Why use the District Transfer Portal?

Whether due to legislative requirements or the need to maintain support and awareness for students of concern, districts often need to share cases with one another. In larger districts, it can be challenging to track student transfers and efficiently share accurate case information.

Through Behavioral Case Manager's District Transfer Portal, districts are able to recognize when students leave their care and their case history may need to follow. Cases can be shared via the District Transfer Portal, allowing destination districts to understand the individual’s context, evaluate current management strategies and ensure a seamless continuation of support.

This feature enables districts to share cases with each other. The process described in this article is intended to complement, not replace, district-to-district communication. For instance, district stakeholders should notify each other about a new student rather than just sending cases to another district without providing context.

Activating the District Transfer Portal

1. Log into Case Manager. 
2. Select the Admin tab, then click the Requests node.
3. Click the Case Transfer Requests tab. 
4. Toggle on Activate Case Transfers Between Districts to allow sending and/or receiving of case transfers.
   1. Transfers cannot occur when this is toggled off

Sending a Transfer

1. Click Cases tab. 
2. Use the search bar to locate the case(s) being transferred. 
   1. User can search by (case number, person of concern, building, team name, team leader or case manager)
3. Check the box next to the case(s) to be transferred.
4.  To transfer an individual case: 
   1. Click the three-dot Vertical Ellipsis next to case.
   2. Select Transfer to District. 

5. To transfer multiple cases:

a. Select the checkbox next to each desired case.

b. Click Bulk Actions, then Transfer to District.

6. In the Transfer to District modal, users may select the destination district to transfer case(s) to and add notes to accompany the case(s).

a. In order for the destination district to appear in District Name(s), they must have Case Transfer Requests toggled ON.

7. Once the transfer is populated, the sending district will be able to view an Authentication Code. This code MUST be shared with the destination district before they are able to access the case(s)​.
   1. The sending district's users with Manage Cases permissions and users assigned to the specific case(s) will be alerted via email for a pending transfer out of their district.

Receiving a Transfer

1. Log into Case Manager. 
2. Select the Admin tab, then click the Requests node.
3. Click the Case Transfer Requests tab. 
4. Click the dropdown arrow next to Incoming Transfer Requests. 
   1. The destination district's users with Manage Cases permissions will be alerted via email for a pending transfer​. 

5. Click Accept. 

6. In pop-up, type in Authorization code, and click Accept Transfer.

7.  Once clicking Accept Transfer, enter case(s) details.
   1. Link to existing student (sis connection)
   2. Use transfer info (non-sis connection)

8. Click Save. 

Transfer Requests List