PRODUCT CONTEXT
The Transfer Certificate (TC) feature is part of the Lighthouse K12 LMS ecosystem used by Lighthouse Learning schools. The feature enables parents to digitally raise a request when they intend to withdraw their child from the school.
Traditionally, transfer certificate requests required physical visits to the school and manual paperwork. This feature digitizes the entire workflow within the LMS platform, allowing parents to submit requests directly through the system while enabling school administrators to review, approve, or request reconsideration.
The TC feature ensures transparency, traceability, and efficient communication between parents and school administrators.
FEATURE DESCRIPTION
The Transfer Certificate feature allows parents to submit a formal request for a student’s exit from the school by providing a reason and feedback. Once submitted, the request is reviewed by the school administration.
Administrators can either:
• Approve the request, allowing the TC process to proceed
• Ask the parent to reconsider, prompting a conversation before final approval
The feature helps schools capture valuable feedback about student exits while ensuring the process is handled in a structured and auditable manner.
PLATFORMS SUPPORTED
| Platform | Availability |
| Web | Admin access only |
| Mobile | Parent access |
| Both | Notifications |
Note: Parent TC functionality is currently mobile-first.
PERSONAS INVOLVED
• Head Office (HO) Admin
• Principal/ School Admin
• Parent
Students are not directly involved in the TC process.
BUSINESS RULES
The TC feature operates under the following business logic:
• Parents can raise a TC request only for the current Academic Year (AY)
• The system automatically captures the current AY
• Parents cannot edit or select the academic year
• A parent cannot create multiple active TC requests simultaneously
Existing request handling:
• If an existing request is pending, parents cannot create another request
• If an existing request is withdrawn, parents may create a new request
PERMISSIONS LOGIC
Access and actions depend on the user’s role.
| Role | Create | Edit | Approve | Reconsider | View |
| HO Admin | No | No | No | No | Yes |
| School Admin | No | No | Yes | Yes | Yes |
| Principal | No | No | Yes | Yes | Yes |
| Parent | Yes | Limited | No | Respond | Yes |
Parents cannot edit requests after submission.
NOTIFICATIONS
The TC feature generates system notifications to keep stakeholders informed.
Notification types include:
• In-app notifications
• Email notifications
Notifications are triggered during:
• Request submission
• Request reconsideration
• Request approval
Cross-platform handling:
If a user opens a notification on a platform where the TC module is unavailable:
• The notification appears read-only
• CTA buttons remain disabled
• Clicking the notification marks it as read
A toast message will display:
“Transfer Certificate feature is not available on [platform] platform currently.”
Example:
“Transfer Certificate feature is not available on Web platform currently.”
1. Introduction
The Transfer Certificate feature digitizes the process of student withdrawal from the school.
Schools often lose valuable insights into why parents choose to move their children to other institutions. This feature enables structured feedback collection during the exit process.
The feature solves several operational challenges:
• Eliminates manual paperwork
• Allows parents to submit requests digitally
• Provides schools with actionable feedback
• Creates an auditable record of exit requests
• Ensures controlled approval workflows
Beneficiaries include:
• Parents requesting student transfers
• School administrators managing exits
• Head Office teams monitoring retention trends
2. Role-Based Access Overview
| Role | Web Access | Mobile Access | Create | Edit | Delete | View |
| HO Admin | Yes | No | No | No | No | Yes |
| Principal/ School admin | Yes | No | No | No | No | Yes |
| Parent | No | Yes | Yes | Limited | Withdraw | Yes |
RBAC Logic:
• Parents initiate TC requests
• School leadership reviews requests
• HO Admin monitors data but does not intervene directly
3. Super Admin Guide
3.1 Responsibilities
• Monitor TC activity across schools
• Ensure policy compliance
• Review analytics and trends
• Ensure correct permissions are tagged
3.2 Administration
• System configuration of TC workflows
• Monitoring TC data integrity
3.3 Configuration
Super Admin can configure:
• Review analytics and trends
• Ensure correct permissions are tagged
3.4 Permissions
Super Admin has:
• Full system visibility
• Configuration privileges
3.5 Reporting
Reports may include:
• TC requests by school
• Exit trends by academic year
• Reasons for withdrawal
4. HO Admin Guide
4.1 Responsibilities
• Monitor TC requests across all schools
• Identify patterns in student exits
4.2 Administration
HO Admin may:
• Review TC dashboards
• Track school-level exit metrics
4.3 Configuration
HO Admin typically does not configure the TC module.
4.4 Permissions
HO Admin can:
• View all TC requests
• Export reports
4.5 Reporting
Typical reports include:
• Monthly TC trends
• Brand-level exit analysis
5. School Admin/Principal Guide
5.1 Responsibilities
• Review TC requests raised by parents
• Communicate with parents where necessary
• Approve or request reconsideration
5.2 Administration
Admins manage the TC approval workflow.
5.3 Event / Content Management
Admins can:
• View request details
• Review reasons submitted by parents
• Decide next action
5.4 Permissions
Admins can:
• Approve TC requests
• Mark requests as reconsidered
5.5 Best Practices
• Contact parents before approving TC
• Use reconsider option to retain students where possible
5.6 Use Cases
Example:
• Parent requests TC due to relocation
• Admin approves after verification
6. Parent Guide (Mobile)
6.1 Access
Parents access TC requests through the mobile application.
6.2 Default View & Navigation
Parents can navigate to:
More → Transfer Certificate → Create Request
6.3 What Parents Can Do
Parents can:
• Submit a TC request
• Provide reason for exit
• Share feedback
• Withdraw request before approval
6.4 Notifications
Parents receive notifications when:
• Request is reconsidered
• Request is approved
6.5 Use Cases
Example:
• Parent moving to another city raises TC request.
7. Student Guide
Students do not interact directly with this feature.
8. Teacher Guide
Teachers do not interact directly with this feature.
9. How-To Guide
How to Raise a TC Request (Parent)
- Open the mobile application
- Navigate to the More → Transfer Certificate
- Select Transfer Certificate Request
- Enter the reason for requesting TC and review
- Provide feedback if required
- Submit the request
How Admin Reviews a TC Request
- Login to the LMS web portal
- Navigate to School Management → Transfer Certificate Requests
- Open the parent request
- Review submitted details
- Choose one action: Approve / Request reconsideration
10. Feature Logic & Display Rules
• Only one active TC request per student is allowed
• Requests are displayed in card format
• Statuses include:
Pending
Reconsider
Approved
Withdrawn
Activity timeline tracks all status changes.
11. Notifications Overview
Notifications are triggered when:
| Event | Audience |
| TC Request Submitted | School Admin and relevant stakeholders |
| TC Reconsideration | Parent |
| Continue with TC | School Admin and relevant stakeholders |
| TC Approved | Parent |
Notifications include:
• In-app alerts
• Email notifications
12. Governance & Compliance Rules
System validations ensure:
• TC requests apply only to the current academic year
• Duplicate requests for the same Student + School + AY are prevented
Audit logs maintain a record of:
• Request creation
• Status changes
• Approval actions
13. Frequently Asked Questions
Who can create a TC request?
Parents.
Why can’t I raise another TC request?
An existing request is still active.
Why can’t I edit my request?
Requests cannot be modified after submission.
What happens when the school asks me to reconsider?
You will receive a notification and may discuss the request with the school.
14. Conclusion
The Transfer Certificate feature simplifies and digitizes the student withdrawal process while enabling schools to capture valuable feedback from parents.
By centralizing requests within the LMS, the feature ensures transparency, accountability, and operational efficiency for parents, school administrators, and the Head Office.
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