Importing School Data Into Renaissance Place
“IF the pupils DATES OF BIRTHS ARE IMPORTED AS 01/01/9999”
STAR Norming calculations will begin from that date
This guide will show you how to import a list of pupils, teachers and classes using
Microsoft Excel. This is the most commonly used import method but other formats
are also supported such as .txt or .xml. Additional support for these import methods
can be given by either giving us a call or using the online CHAT feature built within
your Renaissance Place™.
Your Spread Sheet
The first step in importing your data correctly is to decide what data you want
to import. By using an Excel spread sheet (.XLS / .CSV) you can combine
pupil, course, class and teacher information onto a single spread sheet in a
Microsoft Excel workbook.
An example spread sheet can be found on page 5 of this guide.
By importing this with one file, you will save yourself the job of setting up each class
manually. However, if classes have already been set up in your Renaissance Place
site you can choose to import a new list of pupils by following the method below.
Pupil Data
To import a list of pupils you will need to have the following required fields (Headers)
in your Excel file:
• Pupil First Name
• Pupil Last Name
• Gender (M or F)
• Date of Birth (dd/mm/yyy format)* Required Field
• School Year (Year must number only i.e. “7”) Required Field
• Unique I.D. (We recommend Admissions Number, but any unique number is valid)
• Pupil Username (see below)
• Pupil Password (see below)
© 2013 Renaissance Learning UK Ltd.
32 Harbour Exchange Square _ London _ E14 9GE
Tel: +44(0)20 7184 4000 | Fax: +44(0)20 7538 2625
R45022. 30.01.2013
Pupils will not be able to test unless all this information is imported.
*A note on dates of birth: Microsoft Excel defaults the DOB information to a format
which is not compatible with our import system. To fix this, please right click on your
DOB column, choose Format Cells and select the following option:
Please do not select the dd/mm/yyyy year format with the asterisk
Selecting a Pupil Username and Password
All users will require a username and password in order to access Renaissance
Place. If your students and staff already use a username and password to access
your school network, we recommend entering this information into the
username/password fields of your spread sheet.
If you do not enter a username and password for the pupil, the system will
generate one based on the pupil’s name – this can later be viewed in STAR
Reading > Reports > Pupil Information
© 2013 Renaissance Learning UK Ltd.
32 Harbour Exchange Square _ London _ E14 9GE
Tel: +44(0)20 7184 4000 | Fax: +44(0)20 7538 2625
R45022. 30.01.2013
Importing Classes
To setup classes you need the following information:
• Course name (i.e. Accelerated Maths™ or Accelerated Reader™)
• Class Name
• Teacher
The Course > Class hierarchy must be employed when importing data to
Renaissance Place, each class must be nested within a course. Many schools divide
their year groups into courses, with individual classes inside, but this is entirely up to
you. However you decide to name them, your courses must be present on the spread
sheet.
Teacher Data
To import teacher data, you need to place it in the subsequent columns following the
Course and Class data (see page 5 for example)
• Teacher First Name
• Teacher Last Name
• Teacher Username
• Teacher Password
Please Note: Unlike pupil passwords, teacher passwords must be entered to
import correctly. Teacher passwords must be a minimum of 3 characters with a
number.
Putting It All Together
With all your information arranged on the spread sheet, it should similar to the
example sheet found on page 5.
For your convenience, a template with correctly organised headings is
available for you to fill in at LINK
Importing Data
Once you are happy with the file you will need to log in to your Renaissance
Place website using your Administrator Username and Password. From the
homepage select Personnel and Pupils followed by Import Information. Click
Browse to select the file you created and click Next. From the drop-down
menu (near the bottom) of the page select the school year you wish to add
pupils to. It is important to check that your School Year has been added and
that you are able to import into the correct school year. If the year is not
available, please go to this link.
Once you have chosen the school year click Next in the bottom, right-hand
corner of the page.
© 2013 Renaissance Learning UK Ltd.
32 Harbour Exchange Square _ London _ E14 9GE
Tel: +44(0)20 7184 4000 | Fax: +44(0)20 7538 2625
R45022. 30.01.2013
This next page is where you determine which parts of the file are the headers and
which is pupil data as shown below.
If this row contains the headings for your columns, you will need to select Header
from the drop down box. The first row in your sheet should contain this information
and normally the system will detect this. Once your header row is selected, hit Next.
On the following screen you have to specify which columns represent which data. For
example, if Column 1 contains your pupil forenames, select Pupil First Name. If you
have named your headings as outlined above, the system will usually detect which
columns are which, though we recommend that you review this before hitting Next.
The next screen asks you to confirm which data you are importing – if you were, for
example, only importing pupil data, the Pupil Data check box will be ticked. If this all
looks correct, click Next.
© 2013 Renaissance Learning UK Ltd.
32 Harbour Exchange Square _ London _ E14 9GE
Tel: +44(0)20 7184 4000 | Fax: +44(0)20 7538 2625
R45022. 30.01.2013
The Pupil Options screen lets you choose what to do if any matches are found.
You can choose to Create A New Pupil If No Match Is Found and Update Any
Existing Pupils With The Information Being Imported by selecting the
appropriate tick-box. The drop-down menu will allow you to specify criteria by which
to search for matching pupils. Data can be matched on I.D. Number or First, Middle
and Last Name. For pupils that are found to already be in the system, you may wish
to create a new pupil or simply update the existing record with new information
Once you are happy click Next.
Finishing up
This final screen allows you to review your import and the options chosen. When you
are ready, select Start the Import to complete the process. After a few moments your
import should be complete.
You may wish to check that this has been completed successfully by going to
Courses and Classes (if you have imported Course, Class and Teacher information)
or Personnel and Pupils > View Pupils > hit Search (if you only imported Pupil data).
Having walked through steps above, if you feel you need assistance or at any point
run into any error messages on screen, please contact Support.
Customer Support
Renaissance Learning Customer Support is available between 08:00 – 17:00,
Monday to Friday.
T: 020 7184 4000
E: [email protected]
You can speak to a representative by clicking
Renaissance Place Site.
© 2013 Renaissance Learning UK Ltd.
32 Harbour Exchange Square _ London _ E14 9GE
Tel: +44(0)20 7184 4000 | Fax: +44(0)20 7538 2625
from within your
R45022. 30.01.2013
Example Import Sheet
© 2013 Renaissance Learning UK Ltd.
32 Harbour Exchange Square _ London _ E14 9GE
Tel: +44(0)20 7184 4000 | Fax: +44(0)20 7538 2625
R45022. 30.01.2013