Changing Schools Mid-Year: Regulations, Procedures and Advice for Parents Changing schools mid-year doesn't just change where your child studies; it also affects their learning rhythm, wellbeing and ability to settle in. Parents need to understand the regulations, prepare complete documents and choose the right timing so their child's learning isn't disrupted. This article helps parents understand the regulations, prepare the paperwork and plan how to support their child through the transition. Can a child change schools mid-year? Yes. Students may transfer schools if they are moving home with their parents or guardians, if their family is in particularly difficult circumstances, or if they have another legitimate reason for transferring. If parents wish to transfer their child mid-semester (for example, in mid-October or mid-March), the student must fall into one of the following exceptional cases: Moving home with their parents or guardians Particularly difficult family circumstances Another genuinely legitimate reason Guidance on regulations for mid-year school transfers What documents are needed for a mid-year transfer, and how long does it take? Under Circular 15/2026, the documents required for a student transfer have been streamlined to just three main components: A transfer application completed by the student or their parent, which can be submitted electronically or on paper. A summary of the student's conduct and academic assessment results. An individual education plan (for students with disabilities only). Notably, compared with previous regulations, the original school record book and the transfer referral letter are no longer required as separate documents that parents must obtain themselves. Parents can submit the application via the National Public Service Portal, online, in person at the relevant authority, or by post. The 4-step process Step What happens Timeframe Submit the application Submit the transfer application to the receiving school via the Public Service Portal, in person, online or by post. – Receiving school review The school checks the application and notifies the outcome. If it declines, it must state the reason. Same province: 5 days; different province: 8 days Obtain records from the current school Once the new school has accepted, send the approved application to the current school to receive the student's records. 3 days Submit documents and class placement Submit the full documents to the new school. The school assesses the student, provides guidance and places them in a suitable class. 5 days Important: for students transferring from an international or bilingual programme, or returning to Vietnam from overseas, parents should also prepare school reports, academic reports and information about the curriculum previously studied. Learn about the admissions process at Westlink to help your child settle in easily When should parents consider a mid-year transfer? 5 signs that a mid-year transfer may be the right move Below are signs that can help you recognise when it may be time to consider a mid-year transfer, so your child can develop to their full potential. Prolonged unhappiness: your child is often bored with school, reluctant to go, or withdrawn over a long period. No progress in key skills: after a full semester, your child shows no clear improvement in English or other important skills despite the investment in their learning. The family is moving: a job relocation or a move to another province makes the school run too long, affecting your child's time and health. The family is returning from overseas: choose a school with a compatible curriculum so your child can continue their learning pathway and study-abroad plans. An overloaded learning environment: classes are too large and teachers struggle to support each student, so your child isn't followed closely and risks falling behind. 3 situations where you should wait until the end of the school year Below are situations where you should consider waiting until the end of the school year before deciding to transfer, so the change doesn't affect your child's learning. Your child is preparing for a transition exam (Grade 5, Grade 9, Grade 12) Changing schools at this stage can disrupt revision and affect exam results. Unless there is an unavoidable reason, it is best to wait until the end of the school year to avoid the risk. It is the middle of the exam period Most schools do not process transfers during exam periods. So wait until the end-of-semester exams are over before starting the transfer process, so your child isn't affected during important exams. The decision is driven by FOMO If you are considering a transfer simply because your child's classmates are moving to international schools, it is easy to make a mistake. Parents should visit at least two schools, meet the admissions teams in person and research thoroughly before making such an important decision. Signs that help parents decide on the right time to transfer their child Legal regulations and permitted transfer times Primary Primary level has the most flexible regulations. Parents submit the transfer application directly to the principal of the school, without going through the District Department of Education and Training. Under Circular 15/2026, the student or their parent submits the application to the receiving school, which must respond within a maximum of 5 days for transfers within the same province, or 8 days for transfers from another province. Note: for students moving from an international school or from overseas into a state school, the assessment period may take longer to evaluate their Vietnamese language level. Lower secondary At lower secondary level, the process depends on geography. For transfers within the same province or city, the principal of the receiving school accepts and processes the application in accordance with the regulations of the Director of the Department of Education and Training. For transfers from another province, the receiving District Department of Education and Training (or the Chairperson of the commune/ward People's Committee under the new administrative structure) receives and checks the application, then refers the student to a school based on their place of residence. Upper secondary Upper secondary level has the strictest regulations, particularly for mid-year transfers. For transfers within the same province, the principal of the receiving school accepts the application under the general regulations of Circular 15/2026. For transfers from another province, the receiving Department of Education and Training accepts and checks the application, then refers the student to a school. Transfers from a non-state upper secondary school to a state school are only approved in two cases: (1) the family must move to an area with particularly difficult conditions where there is no private school; (2) the family must move to an area with no private school of equivalent quality. In both cases, the Director of the Department of Education and Training considers and decides on each case individually. Guidance on transfer regulations for primary, lower secondary and upper secondary levels Key tips to help your child transfer mid-year without disruption The paperwork and procedures are the easy part. The harder part is helping your child adapt to a new environment when the class is already halfway through the year. Here are 6 things parents can do proactively. Talk to your child before deciding: children from Grade 4 upwards should be involved in the decision to change schools. Talk about the reasons, expectations and worries to reduce the shock of moving to a new environment. Stay in close contact with both schools: save the phone numbers of both schools' administrative offices and check on the progress of the transfer every 2–3 days to avoid school records and academic reports going missing. Avoid transferring during exam periods: submit the application at least 2 weeks before or after exams, so both schools have time to prepare and place your child in a suitable class. Make the most of the assessment day: don't skip the trial day when moving to an international school. It is an opportunity for your child to get to know the class, classmates and teachers, and helps assess whether the school is the right fit. Monitor the first 1–2 months closely: ask your child about their friends, teachers and subjects every week. Contact the homeroom teacher after 4 weeks for timely feedback on your child's progress. Connect with parents in the new class: join the class parents' Zalo group and school events so your family and child can settle into the new school community more easily. Things parents can do to help their child adapt quickly How is moving to an international school mid-year different? Moving to an international school mid-year differs from the state system in several ways, particularly in admissions timing, the enrolment process, entry assessment requirements and the level of support students receive during the transition. State schools and most domestic private schools only process transfers at two points: the start of the school year and the start of Semester 2. Some international schools may accept applications during the school year, depending on availability, year group and entry assessment results. For parents exploring this option, the admissions process at Westlink involves the 5 basic steps below. Register your interest: you can submit your details via the website or by emailing the Admissions team. This is the first step in finding out about learning opportunities at the school. Tour the school: after registering, you will be invited on a school tour and to meet the Admissions team to learn more about the facilities, curriculum and learning environment at Westlink. Submit your application: parents submit a formal application for their child, including school reports and records from their previous school, so the school can assess the student's level and academic ability. Entry assessment: your child will take an academic and English assessment to evaluate their learning ability, or some schools hold a trial day so students can get to know the new learning environment. Meeting with school leaders: finally, parents and the student meet the school's academic leaders to discuss the programme further and receive an official offer of a place. Understand the process of moving to an international school and the key differences Changing schools mid-year is not an easy decision, but with careful preparation and support from both family and school, your child can settle in and thrive in their new learning environment. If your family is considering moving to an international environment during the school year, you can book a tour of Westlink to speak with the Admissions team, learn about the curriculum and assess whether it is the right fit before making a decision.
