School-Leaving Clearance & Transfer Certificates

When a student transfers to another institution or completes their final grade, schools must ensure all institutional obligations are met before releasing academic records. The School-Leaving Clearance Workflow (/registrar/school-leaving) digitizes the end-to-end clearance process, coordinates sign-offs across departments, and generates official, tamper-evident Transfer Certificates (TC).

The 4-Department Clearance Pipeline

Step-by-Step: Processing School-Leaving Clearance

1. Locate the Student Record

1. In the Registrar navigation menu, click School Leaving.
2. Search for the student by Name, Student ID / Code, or Class Section.
3. Select the student to open the Clearance Inspection Panel.

2. Departmental Clearances

Step-by-Step: Generating the Transfer Certificate (TC)

Once all clearance flags display Approved (Green):

1. Scroll to the Issue Certificate Form:
   • Issue Date & Leaving Date: Select dates in either Ethiopian Calendar (E.C.) or Gregorian (G.C.).
   • Reason for Leaving: Select standard reason (Transfer to another school, Family relocation, Graduation, Other).
   • Destination School & Region: Enter the destination institution name and regional administrative zone (e.g. Addis Ababa, Oromia, Sidama).
   • Last Grade Completed: Specify final completed grade (e.g. Grade 8 or Grade 10).
   • Conduct Rating: Select conduct status (Good, Very Good, Satisfactory).
   • Attendance Standing: Select cumulative attendance rating (Satisfactory, High Punctuality).
   • General Remarks: Enter optional character references or special academic honors.
2. Click Save Clearance Record.
3. Click Print Official Certificate.

Tamper-Evident Security Features

Each generated Transfer Certificate includes:

• Verification QR Code: Scannable by destination school admissions officers to verify authenticity against the YeneSchool national registry.
• Unique Clearance Serial Number: Recorded permanently in the school's audit log to prevent duplicate issuance.
• Official Crest & Watermark: Formatted using the school's custom template settings.
• Director & Registrar Signature Blocks: Dedicated fields for legal sign-off and official rubber stamp.

Next Steps

• Student Management Directory — Search and edit student profile details
• Custom Certificate Template Builder — Customize certificate layout and watermark
• Data Consistency & Health Audit — Audit student records before term closing