Information for data admin staff
Use this information to find out how to put pupils into groups for issuing and how to manage those groups.
The data admin role
The data admin role will need to:
- create DfE Sign-in accounts (opens in new tab) for all staff members who will be issuing education records
- assign staff the 'issue education records' role on DfE Sign-in
- group pupils using issue education records (opens in new tab) to suit your school's needs, such as into tutor groups.
Group pupils
You can group pupils in issue education records (opens in new tab) to make vouching more manageable. It is up to schools to decide how to group pupils. Your senior leadership team will let you know how they wish you to group pupils, this could be by tutor groups or any way that makes sense for your school.
You can group pupils by downloading a spreadsheet template, which can be downloaded from issue education records (opens in new tab).
Step by step: Grouping pupils using a spreadsheet template
- Click on 'Manage groups' tab.
- Select 'Create or edit groups'.
- Select 'Use the CSV template'.
- Download template. This will already have the pupils that are at your school.
- Fill in the group column or copy from an existing spreadsheet if you already have pupils grouped in a spreadsheet. In our pilot, some data administrators used a VLOOKUP in Excel to create groupings quickly.
- Upload the completed template to the service.
You or the school leader managing the rollout will need to inform staff members which groups they are responsible for vouching for.