Management Information Sheet

Transfer of pupil data between schools end of 2020/21

MI Sheet TypeAction
To Be Completed By: 09/07/2021
MI Number:113/21
Publication Date:25/06/2021 12:00:00
LA Contact:Schools Data Team (01603 222984)
Audience:Headteachers, School Administrators and Chairs of Governors of all Primary Phase Schools and Academies including Special Schools

Transfer of pupil data between schools end of 2020/21

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 2021

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.

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.

These are not the normal dates due to the removal of 2021 Key Stage Assessments.

Guidance on statutory requirements can be found in the Assessment and Reporting Arrangements for the appropriate key stage, published by the Standards and Testing Agency (STA), and available from the DfE's website 2021 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 2021
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 9 July A - A copy of the Learning Story (or equivalent), with parents' agreement
by Friday 9 July B - SEN information about individual pupils
Yr 2 transfer at the end of Key Stage 1 by Friday 9 July A - Common Transfer File (CTF) containing pupil details and historical assessments.
by Friday 9 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
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 9 July A - Common Transfer File (CTF) containing pupil details and historical assessments.
by Friday 9 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
Key Stage 2 Test Results - no results available this year
Further guidance on what other information other and above what is included in the CTF file can/should be passed to new schools will be published in the 2-3 next weeks.

Please note:

  1. For pupils with significant special educational needs, key information should be passed as early as possible, in order to enable the receiving school to make appropriate arrangements for support.

  2. Although the above schedule refers to the end of an academic year, the appropriate information should also be transferred electronically when individual pupils move schools at any other time. A CTF file must be submitted within 15 school days of a pupil ceasing to be registered at the school.

  3. Academies are expected to adhere to the above protocols, as a matter of good practice.

Relevant guidance