We must first define what 'transferring' means for your MySchool student enrolment data. Specific data can be transferred, but there are limitations. Let's check out the different ways you can achieve this;
Moving a student from one class to another within the active school year and class level
The default system setting for MySchool is that a student can only be in one class at any period of time during the year. If a student is transferred to another class, then their enrolment dates must be adjusted accordingly.
This is a transfer within the same class level. Even if attendance is set for classes, it will not be affected as the timetable configuration will be the same for the whole class level. The student will appear as withdrawn in the review page for the first class and active in the new class.
As this is a class transfer within the same class level then course assessment data will not be affected. If you need to alter course enrolment, check out the section below.
Moving a student from one class into another class/school level within the same active year
The same class enrolment date change as the example above, whereby the dates are changed to not overlap and must be altered manually. We need to take other parameters into consideration in terms of data;
- If the target class is outside of the current class level but shares the same timetable, assessment and term configurations then all data will remain accessible.
- If the target class is outside of the current class level and they do not share the same configuration, then some data will not be available in the new class level. We would advise you to contact your CSM before changing the enrolment dates. Access to the profile and data may be affected if the transfer is outside of the current school level.
Top tip: Attendance, assignment, and assessment data will not be deleted if assessment data is changed. If in the case of a badly configured transfer then just revert to the previous enrolment date range, and contact support for further assistance.
Moving a student from one course to another during the current active year
There are two cases to evaluate before using the transfer course option;
If the student is transferring courses and both courses have the same subject e.g. English Track 1 course-> English Track 2 course. Use the transfer function as the best option, as all assignment and assessment data will be maintained.
- In edit mode on the enrolment tab of the student. Select a course with the check box, and open the Transfer course slide over.
- Select the target course from the drop-down options. You can see all other courses within the same class level.
- Set the transfer date, this will alter the end date of the original course, and start the new course on the same date. Use the mark from the course as withdrawn. The other option is to delete enrolment from the previous course, but data will also be deleted in this case.
- You can transfer assignment and assessment data. Note that the assignment titles are unique so this may produce an error if this occurs. Assessment data will populate the assessment grid with contributions. This will not affect published grade reports. You can republish the PDF which will show the new target course data instead.
- If you want to transfer to another course but they do not share the subject then the system will remove the transfer options. The other options will still work and enrolment dates altered as in the previous example.
If you wish to transfer to another course outside of the class level, or are not connected to the same subject, you will need to manually adjust the course enrolment dates instead. No transfer of data is possible. Note that a student will not show on the assessment grid for term dates outside of their enrolment dates. Students will show on the assignment grid but will have grey cells showing that they were not enrolled in the course when the assignment was published.
What about attendance data?
This will need to be extracted and inputted manually if you wish to maintain a complete year attendance on assessment reports for example. The attendance data will still respect the enrolment dates so it will show on attendance history reports, the discipline tab, and parent/student portals for both past and future courses.
Check a few things to make sure the data is available as expected;
- Attendance data is related to course enrolment dates so if the counts do not match, check here first to make sure they are aligned.
- It is possible to add future attendance using admin updates, in case of a course transfer these entries will still remain present in reporting after the transfer. it will ignore enrolment dates. You must reinstate the student into the historic course for the full period, and enter null values using the same tool.
- Regional ES audit (BC) and DQSE (Malta) must be checked individually to make sure correct attendance is available for these transfers.