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Planned Maintenance of Key to Success

No maintenance is planned.

GIAP Release v2.2

Get Information About Pupils (GIAP) moved to private beta version 2.2 on the evening of 13th October 2021. The following updates and improvements were applied:

Updates and improvements:

• 89891, 51425, 89895, 88914, 78905, 87803, 77359, 89893, 92090 and 91721 - Functionality has been added to allow FE Colleges to be able to search on Unique Learner Numbers (ULNs) and download FE Pupil Premium and SEN data.

ULN search functionality will be rolled out to school establishments with pupils aged 14 or over in a future release.

Users are not expected to take any specific action unless otherwise indicated.

GIAP Release v2.1

Get Information About Pupils (GIAP) has moved to private beta version 2.1 on the evening of 8th October 2021. The following updates, improvements and bug fixes have been applied:

Bug fixes:

• 91054 - Fix applied to filters within the Advanced Search. This fix will allow users to filter upon any search criteria in any order.
• 91107 - Fix applied to the URL while working within My Pupil List. This fix will allow users to select and work with large volumes of selected pupils in My Pupil List.

Updates and improvements:

• 89705 and 92109 - Functionality has been added to provide users with choices when one or more Unique Pupil Numbers (UPNs) have not been found.
• 87924, 89882, 89887, 92080, 92086, 92098, 92084 and 66600 - Pupil level alternative provision pupil premium data will be made available to local authority users as a pre-prepared download.

Users are not expected to take any specific action unless otherwise indicated.

What is coming next?

Functionality for Further Education (FE) Colleges and users of school establishments with pupils over 14 to search pupils by Unique Learner Numbers (ULNs), and availability of Special Educational Needs (SEN) and FE pupil premium data is expected to be available next week.

In anticipation of the ULN functionality in GIAP, FE College users should check that they have access to the system. For access, please see 'How to access GIAP' further below.

GIAP Hotfix v2.0.1

A hotfix is being applied to Get Information About Pupils (GIAP) and will move to private beta version 2.0.1 on the evening of 22nd September 2021.

Local authorities downloading attainment data

90631 - The hotfix is necessary to allow GIAP users based in local authorities to have the option, where applicable, to download pupil attainment data of the pupils selected from National Pupil Database (NPD) searches and My Pupil List.

Users are not expected to take any specific action unless otherwise indicated.

What is coming next?

For the next release, expected early October, we will be providing fixes and improvements on the following:

• Functionality added to allow users to select and take further action on (including download NPD and pupil premium data) Unique Pupil Numbers (UPNs) that are found within search results that also include UPNs that are listed as 'Not found'.
• Functionality for Further Education (FE) Colleges and users of school establishments with pupils over 14 to search pupils by Unique Learner Numbers (ULNs).
• FE Special Educational Needs (SEN) and FE pupil premium data to be available for FE Colleges and users of school establishments with pupils over 14.

Get information about pupils release version 2.0

Get Information About Pupils (GIAP) is moving to private beta version 2.0 on the evening of 6th September 2021, subject to final testing.

Change to programming language:

GIAP has undergone a change of programming language under the surface of the application. The implementation of the new programming language will promote a more responsive, in-house capability for future development and releases. This release is aimed to provide users with more stability and a better experience of performance going forward, whilst maintaining the same functionality of the previous version.

This version of the system has been developed to meet Government Digital Service (GDS) accessibility requirements; and this initial release is designed to work for all users regardless of their local JavaScript (JS) status. Further JS only optimisations are planned to follow in future updates to improve the user experience of this version, along with further updates feeding in from the user research process.

Security reports

We have simplified the security reporting functionality to allow reports to be downloaded by pupil record, organisation or by school.

GIAP Content Manager

We have made changes for our GIAP DfE Administrators to be able to manage the content of GIAP pages without the need for developers, ensuring quicker and more cost-efficient responses for changes to GIAP content.

Pre-prepared pupil premium files

• 74646 and 74647 - Functionality has been added to ensure Service Child premium is outputting the correct value based on combinations of MODSERVICE, CENSUSSERVICEEVER6 and user organisation type within the pre-prepared downloadable files.
• 68265, 76403 and 74647 - pre-prepared pupil premium data files have been renamed in line with DfE published specification so that schools and local authorities can easily identify expected files named in that convention.
• 64697 - Revised the fields within the pre-prepared pupil premium data files in line with DfE published specification so that formats are as expected and can be input into recipient's MIS without modification.

Further updates and improvements are also to be applied:

Updates and improvements:

• 76460 and 68975 - Search fields to be populated with census data only. This is to ensure that a valid UPN is searchable within GIAP despite having non census data containing an invalid or null valued UPN.

Users are not expected to take any specific action unless otherwise indicated.

Spring census 2020-21 and pupil premium 2021-22 data on GIAP

The spring census 2020-21 and pupil premium 2021-22 data files are now available to download from GIAP.

There is a known discrepancy between the AP pupil numbers on GIAP and those used in the initial pupil premium publications on 24 June, which were incorrect in some instances. This will be rectified on the published allocations in September. The affected LAs will be informed shortly.

Historical data

3 years of historical data has been added to this GIAP system as part of the 1.5 release, as per below:

Autumn Census: 2017-18, 2018-19, 2019-20 and 2020-21

Spring Census: 2017-18, 2018-19 and 2019-20

Summer Census: 2017-18 and 2018-19

KS1: 2017-18 and 2018-19

KS2: 2017-18 and 2018-19

KS4: 2017-18, 2018-19 and 2019-20

Phonics: 2017-18 and 2018-19

EYFSP: 2017-18 and 2018-19

Pupil Premium: 2018-19, 2019-20 and 2020-21

These datasets are available within the downloads from NPD and Pupil Premium search results as well as Data Downloads. More historical data is expected to be added in later iterations of GIAP.

Key stage 4 2019-20 data

As part of the covid-related adjustments to sharing pupil data this year, key stage 4 2019-20 CLA data will be made available via the secure data transfer system - School to School. Key stage 4 2019-20 NPD searchable data will be available to download from Get Information About Pupils (GIAP) from the evening of 21st June 2021. This data should only be used for operational planning purposes this year and not as part of performance monitoring or accountability. Users should note that the Department will not be publishing institution level data based on 2020 key stage 1 and 2 assessments, tests, GCSEs, AS levels, A levels, other regulated general qualifications, or vocational and technical qualifications and those working with schools and colleges, such as Ofsted, Department for Education regional teams and local authorities, should use data from previous years as a starting point for discussions around a school's or college's performance but should not use 2020 results data for this purpose. Further information can be found here:

Coronavirus (COVID-19): school and college performance measures - GOV.UK (www.gov.uk)

Search limits

Please note that, as per update 72752 - the system permits UPN searches up to a maximum of 2000 UPN numbers. This has been reduced from 4000 to improve overall system performance. The Help page still shows the limit as 4000 - this will be corrected at a later date.

We would greatly appreciate your feedback on the updates included in release v1.5, and your experience of other features in GIAP. Please click on the feedback link at the top of any GIAP page to provide this.

Users are not expected to take any specific action unless otherwise indicated.

GIAP frequently asked questions

Last updated: 9th February 2021

Why is Key to Success (KTS) being replaced?

KTS is nearly 20 years old. Much of the technology it was built with is no longer supported as standard. This makes it increasingly difficult and expensive to maintain and enhance to meet the needs of existing and new users.

Neither does it comply with the new legal accessibility requirements for public sector websites and applications or the wider government digital service standard.

A discovery review in 2019 concluded the best way to meet the needs of our users going forward was to develop a new digital service. The new service is called Get information about pupils (GIAP).

How will GIAP be developed and how long will it take?

GIAP is being developed using Agile methodology. This allows the project team to provide early and continuous delivery of a replacement service for KTS. GIAP is currently in private beta phase where we take the best ideas and evidence from the alpha prototyping phase and build a service for real. We build in ‘iterations’, so that users can get to experience the core features of the service as early as possible and provide feedback. This feedback helps us improve the existing features of the service and is factored into the design of the remaining features. The beta phase is also where we start to think about how and when the new service will replace the old one. We start out in a ‘private beta’. This gives us opportunity to test the new service with large numbers of real users before we ask users to treat it as the live service. (Think of it as sea trials for a new ship).

Some iterations will include very visible changes and improvements, others will include less visible but equally important ‘behind the scenes’ improvements. With each iteration, the capability of the new service will increase. We expect this private beta phase to last several months, until we get to the point where the new service can be used for real. (Until the sea trials are completed and the new ship can be commissioned).

When will KTS be switched off?

KTS will remain available whilst historic data is transferred, and key features are made available in GIAP. Further information on system updates and data releases will be published on the GIAP News page.

What features have been developed so far and what else is planned?

A GIAP user guide can be viewed in a YouTube video located on the GIAP Start page.

GIAP is currently running on version 1.2. Please see release notes in the News section for details of system updates, improvements, and bug fixes.

Further planned system improvements include:

• Advanced search on NPD and Pupil Premium – show results of search criteria at the top of the list.
• Date of Birth in the search filters – the ability to filter by month and/or year only.
• My Pupil List – an indicator to show how many pupils you have added.
• Download file formats – CSV and CTF download options.
• Datasets – more dataset to be searchable.
• Select All – downloads list to have a Select All option.
• Improved search result columns - Surname, first name and middle name(s) to display in separate columns.
• Security reports - LAs or academies to be found within the security report pages.

How do I access downloaded .tab files in Excel?

A csv file type option is in development for inclusion in a future GIAP iteration. In the meantime, if your computer does not have .tab files associated with a spreadsheet-based program (Microsoft Excel, for example), an alternative solution is:

1. Open your file explorer and locate the .tab file you wish to use.
2. Drag and drop the .tab file onto your desktop (the unzipped version – if previously zipped).
3. Open your spreadsheet.
4. Drag and drop the file onto the spreadsheet - this will open the file in a new spreadsheet.

When will autumn school census and pupil premium data be available?

Both autumn school census and pupil premium data should be available in GIAP by 23rd February.

When will pupil premium data for pupils in alternative provision (AP) be available?

Pupil premium data for pupils in alternative provision (AP) should be available in GIAP by 23rd February.

Some pupils are in KTS but not GIAP.

An issue was identified where some pupils in KTS were not uploaded into GIAP. This has been addressed and will be implemented within the next iteration.

Not all data in KTS is available in GIAP.

While GIAP is in private beta phase there will be limited data available. The data available in GIAP will increase during the iterative development of the service.

Can we search on ULNs as well as UPNs?

ULNs will be included as part of the search criteria and results in a later iteration of GIAP.

How can I provide feedback about the new service and take part in user research?

Although the pace of user research has slowed to allow developers to catch up with the backlog of enhancements, we would still like users to continue providing feedback via the Feedback form within the top banner of the service. We ask users not to add feedback to the Slack channel itself. If you have a specific question about the service which requires a response, a service request form can be raised by selecting the ‘contact’ link within the service.

How can I get support when using the new service?

A user guide can be viewed in a YouTube video located on the GIAP Start page.

You can access the Help page from the link in the footer of any GIAP page.

You can raise a service request by selecting the 'contact' link in the footer of any GIAP page.

With Key to Success (KtS) being gradually withdrawn from service, we are not planning to publish any further census data into the system. New published data will be available within Get Information About Pupils (GIAP).

Following the next iteration of GIAP enhancements and features, the pace of user research is to be slowed to allow developers to catch up with the backlog of enhancements. User research pace will resume once the backlog is clear.

The KtS service will remain available whilst historic data is transferred and key features are made available in GIAP. Further information on system updates and data releases will be published on the GIAP News page.

Please continue to provide feedback via the Feedback form within the top banner of the service. We ask users not to add feedback to the Slack channel itself. If you have a specific question about the service which requires a response, a service request form can be raised by selecting the 'contact' link within the service.

Launch of Get Information About Pupils (GIAP) private beta on Thursday 8th October

The KtS replacement project team are pleased to announce Get Information About Pupils (GIAP) private beta is due to go live on Thursday 8th October 2020.

Available features of GIAP from private beta Go Live

The 'site is under maintenance message' will be removed and the following features and data content will be available from the start:

• Search the National Pupil Database (NPD) with up to 2000 Unique Pupil Numbers (UPN)
• Search Pupil Premium with up to 2000 UPNs
• Search NPD and Pupil Premium for pupils using first name and/or surname
• Filter searches using date of birth, name or gender
• Save searches to a pupil list
• Access pre-prepared downloads for your institution - Note that this will only be establishment, multi academy trust or local authority level NPD data. Attainment data will be available on Analyse School Performance (ASP)
• View planned maintenance and publication schedule on the site news page
• Glossary of terms within Help
• Security reports for approvers
• Searchable data from School Census (NPD) at Key Stage 2 and Key Stage 4

A further introduction to the features of GIAP can be found in an accessible video when you sign in to GIAP and in the GIAP help page.

Tell us what you think

We would like to thank everyone who has taken the time to engage with our researchers to this point. The purpose of this next phase is to provide all users with the opportunity to explore the new service that has been developed around the results of that research and provide further feedback. Please tell us what you think of the new service by completing the feedback form.

What is next

The existing Key to Success application will continue to run alongside GIAP for the time being. During this phase we plan to add the following features and data content in a series of minor releases:

• Search the National Pupil Database (NPD) with up to 2000 Unique Learner Numbers (ULN)
• Searchable data from School Census, Key Stage 1, Key Stage 2, Key Stage 4, Early Years Foundation Stage Profile, Phonics and Pupil Premium
• Downloadable data will be from School Census, Pupil Premium, and Pupil Premium Alternative Provision (for local authorities)

Once we have worked our way through this backlog and responded to feedback trends, the existing Key to Success application will be retired. The service will then be regularly iterated in response to ongoing research and feedback throughout the remainder of our beta phase.

How to access GIAP

You will be able to access GIAP private beta through DfE Sign-in from Thursday 8th October. Here's how:

Existing Key to Success DfE Sign-in Approvers

If you are already a Key to Success DfE Sign-in approver for your organisation, then you should already be assigned the GIAP service. However, you will need to add the service to users at your organisation. Here's how:

1. From the manage users page, choose the required user
2. From the right-hand list, choose 'add services'
3. Choose Get Information About Pupils
4. Select the 'GIAP User' role
5. Save your changes

Note that the 'GIAP Approver' role provides the user with administration level access to GIAP. The GIAP Approver will have access to a new security reports feature in their GIAP admin menu. These reports help the GIAP Approver perform the responsibilities within their role, as detailed in the DfE Sign-in terms and conditions and in the GIAP terms of use. Currently, both GIAP Approver and GIAP User option can be selected - please select one option only. Where you wish to add a 'GIAP User' role, please ensure that you select 'GIAP User' ONLY.

Approvers who do not have Key to Success

If you are a DfE Sign-in approver but do not have KtS then you can add GIAP to your own account by selecting add services to my account from the services page.

1. Select the Get Information About Pupils service
2. Choose the 'GIAP Approver' role
3. Save your changes

DfE Sign-in users who want access to GIAP

An approver at your organisation will be able to provide you with access to GIAP. An approver is someone at your organisation responsible for controlling who has access to DfE Sign-in and the services within the system. It is usually a senior role, such as an administrator, manager, or headteacher.

How can I find a relevant approver?

Once you add your organisation to your account, you can find a list of all recognised approvers under the organisation section of your DfE Sign-in account.

Users who do not have a DfE Sign-in account

If you do not have a DfE Sign-in account, then you will need to create one. Here's how:

1. Select the create account button from the DfE Sign-in page
2. Enter your name and email address (it is best to use your work email address or one that is clearly associated with your organisation)
3. We will send you an email to verify your email address; copy the code from this email and paste it into the box on the verification page
4. Create a memorable password of 12 characters or more (we recommend joining three or more familiar words)
5. Sign in using your new credentials, and request access to the organisation for which you would like to access GIAP.

You might have noticed the term 'approver' during account creation. An approver is someone at your organisation responsible for controlling who has access to DfE Sign-in and the services within the system. It is usually a senior role, such as an administrator or manager.

For security reasons you will need to be approved by one of your organisation's approvers before you can access the service.

Help and support

• Further help on how to access DfE Sign-in can be found here.
• If you would like to provide feedback about your GIAP experience and / or leave your contact details for taking part in future user research you can do so by following the user satisfaction survey link in the beta banner as you sign in to GIAP or via this feedback link.
• Further help on how to use GIAP can be found by selecting the Help link at the bottom of any GIAP page.
• If the GIAP Help page does not contain an answer to your query you can submit a service request using the Contact link at the bottom of any GIAP page and selecting the 'Key to uccess' option from the form.
• A Video User Guide is also available.

School Service Updates

The Government has announced that it will not publish any school or college level educational performance data based on tests, assessments or exams for 2020. Subject to availability, the 2020/21 Autumn Census and 2020 Children Looked After (KS4) will also be available, timings to be confirmed.

July 9, 2020: Pupil Premium data is now available for download on the 2020-21 Pupil Premium page.

April 27, 2020: The pupil searchable data has been updated with 2019 Key Stage 4 final data.

April 7, 2020: The pupil searchable data has been updated with 2019 Key Stage 2 final data.

February 13, 2020: The pupil searchable data has been updated with 2019 Key Stage 4 amended data.

January 14, 2020: Final Pupil Premium data is now available for download on the 2019-20 Pupil Premium page.

December 16, 2019: The pupil searchable data has been updated with 2019 Key Stage 2 amended data.

December 9, 2019: The pupil searchable data has been updated with 2019 EYFSP final data.

November 14, 2019: The pupil searchable data has been updated with 2019 Phonics final data.

November 7, 2019: The pupil searchable data has been updated with 2019 Key Stage 4 provisional data and 2019 Key Stage 1 final data.

October 10, 2019: The pupil searchable data has been updated with 2018 Key Stage 2 final data.

October 7, 2019: The pupil searchable data has been updated with 2019 Key Stage 1 and Phonics provisional data.

September 17, 2019: The pupil searchable data has been updated with 2019 Key Stage 2 provisional data.

July 12, 2019: Pupil Premium data is now available for download on the 2019-20 Pupil Premium page. The formatting issue with the LastFSM field has now been resolved.

April 25, 2019: The pupil searchable data has been updated with 2018 Key Stage 4 final data.

February 1, 2019: The pupil searchable data has been updated with 2018 Key Stage 4 amended data.

December 20, 2018: Final Pupil Premium data is now available for download on the 2018-19 Pupil Premium page.

December 17, 2018: The pupil searchable data has been updated with 2018 KS2 amended data.

December 10, 2018: The pupil searchable data has been updated with 2018 EYFSP final data.

November 21, 2018: The pupil searchable data has been updated with 2018 KS1 and 2018 Phonics final data.

November 15, 2018: The pupil searchable data has been updated with 2018 KS4 provisional data.

October 8, 2018: The pupil searchable data has been updated with 2018 Key Stage 1 and Phonics data.

September 21, 2018: KS2 data has been reloaded and full results are now available.

September 18, 2018: We are aware of an issue with missing results in KS2 data and are currently working to resolve this. We will issue another message when the full results are available.

September 13, 2018: The pupil searchable data has been updated with 2018 KS2 provisional data.

August 31, 2018: From today schools with sixth forms will have access to new functionality. This will allow schools to see if any new students entering their sixth form have been in receipt of pupil premium funding in key stage 4 or if they received SEN support in year 11. This is to enable institutions to check which of their new intake of students might require additional support, may be eligible for bursary funding and which students will be reported on in the 16-18 performance tables disadvantage measures.

August 03, 2018: Looked After Premium data is now available for download on the 2018-19 Pupil Premium page.

July 20, 2018: Pupil Premium data is now available for download on the 2018-19 Pupil Premium page.

April 26, 2018: The pupil searchable data has been updated with 2017 KS4 Final data.

April 05, 2018: The pupil searchable data has been updated with 2017 KS4 provisional data.

March 06, 2018: The pupil searchable data has been updated with 2017 KS2 Final data.

January 08, 2018: Final Pupil Premium data is now available for download on the 2017-18 Pupil Premium page.