Often, special education departments need to review transfers with special education needs to determine if the requested transfer site can support the student. This review usually results in spreadsheets being emailed back and forth between student services and the special education departments. This results in more email with questions like, “Do you have the current version of the spreadsheet for the site?”

With K12 Transfers, you can avoid all of this by allowing the special education department to review transfers with special needs directly in K12 Transfers. Click here to learn how.

We released two new features today: counselor requested transfers and site transfer management.

Counselor Requested Transfers

Sometimes counselors need to request and monitor transfers for students. This may be necessary for a few reasons including student safety. Whatever the reason, you can assign counselors a role within K12 Transfers and that allows them to request and monitor transfer requests. They cannot approve the transfer requests but they can monitor them so that they do not need to burden staff with transfers status updates.

Read about how to grant counselors access to K12 Transfers.

Site Transfer Management

Sometimes, you have sites within a district that operate mostly independently from the district. A common case might be a specialty or charter school. Normally, you would have to send a list of transfer requests to the school in an email/spreadsheet that the site would approve. Then you would update your master list with the approved transfers. Now, you can grant a site the ability to manage its own transfers directly within K12 Transfers. This allows the site to manage the transfers and for the district to monitor the transfers without resorting to email chains and spreadsheet lists.

Read about how to grant sites the ability to manage transfers.

We just released three meaningful features that I’d like to share with you

Searching by Student ID

When you are filtering a list of student transfers – incoming, outgoing, or internal – you can now search by Student ID.

Preventing Duplicate Requests

We noticed that there were quite a few duplicate requests coming in from parents for the same year. Now we check for duplicates for a given year. If the transfer request is in a state other than rejected, the duplicate transfer request will not be allowed and the parent will receive a message that their existing transfer request is under consideration.

Physical Letter Generation – No More Mail Merge

In similar fashion to email templates, you can now generate PDF files directly within K12 Transfers. The letters can be generated on demand and in batch for batch printing. This is a very big feature so you will want to read the following how to articles:

Letter Templates

Manually Generating a Letter

Configuring Letter Delivery

We’re rolling out new features for K12 Transfers. Today, we enabled admins with the ability to change the assigned school. The feature is meant as a way to correct errors and so parents will not receive notification when these changes are made. You will need to contact them directly.

K12 Transfers supports email notifications for parents that allow parents to know the status of their student’s transfer request without having to contact the district office. This makes for a much better experience for parents and reduces support costs for the district. However, one challenge that remains is that parents don’t always enter their email addresses correctly. We can’t fix that but today we’re released a feature that provides a brief audit for email notifications. You can see the addresses emails were sent to, when they were sent, if they were opened, and if links in the email were clicked. Now on every transfer request, you have an audit trail for all the emails that were sent regarding the transfer.













I’d also like to take this opportunity to remind you that there are two features that many of you are not using. The first is “on submission” email templates. This template notifies parents when they submit their transfer requests so that they know their transfer is “in process.” The other is granting sites access to view approved transfers. This allows sites to see approved transfers as and when they are approved so that you don’t have to send them spreadsheets in email.

One of the challenges with managing student transfers is communicating with the sites that are to receive new students. Very often the districts we work with email spreadsheets of the approved students to each site. This takes a lot of time when you have lots of sites and is compounded during busy transfer times. With our inter-district transfer application – K12 Transfers – you can now grant access to sites and they can check for approved transfers to their site when it is convenient.

  1. Navigate to the User you wish to grant access
  2. Edit the user and make them a site manager
  3. Now add the site or sites you wish to provide access for

The user will now be able to see approved transfers for their site. No more spreadsheets to compile and no more spreadsheets to email.

Over the past week we made four updates to K12 Transfers that were made available this morning.

Updated Google Sign In

If you sign in with your district Google account, you’ll have one less click to do when you sign in. We updated the sign in process so that you only have to provide permission to your account once. On subsequent sign ins you’ll go directly to the application without having to click the “okay” button.

Transfer notification opt-out

When you apply for a transfer you now have the option of opting out of receiving email notification. The default is to receive notification but there are some cases where you don’t want notifications to be sent and so now you have that option.

Transfer submitted email template

You can now send a notification to parents when they submit a transfer request by creating a transfer submitted email template. This allows you to let parents know that their transfer request was received.

Hide Schools from Transfer Form

So that you don’t have to add schools manually, we pull school information from the California Department of Education site. The challenge with this is that not all schools in the state’s data are valid for a district at any given time. To help prevent transfer requests to sites that are not currently valid – for whatever reason – we now allow you to hide schools from the transfer form. To update, go into the schools section and update the site’s visibility.

Up Next

Over the next week or so we’ll be adding

  • admin view of inactive transfers
  • site access for approved transfers

as well as performing general system upgrades.

Since launching K12 Transfers last summer, parents have successfully completed 1,745 online inter district transfers between the Coachella Valley, Desert Sands, and Palm Springs Unified School Districts. In that year, we learned a lot and over the next few weeks we will be enhancing the application. Here are some of the features you will see shortly.

Additional Email Templates

We currently have five email templates that notify parents of their transfer request progress: outgoing transfer approved/rejected, incoming transfer approved/rejected, and transfer renewal required. We will be adding an additional template to let parents know that their initial transfer request has been received.

Email notification opt-out

Sometimes a district or parent wants to initiate a transfer request and does not want to receive email notifications. Transfer requests will include an email notification opt-out.

Site Visibility

K12 Transfers pulls district and school information from lists produced by the California Department of Education. Some of these schools may not be open for transfers into your district. We will be enabling administrators to show/hide schools on the transfer request form.

Site Access for Completed Transfers

Once an incoming transfer has been accepted school sites need to be notified. It is very common for CWA to email an Excel file to the sites with a list of accepted transfers. Rather than exporting to Excel and emailing the site, admins will be able to grant sites access to view approved transfers to their sites directly in K12 Transfers.

Improved Google and O365 Integration

Google and Microsoft have updated their authentication APIs and so we’ll be updating K12 Transfers to reflect these changes. This will improve the log in experience by eliminating a step.

These updates are based on feedback we receive from you so please keep sharing your feedback.