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Student Data Collection in Sync with U-DISE

Guidelines to add data in Bulk Upload Excel Template


Table Of Contents

Bulk Upload Excel .......................................................................................................................................... 4

Key Points: ..................................................................................................................................................... 8

Validate Excel ................................................................................................................................................ 9

School U-DISE Code ............................................................................................................................... 9

Student’s AADHAAR Number .............................................................................................................. 10

Name of the Student ........................................................................................................................... 12

Father’s Name ..................................................................................................................................... 12

Mother’s Name ................................................................................................................................... 12

Date of Birth ........................................................................................................................................ 13

Gender ................................................................................................................................................. 14

Social Category .................................................................................................................................... 15

Religion................................................................................................................................................ 17

Mother Tongue ................................................................................................................................... 18

Habitation or Locality .......................................................................................................................... 19

Date of Admission ............................................................................................................................... 19

Admission Number .............................................................................................................................. 21

Studying in Class.................................................................................................................................. 22

Studying in Section .............................................................................................................................. 23

Class Studied Previous Year ................................................................................................................. 24

If studying in Class I, Status of Previous Year ...................................................................................... 24

No. of days child attended school (in the previous academic year) .................................................... 24

Medium of Instruction ......................................................................................................................... 25

Type of Disability ................................................................................................................................. 26

Appeared in the last annual examination ........................................................................................... 27


Passed in the last annual examination ............................................................................................... 27

% of marks obtained in last annual examination ................................................................................ 27

Stream (For grades 11 & 12) ............................................................................................................... 28

Trade/Sector (For grades 9 to 12) ....................................................................................................... 28

Student’s Bank Account Number ........................................................................................................ 29

IFSC Code ............................................................................................................................................. 29

Mobile Number ................................................................................................................................... 30

Email Address ...................................................................................................................................... 31


Bulk Upload Excel

Below are common scenarios and guidelines helps to add data in Bulk upload excel template.

1. Upload excel which is shown in below screen shot.

2. Save the downloaded excel file in a location and open it.

3. The excel template will looks like as shown in below pic.


4. In the above screen shot, it’s giving a warning as shown below.

It’s a warning to enable macros to validate excel.

� Click on ‘options’ button.

� Select ‘Enable this content’ option as shown in above screen shot and clicks on ‘OK’ button.

Now the macros are enabled and you may use ‘Validate Excel’ & ‘Hide Comments’ button

available in the ‘StudentData’ sheet.

5. Enter the valid data and click on ‘Validate Excel’ button which is shown in B Column i.e. below

Student’s Aadhaar Number.

(OR)

Validate Excel and Hide Comments can also be found in right click menu by right clicking on any cell

in excel template.


6. If any errors occurred or any invalid data found in excel will be shown in yellow comments as shown

below.

7. We can hide the yellow comments using ‘Hide Comments’ button.


8. Correct the invalid data or resolve the errors in excel and validate it again. If no error and valid data

added in excel, upload it in the portal directly.

9. Upload validated excel in the portal as shown below.


10. After Uploading excel file, if any dependency data error occurred, then the system will show a link

button to download error excel file. Please download the file.

13. Download the error excel file and resolve the errors in the actual uploaded file and upload it

again.

Key Points:

• To copy the first cell data to all other cells press ctrl+shift+down arrow and press ctrl+d then

automatically first cell data will copy into other cells in a particular column.

• While uploading excel, if validation displayed for any particular cell (i.e. please enter valid

data) even though given the correct data then copy other cell data and paste it (ex: Aadhaar

no, DOA, DOB etc), this error displayed because of format cells (i.e. text is selected).

• For private unaided school, Column ‘Getting free education as per RTE Act’ should be

selected as Yes or No.

• Upload correct Excel template for a respective state because you cannot upload excel

template of one state to other state.


Validate Excel

Below are the possible errors and solutions to resolve errors in the Excel file in the validation

process.

School U-DISE Code

Possible Errors:

• Row that does not contain School UDISE Code and the rows below to it (even when the data

provided is correct) will not be processed /validated.

• If School UDISE Code is empty in a cell, then an error will be displayed as shown in the below

screenshot.

Solution: School UDISE Code should not be Empty.

• When excel template contains more than one School UDISE Code which are different, then an

error will be displayed as shown in the below screenshot.

Solution: All rows should contain same School UDISE Code.

• When we are trying to enter more than 11 digits, then an error will be displayed as shown in the

below screenshot.


Solution: School UDISE Code cannot be more than 11 digits.

Student’s AADHAAR Number

Possible Errors:

• When we enter more than or less than 12 digits, then an error will be displayed as shown in the

below screenshot.

Solution: Aadhaar Number should be 12 digits in its length.

• When we enter Aadhaar Number which starts with 0 or 1.

Solution: Aadhaar Number should not start with 0 or 1.


• When excel has Aadhaar Number as Scientific Number, then an error will be displayed as shown

in the below screenshot.

Solution: Double click on that cell and retype the valid 12 digit Aadhaar number.

• When excel has Aadhaar Number as decimal Number, then an error will be displayed as shown in

the below screenshot.

Solution: Remove the decimal and retype the valid 12 digit Aadhaar number.

• When Aadhaar Number contains alphabets or special characters, then an error will be displayed

as shown in the below screenshot.

Solution: Remove the Alphabets and Special Characters and retype the valid 12 digit

Aadhaar number.


Name of the Student

Possible Errors:

• When Student Name is empty, then an error will be displayed as shown in the below

screenshot.

Solution: Name of the Student should not be empty.

Father’s Name

Possible Errors:

• When we validate excel with empty Father’s Name, then an error will be displayed as shown


Solution: Father’s Name should not be empty.

Mother’s Name

Possible Errors:

• When we validate excel with empty Mother’s Name, then an error will be displayed as shown



Solution: Mother’s Name should not be empty.

Date of Birth

Possible Errors:

• When we validate excel with empty Date of Birth, then an error will be displayed as shown in


Solution: Date of Birth should not be empty.

• When we enter date of birth as MM/DD/YYYY instead of DD/MM/YYYY, then it will show

below error.

Solution: Date of Birth should be in DD/MM/YYYY Format.

• When we Enter Date of Birth greater than today’s date, then an error will be displayed as

shown in the below screenshot.


Solution: Date of Birth should not be greater than today’s date.

• When we enter Alphabets or Special Characters or Decimals or Numbers in Date of Birth

Columns, then an error will be displayed as shown in the below screenshot

Solution: Date of Birth should not contain Alphabets or Special Characters or Decimals or

Numbers.

Gender

Possible Errors:

• When no data has been selected for Gender column in excel, then an error will be displayed


Solution: Gender should not empty.


• When the Gender column empty as shown in below.

Solution: Click on the particular cell, you will get option which is shown in below.

Click on the symbol which highlighted in above picture, you will get drop down options.

Select an option and save.

• When we enter some invalid data like alphabets / Special Characters / Decimal Number /

Numbers in this column, then an error will be displayed as shown in the below screenshot.

Solution: Do not write or enter any invalid data as it contains drop down to select valid data

or follow above solution.

Social Category

Possible Errors:

• When no data has been selected for Social Category column in excel, then an error will be

displayed as shown in the below screenshot.


Solution: Social Category should not empty.

• When the Social Category column empty as shown in below.









Religion

Possible Errors:

• When no data has been selected for Religion column in excel, then an error will be displayed


Solution: Religion should not empty.

• When the Religion column empty as shown in below.









Mother Tongue

Possible Errors:

• When no data has been selected for Mother Tongue column in excel, then an error will be


Solution: Mother Tongue should not empty.

• When the Mother Tongue column empty as shown in below.









Habitation or Locality

Possible Errors:

• When we enter more than 50 characters in Habitation or Locality, then an error will be


Solution: Do not write or enter more than 50 characters.

Date of Admission

Possible Errors:

• When we validate excel with empty Date of Admission, then an error will be displayed as



Solution: Date of Admission should not be empty.

• When we enter date of admission as MM/DD/YYYY instead of DD/MM/YYYY, then an error

will be displayed as shown in the below screenshot.

Solution: Date of Admission should be in DD/MM/YYYY Format.

• When we Enter Date of Admission greater than today’s date, then an error will be displayed


Solution: Date of Admission should not be greater than today’s date.

• When we give Date of Admission date as less than or same as Date of Birth, then an error will

be displayed as shown in the below screenshot.


Solution: Date of Admission should be greater than or equal to two years to Date of Birth.

• When we enter Alphabets or Special Characters or Decimals or Numbers in Date of Admission

Columns, then an error will be displayed as shown in the below screenshot.

Solution: Date of Admission should not contain Alphabets or Special Characters or Decimals

or Numbers.

Admission Number

Possible Errors:

• When we validate excel with empty Admission Number, then an error will be displayed as


Solution: Admission Number should not be empty.

• When we enter more than 15 characters in Admission Number, then an error will be


Solution: Admission Number should not be greater than 15 letters.


Studying in Class

Possible Errors:

• When no data has been selected for Studying in Class column in excel, then an error will be


Solution: Studying in Class should not empty.

• When the Studying in Class column empty as shown in below.









Studying in Section

Possible Errors:

• When no data has been selected for Studying in Section column in excel, then an error will be


Solution: Studying in Section should not empty.

• When the Studying in Section column empty as shown in below.









Class Studied Previous Year

• When the student studying in class other than Pre Primary, then Class Studied Previous Year

should be selected as per Studying in Class or None.

If studying in Class I, Status of Previous Year

• When a student studying in Class I, then the Status of Previous Year should not have invalid

data.

No. of days child attended school (in the previous academic year)

• If the student has status of previous year, then No. of days child attended school field should

not be empty.

• When we enter decimals in this field, then an error will be displayed as shown in the below

screenshot.

Solution: Do not enter Decimal numbers in this field.

• When we enter No. of days more than 250, then an error will be displayed as shown in the

below screenshot.


Solution: No of Days child attended school should not be greater than 250.

Medium of Instruction

Possible Errors:

• When no data has been selected for Medium of Instruction column in excel, then an error

will be displayed as shown in the below screenshot.

Solution: Medium of Instruction should not empty.

• When the Medium of Instruction column empty as shown in below.






Numbers in this column, , then an error will be displayed as shown in the below screenshot



Type of Disability

Possible Errors:

• When no data has been selected for Type of Disability column in excel, then an error will be


Solution: Type of Disability should not empty.

• When the Medium of Instruction column empty as shown in below.






Numbers in this column, then an error will be displayed as shown in the below screenshot



Appeared in the last annual examination

• When studying in class is pre primary, then Appeared in the last annual examination should

be selected as Not Applicable.

• When studying in class is other than pre primary, then this field should be selected as Yes or

No.

Passed in the last annual examination

• When appeared in the last examination is not applicable, and then this field should be

selected as not applicable.

• When appeared in the last examination is selected as Yes, then this field should be selected

as either Yes or No.

% of marks obtained in last annual examination

• When Passed in the last annual examination is selected as Yes, then % of marks obtained

should not be empty.


Possible Errors:

• When we provide % marks as decimal numbers, then an error will be displayed as shown in


Solution: Do not enter decimal numbers in this field.

• When we enter more than 100 marks in this field, then an error will be displayed as shown


Solution: Do not enter more than 100 marks.

Stream (For grades 11 & 12)

• When studying in class is 11-XI or 12-XII, then this field should have valid data.

Trade/Sector (For grades 9 to 12)

• When studying in class is from 9-IX to 12-XII, then this field should have valid data (provided

in drop down).


Student’s Bank Account Number

Possible Errors:

• When we provide account number for student, the account number should be less than or

equal to 20 digits in its length.

Solution: Account Number should not be greater than 20 digits.

• When we enter special characters in this field, then an error will be displayed as shown in


Solution: Do not enter special character or decimals in Account number.

IFSC Code

Possible Errors:

• When we enter IFSC code with all digits/alphabets, then an error will be displayed as shown



Solution: 5th

digit should be 0 in IFSC Code.

• When we provide IFSC code more than 11 characters, then an error will be displayed as


Solution: IFSC Code should be 11 characters in its length and 5th

character should 0.

Mobile Number

Possible Errors:

• When we enter Mobile number less than 10 digits, then an error will be displayed as shown


Solution: Mobile number should be in 10 digits.

• When we enter alphabets or special characters in this filed, then an error will be displayed



Solution: Do not enter alphabets or special characters in Mobile Number.

Email Address

Possible Errors:

• When we enter wrong email address, then an error will be displayed as shown in the below

screenshot.

Solution: Email Address should be in below format.

[email protected]


In case of any query you can contact us on:

Email: [email protected]

Mobile: 8800296272, 7011442406

Toll-Free: 1800-11-6200

Date post:	24-May-2018
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