The Interstate Student Data Transfer Note facilitates timely transmission between schools of information about students who move interstate.
Statement of intent
The Interstate Student Data Transfer Note 
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and Protocols (new window) are to be used by all state schools in response to a request received from an interstate school or if requesting information from an interstate school about student information.
The Interstate Student Data Transfer Note is designed to transfer information between schools about students who move interstate enabling new schools to support the educational placements of new students. The Interstate Student Data Transfer Note is used in conjunction with existing enrolment information and processes. Information collected through the Interstate Student Data Transfer Note falls into three categories:
Specifically, information such as previous school's contact details and details about student's attendance, health care needs, areas of interest, support needs, progress in learning areas and behaviour management will assist in transitioning these students into a new school. Some information appears as 'flagged information' about the student which may be of a sensitive and educationally significant nature, which requires a tick box 'yes' or 'no'. Flags are intended to alert the new enrolling school to follow up for further information from the previous school.
Queensland State Schools are required to gain parent and (if applicable) student consent to receive student information data from the student's previous school. Student consent is to be sought if the student is 16 years of age or older. There is a separate form for student consent.
The amount of student information transferred is dependent on the type of consent given. If Part A of the consent form is given, the parent (and student, if applicable) has consented for the new school to obtain all details of the Interstate Student Data Transfer Note from the previous school. If Part B consent has been given, this only allows the new school to notify the previous school that the student has enrolled at the new school.
If Part A or Part B consent has not been obtained, the new school can take no further action to transfer student information.
Queensland State Schools are to ensure that parent and (if applicable) student consent has been given prior to transferring student information to the new school.
Responsibilities
Principals (or delegate): When student from interstate enrols at Queensland state school:
When level of enrolment information is insufficient and an Interstate Student Data Transfer Note is requested:
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At time of enrolment, ask parent/guardian (if the child is less than 16 years of age) to sign Part A or Part B of
parent consent form (new window) -
In cases where student is greater than 16 years of age ask the student to sign Part A or Part B of
student consent form (new window) authorising request for information from previous school
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If Part B is signed invite parent and student to provide whatever information they can about the student's prior schooling experiences and interests and inform previous school only of student's enrolment
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This information may be accessible through Right to Information applications
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Ensure safe-keeping of information obtained and prevent unauthorised disclosures.
Once information has been transferred from previous school:
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Decide whether additional information is required to assist with placement of student by reviewing flagged items that have been identified in Interstate Student Data Transfer Note
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Seek further information by mail, electronically or telephone to obtain verbal reports or written records such as student files, reports or folios
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Ensure that only information relating to flagged items is exchanged when awaiting further information
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Provide an opportunity, if requested, for parent and/or student to discuss information obtained from previous school.
When an Interstate Student Data Transfer Note request is received:
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Respond to all requests within five days of receipt
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Ensure that parent/guardian consent and where applicable student consent has been obtained prior to transferring any information to new school
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Consider safety of students and staff when determining what information should be sent
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Ensure accuracy and appropriateness of information that is transferred
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Keep a record of information exchanged as part of the Interstate Student Data Transfer Note process in accordance with requirements as set out in
IFM-PR-008: Managing the Department's Records. This information may be accessible through Right to Information applications.
When completing Interstate Student Data Transfer Note to transfer student information:
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Only flag attendance concerns if student has been absent without a valid excuse in the past four weeks
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Only flag health concerns if student has severe medical conditions
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Only flag disciplinary absences if student has been suspended, excluded or had their enrolment cancelled in the past twelve months
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Do not provide any information about the existence (if any) of a guidance/psychologist file relating to the student. Check box with heading "Cannot transfer/provide information".
Parents: - Provide consent to principal of new school to initiate Interstate Student Data Transfer Note request by signing Part A of consent form; or sign Part B of consent form to only allow principal of new school to advise the previous school of student's enrolment
- Provide information regarding student's prior schooling experience and interests if not giving consent for information to be transferred from previous school
- May disclose to principal of new school the existence of a school counsellor/psychologist file held by previous school
- Request an opportunity to discuss with principal of new school information received from previous school
- Can request to view all information received by new school from a student's previous school.
Contacts
For further information about interstate student data transfer, contact:
For further information about interstate student data transfer, contact:
For further information about interstate student data transfer, contact:
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