Information sharing agreements between international schools: a DSL guide

International school pupil bodies move often. Families move between jobs, diplomatic posts and global contracts across many lands.

When a child with past welfare worries moves to a new school, the safety file must follow. If the new school hears nothing, early warning signs are easily missed.

A written sharing pact sets clear rules between schools. It sets safe transfer routes, minimal data rules and team duties before an urgent crisis emerges.

Having clear written steps stops delays when families move fast between lands. A standard transfer pact protects both the pupil and the schools involved.

Clear transfer agreements remove doubt between admissions teams. They give staff a safe, tested way to request pupil records before term starts.

Formal transfer agreements ensure that admissions departments request pastoral notes alongside academic transcripts. Clear covenants define secure transfer channels before pupil enrolment.

Under Keeping Children Safe in Education (KCSIE), schools have a duty to pass safety files to new schools. Paragraphs 57 to 61 say schools must transfer records quickly and securely.

The transfer must happen separately from main academic records. The old school should send the safety file within five days of the child joining the new school.

The old DSL should speak with the new DSL directly to discuss open concerns. Direct contact ensures that pastoral teams understand any safety plans already in place.

Explore our guide on moving schools and transfer of safeguarding records for practical procedural steps.

Telephone conversations between leads give essential context to paper notes. They help receiving teams prepare suitable emotional support before the child arrives.

When files are missing, the new school must chase the previous school right away. Prompt action ensures no safeguarding detail is lost.

Some leaders worry that privacy laws stop record transfers. In truth, privacy laws protect child safety. In truth, privacy laws have clear child safety rules.

Under GDPR rules, sharing safety facts is lawful. Schools share data to protect children from harm. Asking parents for consent is not needed and can put the child in danger.

Where host nations have strict data laws, transfer agreements must reference statutory child protection duties. Review our guide on recording safeguarding concerns for detailed compliance guidance.

Staff must never delay sharing urgent safety details because of privacy fears. Protecting a child from harm always comes ahead of routine data objections.

A formal pact between schools should set clear legal rules. The text should state why schools share facts and name what records qualify for transfer.

Agreements must specify safe digital tools. Files should never be sent by regular unencrypted email or handed to parents in paper envelopes.

The protocol must require the receiving DSL to send a formal confirmation of receipt. The old school keeps a sealed archive copy under its record retention rules.

Our safeguarding software platform enables secure, encrypted inter-school transfer workflows with full audit tracking.

Schools should specify which file formats and encryption tools teams must use. Clear technological standards prevent accidental data breaches during file transfers.

When a child moves to a school with no prior pact, the sending DSL must act fast. The DSL should check the name and email of the new school lead before sending files.

The sending DSL should set up a secure phone or video handover call. This lets leads talk through behavior triggers, family context and risk factors in private.

Log all transfer steps in the student chronology. The record must show who agreed to the transfer, what files were sent and when receipt was confirmed.

• Check ID: Confirm the official email and phone number of the new DSL.
• Hold a handover call: Talk through active risks, safety plans and pupil history.
• Use safe encryption: Send digital files through password-protected tools.
• Confirm receipt: Ask for a written reply confirming the files arrived.

School leaders and board members should check leaver and transfer logs once each school year. Audits check that all files for departing students reached their new school.

If a child leaves without a named new school, the DSL must act. Leaders treat the child as missing from education. In such cases, the school speaks to embassy child teams.

Check our advice on safeguarding governance and board responsibilities to structure effective oversight protocols.