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Transferring Students to New Academic Period

Updated on May 18, 2022

You have created a New Academic Period and you have transferred everything except {students}. To transfer {students} to another academic period you need to follow the path: Dashboard > Management > Students > Students List (Figure 3).

Figure 3

Step 2 – Go to Transfer from Period

  • Once you reach this page, you need to click on the ‘Actions’ menu button from the top of the page.
  • You will see the following dropdown list appear below the actions menu button you clicked on (Figure 4).

Figure 4

  • Click on the Transfer from the period button (Figure 4). Once you do, you will be transferred to the transfer from the period page (Figure 5).

Figure 5

Step 3 – Transfer Students Options

Look at the options you have regarding the students and information you wish to transfer to the new academic period. Make your choices and proceed to the

Transfer from period page (Figure 5):


  • Select an Academic Period: Select an academic period from which to copy students to your current academic period e.g You are in the new academic period Year 2020-2021 and you want to transfer students from Year 2019-2020.
  • From Registrations: from this field you can select the {students} with a specific registration status e.g Registered (from the period you wish to transfer them from).
  • To Registrations: this field defines the registration status of the {students} you transfer to the new period e.g you can transfer a student from previous period who had a registration status of Registered to a new period where his registration status will be altered to candidate.
  • Increase institute’s registration based on: From this field select the main entity that will affect the increase institute registrations e.g Semester, Program, Specialization.

Transfer Properties:

  • Enroll {Groups} and {Subjects} to {Students} using the {Group} Prerequisites: if this checkbox is ticked then the students who are transferred will be enrolled to sections and courses that they had in the previous year based on {Groups} Prerequisites.
  • Enroll {Subjects} to {Students} using the {Subject} Prerequisites: This option if ticked will enroll {subjects} to {students} based on the course prerequisites met by each {student} from the previous period.
  • Enroll Main {Group} to {Students} without {Subjects}: This option if checked will enroll {students} to their main {groups} without including the subjects which may be enrolled to the main {group}.
  • Transfer Admission Documents: If this checkbox is ticked then the system will transfer the {students} admission documents along with the student to the new period.

Registration Number:

  • Do not change {Students’} registration number: This option if selected will retain the registration number of a {student} when he is transferred to another period.
  • Automatic Register Numbering: This option if selected will automatically assign a new registration number to the student/s being transferred to the new period.
  • Set Students’ registration number to zero: This option if selected would set all transferred students registration number to Zero (This option is for special cases).

Step 4 – Selecting Students for Transfer

Click on the ‘Add {Students}’ button to add the students you wish to transfer from one period to another (Figure 5). Once you click on the button you will see the following popup window appear (Figure 6).

Figure 6

In the popup window you will see (Figure 6):

  • Select the search filters you want to locate the students you want to transfer from the selected period (Spring 2017-2018). Use the {Location}, {Program} and {Specialization} filters and then click on the ‘Search’ button.
  • You will see a list of {Students} appear below. Click on the Select all button or select the students you want to transfer.
  • Click on the ‘Add’ button at the bottom of the popup window (Figure 7).

Figure 7

Once you have clicked on the add button from the pop-up window you will be able to see the transfer from period page again. You will see the {students} have been added to the page (Figure 8).

Figure 8

  • You can Click on the Remove dropdown option and click on “Remove All” or “Remove Selected” (Figure 8). The first button “Remove All” will remove all selected students from the list of students. The second button “Remove Selected” will remove specific students you have selected from the list (Figure 8a).

Figure 8a

  • Bulk Actions Menu: You can select the option “Use Custom Values for Transfer” (Figure 8b). If you click on the button you will view a popup window (Figure 8c). You can define a specific {Level}, {Grade}, and {Stream} to transfer your students too.

Figure 8b

Figure 8c

  • Click on the “Add” button to add your custom data transfer preferences (Figure 8c).

Finally, click on the ‘Transfer’ button to complete the transfer of {students} from one academic period to another (Figure 8)!

General Note: All terms that have been marked {} in such a way are terms that may differ from institution to institution.


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