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Frequently Asked Questions


Why has the transition process changed?

What is Egress?

Do providers have to adopt the new transition document and secure email solution?

How do I save my finalised pdf as non editable (creating a standard read only pdf)?

The radio buttons and drop downs don't work or when I save my file it is blank


Why has the transition process changed?

Prior to the transtion pilot (2016/2017 in Roxeth and Roxbourne wards), it was identified that we needed a:

  • Multi-agency approach to transition
  • Reassessment of the information required for transition across PVIs (private, voluntary and Independents) and schools
  • Secure approach to managing family information

This was confirmed during the pilot as the Early Years team, Early Support Hubs, PVI's and Schools worked together to support this.  Some of the key areas of resulting from the pilot are as follows:

  • A consolidated document of childrens information
  • The schools being able to extract information easily
  • Practical information to support settling the child
  • Supporting the transition process for SEND children
  • A stronger focus on the prime areas
  • Supporting accurate judgements
  • Parent friendly language
  • Developing partnership working

The outcome of these discussion has been the revised transition documentation and processes as well as the secure sending of documentation through Egress (secure mail solution).

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What is Egress?

Egress is a secure online email solution which is used across Harrow Council.  We have adopted this as a preferred solution for sending family information securely, which supports our roles as processors and controllers of information as we comply with the requirements outlined in the Data Protection Act 1998 and the General Data Protection Regulation (GDPR - May 2018).  Some of the key benefits of Egress are that:

  • Emails are encrypted
  • There is a two-step login process to authenticate the user when accessing the emails
  • There are permissions requriements to the sender should the mail be forwarded

More information on Egress can be found here.

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Do providers have to adopt the new transition document and secure email solution?

It is our recommendation through a collaborative effort that the new document, process and secure email solution is adopted across our providers.  The revised format has been adapted with a number of benefits outlined in the FAQ above (Why has the transition process changed?).  We do understand that for some settings this may be a large change, and we have had some providers in the pilot that have opted for a phased approach to transition, in that they adopted the revised document and process for a smaller number of children to assist their teams with the change and retained their legacy processes for others.  It is not a requirement to adopt the revised process but it is a proposed solution to better support settling and school readiness as children transition from Harrow providers (including childminders) to school.

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How do I send the finalised transition document as non-editable to the parent (creating a standard read only pdf)?

Please ensure that you send the editable pdf to the recepient school, this will support reporting on the data fields that you have completed.

For parents you can complete your pdf and make it non-editable.  Within Acrobat Reader, you can select File-Print and in the drop down list for Printers select Microsoft Print to PDF.  Whilst Harrow Council does not endorse any particular software solutions if you do not have this option available you can download a number of print to pdf application such as cutepdf and others.  

Note:  If you use this option, if you want to retain the original editable version of the form, rename the file once selecting your chosen print to pdf option.  This will ensure that you do not overwrite the original file.  Once overwritten the original document cannot be recovered.

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The radio buttons and drop downs don't work or when I save my file it is blank

The issue is that you are not using Adobe Reader to open and edit your Transition Document rather when you open your Transition Document, it is opening on your default PDF reader on your system.  Adobe Reader can be downloaded for free here.

The solution is as follows:

  • Download Adobe Reader on your computer
  • Download the Transition Document to the specified location or save to your preferred shared storage solution location
  • Open Adobe Reader
  • From the menus in Adobe Reader use ‘File’-‘Open’ and navigate to the place where you downloaded the document and select file and 'OK'.  When opened in Adobe Reader your file should have full functionality.

There are quick keys to do this, navigate to file, right click (or ctrl+right click), ‘open with’, choose Adobe Reader.

You can check that you are using Adobe Reader by selecting 'Help' - 'About' in the Adobe Reader reader application.

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