Manual bulk upload of data to AssessPrep when SIS integration is unavailable

In certain cases, a school’s Student Information System (SIS) may not be able to directly integrate with the AssessPrep platform. In these situations, schools can still upload their data via excel sheets, ensuring that all the necessary information—such as Classes, Subject Groups & Subjects , Students, Teachers, and Admins—can be added to the AssessPrep platform seamlessly. This guide will walk you through the process of preparing and submitting your data for upload.

To make the process easier, this guide is divided into sections. You can jump to any part of the process that you need help with:

Step 1: Receive the excel file

Step 2: Fill out the excel file

Step 3: Send the file to AssessPrep support

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Step 1: Receive the excel file

The AssessPrep support team will send you an Excel file with 4 pre-made tabs to fill out. Each tab contains specific data fields that need to be completed.

Step 2: Fill out the excel file

Fill in the data under each of the tabs. Here are the details for what each tab should include:

1. Custom Classes (Tab 1)

This tab contains the class and subject details, as well as the custom class names and teacher assignments. The headers in this tab include:

• Class: Name of the class (e.g., 9A, 10B). You can use custom class names here, such as "Science 101" or "Maths Group A".
• Grade: The grade level (e.g., Grade 9, Grade 10).
• Subject Group: The category of subjects (e.g., Science, Arts, Humanities).
• Subject: The name of the subjects being taught (e.g., Maths, English, Physics).
• User: The person associated with the class (e.g., Teacher name or Teacher ID).
• Role: Role of the person in the class (e.g., Teacher, Admin).

Example:

Class	Grade	Subject Group	Subject	User	Role
Biology SL	9	Sciences	Biology	John	Student
Biology SL	9	Sciences	Biology	Mary	Student
Biology SL	9	Sciences	Biology	Mike	Student
Biology SL	9	Sciences	Biology	Julia Roberts	Teacher/Admin

 

2. Standard Class Creation (Tab 2)

This tab includes class-related data for students. The headers are:

• First Name: Student's first name
• Last Name: Student's last name
• Email: Student's email address
• Role: Role of the student (e.g., Student)
• Classes: The class to which the student belongs
• Section: The section of the class (e.g., A, B, C)
• Subjects (1-9): List of subjects the student is enrolled in (up to 9 subjects)

Example:

First Name	Last Name	Email	Role	Classes	Section	Subject 1	Subject 2	Subject 3	Subject 4	Subject 5
Alice	Smith	[e-mail]	Student	9A	A	Maths	Science	English	History	Geography
Bob	Johnson	[e-mail]	Student	9A	B	Maths	Science	Physics	History	Chemistry
Carol	White	[e-mail]	Student	9B	A	Biology	English	History	Arts	Music
David	Brown	[e-mail]	Student	10A	C	Maths	Chemistry	Biology	English	Computer
Emma	Green	[e-mail]	Student	10B	A	Physics	Chemistry	Maths	History	Economics

 

3. Teachers and Admins (Tab 3)

This tab contains data for teachers and administrators. The headers are:

• First Name: Teacher's or Admin's first name
• Last Name: Teacher's or Admin's last name
• Email: Teacher's or Admin's email address
• Role: The role (e.g., Teacher, Admin)

Example:

First Name	Last Name	Email	Role
John	Doe	[e-mail]	Teacher
Jane	Smith	[e-mail]	Teacher
Mike	Lee	[e-mail]	Teacher
Emma	Brown	[e-mail]	Teacher
Robert	White	[e-mail]	Admin
Sarah	Green	[e-mail]	Admin
Tom	Black	[e-mail]	Teacher
Lucy	Gray	[e-mail]	Admin
Kevin	Williams	[e-mail]	Teacher
Olivia	Johnson	[e-mail]	Admin

 

4. Student Upload (Tab 4)

This tab is for student login details. The headers are:

• First Name: Student's first name
• Last Name: Student's last name
• Email: Student's email address
• Role: Role of the student (Student)

Example:

First Name	Last Name	Email	Role
Tom	Brown	[e-mail]	Student
Alice	Smith	[e-mail]	Student
Bob	Johnson	[e-mail]	Student
Carol	White	[e-mail]	Student
David	Brown	[e-mail]	Student

Step 3: Send the file to AssessPrep support

Once you've completed the Excel file, send it to [e-mail]. This will allow the AssessPrep support team to process your data for upload.

 

Note : Upon receiving the file, the AssessPrep support team will review and upload the data to the platform. This process typically takes 24 to 48 hours depending on the volume of data. You will receive a confirmation email once the data has been successfully uploaded to the AssessPrep platform.