Information for admin staff
Use this information to find out how to put pupils into groups for issuing and how to manage those groups.
The admin role
The 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. During our pilot, most schools used tutor groups for their groupings, but it can be done any way that makes sense to you.
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.