How to Transfer Students in UDISE Plus Without Issues

If you’re working in a school and need to move a student from one institution to another via UDISE Plus (Student Module), this guide is for you. I’ll walk you through it like chatting with a friend—clear, simple, and with practical tips.

School Profile Module

What does “transfer” mean in UDISE Plus?

When a student moves from School A to School B, UDISE Plus needs to reflect that change. That means:

School A marks the student as transferred out.

School B imports or receives the student’s record and marks them active in their roll.

The student’s unique identifier (like PEN) stays consistent so records don’t split. (PEN = Permanent Enrolment Number)
If this process is skipped or done incorrectly, problems can show up—duplicate records, missing enrolment history, or system flags

Step-by-step: Transfer a student smoothly

Here’s a simple workflow you can follow:

Identify the student who is transferring. Note their PEN (or whatever unique ID your state uses) and details.
In the sending school (old school): in the Student Module, change the student’s status to “Transferred Out” or similar. Enter the new school’s UDISE code if asked.
In the receiving school (new school): go to the Import/Admission/Transfer section in UDISE Plus. Use the student’s PEN to fetch the data from the old school.
Ensure all mandatory fields are filled: class, section, date of transfer, previous school code.
Save & submit the entry. Then check the student appears in your active roll.
At either school, do a quick check after a few days: in reports generate the list of transferred students to ensure no student is still incorrectly listed.
This process aligns with the official manual’s instructions for transfer within Student Module.

Tips to avoid common transfer errors

Always verify the PEN, because if you mis‑type or duplicate it, the student might get a new record (and lose history).

Make sure the old school has finalized their data for the year before transferring out. If not, the student may remain “locked.”

Don’t forget to update the class/grade of the student in the new school. Sometimes students move up a grade when changing schools.

Keep a log locally (on Excel or paper) of all transfers you’ve done—date, student name, old school code, new school code. That helps if things go missing.

After transfer, check the student’s old school roll to confirm they are removed and the new school roll to confirm they are added. A mismatch can trigger enrolment count issues.

Special case: Interstate or state-to-state transfers

If the student is moving between states, the same basic workflow applies—but with extra checks:

The PEN should remain valid across states (so you can fetch the student).
Some states require additional approval or certification when the student comes from outside.
Make sure the student’s previous state code is correctly entered, so their history remains intact.
This ensures the student’s data doesn’t become ‘orphaned’ in the system.

How to Handle Multiple Transfers Simultaneously

If your school is handling multiple student transfers at once, it can get overwhelming. Here’s how to streamline the process:

Batch Process: If your system allows, batch import/export the data for transfers to speed up the process.

Assign Roles: Have designated staff handle specific parts of the transfer process (one person handles data verification, another handles entry, etc.).

Track Progress: Use a shared document or tool to track the status of each transfer—this helps ensure no transfers are missed or delayed.

Troubleshooting Issues During Transfer

Sometimes things go wrong with transfers—here’s what to do if you encounter issues:

Missing Student Data: If data doesn’t import, double-check the PEN and ensure the sending school has correctly marked the student as transferred.
Duplicate Records: If the student appears in both the old and new school’s lists, check for PEN errors and manually update the status to avoid data duplication.
Syncing Problems: If data isn’t syncing correctly due to network issues, wait for better connectivity and ensure backup copies of student records are saved locally to prevent data loss.

Why this matters for your school

Getting transfers right isn’t just admin work—it impacts:

Your school’s enrolment numbers, which feed into funding, planning, and infrastructure allocation.

The student’s educational record—if the transfer is mishandled, they might lose continuity in their data.

The accuracy of your state’s and district’s data dashboards (which check metrics like drop‑outs, mobility, etc.).
So spending 10‑15 minutes to do it properly pays off.

FAQ’s

If the PEN doesn’t fetch a record, first double-check you entered the correct PEN and old school’s code. If still not found, talk to your Block/District MIS coordinator — maybe the old school hadn’t finalized their data.

Yes. The old school should mark the student as “Transferred Out” (with correct date and new school code). Without that step, the student stays on the old roll and causes a duplicate problem.

If you add them as new instead of transferring, you’ll create two separate records. That means loss of historical data, potential issues with enrolment counts, and may affect analytics downstream.

Yes — you can. But you’ll need to update the class and other details in the new school so the student record aligns with your term/year. Doing it quickly reduces the chance of data falling into “drop box” or inactive lists.

The “drop box” is where student records may get temporarily held (for review or correction). If a transfer isn’t handled properly, a student might end up in the drop box instead of active roll. Avoid that by doing the transfer steps properly and promptly.

Final Words

Transferring students in UDISE Plus doesn’t have to be complicated. By following the steps carefully and double-checking data, you can avoid issues that could affect your school’s records and funding. Keeping things organized, whether you’re transferring one student or hundreds, will ensure that everything runs smoothly. Make sure to also stay up to date on any updates to the system or procedures for your state.
Doing it right means fewer mistakes, less stress, and more time to focus on what really matters—providing quality education to your students