SMS-PR-005: Interstate Student Data Transfer Note

• Education (General Provisions) Act 2006 (Qld) s. 426(3)(b) http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/E/EducGenPrA06.pdf
• Schools Assistance (Learning Together-Achievement Through Choice and Opportunity) Act 2004 (Cth) s. 14(1)(m) http://www.comlaw.gov.au/Details/C2011C00334
• Right to Information Act 2009 (Qld) http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/R/RightInfoA09.pdf
• Information Privacy Act 2009 (Qld) http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/I/InfoPrivA09.pdf

• IFM-PR-008: Managing the Department's Records /strategic/eppr/information/ifmpr008/
• IFM-PR-012: Providing access to departmental information /strategic/eppr/information/ifmpr012/

Statement of intent

The Interstate Student Data Transfer Note and Protocols 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:

• school information
• student performance and support needs
• student behaviour and management issues

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

When student from interstate enrols at Queensland state school:

• determine student's eligibility for enrolment in accordance with the Enrolment in State Schools procedure
• determine whether student has arrived with an appropriate level of information to facilitate a smooth transition - if level of information is sufficient, there is no need to send an Interstate Student Data Transfer Note request.

When level of enrolment information is insufficient and an Interstate Student Data Transfer Note is requested:

• 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
• in cases where student is older than 16 years of age ask the student to sign Part A or Part B of student consent form authorising request for information from previous school
• if Part A is signed, send a copy of signed consent form along with Interstate Student Data Transfer Note to student's previous school
• 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
• 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
• ensure safe-keeping of information obtained and prevent unauthorised disclosures.

Once information has been transferred from previous school:

• 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
• seek further information by mail, electronically or telephone to obtain verbal reports or written records such as student files, reports or folios
• ensure that only information relating to flagged items is exchanged when awaiting further information
• 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:

• respond to all requests within five days of receipt
• ensure that parent/guardian consent and where applicable student consent has been obtained prior to transferring any information to new school
• consider safety of students and staff when determining what information should be sent
• use professional judgement to determine quantity, nature and form of information transferred to new school and ensure that the personal information of third parties who are not school staff is not included in the information to be transferred. For further information on how to manage personal information, refer to section 426 of the Education (General Provisions) Act 2006 (Qld) and the principles contained in Schedule 3 of the Information Privacy Act 2009 (Qld)
• ensure accuracy and appropriateness of information that is transferred
• 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:

• use Interstate Student Data Transfer Note form to record information to be transferred
• only flag attendance concerns if student has been absent without a valid excuse in the past four weeks
• only flag health concerns if student has severe medical conditions
• only flag disciplinary absences if student has been suspended, excluded or had their enrolment cancelled in the past twelve months
• 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".

• 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.

Forms

• Form 1 - Parent/guardian consent form (provides an overview of the process for parents and guardians of students transferring to an interstate school)
• Form 2 - Student consent form
• Form 3 - Interstate Student Data Transfer Note (editable version)
• Form 3 - Interstate Student Data Transfer Note

• Not Applicable

Other relevant documents

• Protocol for use by Government Schools http://www.mceecdya.edu.au/verve/_resources/ISDTN_Form_4_Protocol_for_Govt_Schools_Oct_06.pdf
• School's Fact Sheet - Overview of process for school staff http://www.mceecdya.edu.au/verve/_resources/ISDTN_Schools_FactSheet_Oct_06.pdf
• Parent/Guardian Fact Sheet - Overview of process for parents and guardians of students transferring to an interstate school http://www.mceecdya.edu.au/verve/_resources/ISDTN_parent-guard_fact_sheet_Oct_06.pdf
• Frequently Asked Questions http://www.mceecdya.edu.au/verve/_resources/ISDTN_FAQ_Oct_06.pdf
• Flowchart for gaining consent http://www.mceecdya.edu.au/verve/_resources/ISDTN_Gov_FlowCharts_Oct_06.pdf

Contacts

For further information about interstate student data transfer, contact:

For further information about interstate student data transfer, contact:

Education Queensland staff only, please contact:

• SMS-PR-005: Interstate Student Data Transfer Note - Version: 1.0, 1.1, 2.0