What is CTF (Common Transfer File)?
Also known as: common transfer file, CTS, common transfer system
A CTF (common transfer file) is a standard data file that schools use to send a pupil's key information to their new school when they move. It includes details such as name, date of birth, UPN, contacts, attendance, assessment and special educational needs, and is sent securely through the School to School (S2S) service.
When a pupil leaves a school, the school exports a common transfer file from its management information system (MIS) and uploads it to the secure School to School (S2S) website. The receiving school downloads the file and imports it into its own MIS, which saves retyping and reduces errors. In England, the Education (Pupil Information) (England) Regulations 2005 require a maintained school to send the file to the new school no later than 15 school days after the pupil stops being registered at the old school.
A CTF helps the new school understand the pupil straight away, including their UPN, contacts, prior attainment, free school meals history and any special educational needs.
England and Wales
Both nations use common transfer files. In Wales, maintained schools have a statutory responsibility to use the Common Transfer System, sending the file via S2S whenever a pupil joins or leaves a school. The file format and guidance are published separately for each nation.
Why it matters for your setting
- Alternative provision and small independent settings often receive pupils without a full file, so ask the referring school for the key information you need.
- If a pupil is dual registered, their main school normally keeps and transfers their records.
- Any data you receive or send should be handled securely under UK GDPR.
PupilDB does not import or export CTFs today. You can export student updates as a CSV to share with schools, and CTF support is on our roadmap.
Related terms
Last reviewed 24 September 2026. General information, not legal advice. Always check the current official guidance. Back to the glossary
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