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User Defined Fields

Will Veevers
Will Veevers
  • Updated

User Defined are custom fields that contain additional pupil-level data of interest to your Local Authority.

These fields can be used to filter which pupils are included in various reports. If there is something you would like to filter a report on but you can’t see the option in the system, UDFs allow you to do so.

You should use user defined fields in Nova for:

  • All Progress Reports
  • All Key Stage 4 & 5 Reports

* Top Tip! An easy way to remember which import you need…

If the reports you’re running are based on the data your LA imports into Keypas, you'll need to use the Extra Pupil Fields import in Keypas. This can be found in the Keypas Quick Imports - Extra Pupil Fields Guide

If the reports are based on the data we import into Nova for you, then you need to use the Import User Defined Fields option in Nova. 

 

User Defined Fields Import

To access the import within Nova, navigate to Nova > Admin > Import User Defined Fields.
 
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Your file needs to be a CSV with header data in the first row.
 
The first column should be titled "UPN" (as it will list Unique Pupil Numbers). This should be followed by between 1 and 15 user-defined fields in the aligning columns. The names of these fields should be defined in the header row, and must contain no special characters.
 
The CSV file name must be structured as follows UDF_k_uuu_yyyy.csv (not case sensitive) where:
  • K indicates the Key Stage (currently 2 or 4)
  • uuu is for your 3-digit LA number
  • yyyy is the 4-digit year

Select the relevant result year and Key Stage, add your file and click the Import User Defined Fields button.

Once the import has finished running, a message will appear below to confirm how many records were imported successfully.

Now, when you navigate to relevant reports in Nova, you can apply your new User Defined Fields within the Report Parameters. This will filter your reports based on your chosen UDF(s).

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