Importing Student CTFs

The CTFs (Common Transfer Files) containing new student data are uploaded to your ScholarPack software.


Choose the file

Go to Admin > Students > Full ATF/CTF Importer. 


Within this area, click on 'Add/Merge Students from CTF/ATF'


You can then select 'Choose File' to browse the file located on your computer


A Pop-up screen appears enabling you to select the file, click Open and then Upload File.

If you have already created a profile for the student manually, ensure it has a UPN, then software will find a match (see below)


Check the file

Before importing the file, check the table (CTF Importer Column Legend, see below) which holds a key to the letters in the table. There may be additional information in the CTF that you have not input on your manually added record (e.g.. additional contacts), so you need to select them.  Or there may be data you wish to overwrite as the CTF holds more recent information.

Tick the box next to the letter(s) for the data you wish to import.

After that click on Merge Record, then Finish Import.
(If you are not matching to an existing student profile, you may see 'Enrol' instead of Merge Record')


When there are multiple students on the CTF you will need to Merge Record for each student then click Finish Import.

By selecting A-Admissions Student, the student(s) profile will not be given that day as an entry date but they can be found in the Admin > Students > Admissions area ready for you to assign in bulk a year/form/entry date. This usually applies to the students uploaded at the end of one school year, ready to start the next academic year.

  • If there is no match found, but you have entered a temporary profile for the student, copy and paste the UPN showing in the CTF to the Extended tab for this student. Return to the CTF import area and you will find it has matched. This is advisable to avoid any duplicate student profile being created. 
  • If there is not already a record on your system for this student, you have the option to Enrol the student (instead of Merge Record), followed by Finish Import. 

I get an error message

Please see our guidance here: Error when uploading an ATF or CTF file



Returning to the page, you can choose to re-import, and choose which data to import for Attendance History, School History, Contacts and Assessments.

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