© 2018 Capita Business Services Ltd. All rights reserved.
Capita Education Software Solutions is a trading name of Capita Business Services Ltd. Our Registered office is 30 Berners Street, London, W1T 3LR and our registered number is 02299747. Further information about Capita plc can be found in our legal statement.
NB: An R&A Extended Licence is required for a school to use this functionality.
|
Field |
Mandatory / Optional |
Comment |
|---|---|---|
|
Basic Details |
|
|
|
Title |
Optional |
Match on Code within ‘Title lookup |
|
Surname |
Mandatory |
60 characters max, 1 character min |
|
Forename |
Mandatory |
60 characters max, 1 character min |
|
Preferred Surname |
Optional |
60 characters max, Default to Forename if missing or null |
|
Preferred Forename |
Optional |
60 characters max, Default to Forename if missing or null |
|
Middle Names |
Optional |
60 characters max, 1 character min |
|
Date of Birth |
Mandatory |
YYYY-MM-DD |
|
Gender |
Mandatory |
Either M or F |
|
Quite Note |
Optional |
|
|
Registration Details |
||
|
Year of Entry |
Mandatory |
Blank or YYYY |
|
Season of Entry |
Mandatory |
Match on Description within ‘Admission Season’ lookup |
|
Year Group |
Mandatory |
Match on Shortname for a yeargroup within Pastoral structure |
|
House |
Optional |
Match on Shortname for a house within Pastoral structure |
|
Boarder Status |
Optional |
Match on Code within ‘Boarder Status’ lookup |
|
Tier 4 Application |
Optional |
‘T’ for True or ‘F’ for False |
|
Application Reference Number |
Optional |
|
|
Subject Choices |
Optional |
Can be multiple subjects. Match on Description within ‘Subjects’ |
|
Pupil Reference |
Optional |
20 Characters Max, must be unique |
|
Home Address and Contact Details |
||
|
Home Address |
Optional |
20 characters max |
|
Home Telephone |
Optional |
20 characters max |
|
Mobile Telephone |
Optional |
20 characters max |
|
Home Email |
Optional |
60 characters max |
|
Ethnicity |
||
|
Ethnicity |
Optional |
Match on Code within ‘Ethnicity’ lookup for a Student |
|
EthnicitySource |
Optional |
Match on Code within ‘Ethnicity Source’ |
|
Home Language |
Optional |
Match on Code within ‘First Language lookup for a Student |
|
First Language |
Optional |
Match on Code within ‘Home Language’ lookup for a Student |
|
Disabilities |
Optional |
Match on Code within ‘Disability’ lookup for a Student |
|
Religion |
Optional |
Match on Code within ‘Religion lookup for a Student |
|
National Identity |
Optional |
Match on Code within ‘National Identity’ lookup for a Student |
|
Nationality |
Optional |
Match on Description within ‘Nationality of Pupil’ lookup |
|
Passport Number |
Optional |
50 characters max |
|
Issue Date |
Optional |
YYYY-MM-DD |
|
Expiry Date |
Optional |
YYYY-MM-DD |
|
Nameon Passport |
Optional |
50 characters max |
|
Visa Number |
Optional |
50 characters max |
|
Visa Issue Date |
Optional |
YYYY-MM-DD |
|
Visa Expiry Date |
Optional |
YYYY-MM-DD |
|
Medical |
||
|
Dietary Needs |
Optional |
Can be Multiple needs. Match on Code within ‘Dietary Needs’ lookup for a Student |
|
Medical Conditions |
Optional |
Can be Multiple conditions. Match on Description within ‘Medical Conditions’ |
|
Medical Notes |
Optional |
250 characters max |
|
Special Educational Needs (Optional but if present) |
||
|
SEN Start Date |
Mandatory |
YYYY-MM-DD |
|
SEN Status |
Mandatory |
Match on Code within ‘SEN Status’ lookup |
|
SEN Needs & Rank |
Optional |
Can be multiple needs, Match on Code within ‘SEN Needs lookup |
|
Current and Previous Schools |
||
|
Current School and Dates |
Optional |
Match School Name within Other Schools |
|
Previous School and Dates |
Optional |
Match School Name within Other Schools |
|
One of Multiple Visits or Events (Optional but if present) |
||
|
Visit Type |
Mandatory |
Match on Description within ‘Visit Type’ lookup |
|
Visit Date |
Mandatory |
YYYY-MM-DD |
|
Visit Time |
Optional |
HH:MM |
|
Visit Comments |
Optional |
Upto 250 Characters |
|
Concessions (Optional but if present) |
||
|
Concession |
Mandatory |
Match on Description within Concession’ lookup |
|
Start Date |
Optional |
YYYY-MM-DD |
|
Comments |
Optional |
Upto 250 Characters |
|
One or Multiple User Defined Fields (Optional but if present) |
||
|
Value |
Mandatory |
Ability to use any User Deffined Field that is of a type: Text (Single Line), Text (Multi-Line), Date, Number, True / False (Boolean), Decimal or Currency
Text (Single Line) Upto 100 characters Text (Multi Line) Upto 4000 characters Date Format YYYY-MM-DD Boolean Format is T for True Number Max. 999999999 Decimal Max. 999999999.99 Currency Max. 999999999.99
On Import will also check the Minimum / Maximum values defined on the User Defined Field |
|
One or Multiple Contacts (Need at least one Contact) |
||
|---|---|---|
|
Order |
Mandatory |
1 – 10 |
|
Title |
Optional |
Match on Description within ‘Title’ lookup |
|
Surname |
Mandatory |
60 characters max, 1 character min |
|
Forename |
Mandatory |
60 characters max, 1 character min |
|
Gender |
Optional |
Either ‘M’ or ‘F’ |
|
Relationship |
Mandatory |
Either Mother, Father or Match on Code within ‘Contact Relationship to Pupil’ lookup |
|
Responsibility |
Optional |
‘T’ for True or ‘F’ for False |
|
Address and contact information (One of the phone numbers is Mandatory) |
||
|
Home Address |
Optional |
|
|
Home Telephone |
Optional |
20 characters max |
|
Mobile Telephone |
Optional |
20 characters max |
|
Work Telephone |
Optional |
20 characters max |
|
Fax Number |
Optional |
20 characters max |
|
Home Email |
Optional |
60 characters max |
|
Work Email |
Optional |
60 characters max |
|
Contact Occupation Details |
||
|
Occupation |
Optional |
Match on Code within ‘Occupation’ lookup |
|
Workplace |
Optional |
60 characters max |
|
Deposit or Registration Fees (Optional but if present) |
||
|
Type |
Mandatory |
Mandatory if Deposit is Present Must be DEP |
|
Payment Date |
Mandatory |
YYYY-MM-DD |
|
Amount |
Mandatory |
99999999.99 |
|
Reference |
Optional |
30 characters max |
|
Description |
Optional |
30 characters max |
|
Payer Details (Optional) |
||
|
Payer Reference |
Mandatory |
|
|
Billing Name |
Mandatory |
|
|
Fees Breakdown |
Mandatory |
0 to 100 |
|
Extras Breakdown |
Mandatory |
0 to 100 |
|
PaymentType |
Optional |
If blank use default setting in Fees |
|
Fees Status |
Mandatory |
Default ‘Main Billing’ |
|
Email Bills |
Optional |
Format is T for True |
|
Email Address for Fees |
Optional |
Emal address for Fees Financial documents. Could be a repeat of Work or Home Email |
|
Bank Details (Optional but if present) |
||
|
BankName |
Mandatory |
30 characters max |
|
Sortcode |
Mandatory |
6 digits |
|
Account Number |
Mandatory |
8 digits |
|
Account Name |
Mandatory |
18 characters max |
|
AUDIS Mandate Indicator |
Optional |
New, Sent, Not Sent |
|
Tag |
Mandatory / Optional |
Comment |
|---|---|---|
|
<?xml version="1.0" encoding="UTF-8"?> |
|
|
|
<ApplicationImport> |
M |
|
|
<Header> |
M |
|
|
<DocumentName/> |
M |
“Application Import File” |
|
<Version/> |
M |
“1.0” |
|
<DateTime/> |
M |
YYYY-MM-DD or YYYY-MM-DDTHH:MM:SS |
|
<DestSchool> |
M |
|
|
<SchoolID/> |
M |
SIMS School (School No + LA No), 7 characters. This must match to be imported. |
|
</DestSchool> |
- |
|
|
</Header> |
- |
|
|
<ApplicationCollection> |
M |
|
|
<Application> |
M |
|
|
<ApplicationID/> |
M |
Unique ID number within this file, 32bit integer |
|
<Title/> |
O |
Match on Code within ‘Title lookup |
|
<Surname/> |
M |
60 characters max, 1 character min |
|
<Forename/> |
M |
60 characters max, 1 character min |
|
<PrefSurname/> |
O |
60 characters max, Default to Forename if missing or null |
|
<PrefForename/> |
O |
60 characters max, Default to Forename if missing or null |
|
<Middlename/> |
O |
60 characters max, 1 character min |
|
<DOB/> |
M |
YYYY-MM-DD |
|
<Gender/> |
M |
Either M or F |
|
<ProposedYearOfEntry/> |
M |
Blank or YYYY |
|
<ProposedSeasonOfEntry/> |
M |
Match on Description within ‘Admission Season’ lookup |
|
<ProposedYearGroup/> |
M |
Match on Shortname for a yeargroup within Pastoral structure |
|
<ProposedHouse/> |
O |
Match on Shortname for a house within Pastoral structure |
|
<PupilRef/> |
O |
20 Characters Max, must be unique |
|
<BasicDetails> |
- |
|
|
<BoarderStatus/> |
O |
Match on Code within ‘Boarder Status’ lookup |
|
<Tier4Appl/> |
O |
‘T’ for True or ‘F’ for False |
|
<Ethnicity/> |
O |
Match on Code within ‘Ethnicity’ lookup for a Student |
|
<EthnicitySource/> |
O |
Match on Code within ‘Ethnicity Source’ lookup |
|
<Languages> |
O |
|
|
<Type> |
OR |
|
|
<LanguageType/> |
M |
‘H’ for ‘Home Language’ or ‘F’ for ‘First Language’ |
|
<Language/> |
M |
Match on Code within ‘Home Language’ or ‘First Language’ lookup |
|
</Type> |
- |
|
|
</Languages> |
- |
|
|
<MedicalFlag/> |
O |
‘T’ for True or ‘F’ for False |
|
<Disabilities> |
O |
|
|
<Disability/> |
MR |
Match on Code within ‘Disabilities’ lookup |
|
</Disabilities> |
- |
|
|
<Religion/> |
O |
Match on Code within ‘Religion’ lookup |
|
<NationalId/> |
O |
Match on Code within ‘National Identity’ lookup |
|
<ARN/> |
O |
20 characters max |
|
</BasicDetails> |
- |
|
|
<DietaryNeeds> |
O |
|
|
<DietaryNeed/> |
MR |
Match on Code within ‘Dietary Needs’ lookup for a student |
|
</DietaryNeeds> |
- |
|
|
<SENHistory> |
O |
|
|
<SEN> |
OR |
|
|
<StartDate/> |
M |
YYYY-MM-DD |
|
<SENStatus/> |
M |
Match on Code within ‘SEN Status’ lookup |
|
</SEN> |
- |
|
|
<SENNeeds> |
O |
|
|
<SENNeed> |
OR |
|
|
<SENTypeRank/> |
M |
1 to 10 |
|
<SENType/> |
M |
Match on Code within ‘SEN Need Type’ lookup |
|
</SENNeed> |
- |
|
|
</SENNeeds> |
- |
|
|
</SENHistory> |
- |
|
|
<Address> |
O |
|
|
<HouseName/> |
O |
40 characters max |
|
<HouseNumber/> |
O |
40 characters max |
|
<StreetDescription/> |
O |
40 characters max |
|
<District/> |
O |
40 characters max |
|
<Town/> |
O |
40 characters max |
|
<County/> |
O |
40 characters max |
|
<Postcode/> |
O |
8 characters max |
|
<Country/> |
O |
40 characters max |
|
</Address> |
- |
|
|
<Phones> |
O |
|
|
<HomeTelephoneNumber/> |
O |
20 characters max |
|
<MobileTelephoneNumber/> |
O |
20 characters max |
|
</Phones> |
- |
|
|
<HomeEmailAddress/> |
O |
60 characters max |
|
<Note/> |
O |
60 characters max |
|
<Nation> |
O |
|
|
<Nationality/> |
M |
Match on Description within ‘Nationality of Pupil’ lookup |
|
<PassportNumber/> |
O |
50 characters max |
|
<IssueDate/> |
O |
YYYY-MM-DD |
|
<ExpiryDate/> |
O |
YYYY-MM-DD |
|
<NameonPassport/> |
O |
50 characters max |
|
<VisaNumber/> |
O |
50 characters max |
|
<VisaIssueDate/> |
O |
YYYY-MM-DD |
|
<VisaExpiryDate/> |
O |
YYYY-MM-DD |
|
<Nation/> |
|
|
|
<Medical> |
O |
|
|
<MedicalNotes/> |
O |
250 characters max |
|
<Conditions> |
O |
|
|
<Condition/> |
MR |
|
|
</Conditions> |
- |
|
|
<Medical/> |
|
|
|
<SubjectChoices> |
O |
|
|
<Subjects> |
OR |
|
|
<Subject/> |
M |
Match on Description within ‘Subjects’ Subject Rank will be determined by the order of the Subjects in the file |
|
<Comment/> |
O |
250 characters max |
|
</Subjects> |
- |
|
|
</SubjectChoices> |
- |
|
|
<Contacts> |
M |
|
|
<Contact> |
MR |
|
|
<Order/> |
M |
1 – 10 |
|
<Title/> |
O |
Match on Description within ‘Title’ lookup |
|
<Surname/> |
M |
60 characters max, 1 character min |
|
<Forename/> |
O |
60 characters max, 1 character min |
|
<Gender/> |
O |
Either ‘M’ or ‘F’ |
|
<Relationship/> |
M |
Match on Description within ‘Contact Relationship to Pupil’ lookup |
|
<Responsibility/> |
O |
‘T’ for True or ‘F’ for False |
|
<Address> |
O |
|
|
<AddressAsPupil/> |
O |
‘T’ for True or ‘F’ for False |
|
<AddressDetails> |
O |
|
|
<HouseName/> |
O |
40 characters max |
|
<HouseNumber/> |
O |
40 characters max |
|
<StreetDescription/> |
O |
40 characters max |
|
<District/> |
O |
40 characters max |
|
<Town/> |
O |
40 characters max |
|
<County/> |
O |
40 characters max |
|
<Postcode/> |
O |
8 characters max |
|
<Country/> |
O |
40 characters max |
|
</AddressDetails> |
- |
|
|
</Address> |
- |
|
|
<Phones> |
M |
|
|
<HomeTelephoneNumber/> |
O |
20 characters max |
|
<WorkTelephoneNumber/> |
O |
20 characters max |
|
<MobileTelephoneNumber/> |
O |
20 characters max |
|
<FaxNumber/> |
O |
20 characters max |
|
</Phones> |
- |
|
|
<HomeEmailAddress/> |
O |
60 characters max |
|
<WorkEmailAddress/> |
O |
60 characters max |
|
<Occupation/> |
O |
Match on Code within ‘Occupation’ lookup |
|
<Workplace/> |
O |
60 characters max |
|
<PayerDetails> |
O |
|
|
<PayerRef/> |
M |
20 Characters Max, must be unique |
|
<BillingName/> |
M |
100 Characters Max |
|
<FeesBreakdown/> |
M |
Between 0 and 100 |
|
<ExtrasBreakdown/> |
M |
Between 0 and 100 |
|
<PaymentType/> |
O |
Match on Description within ‘Payment Type’ lookup. If missing uses the default type on the Fees Parameters |
|
<FeesStatus/> |
O |
Match on Description within ‘Fees Status’ lookup. If missing uses Main Billing |
|
<EmailBills/> |
O |
‘T’ for True or ‘F’ for False |
|
<EmailAddressforFees/> |
O |
Emal address for Fees Financial documents. Could be a repeat of Work or Home Email |
|
<PayerDetails/> |
- |
|
|
<Fees> |
O |
|
|
<Type/> |
M |
Match on Description within ‘Registration Type’ lookup |
|
<PaymentDate/> |
M |
YYYY-MM-DD |
|
<Amount/> |
M |
Currency |
|
<Reference/> |
O |
30 Characters Max |
|
<Description/> |
O |
30 Characters Max |
|
</Fees> |
|
|
|
<Bank> |
O |
|
|
<BankName/> |
M |
30 Characters Max |
|
<Sortcode/> |
M |
6 Characters Max |
|
<AccountNumber/> |
M |
8 Characters Max |
|
<AccountName/> |
M |
18 Characters Max |
|
<Auddis/> |
O |
Match on Description within ‘AUDDIS’ lookup |
|
</Bank> |
- |
|
|
</Contact> |
- |
|
|
</Contacts> |
- |
|
|
<CurrentSchool> |
O |
|
|
<SchoolName/> |
M |
Match School Name within Other Schools |
|
<EntryDate/> |
O |
YYYY-MM-DD |
|
<LeavingDate/> |
O |
YYYY-MM-DD |
|
</CurrentSchool> |
- |
|
|
<SchoolHistory> |
O |
|
|
<PreviousSchool> |
OR |
|
|
<SchoolName/> |
M |
Match School Name within Other Schools |
|
<EntryDate/> |
O |
YYYY-MM-DD |
|
<LeavingDate/> |
O |
YYYY-MM-DD |
|
</PreviousSchool> |
- |
|
|
</SchoolHistory> |
- |
|
|
<Visits> |
O |
|
|
<Visit> |
MR |
|
|
<Type/> |
M |
Match on Description within ‘Visit Type’ lookup |
|
<Date/> |
M |
YYYY-MM-DD |
|
<Time/> |
O |
HH:MM |
|
<Comments/> |
O |
Upto 250 Characters |
|
</Visit> |
- |
|
|
</Visits> |
- |
|
|
<Concessions> |
O |
|
|
<Concession> |
OR |
|
|
<Type/> |
M |
Match on Description within ‘Concessions’ Lookup |
|
<StartDate/> |
O |
YYYY-MM-DD |
|
<Comments/> |
O |
250 characters max |
|
</Concession> |
- |
|
|
</Concessions> |
- |
|
|
<UserFields> |
O |
|
|
<User> |
OR |
|
|
<Name/> |
M |
Match of the Name of the User Defined Field. Only available for the following types: ate, Text (Single Line), Text (Multi-Line), Date, Number, True / False (Boolean), Decimal or Currency |
|
<Value/> |
M |
Depending on the type of User Defined Field: Text (Single Line) Upto 100 characters Text (Multi Line) Upto 4000 characters Date Format YYYY-MM-DD Boolean Format is T for True Number Max. 999999999 Decimal Max. 999999999.99 Currency Max. 999999999.99
On Import will also check the Minimum / Maximum values defined on the User Defined Field |
|
</User> |
- |
|
|
</UserFields> |
- |
|
|
</Application> |
- |
|
|
</ApplicationCollection> |
- |
|
|
</ ApplicationImport> |
- |
|
NB: Invalid XML characters (as part of general data) are £, ¬, <, >, ?, &, ‘(single quote) and “(double quote)
Notes:
|
M |
Mandatory Field or Group, this must exist (Surname, Forename, Visits etc) |
|
O |
Optional Field or Group, this does not needto be present in the file (Boarder Status, Ethnicity, address etc) |
|
MR |
Mandaory Repeatable, this means that this group can exist multiple times (Multiple Applications or Multiple Contacts) |
|
OR |
Optional Repeatable, this is an optional group can exist muliple times (Previous Schools) |
|
Header |
The top 10 rows must exist in any import file in the format specified. Date Time (Row 6) will be treated on the Enquiry Date School ID (Row 8) will must be the School Number of your SIMS database, this is in your order or School Number then Local Authority |