How to use the Secure Upload Portal to upload data and confirm your migration

This guide is designed for schools who are migrating to Arbor using a database (.bak) file. 

What is the Secure Upload Portal (SUP)

The SUP is a tool that schools use when they are onboarding to Arbor. The SUP uses the same level of security as Arbor, this exceeds industry standard and includes banking-grade encryption. The SUP serves multiple purposes:

• It allows schools to securely send data from their current MIS to Arbor in a secure way.
• It allows schools to confirm their data migration date
• It allows schools to confirm Arbor's terms and conditions
• It allows schools to confirm they have completed all recommended data checks before migrating to Arbor. 

Once you have completed the steps listed on the SUP, your migration will be confirmed and will start on your planned migration date. 

Note: Schools who are migrating via a database (.bak) file will upload their data to Arbor using the SUP. If you are migrating via the SIMs API using GroupCall Xporter on Demand you will not see the option to upload your database backup on the SUP. 

When do schools receive access to the Secure Upload Portal

Primary Schools

• Schools who are migrating via a database (.bak) file will receive their invitation for the SUP 9 days before their booked migration date.
• Schools who are migrating via SIMs API will receive their invitation for the SUP in week one of their onboarding journey. 

Note: You will receive two emails. The first email will contain the link to your SUP along with the username you will need to use. The second email will contain your password to log into your SUP. 

Secondary Schools

• Schools who are migrating via a database (.bak) file will receive their invitation for the SUP the week before their Dummy migration and the day before their Live migration.
• Schools who are migrating via SIMs API will receive their invitation for the SUP on Tuesday on their first week in Onboarding. 

Who is responsible for using the Secure Upload Portal

The SUP is the tool that is used to confirm you have agreed Arbor's terms and conditions, confirm you have completed the required data checks and, if applicable, upload your database file to Arbor. The person who has the authority to complete these actions at the school should be the person to use the SUP. 

In some instances, the schools data is not hosted on your school server. For example, if you are hosted by a partner, your local authority or SIMs directly. In this case you must ensure you give adequate notice to them to provide your backup on time. Once you have received the backup, it will be your responsibility to upload the database backup to Arbor. 

Note: If you are part of a Multi Academy Trust or LA, they may be responsible for using the Secure Upload Portal on your behalf. You should ensure you are clear who is responsible for the in advance of your migration day.

When should the migration backup be uploaded

If you are migrating to Arbor using the SIMs database (.bak) file, you must create a backup of your data on your agreed migration day. Secondary schools will have two migration days, a Dummy migration date and a Live migration date. Primary schools have one migration date. 

Please ensure your backup is created after the PM registers have been completed to ensure that the most current data migrates to Arbor.

Once a backup of your MIS has been taken, any data you input into SIMs will not migrate to Arbor. You should communicate to your wider school team that they should no longer use SIMs after the backup has been taken. 

Instructions on how to produce a backup are in this guide. 

Note: If you are unsure when your migrate date is, please contact your Onboarding Manager or the Onboarding team at myonboarding@arbor-education.com. 

What happens next?

Once you've sent us your data, we will begin your migration process straight away. Once the migration process is complete, the onboarding team will send an email to the project lead with more information about the migration and how you can log into your new Arbor MIS for the first time! 

Note: If you have a problem uploading your data or using the SUP in any way, please contact your Onboarding Manager or the Onboarding team at myonboarding@arbor-education.com.