Argus Support

transfer certificate

  • Requesting a Transfer Certificate (TC)

    Requesting a Transfer Certificate (TC)

    The Transfer Certificate feature allows parents to digitally submit a withdrawal request through the LMS. This centralized process ensures transparency and allows both families and school staff to track the status of the request in real-time.

    How to Raise a New TC Request

    Follow these steps to submit a formal withdrawal request for your child:

    1. Access the Module: Open the school app and log in to your Parent Account.
    2. Select Student: Ensure you have selected the correct child from the profile switcher at the top.
    3. Navigate to TC: Open the Transfer Certificate section from the main menu or “More” tab.
    4. Initiate Request: Tap the Create New Request button.
    5. Provide Details:
      • Academic Year: This field is auto-filled by the system based on the current session. It is non-editable.
      • Reason for Withdrawal: Select the most appropriate reason from the dropdown menu or enter a custom reason if prompted.
      • Feedback: Complete any mandatory feedback fields required by the school.
    6. Submit: Review your entries and tap Submit. You will receive a notification once the school administration begins processing your request.

    Understanding Request Availability

    If you find that the Create New Request button is disabled (greyed out), it is usually due to the following system rules:

    • Active Requests: If an older TC request is still “In-Progress” or has not been officially concluded, the system prevents a duplicate request from being raised.
    • Concluded Requests: You may only raise a new request if the previous one has been marked as “Concluded” or “Cancelled” by the school.
    • Academic Year Locking: Since TC requests are tied to specific enrollment periods, the system automatically locks the Current Academic Year to prevent data mismatches.

    Important Note

    Finality of Submission: Once a TC request is submitted, it initiates a formal administrative process. If you have submitted a request by mistake, please contact the School Administration Office immediately to request a cancellation.

    Frequently Asked Questions (FAQs)

    This typically happens if you already have an active request in the system. Check your “Request History” to see the status of your previous submission. If the status is “Active,” a new one cannot be created.

    No. The system auto-fills the academic year to match the student’s current enrollment record. This ensures the certificate is processed for the correct schooling period.

    You can track the progress directly in the Transfer Certificate section of the app. The status will update from “Pending” to “Approved” or “Ready for Collection” once the school completes the formalities.

    No. For security and legal reasons, only a verified Parent or Guardian account has the permission to initiate a student withdrawal and request a Transfer Certificate.

    Parents cannot cancel a request directly through the app once it is submitted. You must reach out to the School Admin or Accounts Office to halt the withdrawal process.

  • Viewing and Managing Transfer Certificate Requests in Dashboard

    Viewing and Managing Transfer Certificate Requests in Dashboard

    The Transfer Certificate Requests Dashboard allows school staff to view all TC requests submitted by parents. Staff can search, filter, sort, and export requests to efficiently manage student exit processes.

    This dashboard helps administrators quickly identify pending requests, review request trends, and download data for reporting or follow-up.

    Viewing Transfer Certificate Requests

    1. Log in to the School Web Portal.
    2. Navigate to the School Management > Transfer Certificate module
    3. Opens the Requests Dashboard.
    4. The system will display a list of all submitted TC requests.

    Each row in the dashboard represents one parent request.

    Filtering Transfer Certificate Requests

    Filters help staff narrow down the request list based on specific criteria.

    1. Open the Transfer Certificate Dashboard.
    2. Select the required filter criteria such as:
      • Academic Year
      • Status
      • School
      • Reason

    The dashboard will update to show only the matching requests.

    Download button will download requests as per the filters selected.

    You can reset the filters by clicking the Reset filter button.

    Important Note

    Each student can have only one active TC request at a time. Older requests remain visible in the dashboard for historical reference

    Frequently Asked Questions (FAQs)

    Requests may not appear if filters are applied. Clear or adjust filters such as Academic Year, Status, or Date Range to view all requests.

    Yes. If filters are applied on the dashboard, the download/export file will include only the filtered results currently visible in the list.

    Each row represents one Transfer Certificate request submitted by a parent for a specific student. Clicking the row will open the detailed request view.

    Approved or withdrawn requests remain visible in the dashboard to maintain historical records and audit trails. They can still be filtered by status.

  • Tracking Your Transfer Certificate (TC) Request

    Tracking Your Transfer Certificate (TC) Request

    To stay informed on a student’s withdrawal progress, parents can easily track an existing Transfer Certificate (TC) request through the dedicated module in the school app. Upon logging in and navigating to the student’s profile, the system displays a “Request Card” that acts as a real-time status tracker for any active submission. This card provides essential visibility into the administrative workflow, highlighting key stages such as Under Review, Reconsider (awaiting further parent-school discussion), Approved (clearances complete), or Withdrawn (request cancelled). By centralizing this information, it eliminates the need for manual follow-ups, ensuring that families can monitor everything from the initial reason for withdrawal to the final issuance of the certificate in one transparent location.

    How to View an Existing Request

    If you have already submitted a withdrawal request, follow these steps to check its current progress:

    1. Log In: Open the school app and log in using your Parent Account.
    2. Select Student: Navigate to the specific student profile for whom the request was raised.
    3. Open TC Section: Select the Transfer Certificate option from the main menu.
    4. Review the Request Card: If a request is active, it will appear as a dedicated Request Card on your screen.
    5. Check Details: The card will display essential information, including:
      • Request ID & Date: For tracking and reference.
      • Reason: The reason provided during submission.
      • Current Status: A real-time label indicating the progress of your file.

    Understanding Request Statuses

    As your request moves through the school’s administrative departments (Accounts, Library, Academics, etc.), the status label will change:

    • Pending: Your request has been received and is currently waiting for the school administration to begin the review process.
    • Reconsider: The school has requested a follow-up discussion. This may occur if the administration wishes to address the reason for withdrawal or offer alternatives.
    • Approved: All internal clearances (No-Dues) have been completed, and the Transfer Certificate is being prepared for issuance.
    • Withdrawn: The request has been cancelled, either at the parent’s request or by the administration, and the student remains enrolled.

    Important Note

    No-Dues Clearance: A “Pending” status often remains active until all school property (books, uniforms, or equipment) is returned and all outstanding fees are settled. Please ensure all dues are clear to speed up the transition to “Approved.”

    Frequently Asked Questions (FAQs)

    Processing times vary by school policy but generally depend on the “No-Dues” clearance from various departments. Check with the school office for a specific timeline.

    A “Reconsider” status usually means the school principal or counselor would like to speak with you regarding the withdrawal. Please check your email or app notifications for a meeting request or call.

    Once the status is marked as “Approved,” the school will notify you if a digital copy is available for download or if a physical, signed copy must be collected from the campus.

    Ensure you have selected the correct child’s profile. If the card is still missing and you are certain a request was submitted, contact the school’s IT support or administration.

    Yes. Once a request is concluded or withdrawn, the “Create New Request” button will be re-enabled, allowing you to start the process again if needed.

    Ensure you have selected the correct child’s profile. If the card is still missing and you are certain a request was submitted, contact the school’s IT support or administration.

  • Reviewing and Acting on a Transfer Certificate (TC) Request

    Reviewing and Acting on a Transfer Certificate (TC) Request

    When a parent submits a Transfer Certificate request, school staff can open the request in detail view to review the parent’s feedback and take action.

    Staff can either:

    • Approve the request, confirming the student’s exit process
    • Ask the parent to reconsider, allowing the school to initiate a conversation before final approval

    All actions taken are recorded in the request activity timeline.

    Opening a Transfer Certificate Request

    1. Log in to the School Web Portal.
    2. Navigate to the School Management > Transfer Certificate module
    3. Locate the request you want to review.
    4. Click on the View icon option under the Action column.

    The system will open the Transfer Certificate Detail Page.

    Request Detail Page contains

    Student Information: Name, Grade, School, Academic Year.

    Request Information: TC id, Request Date, Parent feedback and reason for leaving.

    Activity Timeline: The timeline shows all actions taken on the request including submission, approval and status changes.

    Asking a Parent to Reconsider

    If the school wishes to discuss the decision before approving the request, staff can mark the request as Reconsider.

    1. Open the Transfer Certificate request in detail view.
    2. Review the parent’s reason for requesting the TC.
    3. Click Ask for Reconsider button.
    4. Enter a comment explaining the request for reconsideration.
    5. Click Submit.

    The system will:

    • Update the request status to Reconsider
    • Record the action in the activity timeline
    • Send a notification to the parent

    Approving a Transfer Certificate Request

    If the request is valid and ready for closure, the school can approve it.

    1. Open the Transfer Certificate request in detail view.
    2. Review all submitted details.
    3. Click Approve Request.
    4. Enter an approval comment.
    5. Confirm the action.

    The system will:

    • Update the request status to Approved
    • Record the action in the activity timeline
    • Notify the parent about the approval

    Adding Internal Notes on a Request

    Staff can add internal add notes. These notes help:

    • Explain the decisions taken
    • Provide context for future reference

    All notes are recorded in the Internal notes section and are only visible to staff.

    Request Statuses Explained

    StatusMeaning
    SubmittedParent has submitted the request
    ReconsiderSchool has asked parent to reconsider the request
    ApprovedSchool has approved the request
    WithdrawnParent has withdrawn the request

    Important Note

    Only authorized school staff can approve or reconsider requests.

    Each request maintains a complete activity timeline.

    Duplicate requests for the same Student + School + Academic Year are prevented by the system.

    Actions taken by staff trigger notifications to the parent.

    Frequently Asked Questions (FAQs)

    No. Parent-submitted details cannot be edited by staff. However, staff can review the request and respond by approving it or asking the parent to reconsider.

    When a request is marked as Reconsider, the parent receives a notification informing them that the school would like them to reconsider the request. The action is also recorded in the activity timeline.

    Once a request is approved, it is treated as a final administrative action and cannot typically be reversed within the system. Any further changes may require administrative intervention outside the system.

    All comments added during Reconsider or Approval actions are recorded in the Activity Timeline within the request detail page. This helps maintain a transparent record of decisions.