Service rules

Transfers

Transfers

A transfer represents participant changing school or lead provider. Transfer can be a switch to a new school with same lead provider, switch to new school with different lead provider or a partial transfer where only leave is reported.

API Endpoints

GET /api/v3/participants/ecf/transfers

This endpoint allows you to retrieve list of all ECF participant transfers.

Request parameters

Parameter	Type	Required	Description
filter	object	No	Refine participant transfers to return. This consumes a ListFilter schema.
page	object	No	Pagination options to navigate through the list of participant transfers. This consumes a Pagination schema.

Filter parameters (ListFilter)

Name	Type	Required	Description
updated_since	string	No	Return only records that have been updated since this date and time (ISO 8601 date format)

Pagination parameters (Pagination)

Name	Type	Required	Description
page	integer	No	Page number to return
per_page	integer	No	Number of records per page

Response (200 OK)

json { "data": [ { "id": "db3a7848-7308-4879-942a-c4a70ced400a", "type": "participant-transfer", "attributes": { "updated_at": "2021-05-31T02:22:32.000Z", "transfers": { "training_record_id": "000a97ff-d2a9-4779-a397-9bfd9063072e", "transfer_type": "new_provider", "status": "complete", "leaving": { "school_urn": "123456", "provider": "Old Institute", "date": "2021-05-31" }, "joining": { "school_urn": "654321", "provider": "New Institute", "date": "2021-06-01" }, "created_at": "2021-05-31T02:22:32.000Z" } } } ] }

GET /api/v3/participants/ecf/{id}/transfers

This endpoint allows you to retrieve a single participant’s transfers

Request parameters

Parameter	Type	Required	Description
id	string	Yes	The ID of the ECF participant.

Response (200 OK)

json { "data": { "id": "db3a7848-7308-4879-942a-c4a70ced400a", "type": "participant-transfer", "attributes": { "updated_at": "2021-05-31T02:22:32.000Z", "transfers": [ { "training_record_id": "000a97ff-d2a9-4779-a397-9bfd9063072e", "transfer_type": "new_provider", "status": "complete", "leaving": null, "joining": null, "created_at": "2021-05-31T02:22:32.000Z" } ] } } }

Transfer Fields

The following describe how the transfer results are generated:

• id - is set to user.id
• updated_at - most recent updated_at from leaving or joining induction record, fallback to user.updated_at
• training_record_id - is set to participant_profile.id
• transfer_type - induction_record.induction_programme.partnership.lead_provider is used to calculate this value
• status - if leaving end date or joining start date is in the past it is set to incomplete, otherwise complete
• created_at - set to leaving_induction_record.created_at
• school_urn - set to induction_record.induction_programme.school_cohort.school.urn
• provider - set to induction_record.induction_programme.partnership.lead_provider.name
• date - set to end_date for leaving and start_date for joining induction record.

Types of Transfers

new_school

Participant changes to a new school but stays with the same lead provider

json { "data": { "id": "db3a7848-7308-4879-942a-c4a70ced400a", "type": "participant-transfer", "attributes": { "updated_at": "2021-05-31T02:22:32.000Z", "transfers": [ { "training_record_id": "000a97ff-d2a9-4779-a397-9bfd9063072e", "transfer_type": "new_school", "status": "complete", "leaving": { "school_urn": "123456", "provider": "Example Institute", "date": "2023-09-01" }, "joining": { "school_urn": "654321", "provider": "Example Institute", "date": "2023-09-01" }, "created_at": "2021-05-31T02:22:32.000Z" } ] } } }

new_provider

Participant changes to a new school with a different lead provider

json { "data": { "id": "db3a7848-7308-4879-942a-c4a70ced400a", "type": "participant-transfer", "attributes": { "updated_at": "2021-05-31T02:22:32.000Z", "transfers": [ { "training_record_id": "000a97ff-d2a9-4779-a397-9bfd9063072e", "transfer_type": "new_provider", "status": "complete", "leaving": { "school_urn": "123456", "provider": "Old Institute", "date": "2023-09-01" }, "joining": { "school_urn": "654321", "provider": "New Institute", "date": "2023-09-01" }, "created_at": "2021-05-31T02:22:32.000Z" } ] } } }

unknown

Participant is leaving.

json { "data": { "id": "db3a7848-7308-4879-942a-c4a70ced400a", "type": "participant-transfer", "attributes": { "updated_at": "2021-05-31T02:22:32.000Z", "transfers": [ { "training_record_id": "000a97ff-d2a9-4779-a397-9bfd9063072e", "transfer_type": "unknown", "status": "complete", "leaving": { "school_urn": "123456", "provider": "Example Institute", "date": "2023-09-01" }, "joining": null, "created_at": "2021-05-31T02:22:32.000Z" } ] } } }

Transfer States

• incomplete - both leaving end date and joining (if set) start date are in the future
• complete - both leaving end date and joining (if set) start date are in the past

	Leaving Provider	Leaving Provider	Joining Provider	Joining Provider	Same Leaving/Joining Provider	Same Leaving/Joining Provider
	Participant Response	Transfer Response	Participant Response	Transfer Response	Participant Response	Transfer Response
Before Transfer	active	n/a	n/a	n/a	active	n/a
Old school SIT reports leaver	leaving	Shows leaving details	n/a	n/a	leaving	Shows leaving details
New school SIT reports joiner	leaving	Shows leaving and joining details	joining	Shows leaving and joining details	joining	Shows leaving and joining details
After transfer (today’s date => joining_date)	left	Shows leaving and joining details	active	Shows leaving and joining details	active	Shows leaving and joining details

School Induction Tutor (SIT)

Participant transfer is created when SIT report participants as leaving and the new school SIT reports participants as joining.

Admin User

Admin user is able to see transfer entries in the participants audit log with School transfer set to true.

Data Impact and Schema

Participant transfers is dynamically generated using the Api::V3::ECF::BuildTransfers service.

Induction record with induction_status is set to leaving is used for leaving. The next induction record which does not have induction_status as leaving and has school_transfer set to true is used for joining.

Take note, old induction records might have incorrect formatting or sequence which could result in the transfer record being incorrect.

Key

Emoji	Meaning
🙋	user need
📜	policy (explicit or intended)
📚	contracts & funding
💻	digital service
📊	data
🔒	security / GDPR
🚧	ECF 1 - TBC if needed for ECF 2