Management Information Sheet
Transferring Pupil Files of a Sensitive or Confidential Nature
Further to MI 199/10, it has become apparent that there is a need to clarify the procedures for transferring pupil records of a confidential and/or sensitive nature. This guidance should be followed for the transfer of child protection and LAC records and should be considered when transferring SEN records and records relating to vulnerable pupils.
Records of this nature should never be transferred by unsecure means including the use of the parent/carer as a courier.
Transferring Information when a Pupil Leaves
It is imperative that relevant child protection information is forwarded to the receiving school as quickly as possible. Such information sharing should occur between Designated Senior Persons and/or Head Teachers as soon as possible.
Where appropriate, records can be delivered by hand from one Senior Designated Professional to another as part of the transition process. In these circumstances, the sending school should keep a signed log of the date on which child protection files were transferred.
If child protection files are sent by post, they should be sent by registered post with an accompanying list of the files. The receiving school should receive a telephone call in advance to notify them that a child protection file is being sent. The envelope should be marked as 'Strictly Confidential' and for the attention of the named Senior Designated Professional only. The receiving school should be asked to sign a copy of the list to say that they have received the files and return that to the sending school.
Alternatively, you may wish to use the Schools Courier Service. The Post Room has received a large number of pupil files which have not been appropriately packaged and labelled. In order to ensure that files are transferred securely and there is a robust audit trail, you must follow the procedure outlined below:
Call the County Hall Post Help Desk on 01603 223555 or email - County Hall Post Helpdesk with the following information:
Pupil Name(s)
School from which records are being sent
School to which records are being to be sent - Please ensure you include both the School Name and the Parish Name, as some schools have the same name
Clearly mark all of the information that you gave to the County Hall Post Help Desk on the package.
Make sure the records are securely packaged and marked as 'Strictly Confidential' and for the attention of the named Senior Designated Professional only.
Ensure the package is ready for collection by the schools courier service on your usual collection day.
Records of this nature should never be transferred by unsecure means including the use of the parent/carer as a courier.
Transferring Information when a Pupil Leaves
It is imperative that relevant child protection information is forwarded to the receiving school as quickly as possible. Such information sharing should occur between Designated Senior Persons and/or Head Teachers as soon as possible.
| (a) | Where feasible, Designated Senior Persons from the respective schools should arrange to meet and share relevant information, with copies of relevant and appropriate documentation being provided. |
| (b) | Alternatively, telephone discussions should take place followed-up with appropriate summaries / chronologies and copies of key records. |
| (c) | Where a child has a Child Protection Plan, and/or where there are current or ongoing child protection concerns about a child who moves out of the area and/or where the receiving school's identity is not known, the Designated Senior Person at the former school should contact the relevant Social Worker / Key worker. |
Where appropriate, records can be delivered by hand from one Senior Designated Professional to another as part of the transition process. In these circumstances, the sending school should keep a signed log of the date on which child protection files were transferred.
If child protection files are sent by post, they should be sent by registered post with an accompanying list of the files. The receiving school should receive a telephone call in advance to notify them that a child protection file is being sent. The envelope should be marked as 'Strictly Confidential' and for the attention of the named Senior Designated Professional only. The receiving school should be asked to sign a copy of the list to say that they have received the files and return that to the sending school.
Alternatively, you may wish to use the Schools Courier Service. The Post Room has received a large number of pupil files which have not been appropriately packaged and labelled. In order to ensure that files are transferred securely and there is a robust audit trail, you must follow the procedure outlined below:
Call the County Hall Post Help Desk on 01603 223555 or email - County Hall Post Helpdesk with the following information:
Pupil Name(s)
School from which records are being sent
School to which records are being to be sent - Please ensure you include both the School Name and the Parish Name, as some schools have the same name
Clearly mark all of the information that you gave to the County Hall Post Help Desk on the package.
Make sure the records are securely packaged and marked as 'Strictly Confidential' and for the attention of the named Senior Designated Professional only.
Ensure the package is ready for collection by the schools courier service on your usual collection day.