Overview
The Transfers dashboard gives you complete visibility of all incoming and outgoing student transfers. You can track status, review pending transfers, and maintain a complete audit trail of safeguarding information shared with other schools.All transfer activity is automatically logged and auditable to meet regulatory requirements.
Accessing Transfers
Navigate to Transfers in the main menu to see:- Incoming Transfers
- Outgoing Transfers
- All Transfers
Students joining your school:
- Pending review
- Awaiting acceptance
- Recently accepted
- Declined transfers
- Review transfer details
- Accept or decline
- Request additional information
- Integrate student records
Managing Incoming Transfers
Reviewing New Transfers
When a new transfer arrives, you’ll receive notifications via:- 📧 Email to DSL and deputy DSL
- 🔔 In-app notification badge
- 📱 Push notification (if enabled)
Review Student Information
See student demographics, current situation, and context from sending school
Transfer Details View
What You'll See in Transfer Details
What You'll See in Transfer Details
Student Overview
Student Overview
Basic information:
- Full name and preferred name
- Date of birth and year group
- UPN (Unique Pupil Number)
- Current school and leaving date
- Reason for move (if provided)
- 🚨 Urgent transfer flag
- ⚠️ Active child protection plan
- 🏥 Medical needs
- 📋 SEND status
- 👁️ Looked After Child status
Safeguarding Summary
Safeguarding Summary
Quick statistics:
- Total number of incidents included
- Date range of incidents
- Number of active alerts
- Open actions requiring follow-up
- Agency involvement count
- Current risk level (from sending school)
- Active protection measures
- Triggers and vulnerabilities
- Immediate concerns
Incidents Timeline
Incidents Timeline
Chronological view of all incidents:For each incident:
- Date and category
- Severity level
- Full description
- Staff involved (anonymized for external schools)
- Actions taken
- Outcome and status
- File attachments
- Filter by category, date range, or severity
- Expand/collapse individual incidents
- View relationship map (linked incidents)
- Export timeline as PDF
Current Actions
Current Actions
Active support and interventions:
- Open actions requiring follow-up
- Recently completed actions (context)
- Recommended actions from sending school
- Action owners and deadlines
- Progress notes
- Review which actions you’ll continue
- Identify actions that need reassignment
- Note actions that may need modification for your school
- Flag actions requiring immediate attention
Active Alerts
Active Alerts
Current alerts and risk assessments:
- Alert type and severity
- Trigger conditions
- Response procedures
- Staff to notify
- Review dates
- 🚨 Child protection plans
- 🏥 Medical emergencies
- 🚫 Contact restrictions
- ⚠️ Behavioral triggers
- 📞 Emergency procedures
Agency Contacts
Agency Contacts
External professionals involved:For each agency:
- Agency name and type
- Contact person and details
- Case reference number
- Level and type of involvement
- Next scheduled review/meeting
- Key information for continuity
- Social Services
- CAMHS
- Educational Psychology
- Early Help
- Police (safeguarding teams)
- Youth Offending Team
- Health services
Family and Contacts
Family and Contacts
Parent/carer information:
- Names and relationships
- Contact details (phone, email, address)
- Parental responsibility indicators
- Emergency contacts
- Communication preferences
- Any contact restrictions or considerations
- Who can collect student
- Court orders or restrictions
- Preferred communication methods
- Languages spoken
- Cultural or religious considerations
Contextual Notes from DSL
Contextual Notes from DSL
Guidance from sending school:
- Current situation summary
- Background and history
- Support strategies that work
- Student’s strengths and interests
- Triggers or challenges
- Transition recommendations
- Upcoming reviews or meetings
Accepting a Transfer
- Standard Acceptance
- Conditional Acceptance
- Urgent Acceptance
What happens:
- ✅ Student record created in your school
- ✅ All incidents imported to student timeline
- ✅ Active alerts activated in your system
- ✅ Actions assigned to designated staff
- ✅ Sending school notified of acceptance
- ✅ Audit trail created
Accepted transfers create a complete student record. You can continue to add new incidents and manage the student like any other in your system.
Declining a Transfer
When and How to Decline
When and How to Decline
Valid reasons to decline:
- ❌ Wrong student (not enrolled at your school)
- ❌ Incorrect receiving school
- ❌ Student not starting as expected
- ❌ Insufficient information to accept safely
- ❌ Duplicate transfer received
Example decline messages:
Wrong Student
Wrong Student
Needs More Information
Needs More Information
Requesting Additional Information
- Information Request
- Follow-Up Questions
Without declining the transfer:
Example request:
Managing Outgoing Transfers
Tracking Sent Transfers
View all transfers you’ve sent to other schools:- Status Tracking
- Time Tracking
- Bulk Actions
Track each transfer through stages:
- Sent (🕐 Pending): Notification sent, awaiting initial review
- Viewed (👁️): Receiving DSL has opened the transfer
- Under Review (🔍): Being reviewed by receiving school
- Accepted (✅): Transfer accepted and integrated
- Declined (❌): Transfer declined (with reason)
- Expired (⏰): Access link expired (external schools only)
- 🟢 Green: Accepted, all good
- 🟡 Yellow: In progress, no action needed
- 🟠 Orange: Needs attention (not reviewed, expiring soon)
- 🔴 Red: Issue (declined, expired)
Following Up on Transfers
When Transfer Not Yet Reviewed
When Transfer Not Yet Reviewed
If receiving school hasn’t viewed transfer:
For urgent transfers:
- Don’t wait - phone immediately after sending
- Ensure receiving DSL is aware and has access
- Follow up within hours, not days
- Escalate to senior leadership if no response
When Transfer is Declined
When Transfer is Declined
Address the decline reason:
Common decline reasons and solutions:
| Decline Reason | Solution |
|---|---|
| Wrong student | Verify enrollment, check student names, contact admissions |
| Insufficient information | Provide requested details and resend |
| Student not enrolled | Confirm with parents/carers and admissions |
| Duplicate transfer | Check if already accepted, avoid resending |
| Missing attachments | Upload missing files and resend |
Adding Updates to Sent Transfers
- Supplementary Information
- File Uploads
- Status Updates
Add information after sending:
When to add updates:
- New information comes to light after sending
- Agency contacts change
- Student’s circumstances change before starting
- Additional documentation becomes available
Canceling a Transfer
Before Transfer is Accepted
Before Transfer is Accepted
If student is no longer moving:
Valid cancellation reasons:
- Student no longer moving schools
- Parents changed their mind
- Move postponed to later date
- Wrong student transferred by mistake
- Sending to different school instead
Transfer Analytics and Reporting
Dashboard Insights
- Transfer Activity
- School Networks
- Compliance Monitoring
Overview statistics:
- Total transfers (incoming/outgoing) this academic year
- Transfers this month
- Average acceptance time
- Pending transfers requiring action
- Most common sending/receiving schools
- Transfer volume by month
- Seasonal patterns (e.g., summer transition peak)
- Change vs. previous year
- Acceptance vs. decline rates
Exporting Transfer Data
Export Options
Export Options
Individual Transfer Export
Individual Transfer Export
Export single transfer as:
- PDF: Complete transfer package for printing or archiving
- Word: Editable format for reports or sharing
- JSON: Structured data for systems integration
- Full student information
- All incidents and timeline
- Active alerts and risk assessments
- Actions and agency contacts
- File attachments (embedded or linked)
- Audit trail of transfer activity
- Printing for transition meetings
- Archiving to student file
- Sharing with external agencies (with consent)
- Evidence for governance
Bulk Transfer Export
Bulk Transfer Export
Export multiple transfers as:
- CSV: Spreadsheet of all transfers with key fields
- Excel: Formatted workbook with multiple sheets
- PDF Report: Summary document with statistics
- Student name and details
- Sending/receiving school
- Transfer dates
- Status and outcome
- Number of incidents
- Acceptance time
- User who created/accepted
- Date range
- Status (accepted, pending, declined)
- Direction (incoming, outgoing)
- Specific schools
- Student year groups
- Urgency level
Analytics Reports
Analytics Reports
Pre-built reports:
- Monthly Transfer Summary: Activity and statistics
- Year-End Transition Report: Annual transfer overview
- Compliance Report: Audit trail and response times
- School Partnership Report: Transfer activity by establishment
- Daily digest of new transfers
- Weekly summary of pending transfers
- Monthly analytics report
- Termly governance report
- DSL and deputy DSL
- Senior leadership team
- Safeguarding governor
- Local authority (if required)
Best Practices
Review Promptly
Review incoming transfers within 24 hours - students may be starting soon
Communicate Clearly
When declining or requesting information, be specific and professional
Follow Up on Outgoing
If urgent transfer not viewed within hours, phone receiving DSL directly
Document Thoroughly
Add acceptance notes to explain decisions and planned actions
Maintain Audit Trail
System logs everything, but add contextual notes for future reference
Monitor Deadlines
Track student start dates and ensure transfers accepted before arrival
Troubleshooting
Transfer stuck in 'Viewed' status for days
Transfer stuck in 'Viewed' status for days
Receiving school viewing but not accepting:Actions:
- Contact receiving DSL directly
- Ask if they need additional information
- Offer to discuss by phone
- Check student start date - may not be urgent for them
- Escalate to senior leadership if approaching start date
Can't see incoming transfer I was notified about
Can't see incoming transfer I was notified about
Email notification received but transfer not in system:Check:
- Transfers > All Transfers (not just Pending)
- May have been auto-accepted if you have that setting
- Another DSL may have already reviewed/accepted
- Filter settings may be hiding it
- Check your role permissions
- Use search function to find student by name
- Check transfer history/audit log
- Contact support if genuinely missing
Accidentally declined a transfer
Accidentally declined a transfer
Declined by mistake:You cannot un-decline, but you can:
- Contact sending school immediately
- Explain the error in decline reason or follow-up message
- Ask them to resend the transfer
- Accept the resent transfer promptly
- Read decline confirmation carefully
- Enable “Confirm before decline” setting
- Only users with DSL role can decline
Student record duplicated after accepting transfer
Student record duplicated after accepting transfer
Two student records for same student:Cause: Student already existed in your system (manually added or from MIS)Solution:
- Go to Students > Manage Students
- Find both records for the student
- Click “Merge Students” action
- Select which record to keep as primary
- Confirm merge - all data consolidated
- Search for student before accepting transfer
- If found, use “Merge with existing” option when accepting
Next Steps
External Users Guide
Help non-Signal schools send transfers to you
CPOMS Integration
One-click transfers from CPOMS using Chrome extension