How to move students between districts

Document created by Community User on Sep 20, 2017Last modified by Community User on Oct 5, 2017
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Introduction
Student Data Transfer is only available to state-contracted districts. Districts who are not a part of a MAP state contract will not be able to transfer a student's data to another district. For state-contracted districts, NWEA has created a tool to support the need to transfer students (and their data) from one district to another within your state, or to remove student data from your district and allow it to be used by a future district.

Information
This tool will move all student data in the NWEA databases, including demographic information and test results, from one district to another. Either the departing district, where the student data currently resides, or the destination district, where the student data needs to move, can request the transfer. This tool is not intended to move students from school to school within a district; if you need to move a student between schools, see Fix Student Account Profile.

Please make your best efforts to contact the other district (for example, if the departing district requests the transfer, the departing district will use best efforts to contact the destination district and vice versa) to confirm that the other district will accept the transfer. Please add the emails of your contacts at those districts into the transfer form.

Requirements 


How to use the tool 

Prepare your data

Before submitting your request to transfer a student:
  1. If you are the departing district, verify that the student(s) you are transferring are not duplicated. To do this please follow the steps below:
    1. Generate the Potential Duplicate Profiles report to identify duplicate students
    2. Follow the steps in Merge Student Test Data to fix duplication for any students whose data you need to transfer
  2. If you are moving multiple students, prepare a .csv file with the student information. You can download the template from https//cdn.nwea.org/support/student-transfer-sample.csv. If you are only removing the student from your district, fill in the fields in bold. Otherwise, complete as much information as you know.
  3. Please make your best efforts to contact the other district (for example, if the departing district requests the transfer, the departing district will use best efforts to contact the destination district and vice versa) to confirm that the other district will accept the transfer. Please add the emails of your contacts at those districts into the transfer form or file.


Submit the Request

  1. Access the tool at https://start.nwea.org/admin/transfers
    1. If you have one student, fill out the form. Only one student at a time can be entered on the form
    2. If you have multiple students, click Upload CSV and upload your prepared file. The .csv template can be located here
  2. Accept the Terms and Conditions at the bottom of the page and click Submit
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To follow your request, log in to Case Management at NWEA Connection. NWEA will notify you and the contact you specify via email once the students are successfully transferred. Requests are processed within one (1) business day of receipt of a completed form/.csv.
 

Important steps after the student is transferred 
 

  1. If you are the departing district and are using an automated roster solution such as Clever, remove the students to be transferred from the source district’s student information system (SIS) rather than making them inactive. This ensures they will not be automatically re-rostered to the incorrect district.
  2. If you are the destination district, once the students’ data is transferred, the students will not be automatically rostered to the current term or assigned to any schools, teachers, or classes, and will therefore not appear on any report or be available for testing. A Data Administrator at the students’ new district must do the following:
    1.  Search for the student(s) in Manage Students
      1. Verify that the student has all required reporting attributes and is rostered to the current term. See Fix Student Account Profile for instructions. Once the student is rostered for the current term, they will be able to test immediately at the new district. Their data will appear on reports the next day.
    2. If a student has already tested at the destination district, merge the students’ transferred data with any existing data at the destination district. (See Merge Student Test Data for instructions.) This could happen if there is a delay between receipt of the new student and a completed/processed data transfer request.
  3. If you are the destination district and your district uses an automated rostering system, ensure the student has been added to your SIS.


If the student is missing from MAP Growth reports the day after adding required reporting attributes, generate the Students Without Reporting Attributes report to see if the student is still missing data. See Test Results not showing in MAP Growth Reports for further troubleshooting steps.



See also:

 
 


 

Article Number
000003428

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