Accessing the System

To access the application, please login to Single Sign-On at

https://sdeweb01.sde.ok.gov/SSO2/Signin.aspx using your “Username” and “Password”
associated with your account.
Once you are logged into Single Sign-On, locate the application titled “Student Transfer System”
and click on it. You will be required to agree to the FERPA agreement prior to being allowed to
access the transfer system.

Navigating the System

Once you open the application, you will see the home screen. You can navigate through the
system by clicking on the navigation links on the left-hand side of the screen.
Home - View status dashboard for your district(s).
New Transfer - Submit a new student transfer request.
Search Transfers - Search for existing transfers in the application.
Open Transfers Queue - View and process Open transfers to your resident district(s).
View Notifications - View notifications regarding your transfers.
District Reports - View reports associated with your transfers.
Navigate Directly to a Specific Transfer
On the right-hand side of the page header you will
see the “Quick Access” feature.
You can navigate directly to a specific transfer by
typing in the number of the transfer that you wish to view or edit and clicking “Go”.

Please Note: Only student transfers associated with your assigned district/school will be
accessible.

Home
This screen provides the ability to view the current status of the transfers associated with your
entire district or individual schools within your district. At the bottom of the page under “Status
Dashboard” you should see “District” and “School”.
If you are assigned more than one district, click on “Select…”. This will provide a popup to
specify the district for which you wish to display data.

Student Transfer System 1

If you wish, you may use the “School” dropdown list to filter the dashboard to show only
transfer counts for a specific school within the district. If you have access to the entire district
you may choose “Entire District” to display district-wide data.
The Status Dashboard will provide you with a breakdown of the current status of all Open,
Emergency and Virtual Transfers for the currently selected district/site for the current school
year. Below is a sample of the transfer count data:

Please Note: The total counts displayed in the dashboard include all transfers where the
current district is either the sending OR receiving district.

Clicking on one of the bars in the graph will take you to a detailed list of the transfers that
comprise the total count.

New Transfer
The “New Transfer” screen will allow you to submit a new transfer request for a student. Follow
the instructions below to complete the transfer form:
Step 1: Transfer Information
Select the appropriate Transfer Type. There are two different types of transfers to choose from.
 Open – a standard, inter-district student transfer between two non-virtual school districts
or from a virtual district to the student’s resident district
 Virtual Charter – a student transfer to one of the State-recognized virtual charter districts
The school year will default to the current school year. Beginning June 1st of each year, you will
also see the upcoming school year in the selection list. This will allow you to begin submitting
transfer requests for the upcoming school year.
Specify the application date and time. This should be set to the date and time that the request was
officially received by the district from the parent/guardian.
To proceed to the next step, click “Next”.

Student Transfer System 2

 You may click “Cancel Request” at any point in the process to discard the request and reset
the form.

Step 2: Receiving District

Click on “Select…”. This will provide a popup to select the receiving district.
Once a district has been selected, you may optionally pick a school from the selected district (if
the receiving school is known).
To proceed to the next step, click “Next”.
Step 3: Sending District
Click on “Select…”. Follow the same steps as from “Receiving District” to select the district
that the student is currently enrolled in.

Only districts that you are authorized to manage will be displayed within the “Sending
District” list. If you are assigned to only one district, the district will be automatically
selected for you.

Again, you may optionally select the specific school that the student is currently attending, if
known.
To proceed to the next step, click “Next”.
Step 4: Student Info
This step will allow you to search for and select the student that is requesting a transfer. You
may search by the students First and Last name, or by using their Student Testing Number
(STN). Type in the student’s information then click on “Search”.
A list of students that match the specified criteria will be displayed. Click on the correct student.
The selected student’s information will be populated in the form. Confirm the information is for
the correct student.
If the student has an IEP in place, click on “Yes” and specify the IEP conference date in the field
provided.
To proceed to the next step, click “Next”.

Student Transfer System 3

Step 5: Parent Info
Fill in all required information for the parent/guardian of the student. This will include their first
name, last name, street address, city, zip code and home phone.

Please Note: Specify the email address of the parent/guardian, if known. An email will be sent
to the parent notifying them of the transfer request submission.

To proceed to the next step, click “Next”.

Step 6: Additional Info
Depending on the type of transfer (Open, Virtual) that you are currently submitting, there will be
a series of questions for you to answer. Click “Yes” or “No” as appropriate for each question.
If you are satisfied with the transfer data, click “Save” to submit the new transfer request.

You may review the transfer data prior to submission by clicking on the title of a previous
step. Navigate through the form by clicking “Next” on each step until you reach the end of
the form and click “Save” when you are ready to submit the transfer request.

Once the transfer has been submitted, a popup banner will appear temporarily at the top of the
page displaying the new transfer number assigned to the submitted request.

Student Transfer System 4

Search Transfers
This screen will allow you to search for existing transfer requests associated with your district
using a variety of search criteria. From the list of search results, you may:
 Open an individual transfer for view or edit
 Directly update the status of one or more transfers within the list
When the screen is loaded, the “District/School Selection” tab is selected by default.
Setting Your Search Criteria
Select the sending and/or receiving district for which you wish to retrieve transfers.

Please Note: If you specify ONLY a sending district, the search will return all transfers where
that district was specified as the sending district. If you specify ONLY a receiving district, the
search will return all transfers where that district was specified as the receiving district. But,
if you specify BOTH a sending AND receiving district, only transfers where BOTH the
sending and receiving districts match your criteria will be returned.

IMPORTANT: Open transfers that are currently in the Open Transfer Queue will not be
visible in either the search results or via the “Quick Access” feature until a transfer decision
has been specified.

Specifying Additional Filters for your Search

Student Transfer System 5

If you wish to further narrow the criteria for your search, click on the “Filter Options” tab.
Below are some of the criteria that may be applied:
 Include transfers where no school was specified.
 Transfer Type (Open, Emergency, Virtual)
 Transfer Number (See the section below on searching for transfers by their “Legacy”
transfer ID)
 School Year
 Student Testing Number (STN)
 Student First and/or Last Name
Searching for a Specific Transfer by the “Legacy” ID
1) Select the “Transfer Type” of the transfer.
2) Type the “old” transfer number in the “Transfer Number” text box.
3) Be sure to click on the “Legacy” check box to search by the legacy transfer number.

1 2 3
4) Click “Search”. Your transfer should be displayed.
5) Click on the Transfer Number in the search results to open it for viewing.
Viewing and Working with your Search Results
After you have setup your search criteria and clicked the “Search” button, a list of transfers that
match your criteria will be displayed.
You may open any of the transfers in the list by clicking on the Transfer Number. When the
transfer detail page opens, you will be able to either view or edit the transfer details based on
your permission level.
If you have been granted permission, you may directly update the status of one or more transfers
within the search results by clicking on the current status for the transfer. A popup will be
displayed showing you the currently available status options. Select the new status option and
click “Save” to update the transfer to the new status.

Open Transfers Queue

Student Transfer System 6

This screen displays a current list of all unprocessed incoming Open transfer requests for your
district and school(s). You can view and process transfers within the queue as well as manage the
current processing status for the district queue. The school year will default to the current school
year. Beginning June 1st of each year, you will also see the upcoming school year in the selection
list. This will allow you to begin processing transfer requests for the upcoming school year.
Updating the Queue Status
When you open the queue, the queue status is set to “In Progress” by default. You can change the
status (if you have permission) by simply clicking on the current queue status and selecting the
new status. Below are the available statuses and their meaning:
 In Progress – The queue is being actively worked. Transfers may be processed in order of
the application date for each grade level. For example, you will only be able to update
the status of the first transfer (oldest application date) for 1st grade. After that transfer has
been updated, the next transfer, if any, for 1st grade will be made available for update, and
so on.

Transfers that are available for update will have a blue background and the Transfer Number
and Status links will be active. Inactive transfers will have a gray background and the links
will be disabled.

 At Capacity – The district has reached their defined student capacity. Once capacity is
reached, districts must still process student transfers meeting certain criteria according to
Oklahoma statute. When the district specifies that they are at capacity by changing to this
status, all student transfers that MAY meet the statutory criteria will be made available
for update.
 Student Waitlist – The district has reached capacity AND has also processed all transfers
that may meet statutory criteria for consideration regardless of capacity. Setting the
queue to this status leaves all remaining transfers in the queue, but “on hold” pending the
district changing the status to “In Progress”.
Viewing/Editing the Status of a Transfer in the Queue
You may open any of the transfers in the list by clicking on the Transfer Number. When the
transfer detail page opens, you will be able to either view or edit the transfer details based on
your permission level.
If you have been granted permission, you may directly update the status of one or more transfers
within the search results by clicking on the current status for the transfer. A popup will be
displayed showing you the currently available status options. Select the new status option and
click “Save” to update the transfer to the new status.

View Notifications

Student Transfer System 7

Here you will be able to view all notifications regarding student transfers associated with your
assigned district and schools.
When you open the notification list, it will display all open notifications for the last 30 days. Any
notifications over 30 days old are automatically closed. The list includes information about the
transfer associated with the notification, such as transfer type, the student associated with the
transfer, and a message containing information regarding the event that occurred for the transfer.
If you wish to see the full transfer details, click on the transfer number in the first column and the
details will be displayed.
If you have permission, you can manually close one or more transfers to remove them from the
list. To close specific notifications, check the “Close” checkbox in the right-hand column next to
the transfer(s) that you wish to close. To close all transfers in the list, check the “Close All”
checkbox in the list header. The checkbox next to all transfers will be checked/unchecked based
on the “Close All” selection. Once you have selected notifications that you wish to close, click
on the “Save” button at the bottom of the list.

District Reports
The “District Reports” section allows you to view and/or submit reports associated with a
specific district. When you open the screen, you will see to report groupings; “Submissions” and
“Reports”. The “Submissions” group displays the various reports that districts are required to
submit on a regular schedule. The “Reports” section contains a set of informational reports that
may be of benefit to the districts for analysis or research.
Statement of Open Transfers (Annual)
Districts are required to review and certify the Statement of Open Transfers on an annual basis.
This is generally performed after the end of the school year and prior to the beginning of the next
school year.
When you open the report, a banner is displayed at the top of the page indicating whether the
report is currently open for submission or not. To view the report, select a district (if you are
authorized for more than one district). The current status of the report submission process will
be displayed:
 Complete All Open Transfers – there are one or more Open transfers that have not been
finalized. You can use the application search tools to identify the unfinalized transfers.
Once you have completed the transfer approval/denial process for all transfers, return to
the report.
 Enter First Day of School – there are one or more Open transfers that have not had the
student’s first day of school specified. A list of transfers requiring the date will be
displayed. Fill in the date for each transfer, then click the “Save” button to complete the
step.

The first day of school for a student MAY be specified when an Open transfer’s status is
changed to “Enrolled”. However, it is not required at that time.

Student Transfer System 8

  Certification – all transfers are complete and ready for the review and certification
process. To review the report, click on the annual transfer report link (Under “Available
Reports”) for the current school year. The report will appear. Once you have reviewed
and agree that the information is accurate, click on the “Certify” button to certify the
report and complete the process. Once the certification process has been completed, the
form will display the certification date/time. If the transfer data changes after the
certification has been completed, you may reperform the certification process by clicking
on the “Release” button and reperforming the required certification steps.
Open Transfer Extension (Annual)
Districts are required to report on an annual basis whether enrollment for students previously
approved on Open transfers will be extended for the next school year. This is generally
performed after the end of the school year and prior to the beginning of the next school year
(May and June).
When you open the report, a banner is displayed at the top of the page indicating whether the
report is currently open for submission or not. To view the report, select a district (if you are
authorized for more than one district). The report will display a list of active transfers (transfers
that were approved/extended in the previous school year that should be considered for re-
extension) and new transfers (transfers approved during the current school year). For each
transfer in the list, indicate whether the district intends to approve or deny the extension of the
transfer for the next school year. If you choose to deny the extension, indicate the reason for
denial. Once you have specified a decision for all transfers, click the “Save” button to complete
the reporting process.
District Capacity (Quarterly)
Districts must report to SDE, on a quarterly basis, the capacity that each site within the district
has to accept new student transfers. The reporting period for each quarter extends from 15 days
before and after the first day of each quarter.
When you open the report, a banner is displayed at the top of the page indicating whether the
report is open for the currently selected school quarter. To view the report, select a district (if
you are authorized for more than one district). You can use the “Previous” and “Next” quarter
links to navigate between different school quarters. The currently selected school year and
quarter is displayed in the dark blue bar between the navigation links. Once you have navigated
to the current quarter, follow the process below to complete the submission process:
 Select the school from the “School” dropdown for which you wish to submit capacity
data
 For each grade offered at the selected school, specify the:
o Total Capacity – the total capacity of students for the grade
o Available Capacity – the number of additional seats available for student transfers
 When you have specified all data for the current school, click the “Save” button at the
bottom of the screen.

Student Transfer System 9

  Repeat the process for each school in the district.
Incoming Open Transfer Results (Quarterly)
Districts must certify, on a quarterly basis, the results of all Open transfer requests submitted to
the district. The reporting period for each quarter begins 15 days before the first day of each
quarter.
When you open the report, a banner is displayed at the top of the page indicating whether the
report is open for the currently selected school quarter. To view the report, select a district (if
you are authorized for more than one district). You can use the “Previous” and “Next” quarter
links to navigate between different school quarters. The currently selected school year and
quarter is displayed in the dark blue bar between the navigation links. Once you have navigated
to the current quarter, follow the process below to complete the submission process:
 A graph is displayed showing a summary of the status of all incoming transfers received
by the district for the current quarter.
 Click on the “Approved” status count in the graph to view a detailed list of approved
transfers. Review the list for accuracy.
 Click on the “Denied” status count in the summary graph. A detailed graph showing a
breakdown of the reason for denial for the transfers is displayed on the right and a list of
denied transfers is displayed below. Review the list for accuracy.
 Click on the “Other” status count in the summary graph. A detailed graph showing the
current status of non-finalized transfers is displayed on the right and a list of associated
transfers is displayed below. If any of the transfers in the list are currently in an open
status, they MUST be finalized before you can certify the report.
 After you have reviewed all of the report data, click on the “Certify” button to complete
the report for the current quarter. If the transfer data changes after the certification has
been completed, you may reperform the certification process by clicking on the
“Release” button and reperforming the required certification steps.

Student Transfer System 10

Recent Student Transfers
This report displays the last two completed transfers processed within the system for a student or
students.
To view the report, select a district (if you are authorized for more than one district). You can
filter as broad or narrow as you desire based on the criteria that you specify:
 District – you will see all students within the district
 School – you will see all students within the selected district and school
 STN, First and Last Name – you will see only students that match the specified STN or
have the specified first and last name
Once you have specified your search criteria, click “View Students”. A list of students matching
your criteria will be displayed. Click on a student to see the recent transfers reported for the
student.
Outgoing Students By Quarter
This report displays a list of all students that transferred from the district for the specified
quarter.
To view the report, select a district (if you are authorized for more than one district). You can
use the “Previous” and “Next” quarter links to navigate between different school quarters. The
currently selected school year and quarter is displayed in the dark blue bar between the
navigation links. As you navigate between quarters, the list of transfers for the currently selected
quarter are displayed.

Student Transfer System 11

Editing a Transfer
When a specific transfer is opened, your ability to modify the transfer details will be restricted
based on your role and permissions within the system and based on the current status of the
transfer. There are three data restriction classes:
 View Only – all data is viewable only. No modification is permitted.
 Restricted Edit – limited data modification is allowed. Specific field editing is allowed,
while other data is read-only.
 Edit – most or all data is editable.
The transfer detail page contains the same basic information as we entered on the new transfer
form with the following exceptions.
Status History:
This section will display all status changes that have occurred for the current transfer, when they
occurred, and who initiated the change. The latest status change is listed first.
Notifications:
This section displays all notifications related to the current transfer that are visible by the current
user. By default, notifications that are closed are hidden from view. To see closed notifications,
change the “Show Closed” option to “Yes”.
Download Documents:
In the upper-right corner of the transfer details screen, you will see a link to “Download
Documents”. Click on this link to display a list of available forms and data exports for the
current transfer.

If you have permissions to edit a transfer, you will see buttons allowing you to save your
changes to the transfer in the lower right-hand corner of the screen. Click “Save” to save
your current changes and remain in the current transfer. Click “Save and Close” to save
your changes and automatically close the transfer details and return to your previous screen.
You may click “Cancel” at any time to discard your changes and close the transfer without
saving.

Student Transfer System 12

Delegating Superintendent Permissions
If the district superintendent elects to, they may delegate permission to perform duties to other
district staff. This may be done by adding the selected staff to the “Super Delegate” role for the
Student Transfer System within SSO. See the District Superintendent SSO Manual for
instructions on managing users and roles.

Student Transfer System 13

Transfer Status Options
If you have permission to update the status of a transfer, there will be certain status options
available to you based on:
 the type of transfer
 the current status of the transfer
 your association with the current transfer
Below is a diagram with the flow of status options for each transfer type.
Open Transfers:

Current Status: Open

Approved by Receiving School (Receiving District User)

Denied by Receiving School (Receiving District User)

Created In Error

Cancelled By Parent

Cancelled By District

Current Status: Approved by Receiving District

Enrolled (Receiving District User)

Cancelled By Parent

Cancelled By District

Current Status: Denied by Receiving District

Parent Appealed to District (Receiving District User)

Current Status: Parent Appealed to District

Denial Upheld by District (Receiving District User)

Denial Reversed by District (Receiving District User)

Student Transfer System 14

Virtual Charter Transfers:

Current Status: Open

Approved by Receiving School (Receiving District User)

Denied by Receiving School (Receiving District User)

Created In Error

Cancelled By Parent

Cancelled By District

Approval of a virtual transfer by the sending district/school is not required for the first virtual
charter transfer for a student for each school year.

Current Status: Pending Approval by Sending School

Approved by Sending School (Sending District User)

Denied by Sending School (Sending District User)

Current Status: Finalized

Enrolled (Receiving District User)

Student Withdrawn During Grace Period

(Receiving District User)

Cancelled By Parent

Cancelled By District

Student Transfer System 15