Send or Receive Students

When students transfer to a school or district from another school or district that uses Special Programs, the sending school or district can send a Student Transfer Envelope. The envelope contains the student's profiles and documents that the receiving school or district can import into their database. Documents are sent as a PDF. However, the sender can include live or working documents if the sending and receiving districts or schools use the same Special Programs model.

PowerSchool hosted customers. The receiving school or district can initiate a request if both the receiving and sending schools are hosted in the same environment.

Schools or districts may send a student transfer envelope in one of the following two ways:

• Direct Database Method: Recommended if both the sending and receiving school or district uses PowerSchool.
• Email Method: Recommended if receiving school or district does not have PowerSchool. The receiving school must request a security code from the sender via a separate email, voice, or text message.

Send a Student Transfer Envelope

Sign in as a system administrator or staff member with the proper permissions to create and send a student transfer package.

1. Choose Administration, then Utilities.
2. In the Data Utilities field, select the Students profile type.

3. In the Select Utility field, select Send Student Transfer Envelope.
   If this option is not available, you do not have access to the utility.

4. Enter the student's ID or click the lookup icon of the student in the Include Student IDs field.

   • To select multiple students using a single formula, click Use Formula to Select Students. Enter a formula to specify the criteria of the profiles that you want to select.

5. Click Create Student Transfer Envelope.
6. Click Generate Student Packages:
   • To add students, click Setup, then Add More Students.

   • To delete the package, click Setup, then Delete Envelope.

     

     A Student Package will have an envelope with the student's profile, documents, and any other information that a receiving school or district can use to import the student's information.

7. Select the sections you want to add from the Select Profile Section list.
   To confirm whether pre-selected profile sections are included within the package, refer to Profile Sections.
8. Select the document templates you want to add from the Select Document Templates list.
   To select and configure the document template options in the student transfer envelope, refer to Set Up Document Template Options.
9. Select a range from Include Documents From Years for the documents you want to include.
10. If you want to include only finalized documents, choose Yes for Include Only Final Documents.
11. Choose how you want to name the package by selecting one of the following options:
    • Name
    • State ID
    • ID
12. Click Generate Student Packages.
13. Click Send Envelope To and select one of the following options:
    • To send this envelope to a receiving school with a PowerSchool Special Programs database hosted in the same data center as yours, select School/District Hosted at <location>.
    • To send this envelope to a receiving school that does not have PowerSchool Special Programs and is hosted in a different data center than yours, select Email Address.
14. Click Send Envelope and then click OK.

Profile Sections

Sign in as a system administrator to confirm whether the student transfer package will include profile sections.

1. Choose Administration, then Configuration.
2. Click Profile Types.
3. Click the magnifier icon for Students.
4. Click Section Properties.
5. If Include Fields in Transfer Envelope is listed within Options, select the sections to include in the student transfer package.

Set Up Document Template Options

Sign in as a system administrator to configure the document template options included within the student transfer package.

1. Choose Administration, then Configuration.
2. Click Document Templates.
3. Click the magnifier icon for the document you want to include (for example, Individualized Education Program).
4. Click Properties.
5. Click Edit Template Behavior Options.
6. To include document templates in a student transfer package, select Exclude from Transfer Envelope, then click Off.
7. To include data to support live documents in a student transfer package, select Include Live Documents in Transfer Envelope, then click On.
8. Click Accept.

Designate Receiving Staff

Designate staff members in the receiving school or district to receive a student transfer envelope. The staff member must have Receive Transfer Envelopes privileges enabled.

1. Choose Administration, then Utilities.
2. In the Data Utilities field, select the Students profile type.

3. In the Select Utility field, select Receive Student Transfer Envelope.

4. Enter Staff ID or click the lookup icon to search for the staff member. Click Set Receiving User.

5. Click Accept.

Both the administrator and the designated staff member will be notified of incoming transfer envelopes.

Receive a Student Transfer Envelope

When a school or district sends a transfer envelope, the receiving school or district will receive the transfer notification within the Unread Messages section on the home page.

Direct Database Method

Sign in as a system administrator or staff member with the proper permissions to receive a student transfer package sent using the Direct Database method.

1. Choose Administration, then Utilities.
2. In the Data Utilities field, select the Students profile type.

3. In the Select Utility field, select Receive Student Transfer Envelope.
   If this option is not available, you do not have access to the utility.

4. Click the magnifier icon to download the transfer packages for the required students.

5. To copy the Original ID, click the arrow icon. Else, enter a New Student ID.

   

   If there is a conflicting ID, you will get an error notification. Enter a different ID and try again.

6. Click Import Students Using New Student IDs.
7. Once all students have been successfully imported, click Remove Envelope.

Email Method

Sign in as a system administrator or staff member with the proper permissions to receive a student transfer package sent using email.

1. Email the administrator at the sending school or district for a security code.
2. Once you receive the security code from the sending school or district, click Click here to access it in the transfer notification message.
3. On the Transfer Data Package screen, enter the captcha code in the Enter Code from Above Image field.

4. Enter your School/District ID.

   

   If you believe your school or district is hosted at the same data center as the sender, enter your School/District ID. Else, leave the School/District ID blank.

5. Click Proceed.
6. Enter the security code you received from the sender in the Enter Security Code text box.
7. Click Proceed.
8. Click the download icon to download the transfer packages for the required students within Download Student Transfer Packages.
9. Sign in to your database.
10. Choose Administration, then Utilities.
11. In the Data Utilities field, select the Students profile type.

12. In the Select Utility field, select Receive Student Transfer Envelope.

13. Click UploadIndividual Student Transfer Package File.
14. Choose the transfer package file.

15. Click Upload.

    

    PowerSchool Hosted Customers Only: If the size of the transfer package exceeds 5MB and the upload fails, contact your administrator to increase the limit.

16. Enter Student ID.

    

    If there is a conflicting ID, you will get an error notification. Enter a different ID and try again.

17. Click Accept. You will be redirected to the Profile page of the newly transferred student.
18. Click Documents to view all imported documents.
19. Return to the Download Student Transfer Packages page and click When you are done with the student transfer packages, click here to signal the sender that you are finished.

Request a Transfer Envelope

1. Choose Administration, then Utilities.
2. In the Data Utilities field, select the Students profile type.

3. In the Select Utility field, select Receive Student Transfer Envelope.
   If this option is not available, you do not have access to the utility.

4. Click Request Envelope.
5. In the School/District field, choose the school or district the student was previously enrolled in.
6. Specify the student's name, ID, and state ID within the Message Body field.
7. Click Request Envelope.