Transfer Certificate
The Transfer Certificate (TC) is an official document issued when a student leaves the school. It is required for admission to another school. EduCore handles TC generation, preview, PDF download, and maintains a TC register.
When to Issue a TC
A Transfer Certificate is issued when:
- A student is withdrawing from the school (transferring to another school)
- A student has completed their final year (e.g., Class 12 pass-out)
- A student’s parent requests a TC for any reason
Tip: Always complete the student withdrawal process before issuing a TC. The withdrawal updates the student’s status and handles any pending fee refunds.
Issuing a Transfer Certificate
flowchart LR
A[Initiate TC] --> B[Fill Details]
B --> C[Preview]
C --> D[Issue & Assign Serial No.]
D --> E[Download PDF]
D --> F[TC Register Updated]
Step-by-Step
- Navigate to Certificates > Transfer Certificate from the sidebar.
- Click Issue New TC.
- Search for the student by name or admission number.
- Select the student from the results.
- The TC form pre-fills with data from the student’s profile:
| Field | Source | Editable |
|---|---|---|
| Student Name | Student profile | Yes |
| Father’s Name | Student profile | Yes |
| Mother’s Name | Student profile | Yes |
| Date of Birth | Student profile | No |
| Date of Birth (in words) | Auto-generated | Yes |
| Admission Number | Student profile | No |
| Date of Admission | Student profile | No |
| Class at Admission | Student profile | No |
| Class at Leaving | Current class | Yes |
| Date of Leaving | Withdrawal date or today | Yes |
| School Last Attended | Student profile | Yes |
| Board/Medium | School settings | Yes |
| Reason for Leaving | Withdrawal reason | Yes |
| Character and Conduct | Default: “Good” | Yes |
| Whether Qualified for Promotion | Based on exam results | Yes |
| Total Working Days | Attendance data | Yes |
| Total Present Days | Attendance data | Yes |
| Whether Fee Paid Up To | Fee records | Yes |
| Games Played | Manual entry | Yes |
| Extra-Curricular Activities | Manual entry | Yes |
| General Conduct | Default: “Good” | Yes |
| TC Number | Auto-generated (sequential) | No |
| Date of Issue | Defaults to today | Yes |
- Review all fields carefully. Edit any fields that need correction.
- Click Preview to see how the TC will look when printed.
- If satisfied, click Issue TC.
- The TC is generated and saved.
Tip: Double-check the date of birth (including the in-words version) and the student’s name spelling. Errors in the TC cause problems at the next school and may require re-issuance.
TC Preview
Before issuing, always preview the TC:
- Click Preview on the TC form.
- A formatted TC appears in a new window or tab.
- The preview shows exactly how the printed TC will look, including:
- School letterhead (name, address, logo, affiliation number)
- TC serial number
- All student details in the standard TC format
- Signature lines for class teacher, principal, and date/seal
- If anything needs correction, close the preview and edit the fields.
Downloading and Printing
Download as PDF
- After issuing the TC (or from the TC register), click Download PDF.
- A PDF file is downloaded to your computer.
- The PDF is formatted for A4 paper with the school letterhead.
Printing
- Click Print on the TC preview or from the TC register.
- The print dialog opens.
- Select your printer and ensure the paper size is A4.
- Print on the school’s official letterhead paper if required, or use the version with the digital letterhead.
Tip: Many schools print two copies of the TC — one for the parent and one for the school records. The school copy is filed with the student’s records.
TC Register
The TC register is a log of all Transfer Certificates issued by the school.
Viewing the Register
- Navigate to Certificates > Transfer Certificate > TC Register.
- The register shows all issued TCs in chronological order.
| TC No. | Date of Issue | Student Name | Class | Admission No. | Reason |
|---|---|---|---|---|---|
| TC/2025/001 | 15/04/2025 | Rahul Sharma | 8A | DPS-2022-0045 | Transfer to another city |
| TC/2025/002 | 20/04/2025 | Priya Gupta | 12A | DPS-2020-0112 | Passed out |
| TC/2025/003 | 25/04/2025 | Arjun Singh | 5B | DPS-2023-0089 | Parent’s request |
Filtering the Register
| Filter | Options |
|---|---|
| Date Range | Filter by date of issue |
| Class | Filter by class at leaving |
| Academic Year | Filter by academic year |
Exporting and Printing
- Click Export CSV to download the register.
- Click Print for a printable version.
Tip: The TC register is a mandatory record for CBSE and state board schools. Keep it updated and print it at the end of each academic year for the school’s permanent records.
Duplicate TC
If a parent needs a duplicate TC (e.g., the original was lost):
- Navigate to the TC Register.
- Find the original TC entry.
- Click Issue Duplicate.
- The duplicate TC is generated with a “DUPLICATE” watermark.
- A new entry is added to the register noting it as a duplicate.
TC Numbering
TC numbers are auto-generated in the format TC/{Year}/{Sequential} (e.g., TC/2025/001). The sequence resets at the beginning of each academic year.
- TC numbers are unique within the school.
- The numbering is sequential and cannot be manually changed.
- Gaps in numbering (due to cancelled TCs) are logged but not filled.