Tool Search: Student Records Transfer
The Student Records Transfer tool allows districts to transfer integral student data electronically to other districts using the same regional or State Edition of Campus. The state or regional edition acts as the intermediary that facilitates the exchange process between districts.
To view details of student records transfer activity, select each student within the Student Records Transfer window.
Records Transfer functionality varies from state to state. See the National Records Exchange (NRE) article to learn about how that tool is used to exchange student records among Campus districts across the nation.
See the Student Records Transfer Tool Rights article for information about tool rights needed to complete this process.
Records TransferMain Technical Components
The terms in this section outline the primary components of the student records transfer process.
- Agent- Transferring records within a Campus State Edition occurs through Campus agent-to-agent communication. There are three agents involved in a records transfer:
- State-level agent - (The agent existing in the state-level installation of Campus.)
The state-level agent is the main facilitator of all agent communication and makes requesting and transferring records possible. - New district agent - (The agent in the new district to which the student has transferred.)
The new district may enroll the new student and then request his/her records from the former district by creating a records transfer request. The new district’s agent will send the request message to the state-level agent. The state-level agent will then route the request message to the agent in the student’s former district. - Former district agent - (The agent in the previous district that the student no longer attends.)
The agent in the student’s former district will receive the records request message from the state-level agent on behalf of the new district. The designated records transfer user in the former district will approve the release of the student’s records. The agent in the former district will send the records in a message to the state-level agent. The state-level agent will then route the records to the new district.
- State-level agent - (The agent existing in the state-level installation of Campus.)
- State zone - The designated area in which the district agents communicate through the state-level agent. The state zone is accessible by each district and at the state.
DIS Agents and Zones
Tool Search: Zone Setup, Agents
Completing a student records transfer between two districts uses DIS messaging and involves built-in Campus agents installed by Campus hosting staff during the district/state’s initial configuration.
To allow an intrastate records transfer, Campus hosting sets up DIS communication between district and state agents.
Districts do NOT communicate directly with each other. All messaging and data movement between districts flows through the state-level agent.
District-Level View of the State ZoneIn each district, a state zone exists to facilitate communication with the state-level agent. This zone is where messages related to student data, including records transfer within the state, are exchanged.
State-Level View of Each District Zone
At the state level, a zone exists for each district within the state to facilitate communication and exchange messages related to student data, including records transfer within the state.
Student Locator
Tool Search: Student Locator
Districts are required to use the Student Locator tool to add and enroll new students, preventing duplicate entries and records from being created for the same person.
When the student is enrolled and located by the Student Locator, it means he/she is transferring from another district within the same state/region and already has a record in the state database. This indicates that his/her records can be requested from the former district once the student is enrolled.
Locate a Transfer Student for Enrollment in a New DistrictWhen the Student Records Transfer is requested or released, the messages and data are funneled through the state to the new district via the state agent.
Sample Transfer of Student Records