Withdrawal Reason Definitions

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.

Overview

If your institution uses withdrawal reasons, you can use this page to create and manage them. When instructors enter a withdrawal grade for a student (in Desktop or Campus Portal), they may need to select a withdrawal reason.

See the settings for using withdrawal reasons in Desktop on the Registration Configuration window | Configuration Table tab.

Desktop Location

You can also manage these definitions in the Desktop, on the Withdrawal Reason Definitions window.

Database Location

Withdrawal Reason definitions are stored in the withdrawal_reason_def table.

Where Withdrawal Reason Definitions Are Used

Withdrawal Reasons, if used by your school, are entered along with the Withdrawal Grade. This can be done in the Grade Entry feature in Campus Portal, and in Desktop on the Withdraw Student from Term window. The withdrawal reasons are stored on Student Course History and may be viewed in Desktop on the Student Course Details window and the Withdrawn Courses window.

Permissions

The permission to manage Withdrawal Reason Definitions is in the Registration Module Manager and Registrar default roles, listed under Manage Definitions.

Fields

Field	Note
Code	Up to 10 characters. Required. Not editable for existing definitions. Must be unique.
Description	Up to 255 characters. Required.
Show in Campus Portal	Yes or No drop-down menu selection.
Active	Yes or No drop-down menu selection.

How To

View Withdrawal Reason Definitions

From the Registration Administration hub, click Hub options.
Click Manage Definitions, and select Withdrawal reason definitions.
Enter characters, words, or phrases in the Quick Filters to limit the list of definitions.
Click a heading to sort the list by that column.
If desired, select the order you want the list to be displayed using the Edit Order button.

Tip

You can also use the page search in the upper right corner of J1 Web. Just start typing the name of the definition page you want, and select it in the results.

Create Withdrawal Reason Definitions

Click the Create definitions button.
Enter a unique Code, required, up to 10 characters.
Enter a Description, required, up to 255 characters.
In the Show in Campus Portal field, select yes or no from the drop-down menu. This will determine if someone entering a withdrawal grade in the Grade Entry feature in the Campus Portal will be able to select this withdrawal reason.
Choose an option in the Active field. If you set the status as not active, this code will still be visible in the drop-down menus where it can be selected, but it will be marked as (Inactive).
Click either Save and create another or Create and close.

Edit Withdrawal Reason Definitions

Click the Edit icon on the row of a definition. The edit pop-up opens.
The Code cannot be edited once it has been created. The Description , Show in Campus Portal, and Active fields may be edited. Edit the available fields as needed. If you set the status as Inactive, this code will still be visible in the drop-down menus where it can be selected, but it will be marked as (Inactive).
Click the Update button.

Manage Drop-Down Display and Priority of Definition

The Edit Order options let you set the order of definitions in drop-down menus and how they are prioritized when used.

In the Edit Order window, change the order using either the Sort By and Order drop-down menus or the drag and drop option.
1. Sort By and Order:
  1. From the Sort By drop-down, select the column you want to sort by.
  2. From the Order drop-down menu, select Ascending or Descending.
2. Drag and drop:
  1. Hold your cursor over the arrow icon on the left side of the row until the cursor changes to a hand icon .
  2. Click and hold while you drag the definition to the new location.
  3. Release the mouse button.
Click Update.

After you click Update, your changes are saved in the following ways:

The definitions are listed in the saved order whenever they appear in drop-down menus (where a user selects from the list of definitions).
If the definitions are used in calculations or rules where priority matters, the definitions are now in your saved order of priority.
The definitions page is now sorted according to your changes.

Delete Withdrawal Reason Definitions

Select the checkbox next to each definition you want to delete.
Select Delete from the Options drop-down. The Delete Definitions? pop-up opens.
The Delete Definitions? pop-up lists the selected definitions in two categories:
- Ready to Delete: Definitions that can be deleted.
- Unable to Delete: Definitions that can't be deleted, either because they're in use or are protected by the system.
If you decide not to delete one or more of the definitions listed under Ready to Delete, click the Remove icon to remove them from the list.
When you're sure you want to delete all the rows listed under Ready to Delete, click Yes, delete.

Download Withdrawal Reason Definitions

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.