Withdrawing a Student Mid Year

In the course of the school year, you may have a student withdraw from the school.

Proceed as follows:

1) Drop/Delete Courses (see below)

2) Archive the student - Students enrolled in future school years will be automatically unenrolled when archived.

3) Adjust the family's Financial Balance, as needed

You will NOT Unenroll the student from the current school year when they withdraw. Although the system, won't let you do this, we mention it just so you know it's not an option. It's important to keep the current year enrollment so as to not lose the list of their courses and it would be difficult to put their record back together.

Progress Reports and Transcripts

The Progress Report will not list deleted courses and will list dropped courses as Withdrawn. Specifically, the completed Grading Units (Quarters in this example) will display the grade earned and the Grading Units that had no completed assignments as well as the Overall Average will display the "W".

You may also want to run a transcript, although this is an option after dropping courses. Deleted courses will not show on the transcript. If you want to use a custom transcript marking such as "Withdrawn" or "Incomplete" wait until after step 2, below, to produce the transcript.

If you have not done so previously, you may need to create those custom transcript markings for this scenario. Here are the steps to take:

1. Go to Settings > Transcript Settings

2. Create a custom transcript marking to show "Withdrawn" or "Incomplete" - below are a few examples.

Drop/Delete Course/Sections

Drop/Delete the student from their course/sections so the student no longer appears in the class roster.

Actions to change a student's Course enrollment are completed at

People > [student name] > School tab

From the School tab, under Enrolled Sections, click the edit icon on the right side of each course.

From the Edit pop-up window, you can change the status of the course/section to either Dropped or Deleted and assign an optional Custom Grade Marking.

Delete the Section

Choose Deleted if the student has no grades, the term has just begun, the student was put into the section in error or you do not want to preserve the students records from a section.

Drop the Section

Choose Dropped if you want to maintain their records for this section

Custom Grade Marking

Select your grade marking that you've previously set up if you'd like to see that on the transcript. At this point, you can produce an updated transcript. This custom marking is only displayed on the transcript and not the Progress Report.

Archive the student

see the article - Archive a User

Adjusting the Family's Financial Balance

It is common to make adjustments to any remaining financial charges when a student is withdrawn from the school. This will not cover every scenario, but just the straightforward option of zeroing out the remaining tuition balance.

Zeroing out the balance or part of the balance remaining (maybe just tuition) is accomplished with a Payment. Select the invoices to credit, confirm the total amount, select Payment Type as Misc Credit and enter a memo describing the reason for the credit.

If a refund is necessary, please refer to this article - Refunding a Payment