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Product / SIMS 7 / SIMS 7 - Admissions Import and Update / R&A Import - Admissions

R&A Import - Admissions

SIMS Registration & Admissions - Application Import File Structure (7.180)

 

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

Mandatory

Optional

Match on Shortname for a house within Pastoral structure (Correction 2/2/21

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’

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

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

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

Match on Description within ‘Contact Relationship to Pupil’ lookup

Responsibility

Optional

‘T’ for True or ‘F’ for False

Home Address

Optional

 

Home Telephone

Optional

20 characters max

Mobile Telephone

Optional

20 characters max

Work Telephone

Optional

20 characters max

Home Email

Optional

60 characters max

Work Email

Optional

60 characters max

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

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
 

 

Structure

 

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/>

 

60 characters max, Default to Forename if missing or null

<PrefForename/>

 

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/>

M

Match on Shortname for a house within Pastoral structure

              <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

                        <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

                        </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

                        <StartDatet/>

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

 

<?xml version="1.0" encoding="UTF-8"?>
<ApplicationImport>
	<Header>
		<DocumentName>Application Import File</DocumentName>
		<AIFVersion>1.0</AIFVersion>
		<DateTime>2017-09-15T16:48:08</DateTime>
		<DestSchool>
			<SchoolID>4321823</SchoolID>
		</DestSchool>
	</Header>
	<ApplicationCollection>
		<Application>
			<ApplicationID>1</ApplicationID>
			<Title></Title>
			<Surname>Potter</Surname>
			<Forename>Albus</Forename>
			<Middlename> Severes </Middlename>
			<DOB>2008-07-28</DOB>
			<Gender>M</Gender>
			<ProposedYearOfEntry>2019</ProposedYearOfEntry>
			<ProposedSeasonOfEntry>Autumn</ProposedSeasonOfEntry>
			<ProposedYearGroup>7</ProposedYearGroup>
			<ProposedHouse>Gryffindor</ProposedHouse>
			<BasicDetails>
				<BoarderStatus>Boarder</BoarderStatus>
				<Tier4Appl>F</Tier4Appl>
				<Ethnicity>WBRI</Ethnicity>
				<EthnicitySource>P</EthnicitySource>
				<Languages>
					<Type>
						<LanguageType>H</LanguageType>
						<Language>URD</Language>
					</Type>
					<Type>
						<LanguageType>F</LanguageType>
						<Language>ENG</Language>
					</Type>
				</Languages>
				<MedicalFlag>T</MedicalFlag>
				<Disabilities>
					<Disability>MOB</Disability>
					<Disability>HAND</Disability>
				</Disabilities>
			<DietaryNeeds>
				<DietaryNeed>NUTS</DietaryNeed>
				<DietaryNeed>DAIR</DietaryNeed>
				<DietaryNeed>SEA</DietaryNeed>
			</DietaryNeeds>
			<SENHistory>
				<SEN>
					<StartDate>2014-01-01</StartDate>
					<SENStatus>N</SENStatus>
				</SEN>
				<SENNeeds>
					<SENNeed>
						<SENTypeRank>1</SENTypeRank>
						<SENType>EPIL</SENType>
					</SENNeed>
					<SENNeed>
						<SENTypeRank>2</SENTypeRank>
						<SENType>DEL</SENType>
					</SENNeed>
				</SENNeeds>
			</SENHistory>
			<Address>

				<HouseName> The Cupboard under the Stairs </HouseName>
				<HouseNumber>4</HouseNumber>
				<StreetDescription>Priver Drive</StreetDescription>
				<District/>
				<Town>Little Whinging</Town>
				<Postcode> KH41 8HW </Postcode>
				<Country>United Kingdom</Country>
			</Address>
			<Phones>
				<HomeTelephoneNumber>01834 347534</HomeTelephoneNumber>
				<MobileTelephoneNumber>0752 512 522</MobileTelephoneNumber>
			</Phones>
			<HomeEmailAddress> Harry.Potter@Hogwarts.com </HomeEmailAddress>
			<Note/>
			<Contacts>
				<Contact>
					<Order>1</Order>
					<Title>Mr</Title>
					<Surname>Potter</Surname>
					<Forename>Harry</Forename>
					<Gender>M</Gender>
					<Relationship>Father</Relationship>
					<Responsibility>T</Responsibility>
					<Address>
						<AddressAsPupil>T</AddressAsPupil>
					</Address>
					<Phones>
						<HomeTelephoneNumber>01834 347534</HomeTelephoneNumber>
						<WorkTelephoneNumber>01234 838080</WorkTelephoneNumber>
						<MobileTelephoneNumber>0752 512 524</MobileTelephoneNumber>
						<FaxNumber>01234 838082</FaxNumber>
					</Phones>
					<HomeEmailAddress> Harry.Potter@Hogwarts.com</HomeEmailAddress>
					<WorkEmailAddress> Harry.Potter@Wizards.org.uk</WorkEmailAddress>
				</Contact>
				<Contact>
					<Order>1</Order>
					<Title>Mrs</Title>
					<Surname>Potter</Surname>
					<Forename>Hermione</Forename>
					<Gender>F</Gender>
					<Relationship>Mother</Relationship>
					<Responsibility>T</Responsibility>
					<Address>
						<AddressAsPupil>T</AddressAsPupil>
					</Address>
					<Phones>
						<HomeTelephoneNumber>01834 347534</HomeTelephoneNumber>
						<MobileTelephoneNumber>0752 512 653</MobileTelephoneNumber>
					</Phones>
					<HomeEmailAddress>Hermione.Potter@Hogwarts.com </HomeEmailAddress>
				</Contact>
			</Contacts>
			<CurrentSchool>
				<SchoolName>Hogwarts Preparatory</SchoolName>
				<EntryDate/>
				<LeavingDate/>
			</CurrentSchool>
			<Visits>
									<Visit>
											<Type>Open Day</Type>
											<Date>2018-05-15</Date>
											<Time>10:00</Time>
											<Comments>Father and Grandfather are also attending</Comments>
									</Visit>
							   </Visits>
			<Concessions>
				<Concession>
					<Type>Music Scholarship</Type>
					<Comment>Piano stage 5</Comment>
				</Concession>
				<Concession>
					<Type>The McGowan Institte Scholarship</LanguageType>
					<Comment>SIMS Knowledge…….</Comment>
				</Concession>
			</Concessions>
			<UserFields>
				<User>
					<Name>Family Connection</Name>
					<Value>Father attended school</Value>
				</User>
				<User>
					<Name>Date of Application</Name>
					<Value>2017-01-31</Value>
				</User>
				<User>
					<Name>Applied for Scholarship</Name>
					<Value>T</Value>
				</User>
			</UserFields>
 		</Application>
	</ApplicationCollection>
</ApplicationImport>