Student transfers and leaving certificates

When a student leaves, you record the withdrawal so they stop appearing in class lists and fee runs. When a student moves to another of your campuses, you send a transfer request instead. In both cases you can issue a leaving certificate.

Before you start

• Withdrawals need the withdrawal permission, campus transfers need the transfer permission, and certificates need access to Student Documents. If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.
• A student can only be withdrawn if they were admitted through the admission register.
• Settle or note any outstanding fees before withdrawing, so the balance is not forgotten.

Steps

Withdraw a student who is leaving

1. Open Students > Active Students and find the student.
2. Open More Actions on the student's row and choose Withdraw Student.
3. Enter the Withdrawal Date and a Leaving Reason.
4. Click Save.

Transfer a student to another campus

1. In Active Students, open More Actions on the student's row and choose Transfer to Another Campus.
2. Choose the campus in Transfer to Campus and add a reason if you wish.
3. Click Send Transfer Request.
4. At the receiving campus, a user opens Students > Campus Transfers. The request appears under Incoming.
5. They click Approve, choose the class and, optionally, a section, then confirm. Or they click Reject with a note.
6. The sending campus can follow the request under Outgoing.

Issue a leaving certificate

1. Open Students > Student Documents.
2. If you do not yet have a leaving certificate template, go to the My Documents tab, click New Document, choose the type Certificate and name it, for example "Leaving Certificate". Add the wording and student details in the editor that opens. You can also bring in ready-made templates with Import Documents.
3. Go to the Issue Documents tab.
4. Choose the student, then choose the certificate in Select Document.
5. Fill in any extra fields the template asks for, such as an issue date.
6. Click Issue to issue and print it. Use Print Only to print a copy without recording it as issued.

Good to know

• Withdrawing removes the student from the current session. It does not delete them. Their history, results and fee records are kept, and they appear under Students > Old Students.
• Every withdrawal is listed in Withdrawals, which you can filter by session, year and month and print as a withdrawal register.
• A student who returns can be found in Old Students and enrolled again rather than admitted as a new record.
• An approved campus transfer creates a new student record at the receiving campus, enrolled in the chosen class for the current session. The original record stays at the sending campus, marked as transferred. Both records note the transfer in their history.
• Issued documents are listed on the Issue Documents tab with their number and issue date, so you can see what was given to whom.

Common questions

Can I transfer a student to a different institution?

No. Campus transfers work between campuses of your own institution. For a student going to another school, withdraw them and issue a leaving certificate.

For an overview, see Student Information.