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APAAR IDs: check, consent and import

Find students whose details will not match Aadhaar, collect APAAR consent, and record the IDs from the UDISE+ report.

Students · How to · Last checked 2026-10-19

APAAR is the one student ID of the government. SunRuby does not generate APAAR IDs and does not send anything to a government system. The UDISE+ coordinator of your school generates them. SunRuby helps you get the records ready and keeps the IDs once you have them.

Open Students > APAAR. There are four tabs.

1. Check before UDISE+

Five tiles split your active students: Needs fixes, Needs consent, Consent declined or withdrawn, Ready for UDISE+, Has an APAAR ID.

  1. Press a tile to see those students. Each row lists the problems with a fix line. A common one: the Aadhaar name has fewer words than the school record.
  2. Pick a problem in Problem to narrow the list.
  3. Press Download the list for a CSV to give to the office.

It checks PEN, Aadhaar, the Aadhaar name, date of birth, gender, mobile number, parents' names and consent.

A student needs a parent's consent before an APAAR ID is made.

  1. Choose a standard and press Issue forms to this class. A message says how many forms were issued.
  2. When the paper form comes back, on the student's row press Record as signed, type the name and relation. The row shows Signed.
  3. If a parent withdraws, press Record withdrawal and give the reason. Issue again brings it back to Form issued.

3. Import APAAR IDs

  1. Download the student report from UDISE+ that holds the PEN and APAAR ID columns.
  2. Open the Import APAAR IDs tab and upload the file (CSV or Excel).
  3. SunRuby finds the header row and matches students by PEN. It tells you which IDs will be recorded, which are the same, which differ, and which are not found.
  4. Press Record. The batch is kept under Earlier imports.

If the columns are missing you see "No PEN and APAAR ID columns were found".

4. Printing

Switches decide whether the APAAR ID is printed on ID cards, the leaving certificate and report cards. Only the owner or institution admin can change them. The ID is shown only to people who may see identity details.

Common questions

Who can see PEN and APAAR numbers?

Only roles with identity access. Others see no number.

Does SunRuby sync with UDISE+?

No. UDISE+ has no way for software to connect. You upload the file yourself.

Using SunRuby already? Press the ? button at the top of any screen for the guide to that screen.

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