The Keypas Importing Data guide
This guide is the new home for all the specifics around importing data through Keypas into Nexus whether that is for attainment results, school census, CIN census, SSDA903 or any other data.
More information is available about using the rest of the Keypas functionality HERE.
Articles are linked within the 'Next Steps for Importing Data' section below.
Purpose of importing data
Local authorities import education results and contextual data into Keypas for four main reasons:
- To generate results in their Nova reports and Insight analysis
- To create data files that can be uploaded to DfE for statutory returns
- To facilitate cohort analysis whether based on school census or on social care returns
- To contribute to the NCER National figures in Nova reports and Insight analysis for the entire membership community
We ask all LAs to import full sets of data as early as possible - even in cases where they don't need to create a file for a DfE return and are not intending to use the NCER reports - because this helps us to build up more accurate NCER National figures that the entire membership community can benefit from. These imports allow LAs to see national data months earlier than it is published by DfE and in much greater depth.
LA should also consider that even if they are not using some of the analysis and information at that moment, they may well have a need for the historical data in future years and may find it harder to secure from data sources after that period has elapsed. Loading data into Nexus is an easy task and we would recommend it just becomes standard practice when new data becomes available.
Statutory returns and other imports
LAs have a statutory duty to submit data to DfE for EYFSP and Phonics on behalf of their schools. Once LAs have imported data submitted by schools, Keypas can generate files in the right format to upload to DfE through Collect.
While LAs do not have a statutory duty to submit Key Stage 2 teacher assessment in writing – schools can upload their assessments directly to DfE via Primary Assessment Gateway – some LAs may choose to do so for some or all of their schools (by agreement), and again Keypas facilitates this by generating the files needed.
LAs do not have a role in submitting Key Stage 2 test results or Key Stage 4 results, but Keypas also allows LAs to import these datasets in order to power Nova and Insight reports. While use of Keypas is not involved in School Census returns to the DfE, LA loading school census data through Keypas allows attainment data to be contextualised and census cohort analysis.
Finally, Keypas Imports also allow the import of the SSDA903 (Children Looked After Census) and the CIN (Children in Need) Census to support social care oriented services within the LA with cohort analysis and educational results for these groups of pupils.
Responsibility for importing data
Schools are responsible for submitting accurate data to LAs, and LAs are responsible for passing that data faithfully to DfE.
Keypas gives LAs the facility to check data that schools have submitted for common errors before they upload it to DfE. These errors can either be corrected by the LA in Keypas, or by the school in their MIS and an amended dataset submitted. For anything other than technical issues such as duplicate pupils, we advise LAs to ask schools to resubmit corrected data – this is especially true where marks need to be changed, as then it ensures that schools are taking responsibility for the correction and there is an audit trail to show this, with no risk that an LA officer could accidentally make the wrong change or that the school could dispute having given an instruction for the change to be made.
It is also important to note that if you make an amendment to data in Keypas and then you re-import that school's data, it overwrites your amendments, potentially reverting back to the original error if the school has not corrected its own data.
Note: LA officers should be aware that the Head Teacher of a primary phase school is required to sign a declaration relating to the accuracy of their submission. If the LA makes changes to the school's submission without it being matched in the school, the LA could hinder - or cause - an investigation into maladministration in a school which, though rare, are extremely serious.
Next steps for importing files
For a detailed guide on importing different types of files, see:
- Importing attainment results into Keypas
- Importing school census into Keypas
- Pupil premium imports - what is it and where to find it
- Importing expected cohort sizes (attainment)
- How to import pupil premium data
- Obtaining and importing CLA data (SSDA903)
- Updating & maintaining the current CLA cohort
- Obtaining and importing the Children in Need (CIN) census
- Importing extra pupil fields (optional)
- Importing KS4 exam board results (optional)
If you need additional details about file formats for some of the attainment and census imports please see the appendices below:
- Appendix - Importing data into Keypas - school census files
- Appendix - Importing data into Keypas - EYFSP file specs
- Appendix - Importing data into Keypas - Phonics file specs
- Appendix - Importing data into Keypas - KS1 file specs (no longer statutory)
- Appendix - Importing data into Keypas - Multiplication Tables Check file specs
- Appendix - Importing data into Keypas - KS2 file specs
- Appendix - Importing data into Keypas - KS4 file specs
Checking what data you have imported
LAs can check what data they have imported – or more importantly, what data they haven't imported – and can see how many other LAs have imported data, using the Import Indicators widget on the home page. Please note that the widget is updated overnight and so won't reflect any data that has been imported since then.
NCER National data tends to become reliable when at least 60% of the national cohort have been imported, below that there is a greater chance that the data that has been imported isn't fully representative and so LAs should be cautious about how they interpret it until that figure is reached.
It is important that LAs also import their census data and pupil premium files to ensure that all datasets and absence reports have a full dataset to work from. Social care datasets such as the SSDA903 and CIN census are important for the same reason.
Usually you will only look at the current academic year, but if the LA is new to using elements of Nexus or you are new to your role, it may be worth checking previous years just to ensure that there are no gaps that should be imported and filled.
A short video explaining the Keypas Import Indicators widget is available HERE.