Transferring Students to New Academic Period

Step 1 – Go to the Students list

You have created a new academic period and successfully transferred everything except _Students_

. To transfer students to another academic period, follow this path:

Dashboard > Management > Students > Students List (Figure 3).

Figure 3

Step 2 – Access the “Transfer from Period” Option

On the Students List page, click on the ‘Actions’ menu button at the top. A dropdown menu will appear (Figure 4).

Figure 4

Click on the “Transfer from Period” button (Figure 4). This will take you to the Transfer from Period page (Figure 5).

Figure 5

Step 3 – Configure Transfer Options

On the Transfer from Period page, review the available options to customize the _Student_

transfer process.

Filters

• Select an Academic Period: Choose the academic period from which you want to transfer students. For example, if you are in Year 2020-2021, you can transfer _Students_

  Learner, Pupil, Scholar

  from Year 2019-2020.
• From Registrations: Select students based on their current registration status (e.g., Registered).
• To Registrations: Define the new registration status for the transferred students (e.g., from “Registered” to “Candidate”).
• Increase Institute’s Registration Based On: Choose the entity that determines the registration increase, such as _Location_

  Institution, Institute, Campus, Country, City, School, Level, Center, Department, Faculty 

  , _Grade_

  Year, Key Stage, Program, Course (as Program), Certificate

  , _Stream_

  Track, Pathway, Specialization, Focus Area, Year - Semester / Term / Quarter, Year, Semester / Term / Quarter

  .

Transfer Properties

• Enroll _Groups_

  Class, Cohort, Section, Team, Club

  and _Subjects_

  Module, Course, Unit

  to _Students_

  Learner, Pupil, Scholar

  using _Group_

  Class, Cohort, Section, Team, Club 

  Prerequisites: If enabled, students will be enrolled in the same sections and courses as the previous academic period, based on group prerequisites.
• Enroll _Subjects_

  Module, Course, Unit

  to _Students_

  Learner, Pupil, Scholar

  using _Subject_

  Module, Course, Unit 

  Prerequisites: If enabled, students will be enrolled in subjects they qualify for based on prerequisite courses completed in the previous period.
• Enroll Main _Group_

  Class, Cohort, Section, Team, Club 

  to _Students_

  Learner, Pupil, Scholar

  without _Subjects_

  Module, Course, Unit

  : If enabled, students will be assigned to their main groups but without specific subjects.
• Transfer Admission Documents: If enabled, students’ admission documents will be transferred along with them.

Registration Number Options

• Do not change Students’ registration number: Students retain their existing registration number.
• Automatic Register Numbering: _Students_

  Learner, Pupil, Scholar

  are assigned a new registration number automatically.
• Set Students’ registration number to zero: All transferred students receive a registration number of zero (for special cases).

 

Step 4 – Selecting Students for Transfer

Click on the “Add _Students_

” button to select the students to transfer (Figure 5). A pop-up window will appear (Figure 6).

Figure 6

Inside the pop-up (Figure 6):

1. Use search filters (_Location_, _Grade_

   Year, Key Stage, Program, Course (as Program), Certificate

   , _Stream_

   Track, Pathway, Specialization, Focus Area, Year - Semester / Term / Quarter, Year, Semester / Term / Quarter

   ) to locate _Students_

   Learner, Pupil, Scholar

   from the selected period (e.g., Spring 2017-2018).
2. Select students manually or click “Select All” to choose all _Students_

   Learner, Pupil, Scholar

   .
3. Click the “Add” button at the bottom of the pop-up (Figure 7).

Figure 7

Once added, the Transfer from Period page will display the selected _Students_

(Figure 8).

Figure 8

Managing Student Selection

Removing Students:

• Click the “Remove All” button to clear the entire _Student_

  Learner, Pupil, Scholar

  list.
• Use the “Remove Selected” option to remove specific students (Figure 8a).

Figure 8a

Bulk Actions Menu:

• Click “Use Custom Values for Transfer” (Figure 8b) to define _Location_

  Institution, Institute, Campus, Country, City, School, Level, Center, Department, Faculty 

  , _Grade_

  Year, Key Stage, Program, Course (as Program), Certificate

  , and _Stream_

  Track, Pathway, Specialization, Focus Area, Year - Semester / Term / Quarter, Year, Semester / Term / Quarter

  for the transferred _Students_

  Learner, Pupil, Scholar

  .
• Enter the custom values in the pop-up (Figure 8c) and click “Add”.

Figure 8b

Figure 8c

 

Step 5 – Completing the Transfer

After confirming your selections, click the “Transfer” button to finalize the process (Figure 8).