How to add a new student

This article guides how to add new students to your Arbor site during the school year, emphasizing that they should not be added through the normal applicant process to avoid affecting census reporting. It outlines the necessary permissions, methods for adding students using a Common Transfer File (CTF) or manually, and the steps for enrolling them in the appropriate year group and classes.

You may have students that join your school partway through the year or students who you were not expecting to join you in September. In this article, you can see how you should add new students to your Arbor site partway through the year.

You shouldn't add them as part of the normal applicant process, as this will affect your numbers of applicants for reporting in the Censuses. Take a look at the DfE's census guides for guidance on admissions. 

Permissions

To add a new student you will need the Student: Identity: Administer All Students or Student: Identity: Administer My Students permission. We have a guide here on how this can be assigned to you if you do not have this permission.

Adding the student

Option 1 - Using a CTF

In most cases, you will have been sent a Common Transfer File (CTF) from the student's previous school. It does not matter if their previous school uses Arbor or another MIS provider, as CTFs always contain the same data.

To see how to import a CTF and create the student on your site, click here.

Once you have imported the CTF and created the new Student Profile, you will need to enrol them in their registration form, year group and classes. To do this, see the section below.

Option 2 - Manually

If their previous school doesn't use an MIS, you may have to add the student's details manually. To add a new student, go to Students > All Students > Add New Student.

This page loads a form so that a New Student can be added to the schools MIS. Add the basic details of the student on the form and click on Create Student. Their Student Profile will be created.

Enrolling the student

The next step is to enrol the student in the correct year group, reg form and house. Go to the student's Student Profile and go to the Enrolments section from the left-hand menu and follow the instructions in this article.