how many pupils are in the file. For example it might say that the file contains 199 pupils, it will update 168 pupil records and add 31 new pupils deleting a further 34. This is typical of what you might expect to see at the start of each school year with pupils leaving and new pupils arriving.
In the event of your CTF file having any errors you will be displayed A warning and in certain circumstances iTRACK will not load the CTF file until you have corrected the problem in your MIS and created a valid CTF file. Trying to import a single year group or a single new pupil will cause this sort of error. The CTF file should always contain ALL pupils in the school If all is correct as in the above case click Continue the Import.
It is recommended that you upload a whole school ctf on a regular basis – at least once per term, or directly after you make changes to pupils in your MIS. This will then make all the required changes to your iTRACK account, so that our system accurately reflects your pupils in school. It will add new pupils and remove any pupils who have left, in addition to updating their core attributes such as their SEND or Pupil Premium status etc.
Please Note: After running the Wonde Import, please check to see if ALL children are on iTRACK.
If any children are missing from the list, some may be marked as leavers, as a child may have attended school but left mid-term or completely left school but returned back at a later date. If this occurs, please Check Transience tab (instructions for this can be found here).
3) Missing Phonics / Multiplication / KS Data?
If you are missing any of your EYFS, KS1, KS2, MTC or Phonics data, then there is a really simple fix. Regardless of whether you usually use Wonde or prefer to upload your pupils manually, the process is the same.
Simply upload a 'whole school CTF' using the above instructions in part '2) Uploading Pupils Manually (CTF)' and ensure that the box to 'include Assessment/KS data' is ticked. This will appear and be phrased slightly differently depending on your MIS provider, but the premise is the same.
Provided you upload a whole school CTF containing your Phonics and KS data, it will automatically appear in iTRACK once the transfer is complete.