Transferring & Archiving students

When children leave the school, the DSL should ensure their child protection MyConcern file is transferred to the new school or college as soon as possible. This must occur within 5 days for an in-year transfer, or within the first 5 days of a new term, to allow the new school to put support in place for the child's arrival.

The designated safeguarding lead should ensure secure transit, and confirmation of receipt should be obtained. In addition to the child protection file, the designated safeguarding lead should also consider if it would be appropriate to share any information with the new school in advance of a child leaving. For example, information that would allow the new school or college to continue supporting children who have had a social worker and been victims of abuse, or those who are currently receiving support through the ‘Channel’ programme and can have that support in place for when the child arrives. 

To transfer a file from My Concern to another school's My Concern there are two ways that this can be actioned. It can either be a transfer of an individual profile or if you have multiple profiles being sent to another school a bulk transfer can be completed.

Individual transfer

Open the profile of the child you wish to transfer by using the search box in the top right hand corner of my concern and entering the child's name, click the name to open the child's profile.

Once you are in the profile you will need to click on the transfer safeguarding record electronically button in the top right hand corner

When you click the transfer safeguarding record button you will get a pop up screen requesting the learning centre ID. This ID is the Department of Education number for the school you are transferring to, once completed click next this will show the school for that ID. Check to ensure that this is the correct school and click the next button, a confirmation screen will appear and you will need to confirm that you are happy for the profile to be transferred to that school.

Bulk Transfer

To complete a bulk transfer you will need to go into the profiles tab at the top of the page and select transfer safeguarding records. This will take you to a screen where you will be able to search for certain criteria for profiles you would like to transfer, to be able to bulk transfer the correct group you can select a year group then click show profiles.

This will then produce a list of profiles for that year group, you are then able to select all profiles going to the same school by checking the tick box on the right hand side. Once you have ticked the check boxes for those profiles going to the same school you click the my concern transfer button.

When you click the my concern transfer button you will get a pop up screen requesting the learning centre ID. This ID is the Department of Education number for the school you are transferring to, once completed click next this will show the school for that ID. Check to ensure that this is the correct school and click the next button, a confirmation screen will appear and you will need to confirm that you are happy for the profiles to be transferred to that school.

Whether you have transferred as an individual or bulk the profiles will show as pending acceptance until the new school has accepted the transfer when it will then change to accepted. Once transferred profiles will need to be archived.

When transferring profiles to schools that do not use my concern software please follow the instructions here - Transferring Profiles from My Concern to non My Concern schools

Archiving

When a student leaves your school you are required to archive their profile, ensure that your data is correct for current students and also confirms that they are no longer on roll at the school. Archiving can also be completed for an individual or in bulk.

To complete an individual archive you will need to go into the profile for that student and click archive this profile. See image below.

To complete a bulk archive you will need to go into the profiles tab at the top of the page and select archive profiles. This will take you to a screen where you will be able to search for certain criteria for profiles you would like to archive, to be able to bulk archive the correct group you can select a year group, you will also need to change the profile status to current then click show profiles. As you did with the bulk transfer.

This will then produce a list of current profiles for that year group, you are then able to select all profiles you wish to archive by checking the tick box on the right hand side. Once you have ticked the check boxes for those profiles for archive click the archive selected profile.