The transition tool allows pupil documents on the Provision Map platform to be transferred between shared pupils across multiple school accounts. This allows documents to be transferred between specific schools where a shared pupil (active or archived) is present. (Pupil details are not transferred using this process, only pupil documents)
Documents that can be transferred:
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Plans
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Provisions
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Passports
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Meeting logs
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Attached files
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Safeguarding issues
Before schools can use the transition tool, an authorisation and setup process is necessary.
Schools must all be part of the same cluster in order to make transition requests – for example, a secondary school and its feeder primary schools may want to set up a cluster.
Schools are initially added to a transition cluster in a ‘pending’ state. Each school’s Main School Admin must then give permission before the school is active in the cluster. Approving or denying cluster membership requests is explained in further detail in this Knowledgebase guide: How to approve or deny membership to a transitioning cluster
Once the setup process is complete, the transition tool is designed to be centrally controlled by school admins. Staff with admin permissions will be able to complete transition transfers without interference from the Provision Map support team.
Setup process:
1.) If they haven’t done so already, can the main admin or head teacher please provide a full list of all involved schools (names and postcodes) to our support email, support.provisionmap.com. This information is important, so that no schools are missed during the set-up process. (Please ignore this step if all school names have already been provided).
2.) All schools are added to the cluster in a pending state. (Tool is unavailable and no data is shared with other schools until approved)
3.) Main School Admin approves access for their school (Guide for completing this process). Staff with admin permissions will now have access to the transition tool in the approved account.
4.) Please get in touch with our support team via phone or email if you need any further guidance.
*Transfer Requirements:
The same pupil is on both accounts before a data transfer can begin – Pupils must match by First Name, Surname, DOB and Pupil ID.
Both schools are in the same cluster – Transition transfers can only occur when both schools are in the same cluster.
Pupil has at least one available file/document in the outgoing school.
