Adding pupils

MExCs are responsible for keeping the Hub up to date with accurate pupil data and groups. Pupils can be added one at a time or in bulk using an Excel template. We collect data so that we can properly manage and evaluate the impact of the programme. We also use the pupils’ data to support their progression.

For more on how we collect and use data, see the Data section of this guide.

A note on pupil data

If a pupil leaves the programme, deactivate them via the Pupils page. This does not delete their data. If a pupil requests that their data be deleted, contact Axiom Maths straight away and we'll handle it from there.

If you're unsure about your responsibilities around adding or editing pupil data, check with your school, your Axiom Maths contact or your delivery partner.

Bulk upload support

How to bulk upload

1. Find the Bulk Upload template on The Hub and download the file.
2. Click the purple Bulk Upload button under the Pupils section of the Hub.
3. Click Download Template to get the Excel file.
4. Complete all mandatory fields (orange) and as many optional fields (blue) as you have data for. You won't be able to upload until all mandatory fields are filled in.
5. Save the file in its existing Excel format (.xlsx).
6. Close the file and return to the Hub.
7. Click Upload Template, locate your completed file, and upload it.

The Hub will confirm how many pupils have been added, and flag any that couldn't be uploaded along with the reason why.

The Excel template

Each column is labelled with its data validation rules in italics, so you can see exactly what format is needed. Here's a summary of the mandatory fields:

• First name and Last name — Free text
• School Year — Year 7 to Year 11
• Date of Birth — DD/MM/YYYY
• Unique Pupil Number (UPN) — 13-digit number
• Sex — Male, Female, Other, or Prefer not to say
• Pupil Premium Eligible — Yes, No, or Not known
• SEND Status — Yes, No, Prefer not to say, or Not known
• SEND Details — Free text, required if SEND Status is Yes

KS2 Maths Score is optional, but we'd really encourage you to include it where you can. It helps us measure the impact of the programme more accurately.

A few things to check before you upload

• Make sure every mandatory field is complete for every pupil. Any row with a missing mandatory field will be skipped.
• If you've copied and pasted data into the template, it may bypass the built-in validation. Go back through any pasted cells to make sure the data matches the required format.
• Once uploaded, check through your pupil list in the Hub to make sure everything has come through correctly. Any errors can be edited manually.

FAQ

What happens after I upload the file?

The Hub will show a confirmation message with the number of pupils added. Any pupils that couldn't be added will be listed alongside the reason.

What if I don't have all the mandatory information yet?

That row will be skipped and the pupil won't be added. Complete the missing fields and re-upload, or add that pupil individually once you have the information.

What if I spot a mistake after uploading?

You can edit the pupil's details directly in the Hub, or correct the spreadsheet and re-upload. The system matches pupils by first name, last name, and date of birth, so make sure those match exactly.

Can I re-upload a spreadsheet to update pupil information?

Yes. Make sure the first name, last name, and date of birth match what's already in the system. Any blank cells won't overwrite existing data.

My data doesn't match the validation criteria. What should I do?

Align your data as closely as possible with the required format. If you can't find a match or you're unsure, contact Axiom Maths and we'll help you work it out.

There are too many errors to fix individually. What should I do?

Note the errors shown after the upload attempt, update your Excel file, and try again. If you're not sure how to resolve a particular error, get in touch and we'll talk you through it.