The summer term is always a whirlwind for schools. Between sports days, packing up classrooms, and wrapping up end-of-year assessments, there is the monumental task of managing transitions. Whether your Year 6s are moving up to secondary school, new reception children are arriving, or pupils are moving between classes, managing these changes requires careful preparation.

As we know from the Six Principles of Nurture, transitions are a vital part of children's lives, and change can be deeply destabilising. To ensure that their social, emotional, and mental health (SEMH) data follows them, we must make sure their nurture data is handed over safely.

To help you navigate this hectic transition window and maintain a secure base for your pupils, here is how you can manage your pupil data seamlessly using Boxall Profile® Online.

1. Importing new pupils to your account

As you prepare for the new academic year, you will need to get your new cohorts onto the system so you can understand their needs from day one. Depending on the size of the group you are adding, there are three flexible ways to populate your account:

  • Adding pupils individually: Best for casual mid-term entries or late summer registrations. Simply click the ‘Add Pupil’ button on your dashboard, type in their details, and they are instantly ready for assessment.
  • Importing with a CSV template: If you are setting up entire new classes or year groups from scratch, downloading our dedicated CSV template is the fastest route. Pop your data into the spreadsheet, upload it securely, and the system handles the rest.
  • Importing via CTF (Common Transfer File): To save even more time, you can export a CTF directly from your school’s Management Information System (MIS) (such as SIMS, Arbor, or Bromcom) and upload it directly into the Boxall Profile® Online importer. This is ideal for pulling across large batches of pupil data securely and accurately, allowing you to focus on planning their scaffolded support.

2. Transferring EBPs between schools

When a pupil leaves your school, their Electronic Boxall Profile (EBP) should not vanish. To ensure their new school understands their developmental history and can speak the same relational language, you can securely transfer ownership of the EBP.

Transferring an EBP means the pupil’s historical records move to the new organisation, ensuring data security while maintaining continuous, high-quality nurture. Any platform user can use this tool via the 'My EBPs' page.

  • How to request a transfer: Carefully type the child’s unique reference code into the transfer field. Please note that it is case-sensitive. Once entered, click ‘Request transfer’. If you are moving a whole group to the same secondary school, you can enter multiple codes separated by commas.
  • A quick tip for a smooth handoff: The current school owner will receive an email and a dashboard notification to approve or reject the request. Because transition time is an incredibly busy period for school staff, these emails can sometimes slip into junk or spam folders. We highly recommend sending a quick, friendly email to the child's previous school or SENCO to prompt them to approve the transfer request on their dashboard.

3. The Boxall Profile® Online Transition Passport

One of the most powerful tools available for this hectic period is the Transition Passport. This feature is designed specifically to streamline how a pupil’s developmental journey is shared with the adults who will be leading them next.

The Transition Passport compiles a comprehensive, visually accessible summary of the pupil's journey, including their details, transition comments, individual factors, and assessment histories. This means the receiving teacher can understand the hidden communication behind a child's behaviour before they even step into the classroom.

What makes it a game-changer for whole-school transitions?

  • Subscription-free viewing: You can securely share a pupil's Transition Passport via a unique URL or a QR code. Recipients (such as external support staff or teachers at a receiving school who may not have a Boxall Profile® Online subscription yet) can view a clean, secure breakdown of the pupil's profile.
  • In-platform actions: If a logged-in user from another school views a shared passport, they can easily use the quick shortcuts on the page to ‘Request access’ or ‘Request transfer’ of the EBP directly, cutting out the administrative guesswork.

Your Transition Checklist

Before you head off for a well-deserved summer break, take a moment to reflect on your cohorts:

  1. Identify leaving pupils and share their unique reference codes with their destination schools.
  2. Gather CTFs or CSV files for your incoming cohorts so you can batch-import them in one go.
  3. Utilise the Transition Passport for your most vulnerable pupils to give their next teachers the insights they need to support them from day one.

Transitions can be daunting for pupils, but passing on their nurture data does not have to be stressful for you. By taking these small, intentional steps to import, transfer, and passport your cohorts, you can ensure every child returns in September to an environment that is ready to meet their needs.