Processing Withdrawals and Cancellations

In Student Records, you can enter and post withdrawals or cancellations for a term or session on a student-by-student basis through the Student Records Term Withdrawal COBOL/SQL process (SRPCWDPR). When you withdraw or cancel a student from a term, the process performs a series of session withdrawals or cancellations to complete the term withdrawal or cancellation. A student cannot be cancelled from a session, and therefore a term, in which grades have been posted. The system prevents this with an error message and does so because enrollments for cancelled terms and sessions are always excluded from the transcript. Withdrawals can be processed when grades are present; however, the classes with grades will be excluded from the process. A warning message appears when you select the withdrawal code for a session or term where grades are present.

For term and session withdrawals, the Student Records Term Withdrawal process determines the deadline by comparing the last date of attendance entered on the Term Withdrawal or Session Withdrawal page to the withdrawal deadlines that you set on the Session Calendar 1 page or to the withdrawal deadlines that the Dynamic Class Dates process calculates and displays on the Dynamic Class Data page or Student Enroll OEE page. The Student Records Term Withdrawal process then generates and processes the enrollment requests for each impacted student enrollment record (STDNT_ENRL).

For withdrawals from traditional class enrollments, the process updates the impacted student enrollment records as follows:

• If the last date of attendance is less than or equal to the withdraw-without-penalty deadline on the Session Calendar 1 page, the process updates the last enrollment action reason to the withdraw-without-penalty reason set on the Session Calendar 1 page.

• If the last date of attendance is less than or equal to the withdraw-with-penalty deadline, the process determines the student's grading basis for the class, then assigns to the impacted student enrollment record the penalty grade value that is set on the Grading Scheme Table page for that grading basis.

  If the penalty grade is not defined, the process assigns the penalty grade according to the grading basis and grade set on the Session Calendar 1 page. Depending on how the grade is set up, the process can reduce in progress units, which can potentially affect the student's academic load and financial aid load.

• If the last date of attendance is less than or equal to the withdraw-with-greater-penalty deadline, the process functionality parallels that of the withdraw-with-penalty functionality.

For withdrawals from dynamic date and OEE class enrollments, the process updates the impacted student enrollment records as follows:

• If the last date of attendance is less than or equal to the withdraw-without-penalty deadline on the Dynamic Class Data page or Student Enroll OEE page, the process updates the last enrollment action reason to the corresponding reason value set on the Dynamic Date page of the Academic Program Table component for the student's primary academic program.

• If the last date of attendance is less than or equal to the withdraw-with-penalty deadline on the Dynamic Class Data page or Student Enroll OEE page, the process determines the class grading basis, then assigns to the impacted student enrollment record the penalty grade value that is set on the Grading Scheme Table page for that grading basis.

  If the penalty grade is not defined, the processes assigns the penalty grade according to the grading basis and grade set on the Dynamic Date page of the Academic Program Table component for the student's primary academic program. Depending on how the grade is set up, the process can reduce in progress units, which can potentially affect the student's academic load and financial aid load.

• If the last date of attendance is less than or equal to the withdraw-with-greater-penalty deadline on the Dynamic Class Data page or Student Enroll OEE page, the process functionality parallels that of the withdraw-with-penalty functionality.

  Note: The system uses the session calendar (if it exists) when it fails to find a Dynamic Class Dates table row or the appropriate Academic Program table dynamic dates field when processing withdrawals from non-OEE dynamically dated classes.

Regardless of the enrollment and withdrawal types, the Student Records Term Withdrawal process also does the following for term and session withdrawals.

• Updates the withdraw code on the affected student session (STDNT_SESSION) records to a value of withdrew.

• Updates the withdraw code on the affected student career term (STDNT_CAR_TERM) records to a value of withdrew for term withdrawals only.

  Note: The process does not update the student career term record for session withdrawals so that the student can still enroll in other sessions within the term.

For term and session cancellations, the cancel deadlines (Session, Dynamic Date, or OEE) are used only to provide a warning to the user because the cancellation process always has the same impact—any enrolled (but not graded) classes are dropped without penalty and the student's session and term (for term cancellations) withdraw codes are updated to Cancelled.

Access the Term Withdrawal page (select Records and Enrollment, then select Student Term Information, then select Term History, then select Term Withdrawal).

Image: Term Withdrawal page

This example illustrates the fields and controls on the Term Withdrawal page. You can find definitions for the fields and controls later on this page.

Access the Session Withdrawal page (select Records and Enrollment, then select Student Term Information, then select Term History, then select Session Withdrawal).

Image: Session Withdrawal page

This example illustrates the fields and controls on the Session Withdrawal page. You can find definitions for the fields and controls later on this page.

Access the Term Withdrawal / Cancellation page (select Records and Enrollment, then select Term Processing, then select Withdrawal and Cancellation, then select Term Withdrawal/Cancellation, then select Term Withdrawal / Cancellation).

When the Term Cancellation process is run in the Student Financials application, that process generates a cancellation request. To process the cancellation request, enter the request number on this page and run the Student Records Term Withdrawal process (SRPCWDPR).

Run the Term Withdrawal COBOL/SQL process (SRPCWDPR) as needed.

Access the Term Withdrawal Run Status page (select Records and Enrollment, then select Term Processing, then select Withdrawal and Cancellation, then select Term Withdrawal Status, then select Term Withdrawal Run Status).