Virtual School: CLA KS4 Exam Results CSV Import

Attached to this article is the spreadsheet which Virtual Schools should utilise with schools educating their end of KS4 pupils for the 2024 summer results collection. 

This spreadsheet will generate a file that can be imported into Nexus irrespective of where the school is located compared to the virtual school / LA. 

Unlike the all pupils KS4 Exam Results KS4 Import this spreadsheet will be updated for only a single pupil. In the event that a school is educating more than one CLA pupil, they will need to return a separate copy for the results of each pupil. 

This spreadsheet contains a macro to generate the CSV file that can be imported into Nexus and - in some schools/LA - that may be restricted by firewalls and security settings. Once the pupil details and results have been fully input into the spreadsheet, you can click a button to export the CSV file and this is all that needs to be returned to the Virtual School. 

Once received, the CSV files from multiple pupils can be zipped up and imported at the same time. 

If your Virtual School does not receive the results from schools in the CSV format then - assuming all the necessary information is received by other means - the Virtual School could input that to a copy of the spreadsheet and generate a file in the necessary format. 

Information and Instructions sheet

Complete the following information:

• Pupil name (not mandatory)
  • This field will not be used for matching purposes so does not necessarily need to match the name of the pupil on the Spring census.
• Unique Learner Number (mandatory)
  • This field is used for matching so must be the same as the ULN for the pupil returned on the spring census which itself is matched to the SSDA903 Children Looked After Census (or the Current CLA Cohort if loaded). If a pupil cannot be matched to a census record using the ULN provided they will not be included in analysis in Nexus.
• Exam Centre Number (not mandatory)
  • An exam centre number is different from other identifiers such as establishment number, each school will have at least one unique exam centre number but could have more. The exam centre number is used in the discounting process so if you know you should complete this field.

Proceed to the KS4_Exams sheet once completed (below)

KS4_Exams sheet

Complete the following information:

Performance Table Qualifications section (left)

Performance Table Qualifications are imported into Nexus and included in reporting from Nova and Insight.

• Results Series (not mandatory)
  • Each result will have a result series which identifies what month the qualification was completed in, for an exam based qualification it would be the month of the exam. You might expect to see a series such as 6A or 6G, both indicate a qualification completed in June.
• Result Year (mandatory)
  • The result year indicates the year the qualification was completed in, the year should be in the format 2024.
• Subject / Discount (mandatory)
  • You will need to pick a subject before you pick a qualification, choosing a subject of English Language will limit the qualification list to English Language qualifications.
• Qualification Name (mandatory)
  • Ensure you choose the correct exam board and level for the qualification the pupil has achieved (limited for selection based on the subject as described above)
• Result (mandatory)
  • The list of possible results will be limited by the qualification you have chosen.

Non-Performance Table Qualifications section (right)

Non-Performance Table Qualifications are NOT imported into Nexus and thus not included in reporting from Nova and Insight. They are included on this sheet as they are useful information for Virtual Schools but would need to be handled separately in terms of recording the pupil's achievement in those qualifications. As such all fields are not mandatory in the sense of being imported, but in order to be useful to the Virtual School some are required. 

• Results Series (not mandatory)
  • Each result will have a result series which identifies what month the qualification was completed in, for an exam based qualification it would be the month of the exam. You might expect to see a series such as 6A or 6G, both indicate a qualification completed in June.
• Result Year (mandatory)
  • The result year indicates the year the qualification was completed in, the year should be in the format 2022.
• Qualification Number (mandatory)
  • Ensure you choose the correct exam board and level for the qualification the pupil has achieved . This can be looked up on sheet PT QNs 2022 within the spreadsheet if necessary
• Result (mandatory)
  • The list of possible results will be limited by the qualification you have chosen.

After data input complete

Return to the Information and Instructions Sheet, check that the ULN, name and exam centre are complete and then click 'Click to Export'. A CSV file will be generated in the same folder that the spreadsheet is saved in. 

That CSV file can then be returned (via secure methods) to the Virtual School to be imported.

Downloadable files:

The files below will support this process. The spreadsheet (2024 CLA Pupil KS4 Exam Import.xls) can be used by schools supporting one of your pupils at the end of KS4. A separate copy will be required for each pupil from that school. Please note that the 2024 version of this spreadsheet has been removed to avoid confusion. The 2025 version will be made available via the Import Wizard once updated as well as being attached here.

The Sample Guidance for schools document is a start point for LA to provide guidance to their schools. It must be localised and customer for your selections, process and information before being issued.