Uploading: Common errors and solutions

The student upload process is designed to offer a fast and simple way for you to upload the data for all your students, however, there might be times when you encounter errors resulting from the data provided or duplicate accounts.

 

On this page, you will find details about the different types of errors you might encounter when undertaking an upload, and what you can do to solve the issue.

 

Select the error message below which resembles the error message you received to explore the details of how to resolve the issue:

 

 

 

 

 

 

This student needs a first name

no_first_name.png

This error indicates that a student in your spreadsheet is missing a first name. All students require both a first and last name on Sumdog. This is so teachers are able to easily identify  students. 

 

Example: A student with the last name Smith, in the class Miss Smith Math Class, is missing a first name. 

 

You will need to go back and include a first name for the student in your student data spreadsheet that is listed next to the named error.

 

Students’ first names and last names should be listed in separate columns in the spreadsheet.

 

Once you have added the first name for the student, you can then re-upload the spreadsheet.

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This student needs a last name

no_last_name.png

This error indicates that a student in your spreadsheet is missing a last name. All students require both a first and last name on Sumdog. This is so teachers are able to easily identify  students. 

 

Example: A student with the first name Sara, in the class Miss Jones’ Math Class, is missing a last name. 

 

You will need to go back and include a last name for the student in your student data spreadsheet that is listed next to the named error.

 

Students’ first names and last names should be listed in separate columns in the spreadsheet.

 

Once you have added the first name for the student, you can then re-upload the spreadsheet.

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This student needs a class

no_class.png

This error indicates that a student in your spreadsheet has not been assigned a class. All students will need to be assigned to a class on Sumdog.

 

Example: The student Sara Smith is missing a class. You will need to go back and assign a class to Sara in the spreadsheet which is listed next to the named error. 

 

If you are unsure which class the student should be assigned to at your school, you can create a temporary class name and list that in your spreadsheet. Once you have ascertained which class a student should be assigned to, you can then move their account to that class.

 

Once you have assigned a class to the student you should then re-upload the spreadsheet. Do make sure that a student is only assigned to one class on your spreadsheet as students can only be in one class on Sumdog.

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The grade/year must be one of these:.........

wrong_grade_format.png

This error message means that the format in your spreadsheet for the grade or year level column is incorrect. 

 

Do note that within the spreadsheet your first row should not include any headings, and only the relevant data. If you have included headings in your spreadsheet, please remove them so that the first row onwards only contains relevant student data. You can assign the meaning of that data using the drop-down menus during the upload process.

 

Ensure that the grade/year column is not formatted to text or similar format. It should be set to a number format in the spreadsheet.

 

We recommend that you list the grade or year level in the spreadsheet as 1, 2, 3, etc or P1, P2, P3, etc (for Scotland). 

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You've used this username for more than one student. Usernames must be unique within your school

username_used_by_other_student_in_upload.png

In this image example you can see there are two different students in the spreadsheet who have been assigned the same username. You will need to locate the names in question in the spreadsheet and change the username for one of the students.

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You've used this name for more than one student in the class


student_same_name.png

In this image, it appears that the same student is appearing twice in the spreadsheet. You will need to remove one of the names in the spreadsheet and re-upload the spreadsheet.

 

If the two names in the spreadsheet represent separate students, you will need to change the username for one of the students and then re-upload the spreadsheet.

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The username <username> is already used by <student name>, in <class>

There are a few cases where this error message could appear. Below you will find three common examples and their solutions.

username_used_by_other_studnet_in_school.png

In this first example from the image, you can see the error message advising that there is another student in the school account named Bob Jet, assigned to Class 4, with the username included for Sara Smith. 


You will need to change either Sara Smith’s username in the spreadsheet, or the other student’s username on the system. Do advise if you change the other student’s username that it will impact their ability to log into Sumdog. 


username_used_by_removed_student.png

In this second example, the error advises that there is another student also called Sara Smith, with the same username. Chances are that these two students are the same, however, the student listed in the error message is currently in the ‘Students No Longer in My School’ folder. This means that their account was removed from the school.

 

If the student Sara Smith in the ‘Students no longer in my school’ folder is the same person as the one you are trying to upload, all you need to do is drag and drop the student’s account from the ‘Students no longer in my school’ folder into any class. This is because students in the ‘Students no longer in my school’ folder are considered no longer in the school, and will not be picked up by any uploads.

 

If however the student in the ‘Students no longer in my school’ folder is not the same student, you will need to change the username for either the student in your spreadsheet, or the student in the ‘Students no longer in my school’ folder. The reason for this is that although the student in the ‘Students no longer in my school’ folder is considered no longer part of the school, their usernames can’t be reused to avoid problems if it is decided to add them back to the school account at a later point.

 

username_used_by_another_student.png

In the third example, the error shows that two students each have assigned usernames that are already in use in the school. The error message also looks to indicate that these students might be the same. 

 

Upon closer look you can see that it appears Alice Smith was listed in the spreadsheet with an incorrectly assigned name of Alice Sith. The student Sara Smith was originally included with the middle name Marie, but is now only listed as Sara Smith.

 

In both these cases, the system is attempting to create new accounts for two students since their names do not exactly match those already stored in the system. Matching the accounts will require both the names in the spreadsheet and system to be the same. If there is a difference in spelling, or additional names, the system will assume these are two different people.

 

You will need to either change the names in the spreadsheet to match the names stored in the system, or edit the names in the system to match the spreadsheet. 

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Passwords need to be at least 2 characters long

passowrd_too_short.png

This error means that the password you have listed in the spreadsheet is only one character in length. For account security, all passwords will need to be at least two characters long.

 

We normally recommend a password of three to ten characters so that it is both secure, and easy to remember for the student.

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Passwords can't be longer than 20 characters

password_too_long.png

This error message means that the student’s password  is too long. You will need to shorten the password to less than 20 characters, and then re-upload the spreadsheet.  

 

This limit is to ensure that passwords aren’t too complicated or lengthy for students to remember, and also helps avoid errors when keying in long password. We recommend passwords of between three and ten characters in length. 

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Usernames need to be at least 2 characters long

username_too_short.png

This error means that the username you have listed in the spreadsheet is only one character in length. For account security, all usernames will need to be at least two characters long.

 

We normally recommend a username of three to ten characters, so that it is both secure and easy to remember for the student.

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Usernames can't be longer than 40 characters

username_too_long.png

This error message means that the username for your student is too long. You will need to shorten the username to less than 40 characters, and then re-upload the spreadsheet.  

 

This limit ensures that usernames aren’t too hard for students to remember, and helps avoid errors when the student is keying in their username. We normally recommend between three and ten characters for usernames. 

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First names can't be longer than 40 characters

 

This error message means that the first name for your student is too long. You will need to shorten the first name to less than 40 characters, and then re-upload the spreadsheet.  

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Last names can't be longer than 40 characters

too_long_last_name.png

This error message means that the last name for your student is too long. You will need to shorten the last name to less than 40 characters, and then re-upload the spreadsheet.  

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Any questions? Email support@sumdog.com

 

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