Transferring data between schools

Use SRT, the Student Record Transfer system, to electronically transfer student data between schools.

Use Student Record Transfer (SRT) to transfer student records electronically between schools, and between any kind of Student Management System (SMS). There’s no need to re-enter a student’s record each time they move schools, and the records can contain much more information.

Benefits of SRT

With SRT, you can transfer much more detailed records from your students’ files such as their record from ENROL and the pre-enrolment register, their assessment records, information about their caregiver, and medical, assessment and attendance records.

Benefits include:

  • saving administration time and cost
  • earlier and better information about student transfers, for better decision making on matters like resourcing, staffing and timetabling
  • secure, accurate transfer of data – all transfers are logged both in SRT and in the school's SMS.

How SRT works

This Youtube video shows how SRT works (external link)

Download the transcript of the video [DOC, 33 KB]

Sensitive data records

Tell your school’s community you’re using SRT to transfer student records. You don’t need each caregiver’s express permission. But if a record is sensitive, you or the student’s caregivers may not wish to have it transferred electronically.

How to get SRT for your school

SRT is available free from all the Ministry’s software vendors. Talk to the vendor who supplied your SMS. Or contact the Ministry for advice – email or phone 04 463 7666.

The decision to use SRT should be made by the principal, the leadership team and the person who does your ENROL uploads.

Privacy and data transfer

SRT meets the requirements of the Privacy Act 1993 and the Education Act 1989. Misuse can lead to prosecution.

Find how the Privacy Act affects data transfer on page 31 of the book ‘Privacy in Schools: A guide to the Privacy Act for principals, teachers and boards of trustees’. It’s on the Privacy Commissioner’s website.

Privacy in Schools: A guide to the Privacy Act for principals, teachers and boards of trustees (external link)


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