Data Import: Formatting Guide

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Getting yourself ready for import

In order to start using the system, your current single central record data will need uploading into our bulk importer. To make this process as quick and easy for you as possible, we’ll need to get your data in the right format – so we have created a step by step guide for you below, where we will go through each action that needs to be taken for the import.

Step 1. Date Formatting

As with all software programs dates need to be formatted so the software can read them correctly. If you were entering the date, 23rd September 2019, then the following values would be accepted.

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We also support the universal standard ISO 8601 format of YYYY-MM-DD, for example, 2019-09-23

When importing the data if a date is wrong SCR Tracker will highlight this in red

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Action

Please go through your all the sheets in your spreadsheet and update all dates to fit the ‘Correct format’ before moving onto step 2.

Step 2. Adding a 'Check complete' column to every check

We’ve seen that some SCR spreadsheets lack a ‘Check complete’ column – which the SCR Tracker system uses. This column tells SCR Tracker that you have completed the check to make sure you are adhering to the DfE’s guidance.

As an example, we have taken the Right to work check from an SCR excel spreadsheet. Here you can see how the data will import.

The three fields that are on this spreadsheet will import directly into the check on SCR Tracker, however, Check complete is missing.

Check complete is a required field but this information isn’t on the Excel spreadsheet just yet.

Action

If missing, you will now need to add in a new column for every check called Check complete and enter Yes/No, Y/N, or True/False

This needs to be done across all checks in all sheets on your spreadsheet.

Please see the example below:
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Later, when we get to the stage of doing the data import, this is how the Check complete and Date checked columns will need to look

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3. Adding Are checks required for specific checks

As you know not all checks are required for all staff members – for example, Section 128 is only for specific employees. For these check imports we need to know if a check is required for a staff member or not.

So in step number two you will have actioned the Check complete column, so your 

Section 128 check would look like this, pictured right.

We now need to add an Are checks required column. Pictured below is an example for Section 128.

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This needs to be done for the following checks across all sheets within the spreadsheet

  • Qualifications
  • DBS
  • Barred List Check
  • Prohibited List
  • Disqualification Declaration Check
  • Section 128
  • Overseas Criminal Checks

In the import, this will then look like this

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Great news! Your current single central record should now be up to date and you are ready to import.

The Data Import

The import is a simple copy and pasting exercise from your spreadsheet into SCR Tracker.

To get started you need to open SCR Tracker’s Bulk Importer. Go to Settings and selecting Bulk import.

It should look like this, pictured right.
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In red below you can see Teaching Staff: this is the name of the profile type and corresponding sheet. On SCR Tracker’s bulk importer you have:

  • Teaching staff
  • Support staff
  • Governors
  • Volunteers
  • Agency staff
  • Contractors

The sheets in your Excel spreadsheet should match the profile above. If you have Trustees they will fit into Governors and we can update the profile name at a later date for you.

In each profile type/sheet there will be different checks. In the image below Medical checks and Identity Checks have been highlighted.

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Below each check you can see the fields that are related to it. The ones with an asterisk are required for inspection.

Let’s look at an example.

For Identity Checks we have the following columns:

  • Check complete*
  • Details of documents seen
  • Date checked*
  • Checked by 

We need to copy and paste from your excel spreadsheet. Once you have your Excel Teaching staff column and SCR Tracker Teaching staff sheet open, we can begin.

1. Let’s start to import the data by copying column-by-column into SCR Tracker.

Begin by selecting the First Name column in your spreadsheet, in order to map it directly onto the First Name column in Profile Details on SCR Tracker.

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2. Now we are ready to copy and paste.

Highlight the whole column in Excel and press CTRL + C on your keyboard (or right mouse click and ‘copy’). You will then click once into the top cell of SCR Tracker’s First Name column and press CTRL + V on your keyboard.

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3. Now you can repeat this for each profile type/column until your whole Excel spreadsheet is now in SCR Tracker.

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4. Once you’re sure that all your data is correctly mapped to each profile type and column, click Import.

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6. Now you will have successfully created a profile for everyone on your import list – and you’re ready to start checking through that they’re ‘Inspector ready’ on your Dashboard.

IMPORTANT NOTE: If you choose to import one profile type at a time, rather than the whole sheet in one go, you need to ensure to click ‘CLEAR ALL’ between imports. Otherwise, you will override the previous data imported.

An example of this is if you were to map the Teaching staff columns, hit import, and then want to do the same for ‘Support staff’ separately – you would need to CLEAR ALL in-between imports. A simpler way would be to paste in all the information you need for every profile (step 3), and at the end, once you’re done, hit Import.

Success!

If you have any questions or problems, please contact us

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