Adding a UPN to a student

This article explains how to add or assign Unique Pupil Numbers (UPNs) to students in Arbor, detailing the necessary permissions, the appropriate timing for assigning UPNs, and the methods for adding UPNs individually or in bulk. It also covers how to change an existing UPN if needed.

A Unique Pupil Number (UPN) for each student is collected every census. You can add existing UPNs or automatically assign UPNs to students from their Student Profile, or you can automatically assign UPNs in bulk. You may also refer to this as a Unique Pupil Reference Number or UPRN.

Permissions

You will need the Identity: Administer All/My Students permission to add or edit UPNs for all students or the ones you're linked to. If you don't have the permission, you'll need to ask your admin team to give you permission using these instructions.

When can UPNs be assigned?

For English schools

Section 1.1 in the DfE's Unique pupil numbers (UPNs) guide states that UPNs should be assigned 'at the point of a pupil’s first entry into the state-funded school sector', or when the student already has a UPN such as if they have an EHCP.

In Arbor, this means that we don't allow you to allocate UPNs in bulk from the Bulk Assign UPN page until September. This page only shows students within the current academic year. If required, you can update individual students' UPNs from the Identity section of their student profile.

For Welsh schools

On page four of the Welsh government's Information Management Strategy resource, it is stated that "UPNs should be allocated on pupils' first entry to a maintained school, including entry to a nursery class in an infant or primary school, and including entry to a standalone nursery school".

In Arbor, this means that we don't allow you to allocate UPNs in bulk from the Bulk Assign UPN page until September. This page only shows students within the current academic year. If required, you can update individual students' UPNs from the Identity section of their student profile.

Adding a new UPN

From the Student Profile

You can add UPNs from the student profile to ensure that the students are correctly matched when importing data via a CTF.

Click the UPN field in the Identity section.

In the slide over, add in the student's UPN.

If you leave the box blank, the UPN will be automatically generated. We recommend only using this option if the student has never attended school before, as other students will have been issued a UPN at their previous school.

Assigning UPNs in bulk

Please note: We recommend only using this option if the student has never attended school before, as other students will have been issued a UPN at their previous school.

Go to Students > All Students > Bulk Update > Bulk Assign UPN.

Tick the box next to the students you need to generate a UPN for then click the Bulk action button.

In the slide over, click Bulk Assign UPN. 

Student has a UPN logged that needs to be changed

If a student already has a UPN logged, you may need to change it. This can happen if the student has been given a UPN when you didn't know their existing UPN, or if they have a temporary UPN that needs to be changed. Please follow these instructions: How do I change a UPN?