Make the school transition easier to understand
School records when moving children overseas
A child's age does not always map neatly to the same school year or grade abroad. Give the receiving school enough clear information to understand what your child has studied, how they are progressing and which support helps them learn well.
Research checked 1 September 2026
- 01PlacementAge, completed years or grades and school calendar
- 02LearningCurriculum, subjects, attainment and recent work
- 03SupportLanguage, learning, health and pastoral arrangements
- 04SafeguardingIdentity, custody, consent and emergency details
Start with a clear answer
The questions to settle before the move becomes expensive
Which year or grade is being offered?
Ask the school to explain placement using date of birth, completed schooling, calendar and curriculum—not just a familiar label.
What has your child actually covered?
Reports are more useful with subject lists, curriculum or syllabus detail, recent work and examination-course information.
Which support must continue?
Share current plans, assessments, accommodations, therapies, language support and strategies that help, with appropriate consent.
How will records be transferred securely?
Agree who sends the record, the accepted format, translation needs, consent and how long each school retains the information.
Ask the receiving school what it needs before requesting records
International and private schools set their own admissions policies. The International Baccalaureate also makes clear that IB World Schools are independent and decide their own admissions policies. Requirements can therefore differ even when two schools offer the same curriculum.
Ask for a written admissions list and clarify which documents are needed for the application, placement assessment, enrolment and first day. Confirm whether records must come directly from the current school and whether originals, certified copies or translations are required.
- Passport or identity documents, birth certificate and photographs in the specified format.
- Recent reports, transcript, attendance and a leaving or transfer letter where used.
- Teacher references, assessment results, subject choices and examination-course information.
- Vaccination, health, custody, consent and learning-support information requested by the school.
Make year or grade placement explicit
School calendars, entry ages and labels vary. A child can be offered a different year or grade from the family's first assumption because of date-of-birth cut-offs, completed curriculum, language, school policy or the point in the academic year.
Ask the receiving school to state the proposed placement, curriculum, graduation pathway and implications of joining mid-year. For older students, subject sequencing and examination-course rules can matter more than the year label. Confirm whether credits, coursework or predicted grades transfer and what may need to be repeated.
Give learning support enough context to continue
Share current assessments and support plans early, but add a short practical summary: what the child finds difficult, what helps, current goals, assistive technology, therapy or specialist input, examination accommodations and how progress is measured.
Ask the receiving school which support it can provide, who delivers it, whether it costs extra and what happens if needs become clearer after admission. A place offer does not by itself confirm that every service is available.
Use respectful, specific language and involve an older child in deciding how their information is explained. Share sensitive records through the school's approved secure route, not an informal messaging group.
Help the child leave one school as well as enter another
Agree the withdrawal date, final report, return of books or devices, fee and deposit position, and the contact who can answer later record questions. Give the child time to say goodbye and keep appropriate friendships without making them responsible for managing the whole transition.
Send the new teacher a short family-written introduction that covers interests, languages, name pronunciation, strengths and ordinary worries. This sits beside formal records; it does not replace them. For the first term, agree how the school will check academic placement, wellbeing, language and support.
A useful record to keep
Build a school-transfer pack that is easy to use
Separate official records from the short explanations that help a new school interpret them.
| Part of the pack | What it should show | Question for the new school |
|---|---|---|
| School history | Dates, years or grades, language and curriculum | How will this map to your placement? |
| Reports and transcript | Subjects, attainment, comments and credits | How many terms or years do you need? |
| Curriculum detail | Syllabuses, examination boards and recent work | Which subjects or units may not align? |
| Learning support | Assessments, plan, accommodations and useful strategies | What can you provide, and at what cost? |
| Health and safeguarding | Relevant medical, emergency, custody and consent details | Which forms and secure route do you require? |
| Child's introduction | Languages, strengths, interests and concerns | Who will help the child settle and review progress? |
Put it in the calendar
A sensible order for the work
Exact timing depends on your family and the authorities involved. Start earlier when records, advice, applications or treatment have long lead times.
- Before applying
Compare calendars and placement
Ask shortlisted schools how age, completed schooling and curriculum map to the offered year or grade.
- During applications
Send the required record securely
Follow each school's format, source, translation and assessment instructions rather than sending an unsorted archive.
- After an offer
Confirm support and the full cost
Put placement, subjects, support, transport, start date, fees and refund terms in writing.
- Before the final day
Close the current school well
Collect final records, settle property and fees, record a future contact and give the child time for goodbyes.
- First term
Review placement and wellbeing
Agree when teachers will check learning, language, friendships, transport and support rather than waiting for a crisis.
Admissions and placement belong to the receiving school
Curriculum names and age tables are useful starting points, but they cannot promise admission, credit transfer, subject access or a particular year or grade. Obtain the school's written decision for your child.