Transfer Student Record

Contents

Introduction

This section describes student transfer record setup and how to import a student record from a different school.

If the student record is still actively enrolled at the previous school, or the next school indicator is set at the previous school, you will not be able to import the record. The previous school's Registrar information will display in order for you to contact the school and request that the student record be release from their school. Refer to the NC Quick Reference Sheets located on http://www.nc-sis.org/admit_withdraw.html for more information on transferring students.

How to Set Transfer Student Record Setting

Edit the permissions of staff members in order to access the Transfer Student Record screen. This procedure adds and removes the Transfer Student Record link from the navigation menu when working with a student record. Use page permissions to ensure that this function is only available to authorized users. 

1. On the start page, choose System from the main menu. The System Administrator page appears.
2. Click Security. The Security page appears.
3. Click Groups. The Groups page appears.
4. To narrow the list of groups, enter one of more search terms in the Filter field. Otherwise, leave blank.
5. Click a name in the Group Name column. The Edit Group page appears.
6. Scroll to the Accessible Student Screens section, and then select the Transfer Student Record checkbox.
7. Click Submit.

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How to Transfer Student Record

Import the student record from a different school. No existing data elements will be overwritten. You may delete any existing data items and re-import to have the data import from the previous district record. Individual Historical Grades, Test Scores, Vaccinations, and Award records are imported as long as no duplicates are found. For Awards and other Custom Tables, records are considered duplicate if all fields are identical. Vaccines are considered duplicate if the Vaccine Name and Dose Number match. Test Scores are considered duplicate if the Test Name and Test Date Administered match existing data.

1. On the start page, search for and select the student.
2. Under Enrollment on the main menu, click Transfer Student Record. The Transfer Student Record page appears.
3. Click Continue. The Student Record Transfer Results page appears indicating the transfer has been requested and that you will be notified when the data has been received.

When the data has been received, the number of notifications next to the Notifications button in the the navigation toolbar at the top of the start page appears updated.

4. Click the button (an exclamation point) to access the Notifications pop-up. The Notifications pop-up appears.
5. Note the Student Transfer message.
6. Click the notification. The Student Record Transfer Results page appears:

Note: When the Student Record Transfer Results page loads, the Student Record Transfer Results Summary record is deleted and no longer appears as a notification.

• • If the import is successful, the page displays an Import Succeeded message, and lists the number of records imported, along with any individual fields that did not import.
  • If the import was not successful, an error message appears. Following the on screen instructions to rectify.

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