Export EYFS Profile data for the local authority

Written for: Reception teachers, early years leads and data managers in schools in England.

Once your Reception children’s EYFS Profiles are complete, you can download their outcomes as a common transfer file (CTF) to send to your local authority. Student Radar checks that every child has what the file needs before it lets you download it, and tells you what’s missing.

Open the export

1. In the sidebar, click Assessment, then EYFS, then Profiles & Reports.
2. Click the Export & submission tab.

Check that you’re ready

Under Export readiness you’ll see:

• A count of the days until 30 June.
• The academic year being exported.
• Permitted Reception pupils: the Reception children your account has access to. These are the children the export includes.
• Profiles with all 17 outcomes: how many of them have an outcome for every Early Learning Goal.

If anything needs attention, you’ll also see how many children have no profile, an incomplete profile, a profile that isn’t yet complete, or missing details. Any problem that stops the export is listed underneath, for example “Every pupil needs a completed profile with all 17 valid outcomes.”

To be exported, every child needs:

• A profile with an outcome for all 17 goals, saved with the status Complete or Submitted.
• A valid UPN, their legal first name and surname, their date of birth, and their sex recorded as M or F.

Your school also needs its name, three-digit local authority code and four-digit establishment number recorded in Student Radar.

To finish a child’s profile, see Complete the EYFS Profile and parent reports.

Download the file for the local authority

1. Check that no problems are listed under Export readiness.
2. Click Export CTF XML.

The file downloads to your computer. Its name starts with eyfs-profile-CTF26 and includes the academic year. Send it to your local authority in the way they ask, for example through their secure upload.

Export CTF XML stays greyed out while any problem is listed.

Before you send the file, check:

• That it covers the right children. The file includes only the Reception children your account can access, with their completed outcomes. If someone else can see children you can’t, the file isn’t the whole year group.
• That your local authority will accept it. Student Radar checks the file against the published CTF specification, but it can’t confirm that your local authority’s system will accept it.

The file holds children’s personal details, so store and send it securely, following your school’s data protection policy.

Download a draft to check

Click Export draft XML to download a draft file before the profiles are finished, for example to check the outcomes. Draft files can have missing outcomes and pupil details. Use them for checking only, and never send one to the local authority.

Notes

• England only: the EYFS Profile return is for schools in England. The Export & submission tab isn’t shown to schools in Thailand.
• Who can use it: teachers, SENCos, safeguarding leads, senior leaders and headteachers can open it by default. Teaching assistants can’t. Schools can change who has access.
• Fixing pupil details: UPNs, names, dates of birth and sex usually come from your school’s MIS. Correct them there, or ask whoever manages your school’s pupil data.

If something doesn’t work

What you see	What to do
“Could not load the permitted Reception export data. Try again before exporting.”	Click Try again. If it keeps happening, ask your school’s Student Radar administrator to check your access.
“Every pupil needs a completed profile with all 17 valid outcomes.”	Finish each child’s profile on the Profile entry tab and save it as Complete or Submitted.
“Every pupil needs valid UPN, legal name, date of birth and recorded M/F sex.”	One or more children are missing details. Ask whoever manages your school’s pupil data to correct them.
“Pupil UPNs must be unique.”	Two children share a UPN. Ask whoever manages your school’s pupil data to correct it.
“Source school name, three-digit LA code and four-digit establishment number are required.”	Your school’s details are incomplete. Ask your school’s Student Radar administrator to check them.
“Source school export metadata is unavailable.”	Your school’s details couldn’t be loaded. Reload the page, then ask your administrator if it keeps happening.
“An export of 1 to 500 permitted Reception pupils is required.”	You can’t see any Reception children, or more than 500. Ask your administrator to check your access.