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How to add new Schools to your MIS

In this guide, we will look at how to add new Schools to your system. Schools must be added for situations where a Student leaves to join another School and a CTF Export is required by them.

Access: The Minimum permissions to access Schools are found in the Administration Module from within Config > Setup > Roles and Permissions.


See also: How to Process a Leaver and Export a CTF

Frist, go to Config > Administration > Schools.


Once you arrive on the Schools page, press New.


You will then see an Add/Edit School window appear below, which is where you would manually enter the information of the new School you are adding.

Note: If you are adding the School details manually, please ensure they are correct and you have verified them internally or obtained them from a reliable GOV/DfE source.

Alternatively, you can use the Online Search option to the right of the page.

Online Search

The Online Search option will provide you with a list of available Schools and also allows you to search for a School using the Parameters on the left such, as Establishment Name and Post Code.

If you use this method, select the School after you have found it and you will be redirected to the original screen with the School’s details populated for you.

Search Criteria

When adding a School, there are some key details which you will need to ensure are correct.

Not all of them are required for this process but checking them will help you to verify that you are adding the correct School;

Schools Unique Reference Number (URN) – This is a unique 6 digit reference number, which is allocated to all Schools by Edubase.

Establishment Number – This is a 4 digit field and is unique to each School.

LEA Number – This is a 3 digit field which is assigned based locality and your local authority.

DFE Number – A combination of the LEA and Establishment Number, display in the following format – (XXX/XXXX)

You should ensure the details you enter are collected from a reliable source, such as – https://www.get-information-schools.service.gov.uk/.

Once the details of the School you are adding have been populated, either manually or via the Online Search, you can now press Create.


This School will now appear if you were to reload the page and search for it using the Select School field at the top of the page.

You will also be able to add an Address to the School as shown below;


Now that the School is on your system, it can be used for CTF Exports.

Note: When you are going to use this new School for the first time during a CTF Export, it will NOT appear under Destination Schools only or Feeder Schools. This is because it has not been used before.

To select the new School, you must change the School Type dropdown to All Schools and make sure the Local Authority is selected correctly too.

The School should then be visible for you to select.

CTF Export

Now you will be able to select the new School and Export your CTF file.

Moving forward, the School will now appear in Destination Schools only and All Schools in future CTF Exports because it has now been used.

Note: You can always amend details of specific Schools by going back to Config>Administration>Schools and editing them.

See also: How to change the Core Details of Destination Schools

Updated on April 23, 2024

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