Transfer Users (Change request) - MEDS

When a student, guardian or staff member has to be transferred from one school to another. MySchool has the Change request function. School administrators and SIS support can initiate transfer requests, and accept transferred user profiles.

How to access

Staff with access rights can go to Administer and look for Change request in the list. A transfer can also be initiated from the CDR create screen if you know the ID number AND date of birth of the profile to transfer.

Open the change request list, which are split into Access requests & My requests. You cannot initiate a change request from this screen.

Starting the request

You will receive notification that a new student will be transferring to your school. The accepting school begins the request process. In the CDR create screen, enter the ID number and date of birth.

The change request can also be initiated from the create student screen as well. Simply enter the ID card number into the ID card field and press enter. 

First step - Confirm that the student is to be accepted

The accepting school initiates the request shown above. A window will slide over and listing the students name and current school.

The accepting school must fill out the receiving class in their school, and enter the start/end dates of the student within their school only. A supporting comment can also be added.

This will be included in the form sent to the current holders of the student record. 

Second step - Accepting the request

The school which holds the student profile will be notified that a change request is pending. This can be accessed on the overview page.

Use this button to open the overview and go straight to the list page.

Open the request by clicking on the students name, the requests can be filtered by Profile type (Student/Guardian/Staff). They can also be filtered by status, request date, and requesting staff. 

A window appears confirming the details of the transfer, notably who is being transferred, from where, and when. The current school as the holder of the profile data can now approve this request to send the record to the new 'accepting' school. The decision can be Approved, or Rejected. 

The guardian records attached to the student will be transferred as well.

Staff Transfers

As a staff member, then the same two step process exists, the accepting school initiates the request to the Staff members current school, who in turn approve the transfer. Enter the ID number in a new Staff/Guardian profile and the same pop up warning will appear asking to initiate the change request.

The new school sets the school levels to which the new staff member will be attributed. Determine which school level will receive the request.

In the case that the staff member is a member of multiple school levels in their current school, they can also determine to whom the request should go for approval. A supporting comment can be added. 

Transferring Guardian dependencies

The same steps apply when transferring a guardian record between schools, or creating a duplicate record as the guardian is attached to two dependants (Students) in two different schools. Firstly, enter the guardians ID card number into a Staff/Guardian new profile or CDR create. The pop up will ask you to initiate a change request for the guardian.

Specify the relationship type, in the drop down list, use Mother/Father unless otherwise specified. Set the relationship flags as appropriate. Choose the school level to which the request is to be sent.

Approving the request

The current school holding the record, will receive a change request with the above information. The request will ask you to confirm the access request and transfer details. Add a comment if needed, and confirm by pressing Approve.

The guardian profile will be accessible to both schools, and both schools can edit the profile accordingly. The staff of the accepting school will not have access to the attached dependant which is not within their security context.

Key reminders

• Use the Create Staff/Guardian in the quick links menu to initiate the request for guardians and staff (adult users) if you know the ID card only.
• Transfers can be initiated by the CDR Create if you have the ID card and the Date of Birth.
• Users can modify a guardian profile if it is shared by schools, the modification will be shown on both.
• The accepting school must initiate the request, whereas the current (holding) school must approve the transfer.
• Use the filters in the Access request screen.
• Notifications are received on the overview, and be accessed directly.