How do I add new pupils to a multi school SOLAR HUB?

Each pupil should have a Unique UPN to them. We always recommend pupils are added with the Unique Pupil Number that they were assigned by the local authority, however, we understand that there are circumstances where schools will need to add pupils on to SOLAR with a dummy number and update this later once the true UPN has been received.

When creating dummy UPN numbers it is essential that each school within the group use a unique numbering system for example bridgeschool001, bridgeschool002 etc.

If more than one school assigns the same dummy UPN to different pupils this will cause one of the pupil's data to be overwritten by the other pupil.

If you have assigned a dummy UPN to a pupil this can only be amended manually from within the pupil record on SOLAR.

SOLAR uses pupils' UPNs to function and tell the pupils apart.

How do I add a new pupil to SOLAR?

Adding a New Pupil

To add a new pupil click Add Pupil: -

You are presented with the following screen: -

Note- the pupil photo is an on/off feature for schools.  This will only display if this has been turned on in Settings (See Settings article). 

Complete the form by entering the pupil’s first name, last name, and date of birth (DD/MM/YYYY), selecting their gender, year group, key stage, class, and ethnicity from the drop-down lists.  If the class, year group or key stage do not exist these will need to be added in Admin>Lists (See Lists article). Enter the pupil’s UPN and if required select the button next to “looked after” and/or “free school meals”. 

**Important**

All pupils on SOLAR must have a UPN and the UPN must be unique.  If you do not have a UPN for a pupil you must enter a dummy number that contains either the school initials if these are not the same as any other school in your group or the school name for example as001, as002, as003 or ashford01, ashford02, ashford03 etc.

Select any disabilities and learning needs by checking the relevant boxes. See example below: -

If the disability or Learning Needs do not exist these will need to be added in Admin>Lists (See Lists article).

If required select the button next to “pupil premium” and “spiky profile”.

How do I bulk update my pupil data?

If you have a large number of pupils that have changed tutor groups or many new starters joining the school then the fastest way to update this is a bulk update.

From the assessment, screen click on Reporting 

Scroll down the page and under the heading Pupil Information Reports select Pupil Report

Choose All Pupils then click Next

Select All Data and Excel Download then click Generate Report

Open the Excel file and update Column M Tutor Group with the pupil's new classes.

Add any new pupils that have joined the school at the bottom of the file following the exact format used for your current pupils.

Password protect the file and send to support@solarforschools.org.uk and send the password in a separate message.

**Important**

Columns/data must be in the same order.

You can only have 1 line per pupil

All columns must be completed except Disability, Learning Need and Ethnicity which can be left blank. However, we recommend that you provide 1 disability and 1 learning need (Note these can be added manually later)  

**Important**

All pupils on SOLAR must have a UPN and the UPN must be unique.  If you do not have a UPN for a pupil you must enter a dummy number that contains either the school initials if these are not the same as any other school in your group or the school name for example as001, as002, as003 or ashford01, ashford02, ashford03 etc.

Pupils UPNs cannot be changed/amended on SOLAR using the Bulk update method. They must be updated through SOLAR from within the pupil record.

Dates must be in the correct format (DD/MM/YYYY)

Key Stage should read Key Stage 1, Key Stage 2 etc not just be a number

Year Group should read Year R, Year 1, Year 2 etc not just be a number  

Gender should read Male or Female not F or M  

You can add more than 1 entry for disability and learning need.  If there is more than one entry this must be separated by a comma.  

Free School Meals, Pupil Premium and Looked After should be Yes or No. If you do not have/hold this data please use No  

Every pupil must be in a tutor group.  

You can then archive pupils that have left the school in Admin>Pupils