Help@lacc-smp.org

Transfer Process Form:  HOW DO I Transfer students from one school to another?

1. In the pink box Transfers, enter the student IDs and new school ID for those transferring.

2. Press the Create Packet button, which does the following:

   • Assigns the date (today's date by default) in the orange box to the group of students as a packet date.

   • Creates a new record at each student’s new school, copying the case history information from the old record to the new.

   • Sets the old student’s record to “Transferred.”

   • Sets the date of withdrawal and puts “transferred” as the reason for leaving

   • Places the new student ID number in the "New Student ID" field in the old record and the old student ID number in the "Old Student ID" field on the new record for cross-referencing.

   • Ends the current sponsorship of the old student ID.

   • Sets sponsorship for the new student ID based upon the information in the old student ID record.

3. Verify the packet date in Packet box in the blue reports box.  By default the packet date is the date of the last packet processed.  Note:  Previous transfer packets may be resubmitted by choosing a previous packet date.

4. Click on Preview List to view the list of transfers.  Print and file this report as a control of communication with the SCO.

5. Verify Internet connection.

6. Press the Upload Data File to Server button.  A copy of the transfer data file is copied to both the lacc\export folder and the SMP server.  The file in the export folder will have this format mmddyy,xxExportTransfers.txt, where xx is the country number.

7. Press the Send Email List and Advisory button.  The file format box will appear.  Select Rich Text Format (default) or Snapshot format.  An email advisory message should open and the report file will be attached.  A message may be included with the email.  Note: Some email programs may interrupt the automatic opening of an email message.  If this occurs, give permission to open and send the email.  If it doesn't open, it may be automatically put in the outbox of your email program.  If this is how your email program works, it is strongly suggested that you turn off the feature that automatically sends messages when they arrive to the outbox.

8. Press send after verifying that the email message will be sent to DataTables@LACCOffice.org and your rep.

9. Using Windows Explorer, navigate to directory "c:\lacc\fotos" (or network folder where the photos are stored) and look for the photo file of each student who transferred.  With the Transfer list in hand, change the name of each photo file from the old to the new student number.

10. Go to Setup Form, Photos tab to re-register photos as the contents of the photo directory has changed.  See HOW DO I Register Photos in the SMP Program?