How do I download, fill-out and upload my Pupil Details Form?

Before your MyTutor lessons can get started, we’ll need you to complete our Pupil Details Form.
It's worth noting that, for any lessons taking place in school, we'll also need you to pass a School Network Test. Book that here! 

This is the document we use to collect pupil information, allowing us to book in their lessons and match them with the right tutor.

There are instructions down below - or, you can watch our handy how-to video here.

It’s really important you upload the form directly from your teacher account. We won’t be able to accept forms sent via email, as sharing confidential pupil data over email is a huge breach of our data protection agreement. 

Step 1: Downloading 

When first setting up your programme, your account will ask you what you start dates, exception dates, lesson location and if your timetable alternates between week A/B - then, the final step is the pupil details form, which you can download from the tab 'Pupil Information'. 

The form will be downloaded as an excel spreadsheet. But if you'd like to fill it out in Google Sheets instead, this is easy too.

Simply download the excel document, and drag it into your Google Drive. Next, open the document in Google Sheets, and you'll be able to fill in all of the information there. 

When you're ready to upload, download the sheet as an excel document and run it through the validator (as shown in step 3).


Step 2: Filling out 

The Pupil Details Form has four sections that need to be completed before we create your programme.

1. This is where you can input pupils’ names, year group, gender and a parent and/or pupil email address. In the cells that say ‘Please select’, choose an option from the drop-down menu. This helps us to collect data from your form in the right format.

2. This only needs to be filled in for pupils whose programmes are being supported by the National Tuition Programme. For their validation, the NTP requires their date of birth, Unique Pupil Number alongside their Pupil Premium and SEND status. 

3. In the fields ‘Subject’, ‘Level’, ‘Day’ and ‘Time’ you can tell us which subject each pupil will be studying, and when their MyTutor lessons should take place. If you've arranged to do a subject with your Education Partnerships Manager that is not on the drop down list, simply put this in the 'how this pupil works best section' and we'll take it from there.

4. The fourth section asks you for some information about the level pupils are working at. We ask for current grades, target grades, exam boards and the areas of focus you’d like the pupil to focus on with their tutor.  This information is mandatoary as we use it to match pupils with the tutors that are right for them.



Here, the final column asks how the pupil learns best, allowing you to share any specific information that would help the tutor establish a good rapport - for example, if your pupil has dyslexia, or if they are really shy and need that extra push to participate, pop that in this column so we can let the tutor know and they can plan lessons with this in mind.

The form is pretty much the same for 1:1 and 3:1 programmes - the only difference is that for 3:1 lessons, the pupils are split and put into groups of 3. 

You get to decide what pupils are in which group, but we strongly recommend that you put pupils of a similar learning ability together. 

Step 3: Uploading + Submitting

Once you’re done, check everything is in order using our validator. Doing this will active the upload button! 

When the form goes through our validator, it will highlight any missing bits of information in red. All forms must be validated before being uploaded to your account. 

Once you've uploaded your pupil details form, be sure to click submit - this means our frontline team can start building your programme for your start date. 

If you need to make any changes to your sheet after you've uploaded it, don't worry - just pop an email to schools@mytutor.co.uk and we'll handle the rest. Just be sure to validate the new form to active the replace button when you reupload!