Keypas uses a queuing system for LAs importing data. This queue was developed to help alleviate the pressures that can occur in the system during the busy data collection periods, such as during the summer term.
When you upload a file to Keypas it joins an import queue alongside those of any other users of the system and each import is processed in order. Not only does this help reduce the burden on Keypas and improve performance across the whole system but it also allows you to do other tasks within Keypas (or elsewhere) whilst you wait for your files to import.
To import a file, click on Import New File. You will be asked to select the relevant Key Stage or import type, clicking the option will take you through to the relevant import page based on that selection.
Before selecting any files to import, use the Select Result year drop-down box to choose which year the data applies to.
Retain Existing Data check box - this option is only intended as a workaround for the very few cases in which a school cannot provide data for all pupils in a single file. Selecting this option will cause Keypas to import data regardless of whether it already exists in the database. Duplicate data may result and for this reason the option should only be used with care. The vast majority of files and schools should NOT need this option ticking. A warning is displayed when you check this box and you should take note of the fact that this import cannot easily be reversed without purging the data for the whole Key Stage in that year and reloading the entire dataset if used incorrectly.
Once you have made your selections, you are ready to upload your data into Keypas.
Click the Add Related Files button to select the files you want to upload to the Keypas server. You can select multiple files from different locations on your computer or network by dragging or selecting the individual file and confirming, then repeating this process.
This is a simple way to upload single files to the Keypas server prior to import, but if you have lots of files to import you can compress them all into a zip file outside of the Keypas system. This is a much more efficient way of performing a bulk upload and import.
Once all your files have been selected, click the Upload button. Providing the file(s) is valid and contains no errors, you should see a message similar to the below image:
If the file(s) isn’t valid, or contains errors then your message will look something like this:
If the upload was unsuccessful, read the error message before clicking Cancel to go back to the previous page. You can then correct the issue with the file(s) and try the upload again.
Note: where multiple files are loaded at the same time any that are acceptable will be loaded. Only the invalid files will need to be corrected and resubmitted.
The error message may differ depending on what has caused the files(s) to be rejected.
Importing Stage 2: Importing uploaded files
Now that the files are uploaded to the Keypas server, you can start the import process by clicking Next. This will reload the Import Queue page and show your files in the Queued section.
When it has been successfully imported it will be moved into the Processed section. The Status will let you know if the import was successful or not. Check the icon against the legend for more information. The Action button will redirect you to the relevant pupil grid in Keypas once clicked. To see your full import history, click View my full import history. In practice, at most points of the year that are not busy periods, files will be processed almost immediately. In the busiest periods, it may take several minutes to start the import of your files (this is another reason to consider uploading multiple files or a zip at the same time, then your 'turn' consists of multiple files rather than one.)
Expected Cohort Sizes import
Keypas allows you to import the expected size of a school or setting cohort taking an assessment. This is a useful tool in ensuring that schools have submitted their full pupil results file to the LA.
Select Import New File and then Expected Cohort Sizes to begin this process.
You will see an example file on the page, this is the template required for this particular import, click the Example Expected Cohort CSV file link to download the template.
The data shown in the sample file can be deleted and you can enter details of the expected cohort sizes for your schools.
- Year – Enter the academic year to which the expected cohort sizes apply
- Keystage – Enter the assessment stage the cohort sizes apply to (0=EYFS, P=Phonics, 1=KS1, 2=KS2)
- Estab – Enter the DfE ID Number the expected cohort sizes apply to
- Expected Cohort Size - Enter the expected cohort size as a whole number
Save the .csv file to a convenient location ready for uploading. Then use the same process as described previously in this guide to import the file.
Expected cohort sizes are just that, expected. Schools can and will have more or less pupils than expected. You should use the numbers prepared as a guide simply to prompt schools in the event of larger discrepancies.
Pupil Premium import
The Pupil Premium import is used to populate Keypas with the pupil premium data released by the DfE. Refer to the Pupil Premium Guide for more information on how to obtain and upload this information.
Once the file is uploaded successfully, the records will be matched to your existing pupil results.
KS2 from DfE (KS1 Prior Attainment)
In 2017 Nexus introduced early (unofficial) indications of KS1 to KS2 progress to the system, taking advantage of the pseudo-national dataset created by 150 of 151 importing KS2 data into the system.
Once you import the KS2 Datafeed into Keypas, it will automatically try and match pupils to their Key Stage 1 attainment results to allow progress to be calculated. The KS2 from DfE (KS1 Prior Attainment) import allows you to fill in any missing results or gaps that you may have from pupils that haven’t been matched (typically pupils who took their KS1 assessments in another Local Authority). Please see the Early KS1 to KS2 Progress Reporting in Nexus guide for more information on how to secure data and prepare this import.
Before you can import the KS1 prior attainment data you must already have imported your KS2 from DfE dataset into Keypas.
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