Transferring key pupil level data between schools

This document is in support of the MI Sheet 134/05 relating to the use of the School 2 School (s2s) system for transferring pupil data.

Usually, when a child leaves your school you know the school they are transferring to, but sometimes you do not. This link has, over time, become a weak link, providing an opportunity for children to become 'lost' in the system. The national development of the s2s database provides us all with the opportunity to tighten up this link and try to ensure our investment in each child's education is continuous. Because children move across county boundaries we need such a national system, now it is in place we all need to use it or it will not succeed.

You may already be using s2s, but this MI Sheet is a formal commitment from the LA to the scheme and a request that all schools use it to transfer and receive pupil records between schools. We hope and anticipate that all other LAs will be doing likewise so that we can have a single, universal mechanism for passing electronic pupil data between any two schools (including Scottish and independent schools). NB We are not yet using s2s for the end of year bulk transfers of pupil data on the transfer of pupils from feeder schools - more information to follow on this in due course.

We appreciate that pupil transfers are not always straightforward but believe s2s has covered all the angles. Information on how to use s2s is available online. Order here if you would prefer a hard copy (it is quicker for you to order directly than to make an order for all schools from County Hall). Your individual logon and password to s2s will be sent to your office@ e-mail address in the next day or so.

The following information is additional to that provided in the s2s guidance:

Which data?

The s2s system will only arrange for electronic data items to be transferred between schools. However it is currently set up to transfer a range of data less than that which Phoenix is able to provide, therefore if you know you are transferring data to a school that uses Phoenix please create a mini-data file. If you do not know what pupil information management system the receiving school will use please send the standard file. How to create both of these files is described here.

In addition best practice indicates that schools may wish to transfer further data and possibly pupil's work between schools. Whilst the s2s system will not support this directly it does give schools the opportunity to find out where a pupil has come from or gone to (see 'How to find a school" in the s2s guidance). Again, we hope this will improve a pupil's continuity of education.

Lost Pupils

Sometimes you do not know which school a pupil is transferring to. Sometimes you may admit a child with no knowledge of their previous school. In s2s terms these are known as Lost Pupils. This is when the s2s system works at its best.

Leavers

• The record of any child leaving your school should simply be loaded onto s2s as described in the s2s guidance.
  
  
• If after you have done this the file is then rejected by the receiving school, you should treat the child as a Lost Pupil as it means the child did not enrol at the school. See the s2s guidance for further information.
  
  

Starters

• If you look on s2s for a file for a child starting at your school, but it is missing, it is likely that the feeder school is not yet using s2s. In the first instance, contact the feeder school if known and ask them to upload the record. (They may have already uploaded a file onto the Lost Pupil database if so, contact the LA as below to redirect the file to you.)
  
  
• If you don't know the name of the last school school, the LA has the authority to search the s2s database for the Lost Child and forward the record to you. We will do this by moving the record into your school's area on s2s and e-mail you when it is available. We will also e-mail you if the record is not available. We will do this within 1 working day of your e-mail. Your contact for this service is through s2s system- see the 'Secure Messaging' section in the s2s guidance. Select '926 Norfolk' and 'LEA Lost Pupil User' as the recipient. This will automatically send a secure message to the LA. Please ensure that you include as much information as possible, i.e. names, date of birth and gender to help us to find the missing file.
  
  

The system will be at its best when everyone is using it, undoubtedly it will be some time before everyone is using the system - so please be persistent and ask schools to use s2s when they send you pupil records.

What isn't s2s working?

Like all technology, it is likely that s2s may go off line on occasions. If this should happen we ask that you keep trying to use it as described for the next 2 or 3 working days. If after this time the system is still not working then please contact the receiving school directly to make mutually agreeable alternate arrangements. (The DfES EduBase has contact details for all schools in the Country). If you do not know the receiving school then please contact our Attendance Service via Val Creasy by e-mail giving your school name, the pupil's name, sex, date of birth and leaving date.

AVCO AnyComms

To date we have recommended that schools use the AVCO AnyComms system to transfer pupil data electronically between Norfolk schools. Whilst the AVCO system will still be available and will be used for the secure transfer of other data, so that we can contribute fully to the national s2s system we no longer recommend that the AVCO system is used for transferring pupil level data between schools, other than for bulk transfers. LA guidance will make such exceptions clear.

Please do not use any other system for the transfer of pupil data i.e. floppy discs or e-mail, as these are insecure and may leave you in breach of the Data Protection Act.

Further support & information

If you have any problems about how to use the s2s System please contact Louise Bassett 01603 222352. If you have problems using Phoenix with s2s or other technical issues please contact ICT Solutions 0845 303 3003.