Multiple student upload (non-gov schools only)

Use this guide to create new accounts for non-government students at your school. This guide is only for non-government schools.

PRC Support
14 steps
2 minutes

Coordinators can create up to 250 student accounts while the Challenge is open. Student usernames and passwords should be saved by coordinators for future reference and retrieval. Students are only able to log into the PRC website once the Challenge is open.

Note: The Upload student function will not create new accounts for students who already have accounts at your school. \ If you need the login details of a few students at your school, please refer to this article: [Can I change a student's username or password in the PRC website?](https://prcsupport.freshdesk.com/support/solutions/articles/6000062996-can-i-change-a-student-s-det-user-id-or-name-in-the-prc-website-)\ If you do not know the login details of any students at your school, please refer to this article: [I do not know the account details for the students at my school](https://prcsupport.freshdesk.com/support/solutions/articles/6000062989-i-do-not-know-the-account-details-for-the-students-at-my-school)

If you encounter any error messages during this process, please refer to this support article: <https://prcsupport.freshdesk.com/support/solutions/articles/6000063562-errors-when-trying-to-use-multiple-student-upload>

Using the student_upload template at the bottom of this page, create a spreadsheet containing your students' details and save this to your computer. \ \ **Follow the formatting guide below to ensure your upload will be accepted:**\ \ -**Order of information:** The student details must be in columns in the order specified in the template: *First name, Last name, Grade, Gender, Date of Birth, Other/Middle name*\ -The only optional column is the *Other/Middle name* column\ -**Name formatting**: The names you enter will appear on student's certificate. Please use **T**itle **C**ase (not ALL CAPS or sentence case)\ -**Grade formatting:** Use a single letter or number to represent grades e.g. K for Kindergarten, 1 for Year 1 etc \ -**Gender formatting:** Use M or F only. Please contact the PRC team after uploading accounts if you have a student who does not want their gender to appear as M or F in the PRC site. \ -**Date of birth:** Use dd/mm/yyyy format, e.g. 06/02/2013. **Include no more than 250 students in each spreadsheet.** If you have more than 250 new students you will need to complete the multiple student upload process more than once.

Log into the [PRC website](https://online.det.nsw.edu.au/prc/home.html) as a coordinator and click on **Students**

Click **Student Upload**

Click **Choose file,** select the file that contains your students' details, then click **Open**

Ensure you have selected the correct file format and indicated if there is a header row in your upload, then click **Next**

Alert! If any errors appear at the Review stage in your upload, you will need to select **Cancel**, adjust your spreadsheet, save changes and re-upload your spreadsheet.

Alert! If an exact match for a student account exists in your spreadsheet and in the PRC website at your school, these students will show "exact match" as their status. \ No new account will be created for a student with a status of "exact match."

**Identify Matches**\ If your upload contains similar names to students who already have PRC accounts at your school, you'll be shown the identify matches screen. Check the student's name, DOB and grade carefully. **If the student is actually a new student:** Click the **New** button. This will create a new account and leave the other account intact. **If the student is the same student:** Click the **Same** button. No new account will be created, but any differences in the student's name, grade, gender or DOB will be updated on the original account.

Once all matches have been confirmed, click **Next**

Click **Finish**

If your upload has been successful, you will see the message below:

**After 15 minutes,** click **Password Files**

Click **Download** on the most recent file upload. This will download an excel document to your computer's download folder

Click **Generate Password,** then copy the password that appears at the top of the page to your clipboard (select text, CTRL+C or right click and select copy). This file will have an expiry date and a maximum number of downloads.

Open the file (usually stored in your downloads folder) and paste the password, then select "OK"

The excel document will contain the usernames and passwords of all student accounts contained in this upload

Note: Only the coordinator who performed the upload will be able to access this document within the PRC website. If you need to share this document with other coordinators, please share both the document and password with them. If the coordinator who performed the upload is no longer at the school, please contact the PRC Team at [prc@det.nsw.edu.au](mailto:prc@det.nsw.edu.au)