The rule for batch transfers: verify three things together — close the old membership, open the new one, and make explicit where the fee balance went. Verbal approval with only the list changed leaves marks in three places: attendance breaks, dues vanish, and the teacher’s routine lands in conflicts.
What to verify: old and new memberships and accounting responsibility
The transfer checklist:
| # | Step | Verification question |
|---|---|---|
| 1 | Reason recorded | demand? timing? pace? |
| 2 | Space in new batch | capacity + conflict matrix checked |
| 3 | Old batch’s attendance history persists | do not delete |
| 4 | Where the fee balance lives | old-batch dues transferred to the student? |
| 5 | Effective date | from which class the new batch counts |
| 6 | Guardian informed | new routine via SMS |
| 7 | Teacher routine counts updated | conflict matrix re-filled |
Step 4 fails most often: a partially-paid student changes batches and the dues remain “the old batch’s debt” while the new batch treats them as fee-free.
A usable sample: batch change checklist
Fictional example: Student-31, SSC-M → SSC-M2 (timing):
- Old status: attendance 85%, dues ৳500 (March).
- New batch: SSC-M2, 8:30 PM — space exists, no conflicts.
- Decision note: dues ৳500 stay on the student file (same course, changed batch — the liability travels).
- Effective: next Monday.
- Guardian SMS: new routine + dues note.
Notice: same course means dues belong to the student; the batch is only a routine. A course change would be a separate decision.
Batch transfer: workflow steps and limitations
- Mid-month transfers: keep the attendance cut-off date explicit — counting in the old batch until when.
- If one month has both batches’ records, reports should show course-level totals with batch-level detail attached.
- Limitation: frequent transfers are not a system fault — they need counselling; look at the pattern and talk to the student.
Transfer: questions to ask before your demo
- Does a batch change keep old attendance/fee history?
- Do dues live on the student’s file or the batch’s — make it explicit in the demo.
- Are transfer notes (reason, date) recorded?
See the coaching page for transfer structure; fee carry-over in fee management and guardian connection in the communication module.
Transfer FAQ
Does changing batches waive dues?
No — a batch is a routine; the liability is on the student’s file. Waiving is a separate decision with a note.
From when is the transfer effective?
Not from the decision day — before the next class, with a written effective date.
Should one month’s report split into two batches?
Yes — keep the numbers true; the summary may show them combined.