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Organising sessions

Importing class lists

To ensure you have an accurate cohort before a school session, Mavis allows you to import individual school class lists. Mavis will update the cohort list with any contact details provided and automatically identify any movers in and out.

Class lists from each school can be uploaded using the following template:

Class list import template
Microsoft Excel spreadsheet, 17 KB

Class lists for each school are uploaded separately, and each school can only have one class list.

Uploading a class list file

If the school did not provide the list in CSV format, you need to reformat it ready for upload:

  1. Navigate to the relevant Excel file for the school and open it. If there are multiple tabs in the Excel sheet, the records need to be combined into a single table.
  2. If present, remove the helper text row from the table (row 2).
  3. Go to File > Save a copy and then choose the format CSV UTF-8 (Comma delimited) (.csv) and save it.

In Mavis:

  1. Go to Imports in the top navigation.
  2. Click on Upload records.
  3. Select Class list records and click Continue.
  4. Search for the school by name and click Continue.
  5. Select which year groups these records are for.
Screenshot of choosing year groups for class list imports.
Select which year groups your class list import contains.

Mavis may add a missing NHS number or replace an incorrect one in your upload by searching PDS. (See See how Mavis uses PDS to find NHS numbers)

Note:

If a school does not provide postcodes for every child, you can still upload the class lists. You will have to add any missing NHS numbers manually.

Duplicates and import issues that need review

Screenshot of review screen for class import.

When you upload class lists, Mavis will identify children it already has records for.

If it’s an exact duplicate, Mavis will simply not import the record again - you’ll see a notification telling you how many records were not imported because they already exist in Mavis.

If the file upload includes additional information for the child, such as their gender or preferred name, this will be added to the existing record if you approve the upload.

If Mavis identifies any near matches with existing child records, you will need to review the missing or conflicting details after approving the upload, and confirm which record to keep and which record to archive.

Click Approve and import records

You’ll need to review close matches and school moves after importing.

  1. Click Review for each record listed.
  2. For close matches, select which version of the record you want to keep and select Resolve duplicate.

There is also an option to keep both child records. For example, in the case of twins, Mavis will identify a near match, but you can select Keep both records. The existing record will stay in Mavis and the uploaded record will be added.

If there are some parts of each record that are correct, you can:

  1. note down any correct information from the version you choose to archive
  2. archive that record
  3. go to the record you are keeping and edit the information there
Note:

If less than 70% of records, uploaded with a postcode, match an NHS number in PDS, the upload will be rejected, and you’ll see an error message. You should review the file, correcting any formatting issues (for example, make sure the first name and last name columns and the date of birth rows are in the correct position) and try uploading it again.

Note:

Some records may have changed since you uploaded your file. For example, another import might have been approved that includes some of the records in your file, or a child’s school or NHS number may have changed in Mavis. If this happens, you’ll need to review those records again and confirm you still want to import the remaining changes from your file.

Reviewing children who have moved schools

When importing class lists, Mavis will automatically identify if a child’s school has changed and raise this on the School moves page.

To review a child changing school, follow the instructions on this page of the user guide:

Handling out-of-year-group children

When children are taught outside their chronological year group, you need to record this in either the cohort upload or class list upload. If you do not do this, the child won’t be added to the correct cohort.

For example, for a child who would be educated in year 7 according to their birth date, but is in year 8 at school, you need to specify a value of 8 in the CHILD_YEAR_GROUP field in either the cohort upload file or class list upload file.