Withdrawal Overview
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
After the add-drop period ends, students can withdraw from courses, either by staff withdrawing them in J1 Desktop or J1 Web, or by students withdrawing themselves on the Campus Portal.
Instructors and staff can withdraw students on the following pages. Staff can withdraw students by updating their enrollment status to withdrawn on the Student Registration page or the Reported Attendance page.
Course Roster
Grade Entry
Reported Attendance
Student Registration
Student Section List
My Advisee Roster
This topic describes several facets of withdrawal:
Communications for Withdrawals
How faculty and staff withdraw students
How students withdraw themselves
Factors affecting withdrawal
All withdrawals
Student withdrawals (students withdrawing themselves on the campus portal)
Tip
"Student withdrawal" is a shorthand phrase for students withdrawing themselves. We try to be clear in documentation by saying something like "student self-withdrawal", but in narrow columns on a J1 Desktop window, we sometimes use the briefer "student withdrawal".
When a student is withdrawn from a course, the system informs stakeholders so they can follow up as needed regarding the student's academic plan, part-time/full-time status, financial aid, retention, and so on. The interaction is triggered no matter who withdraws the student.
Notified stakeholders include these:
the course's instructors (from the section's Faculty Load table)
the student's advisors (from the Advisor Student table)
the registrar (from the Registration Settings Contacts: Registrar)
The Student Withdrawal interaction (code: STDNTWITHDRAW) is a notification in J1 Web, and the Accounts Receivable, Advising, Financial Aid, and Registration modules have access to it. On the Interactions page in Communication Management, your school can change which modules have access.
Instructors, staff, and advisors can withdraw students from courses in several locations.
J1 Desktop
J1 Web
Grade Entry page (by clicking the Withdraw student button)
Student Registration page, Student Section List page, and Course Roster page (by updating enrollment status)
Reported Attendance page (by withdrawing students who are reported as never attended or no longer attending)
My Advisee Roster page (Actions > Register [year/term] > click a registered course after the drop deadline > Withdraw from course)
Students can withdraw themselves only by using the Student Registration feature in the Campus Portal. This means your school needs to switch from using the old Course Schedules feature to using the new Student Registration Feature. See the section of this topic called Setup for the Campus Portal Student Registration Feature.
Many factors contribute to whether a particular student can withdraw from a particular course at a particular time. Registration groups, withdrawal limits, holds, and a hierarchy of dates all play a role. Some factors affect withdrawals done both by staff and by students. Others affect only self-withdrawal by students.
These factors affect all withdrawals:
Withdrawal Limits
Withdraw Passing Period
Withdrawal Reason
Withdrawal limits may prohibit a withdrawal. For example, to comply with state or financial-aid requirements, your school may limit a student to 6 withdrawals in their undergraduate career.
Issue | J1 Web Page | Field | Impact |
|---|---|---|---|
Is there a withdrawal limit? | Registration Limits page, Course-Withdrawal Limits section | Limit the number of course withdrawals | If selected, withdrawals can be blocked by the limit. |
What is the limit? | Registration Limits page, Course-Withdrawal Limits section | Withdrawal limit in all selected divisions | Withdrawals over this number can be blocked. |
Are over-the-limit withdrawals stopped or merely flagged with a warning? | Registration Limits page, Course-Withdrawal Limits section | How should the limit be enforced?
| If 'Stop' is selected, withdrawals over the limit are blocked. |
Does the limit apply to students from all entrance year-terms? | Registration Limits page, Course-Withdrawal Limits section | Entrance Year/Terms for Enforcing Withdrawal Limits
| Selection could include or exempt the student from withdrawal limits. |
Issue | Database Location | J1 Web Page | Field | Impact |
|---|---|---|---|---|
Has student reached the withdrawal limit? | n/a (calculated) | Student Information Details page, General Information tab, Withdrawal Limit Counts section | Total | If this withdrawal would surpass the limit, the withdrawal could be blocked. |
Is student exempt from the withdrawal limit? | student_master.exclude_from_drop_limit | Student Information Details page, General Information tab, Withdrawal Limit Counts section | Exclude from Withdrawal Limit | If selected, then withdrawal limit won't block withdrawal. |
Is course exempt from the withdrawal limit? | section_master.exclude_from_drop_limit | Manage Course Details page, Course Demographics tab, Course Exemptions section | Course Exempt from Withdrawal Limit | If selected, then withdrawal limit won't block withdrawal. |
Issue | J1 Web Page | Field | Impact |
|---|---|---|---|
Is the Last Withdraw Passing Date in use? | Registration Limits page, Last Withdraw Passing Date section | Use Last Withdraw Passing Date | A withdrawn-failing grade may be required, or the withdrawal may be blocked. |
Which date is Last Withdraw Passing Date compared to? | Registration Limits page, Last Withdraw Passing Date section | Compare which date to the Last Withdraw Passing Date?
| A withdrawn-failing grade may be required, or the withdrawal may be blocked. |
What happens after the Last Withdraw Passing Date? | Registration Limits page, Last Withdraw Passing Date section | What happens with withdrawals after the Last Withdraw Passing Date?
| A withdrawn-failing grade may be required, or the withdrawal may be blocked. |
Issue | J1 Web Page | Field | Impact |
|---|---|---|---|
Is a withdrawal reason required? | Registration Limits page, Last Withdraw Passing Date section | Require a withdrawal reason for withdrawal grades
| If 'Always' is selected, then a reason is required before the withdrawal can be processed. |
Students can withdraw themselves only by using the Student Registration feature in the Campus Portal. (They can't withdraw using the Course Schedules feature or any other feature in the Campus Portal.)
These factors affect only students withdrawing themselves:
Setup for the Student Registration feature on the Campus Portal
Holds
Self-withdrawal settings for the term and subterm
Withdrawal period
Check the setup in J1 Web and in the Campus Portal to make sure it's ready for students to use the Student Registration feature in the Campus Portal. See the CRM Students Administration and Setup Guide for details.
Issue | J1 Web Page | Field | Impact |
|---|---|---|---|
Is the Student Registration feature for the Campus Portal turned on? | Registration Settings, Student Registration Feature section | Student Registration Feature | Makes Student Registration feature available in Campus Portal to replace the old Course Schedules feature. |
Is the Withdrawal Grade set for the Campus Portal Student Registration feature? | Registration Settings, Campus Portal Student Course Withdrawal section | Withdrawal Grade | If no withdrawal grade is set, the withdrawal feature won't appear for students. |
Is the Student Registration feature available to students in the Campus Portal? | See the CRM Student Administrative Guide on MyJenzabar.com. | n/a | This feature must replace the Course Schedules feature in order for students to withdraw themselves. |
Holds can block students from withdrawing themselves.
Issue | Database Column | J1 Web Page | Field | Impact |
|---|---|---|---|---|
Does the student have holds? | hold_tran. hold_desc | Student summary page | Holds block | Shows a student's holds |
Are any of the student's holds set to block students from withdrawing themselves? | holds_def. prevent_web_withdrawal | Holds Definitions page, Codes view | Prevent Web Withdrawal | Shows whether the hold blocks students who have the hold from withdrawing themselves |
There are three levels of permission for students self-withdrawing. They're applied to all students in a term or subterm.
Issue | Database Column | Platform | Page | Field | Impact |
|---|---|---|---|---|---|
Can students withdraw themselves from sections this term? | tw_time_ctrl. studentwithdrawal optiondefinitionappid | J1 Web | Year / Term Control for Registration Control Groups | Campus Portal Withdrawal Options | The options:
|
Can students withdraw themselves from sections this subterm? | tw_time_subterm_ctrl. studentwithdrawal optiondefinitionappid | J1 Web | Subterm Control for Registration Control Groups | Campus Portal Withdrawal Options | The options:
|
After the withdrawal, will the student have sections remaining in the term or subterm? | n/a | Campus Portal | Student Registration, planning calendar | If the withdrawal leaves the student without courses on the schedule, but withdrawal from all courses is not permitted, then this blocks the student's self withdrawal. |
Withdrawal is limited to a period of time. In fact, the student's registration group, the term or subterm, and the section may all have withdrawal periods. The system checks in the sequence in the following table.
Issue | Database Column | J1 Web Page | Field | Impact |
|---|---|---|---|---|
Does this term have a census date? | year_term_table. census_dte | Year / Term / Subterm page, Year / Term / Subterm view | Census Date and Time | If the Census Date is blank, then the Last Campus Portal Withdrawal date (here and in the Year / Term Control for Registration Control Groups view) is automatically blank, too, and student self-withdrawal is blocked. |
Is the term's withdrawal period open for student's registration control group? | tw_time_ctrl. student_withdrawal_ end_date | Year / Term Subterm page, Year / Term Control for Registration Control Groups view | Last Campus Portal Withdrawal | If the date is in the past, then self-withdrawal is blocked. |
Does this subterm have a census date? | yr_term_subtrm_table. subtrm_census_dte | Year / Term / Subterm page, Year / Term / Subterm view | Census Date | If the Census Date is blank, then the Last Campus Portal Withdrawal date (here and in the Year/Term Control for Web Registration Groups view) is automatically blank, too, and student self-withdrawal is blocked. |
Is the subterm's withdrawal period open for student's web registration group? | tw_time_subterm_ctrl. student_withdrawal_ end_date | Year / Term / Subterm page, Subterm Control for Registration Control Groups view | Last Campus Portal Withdrawal | If the date is in the past, then self-withdrawal is blocked. |
Is withdrawal period open for this term? | year_term_table. student_withdrawal_ end_date | Year / Term / Subterm page, Year / Term / Subterm view | Last Campus Portal Withdrawal | If the date is in the past, then self-withdrawal is blocked. |
Is withdrawal period open for this subterm? | yr_trm_sbtrm_table. student_withdrawal_ end_date | Year / Term / Subterm page, Year / Term / Subterm view | Last Campus Portal Withdrawal | If the date is in the past, then self-withdrawal is blocked. |
Does this course section have a census date? | section_master. census_dte | Manage Section Details, Schedule tab | Census Date and Time | If the Census Date is blank, then the Last Student Withdrawal Date is automatically blank, too, and student self-withdrawal is blocked. |
Is withdrawal period open for this course section? | section_master. student_withdrawal end_date | Manage Section Details, Schedule tab | Last Student Withdrawal Date | If the date is in the past, or if there is no date, then student self-withdrawal is blocked. |
Conclusion
There are many factors that can affect withdrawal, but you don't need to memorize these charts. Just use them as a reference for troubleshooting if you're not getting expected results. Usually a quick change on Registration Configuration, Year Term Subterm, or the Courses window will fix the problem.