Management Information Sheet
Transfer of pupil data between schools end of 2019/2020
Background Information
"Headteachers at maintained schools, including maintained special schools, must ensure the statutory requirements for the transfer of records between schools are fulfilled, including the completion of the common transfer file (CTF). This requirement is set out in the Education (Pupil Information) Regulations 2005 as amended. If a pupil moves to another school in England, Wales, Scotland or Northern Ireland, the pupil's CTF and educational records must be passed to the new school. Academies are not subject to these regulations, but are expected to adhere to the following protocols as a matter of good practice. Schools should arrange to exchange data by another secure method if transferring information to a school outside England where school to school (S2S) is not available. Information must be transferred within 15 school days of the pupil ceasing to be registered at their previous school. - Assessment and Reporting Arrangements 2020 |
The effective management of the transition of pupils from one school to another is a key responsibility of schools, and of the Local Authority. A consistent county-wide approach to the transfer of information is especially important for schools which draw their intake from a large number of schools, and for those which send pupils to several different schools.
National and local surveys have identified pupil transfers as particularly successful when schools:
- have established curriculum liaison and cross-phase trust
- ensure that there is agreement within and across schools about what information should be passed on
- have procedures in place to ensure the right information gets to the right people in good time
- use such procedures for passing information internally as well as to and from other schools and sources
- read the information received, and discuss it where appropriate, prior to the start of the new school year
- use the information received to provide appropriate challenge and support for each pupil
- provide information which focuses on significant aspects of learning and identifies pupils' strengths and areas for development.
- provide information on any pupil intervention or catch-up programme which has taken place
The procedures outlined represent the minimum amount of information required.
Normally this summer's end of Key Stage assessment data would be included in the CTF export for transferring to the next school but due to COVID-19 these formal assessments are not required.
Schools may find our reporting to parents guidance (previously shared with schools, see appendix below) useful in identifying the essential information for receiving teachers and form tutors.
Additional procedures which are locally agreed, and which enhance the minimum, are fully supported and encouraged.
Files are transferred using Common Transfer File (CTF) format, Anycomms Plus secure data transfer system, or s2s website (on the DfE's Secure Access Portal).
The dates that schools should send their CTF files to the new schools are detailed below.
Latest dates for transfer of pupil data between schools - end of 2019/20
These are not the normal dates - due to the removal of 2020 Key Stage Assessments.
Guidance on statutory requirements can be found in the Assessment and Reporting Arrangements for the appropriate key stage, published by the STA, and available from the DfE's website 2020 Assessment and Reporting Arrangements.
Files are transferred using Common Transfer File (CTF) format, Anycomms Plus secure data transfer system, or s2s website (on the DfE's Secure Access Portal).
Minimum information and latest dates for pupil details to be transferred between schools - Summer 2020
Ensure all the information recorded for your pupils is correctly recorded in your School MIS - so when you create a Common Transfer File (CTF) it contains the most accurate data required by the new schools.
| Yr N transfer at the end of Nursery | by Friday 10 July | A - A copy of the Learning Story (or equivalent), with parents' agreement |
|---|---|---|
| by Friday 10 July | B - SEN information about individual pupils | |
| Yr 2 transfer at the end of Key Stage 1 | by Friday 10 July | A - Common Transfer File (CTF) containing pupil details and historical assessments. |
|---|---|---|
| by Friday 10 July | B - Any additional pupil SEN information, or details of any relevant pupil intervention or catch-up programme which has taken place, that is not contained in the CTF C - A copy of the annual report to parents and any additional information that will support a successful transition (see appendix) |
|
| Please adhere to this deadline - the primary/junior schools require this CTF well before the end of term | ||
| Yr 6 transfer at the end of Key Stage 2 | by Friday 10 July | A - Common Transfer File (CTF) containing pupil details and historical assessments. |
|---|---|---|
| by Friday 10 July | B - Any additional pupil SEN information, or details of any relevant pupil intervention or catch-up programme which has taken place, that is not contained in the CTF C - A copy of the annual report to parents and any additional information that will support a successful transition (see appendix) |
|
| Key Stage 2 Test Results - no results available this year | ||
PLEASE NOTE
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Appendix to Pupil Transfer Information
Reporting to Parents Guidance
The DfE has released update guidance on reporting to parents which can be found here:
- www.gov.uk/guidance/school-reports-on-pupil-performance-guide-for-headteachers
- www.gov.uk/guidance/reporting-to-parents-at-the-end-of-key-stages-1-and-2
- www.gov.uk/government/publications/awarding-qualifications-in-summer-2020
In order to support schools to navigate this guidance we have decided to provide some practical suggestions for schools:
The guidance states that report must include:
- brief particulars of achievements in all subjects and activities forming part of the school curriculum
- comments on general progress
- details of how parents can arrange a discussion about the report with their child's teacher
Reports should not include:
- language that relates to statutory assessments that have not taken place (for example "is working at the expected standard in reading")
- attendance (subject to legislation being passed)
Reports can include:
- achievements up to March
- achievements since March (which could be at home or in school), if possible
It may be helpful to focus on the areas of the school curriculum in which the child showed strengths, with one or two examples; areas that they needed further guidance or support with, with one or two examples; and information about how the child could be further supported in some of areas, at home.
It is important that reports celebrate how children have engaged with learning but should be sensitive to the home circumstances. For children in the EYFS, it will be important to discuss aspects of the child's Characteristics of Effective Learning, alongside achievements.
It will be important to acknowledge the difference in education that the children and families have experienced this year and to explain the difference in reporting as a result. You might wish to reassure parents that when children return to school, they will be supported in filling any gaps in learning. You could add further information about your principles underpinning transitioning children back into school, for example a focus on well-being.