Secure Access: School to School aka S2S User Guide Updated October 2014 V04 Amendments in this version clarify: The advice for Children Missing from Education and the procedure for taking a pupil off roll. Uploading files to the destinations XXXXXXX and MMMMMMM Page 1 of 30
CONTENTS: PAGE NOS: Introduction 3 The S2S Process (Diagram) 5 1 Using the secure website for common transfer files 6 2 To upload a CTF for another school or the LA 7 8 3 To download a CTF from another school or LA 9 10 4 How to reject a file 11 5 Downloading a file for a second time 12 6 View/remove files 13 14 7 Lost pupils database 15 8 Procedure for taking a pupil off roll 15 9 Unknown previous school 15 10 Retrieving an uploaded file 16 11 Reports 16 11.1 General usage/volume report 16 11.2 Generic/other file movements 17 11.3 School report 17 12 Generic Files 17-19 13 Messages option 20 13.1 View/delete messages 20 13.2 Send message 21 23 13.3 View sent messages 24 14 Message templates 25 14.1 View/copy/update template 25 14.2 Add a template 25 26 14.3 Delete a template 26 15 Logging off procedures 27 16 Missing Children: Using the S2S system and the Common Transfer File (CTF) 28-30 17 Useful Contacts 30 We suggest you keep a copy of the SR1a CME Form with these Guidance notes. Page 2 of 30
SECURE ACCESS: INTRODUCTION In December 2012, the DfE decided to provide one point of entry for the sites previously known as S2S, COLLECT and KeystoSuccess. At the time, schools were sent new login instructions for a single login per school. Then again in December 2013 the DfE updated their thinking and asked schools to make their logins person specific. Some schools only had one site user so continued to use the single log in provided, acknowledging themselves to be the main user or Approver as they are known. Others nominated one Approver and then created additional users. Please ask colleagues what the protocol is in your school, who is the Approver and if they can set you up or whether you will need to register yourself as the new Approver. More information about Secure Access can be found on the extranet: https://derbyshire.inthehive.net/extranet/info_management/mis/s2s/default.aspx The URL for Secure Access is: https://sa.education.gov.uk/ The LA is no longer able to help users with access to the site as this is largely an automated process. If you do not know your user name and password, there is a helpful link at the top of the home page to obtain either a new username and/or a new password Scroll down the home page for other helpful links to guidance and getting a first time pin etc. The layout of this area changes so we have not provided a screen shot. PLEASE NOTE THE REMAINDER OF THIS MANUAL COVERS THE S2S ASPECT OF SECURE ACCESS ONLY. Page 3 of 30
Once logged onto Secure Access select the S2S option Thereafter the layout and use of the site is just as it has been since the S2S site was first introduced in June 2002, so the process outlined on the following pages remains the same. S2S School to School (S2S) is a secure transfer site that was introduced by Department for Education and Skills to enable common transfer files to be sent securely from and to any maintained school in England and Wales. This website is widely used in all counties and there is an expectation in Derbyshire that all pupils data is transferred using this secure method. In November 2003 a generic file transfer was introduced which enables S2S users to send secure files of any type to other S2S users using a file name convention. In January 2004 a secure messaging service was added which enables free-text messages, or a message based on a standard template, to be sent to other users of S2S. This will enable information to be exchanged securely between LA s and schools including those in Scotland. From November 2004, LA s and Secondary schools can use S2S to transfer Admissions files. Due the high traffic that is created at peak times of year downloading these files using S2S, Derbyshire currently choose to use instead their own system known as SAM for transferring Admission files. The common transfer file should be sent to the new school no later than 15 days after the pupil has moved. Destination XXXXXXX; destination unknown If the destination is unknown then a CTF for that pupil is created using XXXXXXX as the destination school. When uploaded onto the S2S site this file will be held in the lost pupil database. When this child subsequently arrives at its next school and the previous school is unknown, the school contacts their LA who can re-direct the CTF for download to that school in the usual way. The school has to provide names or former names, date of birth and gender. Page 4 of 30
Destination MMMMMMM; Independent, Home Tutored or Emigrated If a child leaves a school to go to a school in Scotland, Northern or Southern Ireland or emigrates to be schooled in another country then MMMMMMM is used for the destination. This is the same for pupils who are moving to Independent schools or to be Electively Home Educated these files will also be held in the lost pupil database. If a pupil comes to a maintained school from an independent school or from a school outside England who are previously been in an English maintained school then the LA will be able to search the lost pupil database for a common transfer file. If a school has followed the procedure to send the common transfer file to the pupil database and is then subsequently contacted by a school, where the pupil has registered then the destination school either asks its own LA to download the original common transfer file from the lost pupil database and upload it to the appropriate school or asks the previous school, if known to create a CTF for their school. More information about Destination XXXXXXX and MMMMMMM on P29 The S2S site Process Diagram Page 5 of 30
1 Using the Secure Website for Common Transfer Files Once you have created a CTF file to send to another school, or have received an email letting you know that another school has uploaded a file for you, you will need to access the secure website (see diagram of process on previous page). Having logged onto Secure Access, then selecting the S2S option, you will be brought to the S2S Home page. 2 Once you have logged on you will see a screen similar to the one above. Menu options are displayed on the left hand side of the page. Below is a brief description of each menu: Home: brings you back to S2S home page Upload: To send a file you have already created in your MIS Download: To retrieve a file that you know has been sent to this site for your school. View/Remove CTF Files: To monitor the files that you have prepared for another school(s) Reports: to view report about the movement of CTF s Messages: to create messages to other schools or LAs Message Templates: to add, edit or delete templates, Message Address Groups: to set up groups to send messages to School Details: shows your school details Contacts: shows S2S contacts Logoff: to log off correctly Page 6 of 30
2. To Upload a CTF for another school Select Upload Select Upload CTF File Click on Browse to locate the CTF that you have previously created and saved. NB: the CTF should be saved in the same folder each time: Facility automatically saves to the CTF_Export folder Other MIS use a relevant Outbox You are only able to upload files one at a time, so you will need to repeat the following process until you have uploaded all required files. A file can contain one or many pupils/students. Browse will open the Look in box Click on the drop down arrow. Select the C: drive (or the appropriate drive) Double click the required folder: Facility Users only: The CTF_Export folder is on the C drive of your main admin pc only. Other MIS users: locate the relevant Outbox Select the CTF file you wish to upload to the web site. Click on Open or double-click on the file name. Page 7 of 30
Information: File names include the DFE number for both sending and receiving schools: 8301234_CTF_8304567_004.XML The file name will appear in the box. Click on Upload File. Once the file has successfully transferred, you will get a message telling you so. Now click on the Back button (top left of screen) to take you back to the previous screen. NB: Facility users: Please remember to delete the file from your CTF_Export folder (using Windows Explorer or My Computer). Other MIS users: Please delete out of the relevant Outbox. Page 8 of 30
3 To Download a CTF from another school or LA Select Download Select Download CTF File Here you will see a list of any files that are waiting for you to download. Highlight a file name at the top, details of the pupil(s) show at the bottom under Pupil Details for selected file. If this file holds the correct pupil(s), click on Accept. If the pupils are not yours, click Reject. Once you click on Accept, click on OK to the confirm message to continue (see below) or Cancel to go back to the previous screen. N.B. Each file may contain one or more pupils/students. You are only able to download one file at a time. Page 9 of 30
Always Save this file do not open it. Navigate to the required folder as follows: In the Save As window, click on the drop down arrow and select the C: drive (or the appropriate drive) Double click the required folder: Facility users select the CTF_Import folder Other MIS users select the relevant Inbox Click on Save You may or may not see a progress bar indicating the file is downloading. Click on Close when it is complete. The file you have just downloaded will no longer appear in the list of CTFs to download. Repeat downloading files until you have cleared the list If the download was cancelled, click No, which will take you back to the Download File page. The file will still be there for you to try again. Page 10 of 30
4 How to Reject a file If the pupil has not arrived or is not coming to your school then you need to reject the file Select Download Select Download CTF File Select the required file details of the pupil show below Click on Reject You will then be asked to confirm the rejection (removal) of the file as shown below: Click Ok if you are sure. Once you have confirmed it, this file will no longer be available for download. Click Cancel if you do not wish to continue. Page 11 of 30
5 Downloading a file for a second time You may need to do this if you encounter problems with a file that you have already downloaded. Select Download Select Previously Downloaded CTF files This is a similar process as for downloading a CTF. NB: Notice the title bar is red to show you are now in a different option from the standard download. Click on the Re-Download File button and continue as detailed in part 3 To Download a CTF from another school or LA. Files will be automatically removed from this list after 15 days. Please note if your PC has pop-up-blockers then the pop up, are you sure etc will not appear. If this is the case you can override the blocker by holding the control key on your keyboard for the entire process of downloading. So for example: Download Previously downloaded CTF file Highlight file Hold down the Control key on the keyboard (keep it held down) Choose Re-Download file Confirm you wish to download by clicking on OK The pop up asking if you want to open or Save should appear. Choose Save. (Keep the Control key held down) Navigate to the folder Save the file Then close the download screen when the download is complete You may release the Control key now. Page 12 of 30
6 View / Remove Files This option enables you to manage the files that you have placed on the website for other schools. This option enables you: to view and/or remove files that are waiting for the receiving school to download, to view and then remove files that have been rejected by the receiving school. to view then remove files that you have uploaded to an incorrect destination school Highlighting a file displays the names of the pupil(s) at the bottom of the screen. Click on the radio buttons to change the view from/to: Files for Collection or Rejected Files. Click on Remove to delete these files from the s2s site. Page 13 of 30
Having clicked Remove, you will be asked to confirm that you wish to remove the file. Click Yes to continue or No to keep the file. NB: After removing the file, you then need to re-create a CTF for this pupil(s) to the correct destination school and upload via the s2s. What to do when a file is rejected by a receiving school Remove the rejected CTF file from the S2S site using the view / remove option Recreate the CTF from your school MIS (Facility, SIMS or other) for the Lost Pupil Database; unknown destination (XXXXXXX) or for a different school if known. Upload the new CTF to the S2S site In Windows Explorer, delete the now uploaded CTF file from the holding file. For Facility users this is likely to be located in C:\CTF_Export on the main Admin PC What to do if a pupil has started at a different school to that expected. Remove the original CTF from the S2S site using the view / remove option Recreate the CTF from your school MIS (Facility, SIMS or other) for the new destination school Upload the new CTF to the S2S site In Windows Explorer, delete the now uploaded CTF file from the holding file. For Facility users this is likely to be located in C:\CTF_Export on the main Admin PC Page 14 of 30
7 Lost Pupils Database The S2S lost pupils database has been receiving records since June 2002. The database is populated by schools sending the common transfer file of a pupil who leaves without a known destination to the S2S website using the destination XXXXXXX. 8 Procedure for taking a pupil off roll Should a pupil stop attending a school then every effort must be made by the school to locate them within the first ten school days. If the school has not managed to locate the pupil, by day 11 latest, or by day 1 or 2 if there are safeguarding concerns, school should refer to Children Missing from Education (CME) using the referral form found on the Schools Extranet > Pupil Support > Children Missing from Education > How to refer a missing child. Rules around removing the child from roll can be found on the Schools Extranet > Pupil Support > Children Missing from Education > Removing a Child from Roll.. However the pupil does not have to be taken off roll before a common transfer file is created and uploaded to the S2S site the sooner the file is on the site the better. The pupil may have gone to another LA who will find the details on the lost pupils database. 9 Unknown Previous School If a pupil arrives in a school and the previous school is unknown then the LA must be asked to search the lost pupil database for a matching record using gender, names or former names and/or date of birth. Page 15 of 30
10 Retrieving an Uploaded file If a school had uploaded a file to the S2S site and subsequently is notified where the pupil has gone, they must: - Recreate the file, forward it to the receiving school and contact the LA to remove the file they placed in the Lost Pupils Database or Contact the LA to forward the file in the Lost Pupil Database to the new school. Please email requests to: caya.information.enquiries@derbyshire.gov.uk The information required will be: and First Name Surname Date of Birth (if possible) UPN (if possible) Previous Surname (if applicable) 11 Reports There are three reports available to schools from the Reports menu: General Usage/Volume Report Generic/Other file movements School Report possibly the most use in school to view files uploaded and downloaded For each report you can set a date range From and To. Leaving the From date blank shows all file movement since inception. The To date defaults to today s date. Then click Run Report Information provided by the reports: 11.1 General Usage/Volume Report This is summary of the number of CTF files transferred and the number of records Page 16 of 30
11.2 Generic/Other file movements A detailed list of CENSUS, generic zip and other files sent with dates of uploading and downloading 11.3 School Report A detailed list of CTF files sent and received NB: A copy of any report can be printed or saved as a csv file, this can then be used as a spreadsheet. 12 Generic Files Saving a Generic File All files used on the S2S site have a naming convention that has to be adhered to or they will not be recognised and the site will not accept the file. Generic files are by their very nature, generic. The naming convention however is key to being able to upload them. At the point of saving a file, file names must follow the following naming convention: To break that down LEASSS1_LEASSS2_MAX15CHARACTERS. XXX LEA and SSS1 is the DfE number of the sending school e.g. 8301234 (the LA number followed by your DfE no.) Underscore LEA and SSS2 is the DfE number of the destination school e.g. 8305678 (the LA number followed by their DfE no.) Underscore Up to 15 characters to describe the file (do not use punctuation or spaces no slashes, dashes, dots) dot Where XXX is the file extension e.g zip, xml, doc If a file was being sent by the LA the SSS1 would be replaced by LLLL. If a file was being sent to an LA the SSS2 would be replaced by LLLL Generic files can be used for many purposes. Page 17 of 30
Uploading a Generic File Select Upload Select Upload Generic Files Click on Browse and locate the file Select the file and then click on Open You are only able to upload files one at a time, so you will need to repeat the following process until you have uploaded all required files. Select Upload File If you get the following message, or similar, click OK. Use the Back button to return to the Upload GENERIC File Page when instructed. The file is now uploaded Page 18 of 30
Download a Generic File To download Generic files: Select Download Select Download Generic Files (or choose Previously Downloaded Generic files if you wish to re-download a file) Select the file from the window they will appear as a list in the white square Click on Download Generic File. We advise downloading the files one at a time unless you are familiar with unzipping files in which case it is possible to multi select and download. Confirm that you want to download the file by answering OK Choose Save and then navigate to where you wish to save the file. (If the data contained within the file is sensitive then save to removable storage or a password protected area so that it cannot easily be accessed.) When download is complete, click on Close. Page 19 of 30
13 Messages Option As from March 2004, there is a secure messaging option on the S2S site. This option allows schools and LA s to exchange sensitive data eg information about lost pupils in a protected environment. You are alerted to these messages via an automatic email: When you log onto the site it alerts you to how many messages you have. 13.1 View/Delete Messages To read any message you may have received, click on View/Delete Messages and you will see a screen similar to the following: To read any message, highlight it and click View. To delete a message, highlight it and click Delete. Page 20 of 30
13.2 Send Message To send a new message, click on Send Message and you will get a screen similar to the following: Here you will see any templates that have been created (see section 14) and you should highlight the one you wish to use you can check that it is the correct one by clicking Preview which will open a copy of the template at the bottom of the screen. When you have selected your template, click Next. You have to select from this screen s options who is to receive your message. There are a number of options: Message groups: There are currently no message groups set up if there were and you knew you wanted to send to one of them, you would click on the down arrow next to the box, select the group you want and click Create Group Message to proceed. Below the Message Group option you will see the following: Page 21 of 30
If you wish to send a message to someone in an LA, then you should select the LA from the top box in this option Select the user type from the next box: You would need to know in advance what type of user the intended recipient is. There are three types of LA roles on S2S: LEA Administrator able to add and edit LA users and schools LEA User able to transfer files, download copies of files sent to schools, produce reports on use by schools and LAs. LEA Lost Pupil user able to search the lost pupils database and produce reports on lost pupils Your message would be received by all users of that particular type in the LA. Once you have made both those selections, you should click Add selected LEA to recipient list and the selection will appear in the Message Recipients box. If you wish to send a message to someone in a school, and you know the LA and DFE numbers of the school, you should enter them in the boxes: Click Add school details to recipient list. If you do not know these details, then first you need to select the LA the school is in: Page 22 of 30
When you have done so, click Populate School List and all the schools in that LA will appear in the box below: Highlight the school you require Click Add selected school to recipient list You can add up to ten recipients for any one message and they can be a mixture of LA users and schools if required. If you add a recipient by mistake, remove it by clicking Remove entry from list Once you have selected all recipients, you should click Create Message at the bottom right of the screen (under Message Recipients). The message screen will appear showing whichever template you selected in the picture below blank message was selected: Enter your message and when you have finished click Send. You also have two other options on this screen: NB: If you wish to Print your message ensure you do this before you Send it. Page 23 of 30
13.3 View Sent Messages To look at any messages you have sent click View Sent Messages The screen shows you to whom you sent the message, when you sent it, the description line from the message and whether or not it has been read: Please note the statement on this screen that unread messages will be deleted after 31 days and read messages will be deleted after 14 days so anything you may need to keep for longer should be printed before you send the message. Page 24 of 30
14 Message Templates 14.1 View/Copy/Update Template To view a template click View/Copy/Update Template and click View You can then update it (but only if you have created it) or copy it using the appropriate button from the list at the bottom of this screen: 14.2 Add a Template To add a Template, click on Add Template Page 25 of 30
The Template name will be what appears in the list of available templates so make this short but meaningful e.g. Lost Children Report. The Template Description will be what the recipient(s) will see in their list of messages so again make this informative: - e.g. Request to search lost pupil database. The Text should contain the generic text which you will use each time you send this message e.g. a list of the data fields you are sending and a covering note as for our lost children example: When you have completed all these fields, click Add. Your template will be saved. 14.3 Delete a Template To delete a template, click on Delete Template. You can only delete templates you have created. Page 26 of 30
15 Logging off Procedures When you have finished the session on the website, you will need to log off correctly:- Click on the Logoff option from the menu options Then click on the Logoff button you have now exited your session on the s2s website. You will see the screen below: You can now either sign out of the Secure Access site or carry on to use another application within Secure Access; COLLECT OR KtS Page 27 of 30
16 Missing Children: Using the S2S System and the Common Transfer File (CTF) When a child goes missing, the CTF should be uploaded to the Lost Pupil Database (LPD). This can be done at any time; school does not have to wait until the child is off roll. To upload to the LPD use designation Unknown Destination (XXXXXXX), where you would normally enter a school DfE no. The CTF will be held in the LPD which is a secure part of the S2S site. Transferring the CTF when a missing child is found If the CTF has been sent to the LPD, and your school is then contacted by a new school, you should EITHER Edit the pupil record with the correct destination school and recreate the file then upload it to the new school, finally contact Information Enquiries to delete the one on the LPD, OR ask Information Enquiries to download the file from the LPD to the new school. You should ensure that, when your pupil has moved to a school out of Derbyshire, you ring that school to check they use the S2S system. Contact details of all schools in England & Wales can be found on http://www.education.gov.uk/edubase/home.xhtml If you are aware that one of your pupils has moved to another county but you do not know which school they are in, you should not forward the CTF to the LA in-box, i.e. designation: LA 3 digit number followed by reference LLLL. If the CTF is forwarded in this way, it may never reach the school because the new authority may not be policing their in-box. When a child moves abroad or to an independent school Prior to family going abroad or to independent school, school should obtain and record proof of the move. If school have obtained the necessary proof, they should designate the CTF as Known Destination MMMMMMM. This will again upload the file to the LPD but this labelling will indicate that the child has either moved abroad to a specific destination or to a named independent school. In the case of a child moving abroad, school should designate the CTF as MMMMMMM only if they have proof outlined in Schools Extranet>Pupil Support>Children Missing from Education>Child moving abroad or going on extended family holiday Without such proof they should designate the CTF as XXXXXXX and refer the case to CME. Page 28 of 30
If a child, who left your school to go abroad returns to your school, and the CTF had been designated MMMMMMM, please readmit the pupil in your MIS and contact Information Service at caya.information.enquiries@derbyshire.gov.uk to download that file for you. When uploading to the LPD, please check you are using the correct designation: GUIDE to Uploading the Common Transfer File (CTF) Please do not upload to destination XXXXXXX without also referring the child to CME! A child leaves your school whereabouts unknown Send CTF to destination XXXXXXX Confirmed child is on another authority s admissions system but not yet in a school Send CTF to destination XXXXXXX School think, but have no definite proof (see below for types of proof required), that child moved abroad or to independent school Send CTF to destination XXXXXXXX MMMMMMM School have proof that child has moved abroad, i.e. new address abroad, or new school details, or known family circumstances surrounding the move and no safeguarding issues. Send CTF to MMMMMMM Child leaves to be Electively Home Educated Send CTF to MMMMMMM Child moves to Scotland, Northern or Southern Ireland (there is no CTF system in these areas) Send CTF to MMMMMMM Use S2S to identify whether a pupil who left your school has started new school or gone missing (i.e. has not turned up) School staff should regularly check in View/Remove CTF files on the S2S site. Page 29 of 30
To ensure that any CTFs are downloaded immediately for a new child who has just started. To ensure that any CTFs uploaded to another school or LA have been collected. In case any CTFs sent to a new school are rejected by that school. When your school receives an e-mail to say a file is waiting to be collected from the S2S site, prior to downloading please ensure the child arrived. If the child has arrived, you should download the CTF to accept. If that child never arrived, then reject the file. You should inform the Admissions & Appeals Team when an expected child does not arrive. If you notice a file has not been collected by another school or LA, or you notice a file has been rejected, you need to establish with that school or LA the reason why, as it could be an indication that the child is now missing from education. If the file has been rejected, you will need to remove the CTF from the S2S site. If you are then informed the pupil has started at a different school, create a new CTF and send this to the new receiving school using the S2S site. When a child joins a school from an unknown previous school Should a child join your school and you have not received a CTF from their previous school, you should contact the previous school and request for this be sent. Failing that, contact Information Enquiries and request a search is made of the LPD. When you download the file, the previous school will receive a message that the file has been downloaded (for confidentiality, they will not be told which school it has been downloaded to). 17 Useful Contacts: S2S Support. Contact the Training & Support Team. Email caya.schoolsupport@derbyshire.gov.uk Admissions & Appeals Team. Tel 01629 537479 Email admissions@derbyshire.gov.uk Children Missing from Education. Tel 01629 536520 Email cayacme@derbyshire.gov.uk Correct as at October 2014 Page 30 of 30