Transfer a Child to Another Location and Create Program Intents

Effortlessly transfer a child between locations and set program intents for seamless transitions

Overview

This guide will instruct you on how to immediately (Part 2) or schedule (Part 3) a transfer for a child to a different location within your organization as well as touch on some best practices and required conditions when doing so. The ability to record the intended program for scheduled transfers and how that impacts reporting will also be explained (Part 4).

Part 1: Conditions that allow a child to be transferred to another location

In order for a child to be eligible for transfer to another location they must:

• Have no active program schedules and be in an archived state.
• Have no upcoming charges or outstanding charges. All charges must be paid or voided. (Note: a child may have unreceived subsidy charges and still transfer).
• If the child has a sibling they both must meet the conditions noted above and will be transferred together. Siblings cannot be enrolled at different locations.

Part 2: How to execute an immediate transfer

1. From the main menu navigate to Students and select the Pending or Archived tab
2. Locate the child you want to transfer and click the transfer button. (It appears as two arrows pointing left and right)
   
   
   
   
3. If the child is eligible for transfer a pop-up will launch asking you which location you wish to transfer the child to.  Select Immediate from the Type drop down. If the child is presently in a program only the Scheduled option will be available.
4. After selecting a location and clicking submit the child will now appear on the Archived list at the new location. If the child had any siblings they will also be transferred and appear on the same list they were on at the prior location. (eg. Pending to Pending or Archived to Archived). Both locations will receive Dashboard notifications of the successful transfer.
   
   
   
   

Part 3: How to schedule an intended transfer

1. From the main menu navigate to Students and select the Active, Pending, or Archived tab
2. Locate the child you want to transfer and click the transfer button. (It appears as two arrows pointing left and right)
   
   
   
   
3. If the child is eligible for transfer a pop-up will launch asking you for a date and which location you wish to transfer the child to. Select Scheduled from the Type drop down.
4. After selecting a date and location and clicking submit the child will now appear on the Transfers-Out tab at their current location and the Transfers-In tab at their intended location.

   Before May 24th 2023 at 12:00pm ET, the transfer will need to be processed manually on the date of transfer. At and after May 24th 2023 at 12:00pm ET, transfers will automatically process on the scheduled date. Both locations will be notified of the scheduled transfer and if it is cancelled.

    

   

   
   

Part 4: How to record a program intent and influence on reporting

1. From the main menu navigate to Students and select the Transfers-In tab
2. Locate the child you want to transfer and click the ADD link in the Program Intent column
   
   
   
   
3. A pop-up will display showing all the saved program intents for this child. Click Add Program to add a program intent.
   
   
   
   

   Program intents are only a record of the program you intend this transferring child to be enrolled when they are transferred to the current location. The child will still need to be enrolled via the normal process after transferring. Program intents are designed to give you more accurate enrollment based reporting when looking into the future.

4. Complete the form in the Program Intent pop-up and hit Submit
   
   
   
   
5. The saved program intent will now influence both the Enrollment Manager and FTE reporting using the start date and program details from the saved intent.

   If a scheduled program is cancelled the intents are automatically removed.

Part 5: Historical Data After Transfer

• Parents see their full billing history from all locations the child has attended. Specific locations only see billings that took place at that location.
• Parents will be able to print tax receipts for any location their child has attended.
• Security Deposit and Account Credits transfer with the child and payer.
• At this time the child profile is visible only at the new location. In a future update old locations will be able to access transferred child profiles to review any records that took place at that location.