Establishment bulk update guidance

Introduction

The bulk update tool allows you to make many updates in a single batch instead of editing individual establishment records. Multiple column files must be XLSX and bulk upload files can be XLSX or tab delimited text files.

If there’s an error in your data, we’ll send you a message to correct it. If your changes need approval, you’ll get a second message to say your change is either approved or declined.

If there’s an error in your data, we’ll send you a message to correct it.

If your changes need approval, you’ll get a second message to say your change is either approved or declined.

Bulk update steps

You have to complete 3 steps to make changes via bulk update:

  • Create the file
  • Upload the file
  • Correct any errors

Please use a file size smaller than 1MB. There are also limits of:

  • 5,000 rows per file for back office users
  • 1,000 rows per file for EFADO, SFC and DDCE users
  • 200 rows per file for establishment and MAT users

If your data exceeds these limits, split it into two or more files and upload them separately.

Multiple column files must be XLSX and bulk upload files can be XLSX or tab delimited text files

Create the file

  • Bulk upload

    You can use a spreadsheet editor (like Microsoft Excel or Open Office Calc) to create the file to be uploaded.

    The file should contain 3 columns and as many rows as the changes you want to suggest with each row representing a change request:

    • The first column contains the establishment URN.
    • The second column contains the database name of the field you want to change. See the appendix to identify the name of the field(s) to change.
    • The third column contains the new value you want this field to have. Please note:
      • For free text fields you can add any value you want
      • For date fields you should provide the date in DD/MM/YYYY format
      • For lookup fields you can add either the descriptor of the value or the code. See appendix.

    Leaving a cell of the third column blank deletes the value of the field. You don't need to add any headers or footers to your file.

    example spreadsheet populated with Establishment URN in column A, Field name from appendix in column B, New data in column C
  • Multiple column file

    If you want to edit the same fields for several different schools, create a multiple column file. You can only use XLSX files.

    You can use a spreadsheet editor (like Microsoft Excel or Open Office Calc) to create the file to be uploaded.

    The file should contain headed short name columns and as many rows as the changes you want to suggest with each row representing an establishment.

    example multi-column spreadsheet populated with Establishment URN in column A, Head First Name in column B, Head Last Name in column C for multiple URNs, one on each line
  • Save the file

    Bulk upload files can be XLSX or tab delimited text files.

    To create an XSLX file, save the file as ‘Excel Workbook’.

    example of the dropdown choices to select when saving the spreadsheet, with Excel Workbook selected

Upload the file

Having created the file, you can upload it. First, sign in to the app and visit the 'Bulk update establishments' page under the ‘Tools’ menu.

Click on 'Choose file' (see below). You will be presented with a browsing window that allows you to find and select the file you created in the first step. Select the file and click 'Open'.

You can then select the format of the file that you are uploading. Click on the drop-down list under the ‘Select file type’ option.

You can also select the date for the changes. If you select a date in the future, the changes will be applied on this date (if approved).

If you leave the date blank, the changes will be applied immediately (if approved) or as soon as they get approved by the appropriate data owner.

Finally, if you select a date in the past the changes will be applied immediately (if approved), or as soon as they get approved, but they will show as being effective from this date in the past.

view of the search establishment bulk update page

To start your bulk upload click ‘Submit’.

Errors

We’ll send you an email if there’s an error when you upload a file. Errors can include:

  • the file is not in the correct format
  • you’re not allowed to change some fields
  • you didn’t select a file type
  • some of the field names or values you used were not correct.

Correct any errors and resubmit the file to complete your changes.

Further assistance

If you have any issues when uploading a file, please contact our Service Desk Opens in new window

Appendix

Database name (use this for your upload file) Equivalent field name in app
EstablishmentNameSchool / College Name
StreetStreet
LocalityLocality
Address3Address3
TownTown
County (name)County (name)
PostcodePostcode
LA (name)Local authority
HeadTitle (name)Headteacher/Principal title
HeadFirstNameHeadteacher/Principal first name
HeadLastNameeadteacher/Principal last name
HeadAppointmentDateHeadteacher date of appointment
HeadEmailHeadteacher/Principal email address
StatutoryLowAgeAge range Low
StatutoryHighAgeAge range High
PhaseOfEducation (name)Phase of education
TypeOfEstablishment (name)Establishment type
FurtherEducationType (name)Further education type
Trusts (name)Academy trust or Trust
SchoolSponsors (name)Academy sponsor
Federations (name)Federation
Gender (name)Gender of entry
URNURN
LA (code)LA code
EstablishmentNumberEstablishment Number
UKPRNUK provider reference number (UKPRN)
EstablishmentStatus (name)Establishment status
AdmissionsPolicy (name)Admissons policy
SchoolWebsiteWebsite
TelephoneNumTelephone
OfstedRatingOfsted rating
OfstedLastInspectionOfsted last inspection
Osted report linkOfsted report link
InspectorateInspectorate
Proprietor's nameProprietor's name
ReligiousCharacter (name)Religious character
Diocese (name)Diocese
ReligiousEthos (name)Religious ethos
Boarders (name)Boarders
NurseryProvision (name)Nursery provision
OfficialSixthForm (name)Official sixth form
SchoolCapacitySchool capacity
Section 41 ApprovedSection 41 approved
OpenDateOpen date
ReasonEstablishmentOpened (name)Reason establishment opened
CloseDateClose date
ReasonEstablishmentClosed (name)Reason establishment closed
CCOperationalHoursOperational hours
CCNumberOfUnder5sNumber of under 5s
CCGovernanceGovernance
CCGovernanceDetailGovernance detail
CCLAContactNameLocal authority contact name
CCLAContactEmailLocal authority contact email
CCLAContactLAPhoneLocal authority contact telephone number
ChildrensCentresGroupFlagDelivery model
ChildrensCentresGroup (name)Group/Collaboration name
CCGroupLead (name)Group lead centre
ChildrensCentresPhaseType (name)Phase
CCDisadvantagedArea (name)Disadvantaged area
CCDirectProvisionOfEarlyYears (name)Direct provision of early years
SpecialClasses (name)Special classes
SENStatNumber of Special Pupils Under a SEN Statement/EHCP
SENNoStatNumber of Special Pupils Not Under a SEN Statement/EHCP
MainEmailEmail address
AlternativeEmailAlternative email address
LastChangedDateLast Changed Date
SEN1Type of SEN provision
TeenMothTeenage mothers provision
TeenMothPlacesTeenage mothers capacity
CCFChildcare facilities provision
SENPRUSEN facilities
EBDPupils with EBD
PlacesPRUNumber of places
FTProvFull time provision
EdByOtherPupils educated by other providers
TypeOfResourcedProvisionType of resourced provision
ResourcedProvisionOnRollResourced provision number on roll
ResourcedProvisionCapacityResourced provision capacity
SenUnitOnRollSEN unit number on roll
SenUnitCapacitySEN unit capacity
InspectorateNameInspectorate Name
InspectorateReportInspectorate Report
DateOfLastInspectionVisitDate of Last Inspection Visit
NextInspectionVisitNext Inspection Visit
RSCRegionRSC Region
GORGovernment Office Region
DistrictAdministrativeDistrict
AdministrativeWardWard
ParliamentaryConstituencyParliamentary Constituency
UrbanRuralUrban/Rural Description
GSSLACodeGSS LA Code
EastingEasting
NorthingNorthing
CensusAreaStatisticWardCensus Ward
MSOAMiddle Super Output Area (MSOA)
LSOALower Super Output Area (LSOA)
NotesNotes
DateofLastFullBridgeInspectionDate of the Last Bridge Visit
DateofLastFullOfstedInspectionDate of the Last Ofsted Visit
DateofLastFullISIInspectionDate of the Last ISI Visit
DateofLastFullWelfareInspectionDate of the Last Welfare Visit
DateofLastFPVisitDate of the Last FP Visit
DateofLastFullSISInspectionDate of the Last SIS Visit
DateNextFullInspectionDate Next Full Inspection Due
ActionGENNext General Action Required
ActionWELNext Action Required by WEL
ActionFPNext Action Required by FP
InspectorateInspectorate
IndependentSchoolTypeIndependent School Type
CharityNameCharity Organisation
CharityNumCharity Registration Number
TotalPupilsFullTimeTotal number of full time pupils
TotalPupilsPartTimeTotal number of part time pupils
CompSchoolAgeTotal number of pupils of compulsory school age
SENStatNumber of special pupils under a SEN statement/EHCP
SENNoStatNumber of special pupils not under a SEN statement/EHCP
TotalPupilsInPublicCareTotal Number of Pupils in Public Care
PTBoys2andUnderPT Boys (Aged 2 and Under):
PTBoys3PT Boys (Aged 3):
PTBoys4aPT Boys (Aged 4a):
PTBoys4bPT Boys (Aged 4b):
PTBoys4cPT Boys (Aged 4c):
TotalBoyBoardersTotal number of boys in boarding schools
PTGirls2andUnderPT Girls (Aged 2 and Under):
PTGirls3PT Girls (Aged 3):
PTGirls4aPT Girls (Aged 4a):
PTGirls4bPT Girls (Aged 4b):
PTGirls4cPT Girls (Aged 4c):
TotalGirlBoardersTotal number of Girls in boarding schools
TotalStaffFullTimeTotal Number of Full Time Staff
TotalStaffPartTimeTotal Number of Part Time Staff
LowDayFeeLowest Annual Rate for Day Pupils:
HighDayFeeHighest Annual Rate for Day Pupils:
LowBoardFeeLowest Annual Rate for Boarding Pupils:
HighBoardFeeHighest Annual Rate for Boarding Pupils:
BoardingEstablishmentBoarding Establishment
PropsNameProprietor's Name:
PropsStreetProprietor's Street:
PropsLocalityProprietor's Locality:
PropsAddress3Proprietor's Address 3:
PropsTownProprietor's Town:
PropsCountyProprietor's County:
PropsPostcodeProprietor's Postcode:
PropsTelephoneNumProprietor's Telephone Number:
PropsFaxNumberProprietor's Fax Number:
PropsEmailProprietor's Email:
PropsPreferredJobTitleProprietor's Preferred Job Title:
ChairOfProprietorBodyNameChair of Proprietor's Body Name:
ChairOfProprietorBodyStreetChair of Proprietor's Body Street:
ChairOfProprietorBodyLocalityChair of Proprietor's Body Locality:
ChairOfProprietorBodyAddress3Chair of Proprietor's Body Address 3:
ChairOfProprietorBodyTownChair of Proprietor's Body Town:
ChairOfProprietorBodyCountyChair of Proprietor's Body County:
ChairOfProprietorBodyPostcodeChair of Proprietor's Body Postcode:
ChairOfProprietorBodyTelephoneNumChair of Proprietor's Body Telephone Number:
ChairOfProprietorBodyFaxNumberChair of Proprietor's Body Fax Number:
ChairOfProprietorBodyEmailChair of Proprietor's Body Email:
ChairOfProprietorBodyPreferredJobTitleChair of Proprietor's Body Preferred Job Title:
AccomChangeAccomodation changed
HelpdeskNotesHelpdesk notes
LastUpdateLast update
Trigger1Trigger 1
PreviousLA (name)Previous local authority
PreviousEstablishmentNumberPrevious establishment number
AltSiteNameSite 2 name
ConStreetStreet
ConLocalityLocality
ContactAddress3Address 3
ConTownTown
ConCounty (name)County
ConPostcodePostcode
ConTelNumberTelephone
LinkURNURN
LinkNameEstablishment name
LinkTypeType of link
LinkEstablishedDateDate linked