Last reviewed on 5 November 2021
School types: All · School phases: All
Ref: 7327

See the rules on transferring pupil records when a pupil moves school, and get guidance on how to do this securely for digital and paper copies.


When a pupil moves between schools

You're legally required to send the following to a pupil's new school, if it's in the UK:

  • A common transfer file (CTF)
  • An educational record

This applies to all phases and types of maintained school, including special schools and pupil referral units (PRUs).

Academies and free schools are "strongly encouraged" to send a CTF when a pupil leaves to attend another school.

This is explained in the Education (Pupil Information) (England) Regulations 2005 and the DfE guide on the CTF (page 5). The DfE guide also explains:

  • What's included in the CTF
  • How it should be formatted
  • The processes for transferring it

See our articles for more information on the contents of the CTF and the contents of the educational record.

Transferring child protection files

The CTF doesn't include child protection files. For guidance on these files, see our article on transferring child protection files securely.

Special educational needs (SEN)