Transfer a student

Transfer a student from your school to another school in your district. Your Aspen system administrator defined how Aspen handles student transfers in your district’s enrollment preferences.

Your district uses one of the following transfer processes:

• The sending school pushes the student to the receiving school.

• The sending school schedules a student transfer for a specific date in the future.

• The receiving school pulls students who have been prepared for transfer from the sending school by selecting the Transfer Pending checkbox.
• The receiving school can pull any students from the sending school; students are not prepared for transfer by selecting the Transfer Pending checkbox.

• Note: If your school uses address grid codes, and you transfer a student to a school not associated with the student’s grid code, you are required to enter a Reason.

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To push students to the receiving school:

1. Log on to the District, Intermediate Organization or School view.
2. Click the Student tab.
3. Search for and select the student.
4. On the Options menu, click Registration, then Transfer Student. The Transfer Student pop-up appears.
5. Enter the withdrawal information for the current school and the entry information for the destination school.
6. Click OK. The system transfers the student to the destination school, creating a W (withdrawal) enrollment record for the transferring school and an E (entry) enrollment record for the destination school.

To schedule a student transfer on a specific future date:

1. Log on to the District, Intermediate Organization, or School view.
2. Click the Student tab.
3. Search for and select the student.
4. On the Options menu, click Registration, then Transfer Student. The Transfer Student pop-up appears.
5. At the Transfer Student Action field, select Schedule New.

   

6. Enter the withdrawal information for the current school and the entry information for the destination school. The withdrawal Date you enter automatically populates the entry Date field.

   Note: The Future Transfer procedure automatically transfers students from the sending school to the receiving school based on the criteria entered. The student becomes Active at the receiving school on the transfer date. The receiving school does not need to manually pull the student into their school.

7. Click Save.

   Notes:  The sending school can delete a scheduled transfer by selecting Delete Outgoing at the Transfer Student Action field and entering the information in the wizard. On the Student list page, use the filters Incoming Transfer Students and Outgoing Transfer Students to manage student records.

To pull students from the sending school:

1. The sending school logs on to their School view.
2. Click the Student tab.
3. Search for and select the student.
4. Click the Details side-tab.
5. Select the Transfer pending checkbox and the student’s new school at the Transfer School field on the student’s detail page.
6. The receiving school logs on to their School view.
7. Click the Student tab.
8. Click the Membership side-tab, and then click Enrollment.
9. On the Options menu, click Registration, then Transfer Student.
10. Select the student from the list of pending transfers. The system transfers him or her to the destination school, creating a W (withdrawal) enrollment record for the transferring school and an E (entry) enrollment record for the destination school.
11. Enter the Entry information.
12. Click OK.

To pull students from the sending school, unrestricted:

1. The receiving school logs on to their School view.
2. Click the Student tab.
3. On the Options menu, click Registration, then Transfer Student.
4. Do one of the following:
• Type the student’s Local Id in the ID field.
• Click to select a student at the Name field. (The Name field might be disabled, depending on your district's preferences. If so, enter the student's ID at the previous field.)

5. Enter the information, and click OK.

• Also, depending on your school’s transfer process, one of the following happens to the student’s record in your School view, as determined when your Aspen system administrator defined district preferences:
• You can view the student’s record as a former student.
• You can no longer view the student in your School view.

If you enter dates that are before an existing enrollment record for the student, Aspen displays the following error message:

6. Click OK, and adjust the dates you entered for the transfer.