Overview

When a student moves to another school, External Transitions allows you to potentially transfer student data to their new school (or receive data if the student is moving to your school).

The data transferred will create a series of Chronicle entries for the student at their future school.  The standard data included for a transferring student is a student photo (if on file), their Attendance Summary and their Semester Reports.  Schools can also opt to transfer some Chronicle data.

Permissions

To manage the transfer of data for your incoming and outgoing students, staff will require the UserRecordsAdmin permission as it is part of the People Management module in Compass.

For information on assigning permissions in Compass, please refer to the 'Permissions' article from our Knowledge Base.

The Transfer Process

The transfer process is contingent on the following:

• The student having a Future Intended School listed
• The student having an Inactive Milestone - an end date at their current (Outgoing) school
• Three days have passed since the student's Inactive Milestone date
• Parent Consent
• The Future school being a Compass School

When a student has an Inactive milestone (an end date), a Future Intended school recorded and 3 days have passed from the date the student became Inactive, the transfer process will trigger for that student.  It will work through the contingencies to ascertain the applicable course of action for that student.

When a student has an Inactive milestone but no Future Intended school recorded, after 30 days have passed from the date the student became Inactive, the transfer process will trigger for that student.

Below is a table detailing how the transfer process will work in varying circumstances:

	Have 3 days passed since the student's Inactive date?	Does the student have a Future Intended School recorded?	Is the student's Future Intended School under the same Governing Body/Jurisdiction?	Does the Future Intended School also use Compass?	Transfer Process Result:
Scenario 1	Yes	Yes	Yes	Yes	Compass will collate the student's data that is being included in the transfer and the student's Intended Future School will see the student listed on their 'Incoming Students' tab in the External Transitions feature of Compass.
Scenario 2	Yes	Yes	Yes	No	The student's parents will receive an *email advising them of the possibility to transfer their child's data should their Future school become a Compass school at some point.
Scenario 3	Yes	Yes	No	Yes	The student's parents will receive an *email advising them of the possible transfer and request their consent.  If consent is not received, the data process will not proceed.  If consent is received, the student's Intended Future school will see the student listed on their 'Incoming Students' tab in the External Transitions feature of Compass.
Scenario 4	Yes	Yes	No	No	Initially the student's parents will receive an *email requesting their consent for the potential transfer of data.  If they do not consent, no further action will be taken.  If they do consent, they will then receive a second email advising them of the possibility to transfer their child's data should their Future school become a Compass school at some point.
Scenario 5	Yes	No	Yes	Yes	After 30 days, an *email will be issued to the student's parents asking them to advise of the student's Intended Future School.  If no reply is received, the transfer will not proceed.  If the parent responds, the Intended Future School field for the student will update on the 'Outgoing Students' tab and the data transfer process will proceed.  The student's Future school will see the student listed on their 'Incoming Students' tab.
Scenario 6	Yes	No	Yes	No	After 30 days, an *email will be issued to the student's parents asking them to advise of the student's Intended Future School.  If no reply is received, the transfer will not proceed.  If the parent responds, the Intended Future School field for the student will update on the 'Outgoing Students' tab.  The parent will then receive another email advising them of the possibility to transfer their child's data should their Future school become a Compass school at some point.
Scenario 7	Yes	No	No	Yes	After 30 days, an *email will be issued to the student's parents asking them to advise of the student's Intended Future School.  If no reply is received, the transfer will not proceed.  If the parent responds and selects a school that is not under the same Governing Body/Jurisdiction as the outgoing school, they will also be required to provide consent within the email.  When the parent submits this information, the Intended Future School field for the student will update on the 'Outgoing Students' tab and the data transfer process will proceed.  The student's Future school will see the student listed on their 'Incoming Students' tab.
Scenario 8	Yes	No	No	No	After 30 days, an *email will be issued to the student's parents asking them to advise of the student's Intended Future School.  If no reply is received, the transfer will not proceed.  If the parent responds and selects a school that is not under the same Governing Body/Jurisdiction as the outgoing school, they will also be required to provide consent within the email.  When the parent submits this information, the Intended Future School field for the student will update on the 'Outgoing Students' tab. The parent will then receive another email advising them of the possibility to transfer their child's data should their Future school become a Compass school at some point.
Scenario 9	No	Yes or No	Yes or No	Yes or No	The data transfer process will not be triggered until 3 days have passed from the student's Inactive Milestone date.  If no Future Intended School is recorded, the process will not trigger until after 30 days.

Other Destination

If a student has an Inactive milestone recorded but no Future Intended School or Other Destination, the parents will receive an *email asking them to provide this information.  If they enter information into the  'Other Destination' field, such as TAFE or Univeristy etc, this information will then update into the 'Future Intended School' field on the 'Outgoing Student' tab in External Transitions.  No data will transfer.

Likewise if there is recorded information in your school SIS that imports into Compass for the student indicating that they are going to an 'Other Destination' then no transfer will occur.

On Hold Students

The data transfer process will not trigger for students who have an Inactive Milestone but also have a future dated Active Milestone i.e. have left the school but have an intended return date.

Please Note: If you do not want parents to receive an email regarding the transfer in any circumstance, we recommend you set the student as 'Do Not Contact' in People Management.  To do so, under the 'Organisation' menu (grid icon), select 'People Management'.  Locate the student's user account and click the edit pencil icon.  Click to the student's 'Compass' tab and in the Privacy Settings section ensure the 'Do Not Contact' field is ticked.  Click 'Save' to update your changes to the student's user account.

* Please Note: To allow adequate time for the student's current school's administrative processes, emails to parents are issued 30 days after the student's Inactive Milestone date. 

Settings

To adjust the settings of the type of data your school will be transferring for your Outgoing students, go to the Organisation menu (grid icon) and click on 'People Management'.

Click to the 'External Transitions' tab and click the 'Settings' option.

     

In the pop-up you will see that standard data included in transfers, Student Photo, Attendance Summary and Semester Reports.  You are not able to edit the inclusion of these.

     

If you want to adjust the settings for your school to include Chronicle data in the information being transferred to an outgoing student's future Compass school, click the red cross and it will update to show a tick.
If you want to no longer include the Chronicle data, click the the tick to change it back to the red cross.
When you have finished adjusting the settings, click 'Save and Close' to update your changes.

     

Please note, the changes will affect any transfers that trigger from that point on.

Outgoing Students

On the 'Outgoing Students' tab you will see a list of all students who have ever attended the school.  Their status will be indicated.

     
     
Once you are aware of the intended Future school of a student who will be leaving your school, you can add this information for the student.

Please Note: If you add the intended Future school into your school's SIS (CASES21, SAS, MAZE etc) BEFORE setting the end date for the student, this information will import into Compass and be listed already for the student on the Outgoing Student tab in the 'Future Intended School' column.  If you add this information at the time of end dating the student in your SIS (or afterwards), you will need to add this manually in Compass.

Warning: For students completing Year 12, if you do not put content in their 'Future Intended School' field in your SIS BEFORE setting the end date of the student, you will need to manually assign this information to your exiting Year 12 students in Compass BEFORE 4 week days pass since their set end date or else their parents will receive the applicable transitions email requesting this information. 

If you are not wanting to record each graduating Year 12 students' specific future location (i.e University, Traineeship etc) you can use a generic reference, for example 'Completed', in the Future Intended School field.

To manually assign an intended Future school to a student, or batch of students in Compass, select the applicable student/students and then click 'Assign selected students'.

You can use the filters at the top of each column to locate the applicable students.

     

In the pop-up you will see the selected students listed and the option to select a Future School or Other Destinations.  You can only enter data in one or the other of these fields, not both.

The 'Future School' field allows you to select the students' intended future school from a list.
Alternatively you can use the 'Other Destinations' field to choose an option from the list or free type the applicable information in.

Click 'Save' to apply.

     

To change the Future intended school for a student, select them on the 'Outgoing Student' tab and click 'Assign selected students'.  Select the school from the 'Future School' list and click 'Save'.  This will update the information for that student.

Please Note: If the information in the 'Future Intended School' column for a student was imported from your school SIS, if you manually change it on the 'Outgoing Students' tab and the student is still active in your SIS, then any future imports will overwrite your change back to the Future School set for the student in your SIS.  While a student is still active, we recommend making any changes to their Future Intended School in your SIS.

To clear the data for a student in the 'Future Intended School' column (in instances where they are no longer changing schools etc), if they are still active in your SIS, remove the information from that field in your SIS and it will update on the next scheduled import. 
If they are no longer an active student, click to the 'People' tab on the People Management page (under the Organisation menu), locate their user record and click the associated edit pencil icon.
Click to the 'Student' tab and locate the 'Intended Future School' field under the 'Education Details' section and remove the content.  Click 'Save & Close' to update their record.

To bulk clear for multiple students at a time, select the students on the 'Outgoing Student' tab and click 'Remove Destination'.

     

Incoming Students

To accept data being transferred for students newly enrolling in your school you will need to go to the Organisation menu (grid icon) and select 'People Management'.
Click to the 'External Transitions' tab and then to the 'Incoming Students' sub-tab.

     

You will see any students that have been linked to your school (based on the Future Intended School data entered by the Outgoing school or the student's parents). 

Incoming students listed here who have been identified as matching one of your students will show their name, form, year level and status (based on your school's data for the student).
Incoming students who have not been able to be matched with a student at your school will show listed with 'No Matching Student Found' next to their name.

Unmatched Students
If the listed unmatched student can be identified as one of your students, select the student and click 'Accept Selected'.  In the pop-up, select the student from your school's student list that this student is a match with.  Click 'Save'.  This will match the student and the data transfer will proceed causing the applicable Chronicle entries to be created for this student.

Accepting Identified (Matched) Students
For students listed on the 'Incoming Students' tab that have been identified as a match with students from your school, to have the data transfer processed, you need to 'Accept' that match.  Select the student - or multiple students - and click 'Accept Selected'.  The data transfer will proceed overnight causing the applicable Chronicle entries to be created for this student. 

Dismissing Incoming Students
If there are students listed on the 'Incoming Students' tab that are not going to be students at your school you can choose to dismiss them.
Select the applicable student or students.  Click 'Dismiss Selected'.
This will remove them from the 'Incoming Students' tab.

Please Note: Once a student has been dismissed, they will only show again if another school adds your school as the student's Future Intended School; if the initial school removes and re-adds your school as the student's Future Intended School, or if the student's parent selects your school as the student's Future Intended School.    

Chronicle Entries