You can export basic student and guardian contact data in the format MAVIS (the NHS immunisations service) needs, using a ready-made report. This guide covers checking your guardian priority data first, then running the report and filtering it if needed.
Before you get started
Permissions
- Student Profile:Guardians:Administer All/My Students - Needed to access and use the Duplicate Emergency Priorities page
- School: General Admin: Export Data - Needed to import report templates
If you don't have permission, contact your office staff; they can follow this guide to give you the right permission.
Prerequisites
The report populates parent/guardian columns using each student's Guardian Contact Priority order. More on how this type of reporting works here: How to report on guardians so that their details appear in separate columns or rows in Custom Reports
For the template attached, whichever guardians are marked Priority 1 and Priority 2 are the ones that appear in the "Parent 1" and "Parent 2" columns.
Before running the report, make sure that:
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There are no duplicate priorities for any student (e.g. two guardians both marked Priority 1).
Check and resolve this first using the School > Data > Data Quality > Guardians > Duplicate Emergency Priorities page.
More on how to do this here: Resolving Guardians with Duplicate Emergency Priorities
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Each student's actual parents are the guardians marked as Priority 1 and Priority 2, if a non-parent guardian (e.g. a carer or emergency contact) is set as Priority 1 or 2 instead of a parent, correct the priority order before exporting, or the report will pull the wrong contact into the MAVIS columns.
To see an overview of each guardian linked to students and which contact priority they have been assigned, head to School > Data > Data Quality > Guardians > Contact Details > Update Guardian Details
The MAVIS report
What's included in the report?
The report template is based on the requirements outlined by the NHS here.
The columns the template includes are listed below, as well as the custom report writer column used to add this.
- First name
- Surname
- Registration group
- Date of birth
- Address postcode
- Parent 1 name
- Parent 1 email
- Parent 1 phone number
- Parent 2 name
- Parent 2 email
- Parent 2 phone number
You can add more columns if you wish. See: Can we add additional columns to the report? And can we remove columns?
Importing the report
Find the report template attached at the end of the guide, or click this link to download the report: Providing pupil information for vaccinations (MAVIS).report
- Ensure you have met the Prerequisites
- Download the report template to your device (do not open the template file on your device)
- Head to School > Custom Report Writer
- Click Create new report
- Select Import
- Click Browse, find the .report file you just downloaded, and click Open
- Click import
The template will import, and a report with the title MAVIS will load.
Read more about creating custom reports from templates here: Importing a Custom Report Writer template or exporting a template to send to another school
Downloading the report
Once you have checked the information in the report, you can use the Download button when viewing the report to export it. We recommend using the CSV format, as this is what the NHS requests. If you opt to use a different format, please ensure you reformat it before sending it off.
FAQ
Our parents are not contact priority 1 and 2; can we reference different priorities?
Yes, you can edit the report columns to show the contact priorities of your choice. To do this:
- Open the report from School > Custom Report Writer
- Click Edit
- In the Report Columns section, edit the six Parent 1 and Parent 2 columns with the Pencil Icon
- On the slide-over, change the Guardian Priority dropdown
- Click Save
- Repeat this untill you have reassigned all of the columns to the priorities you want
Why are the wrong or multiple guardians showing in the Parent 1/ Parent 2 columns?
Because the columns pull parents based on contact priority, you need to ensure parents are assigned priority 1 or 2 (priority 3-6 does not show by default) and that two parents don't have the same contact priority (if they do, they show in the same column). Check that guardian priorities are set correctly and that there are no duplicate priorities for the students by following the instructions in the Prerequisites section above.
Can we get the report to show a specific group of students?
Yes, there are two ways to do this from the Report Editor.
- Open the report from School > Custom Report Writer
- Click Edit
Option 1: Filter the report by a specific group before downloading it. This returns only the groups you specify.
- Go to the Filters section
- Select Year Group(s) (or whichever student group you want) in the Select Filter dropdown
- Click Add Filter
- On the slide-over, make sure the filter condition is Is one of... and select the group(s) you want to include in the download.
Change the Relative dates to Today if students may have changed or left year groups over the course of the year, so only the students who are currently in a specific year group are returned
- Click Save
Option 2: Collate the report by a specific group before downloading it. When you download the report to CSV, the report will download as a ZIP file with a separate CSV for each group because CSV files do not support tabs.
- Go to the Collations section
- Add the group you want to separate the report with the Colate by dropdown
- Click Add Colation
- Click Save & View Report
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When you download the report to CSV now, you will get a ZIP file with a separate CSV for each group.
Can we download the report in a different format (i.e. not CSV)?
Yes, you can download the report in whichever format you prefer. Just be mindful that you will have to convert the report to CSV before providing it to MAVIS.
Is this template available in the Template Library too?
Not yet, but we plan to add this in time. For now, please use the link in this guide to download the report and import the template manually.
Can we add additional columns to the report? And can we remove columns?
Yes, like any custom report, this report can be edited to your specifications. See how to do that here: Viewing, deleting or editing a custom report
Please bear in mind the template is designed to cover the minimum requirements outlined by the NHS; making changes might cause the report to fall short of those requirements.
Do we have to use the template?
No, you can create the report from scratch if you wish; the template simplifies the process but is not mandatory.
If you do create your own report, still make sure you manage your Guardian Contact Priorities as outlined in the Prerequisites section and follow this guidance to ensure guardians appear in separate columns in the report: How to report on guardians so that their details appear in separate columns or rows in Custom Reports
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