Withdrawal Count History Window

Student Information window | Student tab | Student Master subtab | Withdrawal Limit Counts group box
Click the Edit button

The Data Grids

o Click the Transcript Record button to open the Document Master window. There you can link a withdrawal to a transcript record.

Setting Up Withdrawal Counts

o Select Use Course Withdrawal Limit on the Registration Configuration window | Configuration Table tab.

If Use Course Withdrawal Limit is not selected, then withdrawal counts will not appear in any windows.

o On the Division Definition window, apply withdrawal limits to each division you want to count withdrawals.

If a division doesn't have withdrawal limits applied, when a course from that division is withdrawn, the Add to withdrawal count checkbox will not appear on the Withdrawal Details Entry prompt.

o To add and delete withdrawals from other institutions, the user must belong to a group with permission 40566: Edit Withdrawal Details Columns.

Populating Withdrawal Counts

The withdrawal count for your institution populates automatically when a student withdraws from a course. (See "How the Count is Calculated" below.)

Withdrawals from courses at other institutions must be entered manually on the Add New Withdrawal Count Record prompt.

How Withdrawals Are Tallied

There are three withdrawal counts.

· Institutional

o These are withdrawals from courses at your school.

o A withdrawal record is entered automatically when a student withdraws from a course and these are true:

§ The Add to Withdrawal Count checkbox (in the Withdrawal Details Entry prompt) is selected when the withdrawal is recorded.
If the checkbox wasn't selected when the course was withdrawn, you can select it in either of these windows:

??? Student Course Details Window

??? Student Course Details Subtab (Registration Tab of Student Registration Window)

§ The grade is defined as a Withdrawal Grade (in the Grade Table Definition window).

§ The division is set to Apply Withdraw Limit (in the Division Definition window).

· Transferred

o These are withdrawals from courses at other schools.

o The count includes only records added manually in the Add New Withdrawal Count Record prompt.

· Total

o This is the sum of the Institutional and Transferred counts.

Viewing the Withdrawal Count in Other Windows

If you have the appropriate permission, the Edit button appears with the count in these windows. It launches the Withdrawal Count History window.

You can view details of withdrawals from courses at your school in these windows:

Buttons

How To

1. Turn on withdrawal controls.

a. Open the Registration Configuration window | Configuration Table tab.

b. Select Use Course Withdrawal Limit.

c. Set other withdrawal parameters:

i. Withdrawal limit

ii. Warning or Stop when limit is reached

iii. Years and Terms affected

d. Click the Save button on the main toolbar.

2. Edit the division definitions.

a. Open the Division Definition window

b. For each division you want to count withdrawals, select the Apply Withdraw Limit checkbox.

c. Click the Save button on the main toolbar.

3. Define withdrawal grades.

a. Open the Grade Table Definition window.

b. Define withdrawal grades such as W, WP, and WF.

c. Select the Withdrawal Grade checkbox for each. You may also select Withdrawal Grade Passing and Withdrawal Grade Failing as appropriate.

d. Click the Save button on the main toolbar.

4. Set permissions for editing withdrawal details.

a. Open the Group Definition window.

b. Select a group.

c. Click the Permissions... button.

d. Click the Functions tab.

e. In the Function column, type this to search: 40566
The row called '40566: Edit Withdrawal Details Columns' moves to the top of the list and is selected.

f. If it's in the Not Allowed list, click the << button to move it to the Allowed List.
If it's already in the Allowed list, the permission is already granted.

g. Click the Save button on the main toolbar.

1. Select an ID #.

2. Click Add New Record...
The Add New Withdrawal Count Record pop-up opens.

3. Enter a Withdrawal Count.

4. Option: Edit the Record Date/Time.

5. Enter a Source Organization Code, or click the ellipsis button to select an organization from a list.

You can't select your own institution's code here. The withdrawal count for your own school is calculated from the number of withdrawal grades the student has.

6. Click Add Record.

1. Open the Student Information window | Student tab | Student Master subtab.

2. In the Withdrawal Limit Counts group, select the checkbox for Student is exempt from withdrawal limit.

3. Click the Save button on the main toolbar.

1. Open the Withdrawal Count History window.

2. To the right of a record, see the Transcript Record icon.

a. If the icon is blue , a document is already attached. You can detach it or view it.

b. If the icon is gray , click it to link this record to a transcript.
The Document Master window opens, showing documents related to the student and the school in the selected record.

3. Select a document.

4. Click Attach Highlighted Record.
The file attaches, and you are returned to the Withdrawal Count History window.
The transcript icon will now show in blue, indicating that the file is attached.

1. Open the Withdrawal Count History window.

2. To the right of a record, if there is an attached document, the Detach Transcript icon appears.

a. Click the Detach Transcript icon.

b. A pop-up window asks you to confirm. Click Yes.

1. Open the Withdrawal Count History window.

2. To the right of a record, see the Transcript Record icon.

a. If the icon is blue , a document is already attached. Click the icon to view the file.

b. If the icon is gray , no document is attached. You can click the icon to attach a file.