This page takes you through the process for importing results into Keypas, which is largely the same across each of the key stages.
Points that are specific to each particular key stage are shown at the end of this page.
For help with importing other files (eg census), see Importing data overview
Schools supply results files to the LA to be imported into Keypas and submitted to the DfE. A separate file will be submitted for each key stage. This applies to EYFSP, Phonics and Key Stage 1.
You can import files individually, or in a batch of files relating to the same key stage. At busy times of year, please try to submit files in batches of schools where possible as this reduces the load on the system and allows it to process imports more quickly.
In addition, DfE provide LA with Key Stage 2 results files (in early July) and Key Stage 4 checking files (September/October) that can be loaded into the system by LA as one file covering all schools/pupils in the LA area. The process for loading these is essentially the same as for school files described above.
Go to Keypas > Imports, and click the green Import new file button and choose the appropriate assessment & option within that group. (More details about the available options within the assessment are included below)
Files must be in a specific format, and filenames must follow a specific pattern for their format, each of which is detailed on the selected import page.
Accepted file formats for most uploads are:
- CTF files (.xml) generated by the school's MIS – this is the most common format for EYFS, Phonics and Key Stage 1.
- CSV files (.csv) generated by an Excel template distributed by DfE - i.e. Key Stage 2 and Key Stage 4.
- DfE returns (.xml) prepared for upload into Collect - including school census files.
Schools sending the wrong file formats is a common cause of errors.
If a school has sent you the correct file but it is incorrectly named then you can rename it with the correct pattern before you upload it. If a school has sent you the full DfE Excel template then you can use the buttons in the file to generated the CSV to import.
If you have a large number of files for the same key stage to import then it may be quicker to put them all into a ZIP file before uploading them (it doesn't matter what you call the ZIP file as long as the files within it have the correct filenames).
Importing the files
Check that the correct year is showing - though it should default to the current academic year.
If any schools within the import have resubmitted their files, check whether you need to tick 'Retain existing data'.
- If you tick the box and you are uploading a second file for a school, that file is added to the data already in the system. If one or more children appear in both files then they will be duplicated in Keypas - which you will wish to avoid. (Note - this function is chiefly used with regard to Phonics submissions - see notes below for additional details about uploading Phonics. For any other assessment you will usually wish to ensure the schools sends one file with all pupils included even if only adding 1 or more omitted pupils.)
- If you leave the box blank and you are uploading a second file for a school, that file replaces any previous data from that school – but it has no effect on data from other schools, that will remain unchanged either way
- If every file you are uploading is the first one from its school then the box has no effect.
Either click the purple Add related files button to browse for files on your computer/network, or select them in Windows Explorer and drag them onto the 'drop your files here' button.
Click the green Upload button to start the import process.
Checking for errors
Some errors are technical errors, which prevent a school's data from being imported into Keypas at all.
Other errors are validation errors, where the data is all in the right format and can be imported, but may break rules on what results can be imported.
On the right-hand side of the Imports page, you can see the files that your LA has recently imported.
- You can click on the filename (or where it says - for example - "3 files" if a zip was used) to see whether the import was successful for each school, and how many pupil's data was included in the import. It is useful to check that these numbers look roughly right to make sure that the school has given you a complete dataset. (See below if no pupils at all are showing for a school)
NB the success check on this view only checks for technical errors, ie whether the file has been imported into the system, it does not mean that the data in the file has no validation errors in it.
- If the upload has a green arrow icon then the data passed the validation checks in Keypas. You can click on the arrow to see the relevant grid (which shows all schools' data, not just those in that import).
- If the upload has a red bell icon then the data contains errors or queries. You can click on the bell to see the relevant grid (which shows all schools' data, not just those in that import). Note that even when you have corrected the errors, the icon for that import doesn't update and will still show a red bell.
Some common technical errors are caused by schools sending files in the wrong format, such as:
- Creating an XML file by using Excel's "Save as XML" feature from the markbook instead of exporting the data in CTF format from the MIS. There is no way to recover the data you need from this other than to ask the school to send the correct file.
- Creating a CSV file by using the DfE's Excel template and using Excel's built-in "Save as CSV" feature rather than the Export button within the spreadsheet. This means that the structure of the document is incorrect although it has all the necessary information. You may find it easier to copy the data into a clean template and Export it yourself rather than going back to the school as long as the pupil data is complete and you do not need to make any changes to it.
If the file appears to import correctly but shows zero pupils when you click on the uploaded filename, it is likely that the school has sent a CTF set up for children transferring schools – this means that the file will have all the children and their key census details but is missing the <StageAssessment> section for each child that includes the key stage results. Keypas just ignores any children who don't have results given.
Where you have validation errors, you can run the Data Cleaning > Invalid Records report in Tree View to see what the errors are. The most common errors include:
- Date of birth outside expected range (typically a child who has been held back a year, but do check that it hasn't been entered incorrectly)
- Duplicate pupil - either a child who has been uploaded twice for the same school, or a child who has been reported by two schools, often if they have moved school during the assessment period
- Invalid UPN - a malformed UPN or where the check letter does not match.
- Invalid combination of marks or assessment codes (often around P-scales).
Key Stage specific notes
Early Years Foundation Stage Profile
There are currently no specific notes relating to EYFSP
Phonics is unique in that it is routinely undertaken in both year 1 and year 2 (the latter where the pupil fails to achieve the standard in the year 1 check) and for the purposes of submission schools ideally need to submit a single combined file.
It remains common that schools will sometimes send separate files for the two year groups. If they do, then it is advisable to upload them in the same batch. If you upload the file for one year group and don't tick "Retain existing data" then all existing data for that school for both year groups will be overwritten.
If you have any Year 2 pupils who took the check in Year 1 but whose results have not been pulled through (usually because they were in another LA at the time), you can use the "Phonics Previous Results" import to fill those gaps.
Phonics Previous Result Import
The Phonics Previous Results CSV import allows you to manually import Phonics previous result data. The template is located through the import wizard or on this page.
It is designed to allow you to fill gaps where automatic matching has been unable to locate a previous result record from Keypas, but also allows you to overwrite this matched data if you wish. Reasons for these gaps may include the pupil attending school in another LA during Year 1 or a different school where the UPN has (erroneously) been changed.
Before you can import the Phonics previous result data you must have already imported your Phonics dataset into Keypas.
When completing the template, leave fields blank where there is no applicable value. Make sure you leave the header row in place, unchanged and complete all necessary rows and columns.
When you come to import through the import wizard, the Selected Year parameter indicates the Phonics cohort you'll be importing the Phonics previous result into - not the year the Phonics previous result data is from. For example, you would select 2023 in the parameter when the pupils are in Year 2 in 2023, even though it is 2022 year 1 results that you will be updating.
This import will overwrite any current Phonics previous result values, including any automatically matched Phonics previous result values. Ensure your import file contains no records with duplicate UPNs before importing.
Key Stage 1
There are currently no specific notes relating to KS1.
Multiplication Tables Check
There are currently no specific notes relating to the Multiplication Tables Check.
Key Stage 2
There are 4 options for uploading KS2 files:
- TA – teacher assessment files submitted by schools for writing and pupils working below the level of the test. These TA results can be submitted direct to DfE via the Primary Assessment Gateway by the school, but in some LA there is an agreement that the LA will submit on the school's behalf. You would only use this option where that agreement is in place as writing results are received by the LA as part of the DfE results file mentioned below.
- DfE – results files sent by DfE at the start of July - this is the first sight of KS2 (primary accountability) results received by the LA and therefore of great interest to school and LA leaders. Schools received their own copy on the same day, but this lacks any local, regional or national comparison. Only by all LA importing this file into Nexus can those comparisons be built up at this early stage and you are encouraged to load the file as early as possible.
You will download 2 files from Primary Assessment Gateway - a school file and a pupil file...
You must ensure that the school file is imported first by selecting 'Schools File' from the 'Select the Import' dropdown. Then import the pupil file.
- In the event of any problems loading the file, check the Nexus forums as other LA may have experienced the same problems (where for example DfE have changed a file specification or name) and it is likely that Angel Solutions will already be working on resolving the issue as they are alert for the possibility each year.
- Prior attainment – if you have any pupils whose KS1 results are missing from Keypas, meaning that progress scores are not calculated, you can use this import to fill those gaps. This is essential to make your Early progress results as accurate as possible.
If you need help preparing the prior attainment file see the following help guide...
- AAT – revised results sent by DfE in the autumn term. Available on the Analyse Schools Performance (ASP) website in the downloads section.
- Once AAT has been imported you will wish to change the data sources for Realtime Dashboards and Insight:
Insight:To switch the data source to AAT go to Insight > Settings > Data Source and select 'from AAT'. The data source will then be updated overnight.
Dashboards:Ensure your schools / LA users can view the 2023 KS2 AAT data by switching the data source to 'Keypas (AAT)' in the Nova >Admin > Data Settings section
Key Stage 4
There are 3 options for uploading KS4 files:
- KS4 – imports the LA version of the KS4 file obtained from Key To Success
- Exam results – imports EDI files or CSV files sent by schools following results day in August. You should receive multiple files per school as schools will receive at least one file from each exam board with whom qualifications have been taken.
- Pupils will be matched to results based on census import, it is therefore possible - but rare - for a pupil to be matched to a census record in a different LA. If you don't mind sharing the results with that LA then tick the box to grant permission.
- Some exam boards do not send results via EDI files but through another process. It is for these results that the CSV file derived from a excel template is used. There is more information about our CSV import in our article KS4 Exam Results CSV Import.
- Prior attainment – if you have any pupils whose KS2 results are missing from Keypas, meaning that progress scores are not calculated, you can use this import to fill those gaps.
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