Student data transfer
Data transfer is key to a successful transition
The timely and accurate transfer of student information is critical to the success of a transition.
This requires primary schools to update student data and information and then transfer this information to the secondary school once a Year 6 student has had a Year 7 placement offer confirmed. Ensuring the destination secondary school has a minimum set of information about a newly enrolled Year 7 student is possibly the most important component for a successful transition.
It is equally important that secondary schools import and use the information provided to enable the school to offer the best possible support for a successful transition, as well as meet their legal and duty-of-care obligations.
Regardless of whether a student is transferri ng from one government school to another, transferring interstate, or transferring to a non-government school, it is important that current information and data is transferred with them.
Student data transfer — Year 6 to 7 process
Primary schools must:
- identify the secondary school placement and determine which scenario is applicable
- ensure current student information is accurate including student’s wellbeing, welfare and legal information.
CASES21 is the computer software provided to Victorian government schools, used to support administrative, financial and reporting processes. This includes a web-based component called eCASES.
Schools with eCASES access
Teachers and coordinators may have access to update student details. This information will automatically update in CASES21. Further information about eCASES can be found in Chapter 18 — (staff login required) of the CASES21 Administration User Guide.
Schools without eCASES access
Generate the Current Student Details (CSD) report within CASES21 for each student transferring. Teachers/coordinators/welfare staff should check the information on the CSD for each student and update the form as appropriate for data entry into CASES21.
For transfers to another Victorian government school — using CASES21
CASES21 provides a secure means of transferring student information from one Victorian government school to another. This includes a student’s details, primary, alternative and additional family information, medical conditions, wellbeing, welfare and legal information along with their achievement data.
It is a mandatory requirement for schools to transfer student information using CASES21. Primary schools must export student data and destination secondary schools must import student data.
For detailed instructions on how to import and export student data, refer to Chapter 24 — Student Data (staff login required) of the CASES21 Administration User Guide.
For transfers to Victorian non-government schools including Catholic schools
Primary schools are required to follow the Manual Exit of a Student instructions in Chapter 12 — Exiting (staff login required) of the CASES21 Administration User Guide. The transfer note must be generated from CASES21, along with information on any foreseeable risks (if applicable) and sent to the destination secondary school. Primary schools must ensure the enrolment is confirmed.
For transfers to interstate schools
Primary schools are required to follow the Manual Exit of a Student instructions in Chapter 12 — Exiting Students of the CASES21 Administration User Guide in conjunction with the information found on the Education website. The site contains downloadable forms, protocols and fact sheets.
Schools are required to use the Interstate Student Data Transfer Note (ISDTN) in accordance with the protocols jointly developed and agreed by the Australian Government, state and territory education authorities, the independent and Catholic education sectors through the Standing Council on School Education and Early Childhood.
For transfers to overseas schools
Schools are required to follow the Manual Exit of a Student instructions in Chapter 12 — Exiting Students of the CASES21 Administration User Guide and choose 'Overseas' as the destination school.
All schools
All schools are to ensure that whichever approach is taken, all student information is accurate.
Primary schools must:
- ensure that all Student Supports reports and files, which are unable to be sourced from CASES21, are sent separately to the destination secondary school.
Secondary schools must:
- follow-up with primary schools any outstanding attachments not received from the primary schools, (additional reports and files related to Student Supports).
For further information regarding the Department's student data transfer requirements, refer to the transfer section of the Enrolment Guidance.
If you require additional information regarding CASES21, refer to CASES21 or if you have additional queries regarding CASES21 submit a request to the Services .
Timelines
Primary schools
Following notification to parents/carers of placement (generally August), primary schools must:
- update student details in CASES21*, including
- the transfer date as the last date the student attended/ will attend class
- transfer note (if applicable) that has been reviewed by the transferring principal
- initiate Year 6 Student Data Transfer process in CASES21 by selecting and exporting students to placement schools.
* CASES21 automatically updates the Victorian Student Register (VSR).
Secondary schools
Once families have accepted the placement, secondary schools are required to:
- import student data received from the primary school to CASES21
- generate Student Enrolment Information Form (SEIF) and send to new parents/carers to update. No other admission/enrolment form is required.
- update student data on CASES21 with changes provided by parents/carers.
Privacy and consent
When a Victorian government school student transfers to another Victorian government school:
- that student’s personal, achievement and health information must be sent to the new school via CASES21
- any other information relevant to promoting that student’s wellbeing or safety or to assess or manage family violence risk should be sent to the new school as well, either via CASES21, or any other means of sharing.
As the Department, including all Victorian government schools, is one legal entity, parent consent is not required to transfer this information.
Sharing information between schools for student wellbeing or safety
New Information Sharing Schemes have expanded permissions for authorised organisations, including government and non-government schools, to share information with each other at any time when certain requirements for sharing are met, for the purpose of promoting the wellbeing or safety of children or assessing or managing family violence risk.
For student transfers between Victorian government schools, schools should transfer any information that may assist the new school to promote the wellbeing or safety of children or to assess or manage family violence risk and for any other purpose as outlined in the Schools’ Privacy Policy — refer to Privacy and Information Sharing.
For student transfers between government and non-government schools, schools can use the Information Sharing Schemes to transfer any information that may assist the new school to promote the wellbeing or safety of children or to assess or manage family violence risk.
More information and support about using the new Information Sharing Schemes is available at Child and Family Violence Information Sharing Schemes.
Further information on transferring information, including the limited circumstances when schools may transfer information prior to the student being accepted at the new school, is available in the transfer section of the Enrolment Guidelines.
Reviewed 12 May 2022