This article is intended for Designated Safeguarding Leads (DSLs) and gives an overview of transferring students between schools supported by Record Manager.
Record Manager starts a student transfer when it detects that a student’s Unique Pupil Number (UPN) is in another school whilst syncing Wonde. When this happens, a counter will appear on Record Manager’s Transfers menu, showing the number of pending outbound and inbound student transfers.
Select Transfers to view the pending transfer details. The Transfers page shows two types of student transfers:
- Outbound Transfer: outgoing student transfers to new schools
- Inbound Transfer: incoming student transfers to your school
Image 1: Transfers counter
Outbound transfers
Warning
Once a student has been transferred to the new school, you will not be able to access their information in Record Manager. We recommend exporting a copy first of their Chronology for record keeping in line with your organisation's policies and procedures around retention of records.
Record Manager instantly transfers outbound students who don’t have Behaviour Incidents, Safeguarding Concerns, General Notes, and other records on their student profiles. However, outbound students with records will appear on the Outbound Transfer list for review and authorisation.
To review and 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” appears if the student transfer needs authorisation.
- Actions - Selecting View lets you open the student’s profile and Authorise Transfer lets you approve the transfer to the new school.
- Select Authorise Transfer on the student’s row. You can also select Authorise All Transfers for multiple transfer requests.
Image 2: Authorising outbound transfers
Record Manager will close the outbound student’s records and transfer the student to the new school.
Tip
If the student transferred to a new school within the same local education authority and you have Multi-Site Access, you may still be able to see their profile in the new school’s Record Manager site. See Using Multi-Site Access for more information.
Inbound Transfers
Inbound Transfers show the list of incoming student transfers. DSLs from previous schools have to authorise the inbound transfer of students who have records on their profiles, while students who don’t have records are immediately transferred.
Review the inbound students’ details, such as their UPN, full names, and previous schools. If you believe there’s an error or that a student is being transferred to your school 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.
Checking previous transfers
Record Manager keeps a record of previous transfers that have occurred in the past 12 months
- Previous Outbound Transfers lets you track all outbound transfers in the past 12 months and details when they were initiated and when they were actioned or completed.
Image 4: Previous Outbound Transfers
- Previous Inbound Transfers show a list of students who were transferred into your school. Select View to open a student’s profile.
Image 5: Previous Inbound Transfers
Note: What happens to an outbound transfer student's records?
- The new school can see the records created at the previous school but they can’t make changes to these records, including editing details or adding notes and updates.
- 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 their transfer’s completion date. Inbound transferred student records will not be included in the new schools’ reporting data, as these records did not happen at the new schools.