This article is intended for Designated Safeguarding Leads (DSLs).
Record Manager starts a student transfer when it detects a student’s UPN (Unique Pupil Number) in another school during Wonde sync. When this happens, a counter for pending outbound and inbound transfers appears on the Transfers menu.
Select Transfers to view:
- Outbound Transfer: outgoing transfers to new schools
- Inbound Transfer: incoming transfers to your school
Image 1: The Transfers counter
Outbound transfers
Warning
Once a student has been transferred to a new school, you won't be able to access their information in Record Manager. Before completing the transfer, export a copy of their Chronology for your school's record keeping.
Record Manager instantly transfers outbound students who don’t have Behaviour Incidents, Safeguarding Concerns, General Notes, and other records. However, outbound students with records will appear on the Outbound Transfer list for review and authorisation.
To authorise an outbound transfer, check the details of the outbound transfer request:
- UPN - A combination of alphanumeric characters unique to the student.
- Full name - The student’s full given name(s) and last name.
- New school - The school the student is transferring to.
- Status - “Pending” for student transfers needing authorisation.
- Actions - Select View to open the student’s profile or Authorise Transfer to approve the transfer.
You can also select Authorise All Transfers for multiple transfer requests. Record Manager will close the outbound student’s records and transfer the student to the new school.
Image 2: Authorise outbound transfers
Tip
You can see the profile pages of students who transferred to schools within the same local education authority or Trust if you have Multi-Site Access.
Inbound Transfers
Inbound Transfers shows the list of incoming student transfers. DSLs from previous schools must authorise incoming students who have records on their profiles. Incoming students without records are transferred immediately.
Review the inbound students’ details, such as their UPN, full names, and previous schools. If you believe there’s an error or that the transfer was done by mistake, select Cancel Transfer.
Image 3: Select Cancel Transfer to stop the inbound transfer of a student.
Tip
If you can’t locate the inbound student in Record Manager, ask Smoothwall Support to perform a forced Wonde sync for you.
Check previous transfers
Record Manager keeps a record of transfers from the past 12 months.
- Previous Outbound Transfers provides details of all outbound transfers from the past 12 months, including UPNs, students' full names, new schools, and transfer and action dates.
Image 4: Previous Outbound Transfers
- Previous Inbound Transfers show a list of students who transferred to your school. Select View to open each transferred student’s profile.
Image 5: Previous Inbound Transfers
What happens to an outbound student's records?
- The new school can see the records created at the previous school but they can’t edit these records.
- If a record includes multiple students (for example, the transferred student was involved in a bullying incident along with other students), the new school can only view the record’s details and updates meant only for the transferred student and not the others involved.
- To ensure accuracy, Record Manager will include outbound students’ records in the previous school’s Reporting up to the transfer’s completion date.
- Inbound students' records are not included in the new schools’ reporting data, as these records did not occur at the new school.