Prepare your student data for the current / next school year

Each student must be assigned a Current Year Group. This is their Registration group for the current school year. Students may also be assigned a group for the next school year. Any students with a Next Year Group set will automatically move to that group at the start of a new academic year. Any students without a Next Year Group set will stay in the same group they were in the previous year. Your school's start date is set in My BSquared - generally September 1 for schools in England and Wales and early August for schools in Scotland.

To edit the Current Year Group

For individual students

1. Go to the Manage Students page in My BSquared.
2. Find the student in the list and click on the pencil icon in the Edit column. A popup will open with the student’s details.
3. Click the dropdown next to Current Year Group and make your selection for the current group.
4. Click Save at the bottom of the page.

For multiple students at once

1. Go to the Manage Students page in My BSquared.
2. Click the tick box on the very left to select the students you want to set a group for.
3. Click on the “Please select” drop down.
4. Select “Set Current Year Group". The “Apply – xx row(s)” button will become active for you to click on and a pop-up will show all students selected.
5. Now choose the Group you want to assign from the dropdown.
6. Click Save.

Import a CSV file – Use this to import students from your school’s student management system.

1. Create a CSV file from your student management system with the new starters and/or existing students with their updated Registration Groups.
2. Prepare your export file, so it only includes the students that you wish to work with in our systems.
3. Go to the Manage Students page on My BSquared.
4. Click Import CSV in the top right.
5. Select the import system and upload your CSV file.
6. Assign the fields in your file to the fields in our software.
7. Choose whether you want to mark any students not in the import file as leavers and set your effective date (Marking students as leavers will use the effective date as the leaving date).
8. Check you are happy with the Preview and commit the import, so new students will be added and registration groups of current students will be updated.

Top tips before you start and import:

• Update your MIS first - if you're importing students using a csv, make sure your MIS (e.g. SIMS) is updated with their new classes before generating the file. Only import the students that you wish to work with in our systems.
• Set the correct start date - Use the first day of the new academic year as the “effective date”.
• Include the student UPN numbers in the import - If there is no UPN number, first name, last name and DOB will be used to match student records. This is less reliable as duplicate records will be created if the information in those three fields does not match exactly.

To assign the Next Year Group

For individual students

1. Go to the Manage Students page in My BSquared.
2. Find the student in the list and click on the pencil icon in the Edit column. A popup will open with the student’s details.
3. Click the dropdown next to Next Year Group and make your selection for the next group.
4. Click Save at the bottom of the page

For multiple students at once

1. Go to the Manage Students page in My BSquared.
2. Click the tick box on the very left to select the students you want to set a group for.
3. Click on the “Please select” drop down.
4. Select “Set Next Year Group". The “Apply – xx row(s)” button will become active for you to click on and a pop-up will show all students selected.
5. Now choose the Group you want to assign from the dropdown.
6. Click Save.

For all students in a current year group that will move on together

1. Go to the Manage Groups page in My BSquared.
2. Find the Group for the class you want to set the next year group for.
3. Click the pencil icon in the Edit column next to that group. A window will pop up where you can edit group details.
4. Click Set Next Class (bottom right).
5. Choose a Registration Group for next year from the drop down menu.
6. Click Save.

Students will be moved to the Next Year Group at the beginning of the next school year. It will then become their Current Year Group.