How Do I Transfer Enrollments?

IN THIS ARTICLE:
Learn how to use iClassPro's group transfer feature to transfer multiple students from one class to another.

Transferring Individual Enrollments from the FAMILIES, STUDENTS, CLASSES or ENROLLMENTS Page

For instructions on transferring enrollments from the CALENDAR page, see our "How Do I Transfer an Enrollment from the Calendar View?" document.

  1. To transfer an individual enrollment:
    • From the FAMILIES, STUDENTS, OR CLASSES page, click on the Enrollments icon, then click the "Transfer" button.
    • From the ENROLLMENTS page, click the "Actions" icon (circle with three dots) to the left of the enrollment, then choose "Transfer Enrollment."
  2. In the window that comes up, use the filters on the left side of the window to narrow down the options from the drop-down menu choices and select the new class to which you wish to transfer the enrollment.
  3. Click Next.
  4. Confirm the Enrollment Type and Session if you are using sessions.
  5. Confirm the Start and Drop Date of the enrollment being created. 
      • The system will check to see if a future drop date already exists on an enrollment that is being transferred. If a future drop date exists, the drop date on the new enrollment will be auto-populated to match.
        • If the class being transferred into has an end date set (either by Class End Date or Session End Date) that is BEFORE the drop date being carried over, the drop date will be adjusted to match the class end date instead.
      • The system will display an option to set the drop date for the previous enrollment (i.e., the enrollment the student is being transferred from).  Leaving this option blank will retain the default system behavior (automatically setting the drop date as the day before the new enrollment starts).  If you wish to choose an earlier drop date, enter the date in the "Drop Date for Previous Class" field.
  6. Select the Keep Existing Billing Schedule Override for This Student if you wish to keep/adjust any existing billing schedule override from the original enrollment.  Selecting this box will list the enrollment to be transferred and note any existing billing schedule override (appearing in grey).  If the new class does not have a matching billing schedule for the override it will be changed to the default billing schedule and a "No matching billing pair" warning will be displayed.
    • Alternatively, you can use the Billing drop-down menu to select a new billing schedule for the transferred enrollment.
  7. Select the Keep Existing Tuition Override For This Student option if you wish to keep or edit any existing tuition override from the original enrollment.  Selecting this box will list the enrollment to be transferred and note any existing tuition override so you can add/remove it as needed.
    • If you do not enable this option, any existing tuition overrides will be lost.
  8. Choose whether or not to send a Transfer Enrollment Notification Email to the primary email address for the family to confirm the enrollment.
    • If selected, the system will use the email template under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>ICLASSPRO>“Class Transfer Enrollment Processed.”
  9. Click Finish to complete the enrollment transfer.

Using the Group Transfer tool

  1. Navigate to the Classes Page.
  2. Find the class from which you wish to transfer students.
  3. Click on the Enrollments icon.
  4. Click the Group Transfer button.
  5. In the window, use the filters on the left side of the window to narrow down the options from the drop-down menu choices and select the new class to which you wish to transfer the enrollments.
  6. Select the students to transfer individually or click Select All to choose which students to transfer from your current class to the one you selected.
  7. Click Next.
  8. Confirm the Enrollment Type and Session if you are using sessions.
  9. Confirm the Start and Drop Date of the enrollments being created. 
    • The system will check to see if a future drop date already exists on an enrollment that is being transferred. If a future drop date exists, the drop date on the new enrollment will be auto-populated to match.
      • If the class being transferred into has an end date set (either by Class End Date or Session End Date) that is BEFORE the drop date being carried over, the drop date will be adjusted to match the class end date instead.
    • The system will display an option to set the drop date for the previous enrollment (i.e., the enrollment the student is being transferred from).  Leaving this option blank will retain the default system behavior (automatically setting the drop date as the day before the new enrollment starts).  If you wish to choose an earlier drop date, enter the date in the "Drop Date for Previous Class" field.
  10. Select the Keep Existing Billing Schedule Overrides for Each Enrollment if you wish to keep/adjust existing billing schedule overrides.  Selecting this box will list each enrollment to be transferred and note which ones have existing billing schedule overrides (appearing in grey).  If the new class does not have a matching billing schedule for the override it will be changed to the default billing schedule and a "No matching billing pair" warning will be displayed.

    2020-01-20_12_33_33-keep_billingschedule_overrides.pngAlternatively, you can use the Billing drop-down menu to select a new billing schedule for all transferred enrollments.
  11. Select the Choose Tuition Override For Each Enrollment option if you wish to keep or edit existing tuition overrides.  Selecting this box will list each enrollment to be transferred and note which ones have existing tuition overrides so you can add/remove them as needed.
    tuition_override.png
    If you do not enable this option, any existing tuition overrides will be lost.
  12. Choose whether or not to send a Transfer Enrollment Notification Email to the primary email address for the family to confirm the enrollment.
    • If selected, the system will use the email template under SETTINGS>SETUP>GENERAL SETTINGS>EMAIL TEMPLATES>ICLASSPRO>“Class Transfer Enrollment Processed.”
  13. Click Finish to complete the enrollments.

Group Transfers involving future enrollments

If you select a student with an enrollment that has a start date in the future, you will be prompted to decide how you wish to handle it:

  • Delete the previous enrollment - completely removes the original enrollment from the student's history.
    • This option should be used if the student is NOT expected to attend the original class on that date.
  • Set drop date - sets a drop date on the original enrollment that is equal to the start date.
    • This option should be used if the student is still expected to attend the original class on that date.

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