The import takes a CSV file and creates students in three steps: Upload your file → Map fields → Import.
Before you start: prepare the CSV#
Download the official template from Students → Template (file ivqa_students_import_template.csv). Its columns, in order:
| Column | Required | Notes |
|---|---|---|
| First Name | Yes | up to 120 characters |
| Last Name | Yes | up to 120 characters |
| National ID / Identification No. | No | passport, national ID… (80) |
| Date of Birth | No | YYYY-MM-DD, e.g. 1998-05-14 |
| Program / Programme | Yes | the student's programme (200) |
| Qualification Level | Yes | for example Bachelor's / Licence, Master's, Other |
| Qualification Level Other | When level is Other | the custom level text (120) |
| Year / Stage | No | e.g. Year 3 |
| No | a valid address (190) | |
| Phone | No | international format recommended, e.g. +212612345678 |
| Enrolment / Registration No. | No | your institutional number (120) |
Rules:
- CSV only, UTF-8, up to 5 MB and 5,000 rows per file.
- The Student UID is generated by IVQA and can never be set from a file — there is no UID column.
- Your own headers are accepted: IVQA recognizes common names such as prenom, surname, matricule, niveau or courriel and maps them automatically. You can fix the mapping in step 2.
- Your plan sets an import limit; the page shows the remaining capacity.
Step 1 — Upload your file#
Open Students → Import CSV. Drag the file into the drop zone or select Choose a file, then Upload. The page shows the file name, size, format and row count. Recent imports are listed below with their date, file, rows, imported and skipped counts and status.
[SCREENSHOT REQUIRED]
Institution Dashboard → Students → Import CSV → Upload your file
Step 1 of the student import: the upload zone and the list of recent imports
expected file: public/images/institution/import-upload.png
Step 2 — Map fields#
For each CSV column the page shows a sample value and the IVQA field it will feed. Correct any mapping, or choose Ignore column for data you do not want to import. Required fields are marked.
[SCREENSHOT REQUIRED]
Import CSV → Map fields
Step 2 of the student import: CSV columns matched to IVQA fields
expected file: public/images/institution/import-map.png
Step 3 — Validate and import#
The Validation step shows how many rows are valid, invalid or duplicates, and previews the first rows exactly as they will be stored. Problems are listed per row (row number, student name, reason), up to 200 in the preview.
Skip rows that match an existing student is ticked by default: rows are matched on National ID, Enrolment No. or Email within your institution. IVQA does not forbid duplicates — untick the option if you really want to create them.
Select Import students. The result shows how many students were imported and how many rows were skipped as invalid or duplicates. Imported students start with the status Pending.
Common errors#
| Problem | Fix |
|---|---|
| File too large | Split the file: 5 MB / 5,000 rows maximum. |
| Missing required value | Fill First Name, Last Name, Program and Qualification Level on every row. |
| Invalid date | Use YYYY-MM-DD. |
| Invalid email | Correct the address or leave the cell empty. |
| Unknown qualification level | Use one of the level labels from the template, or Other plus the Qualification Level Other column. |
| Wrong encoding (accents look broken) | Save the file as CSV UTF-8 from your spreadsheet software. |