Student Records Term Withdrawal and Cancellation Process

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1 Overview This document describes the two types of term withdrawals which includes cancellation (does not keep a transcript record of the drops and refunds at 100% credit for the term) and withdrawal (keeping a transcript record of the drops for the term and uses the standard fee calendar). Steps Term Cancellation Examples of Student Cancellation: 1. Students request that the Registrar cancel their enrollment prior to or on the census/100% deadline date. 2. Students need to be individually cancelled due to non-payment anytime during the term before or after. 3. Student is being cancelled by their program due to academic dismissal. 4. The student will show dropped in self service and on the Enrollment page. They will also have a student-car-term of cancelled and nothing pulls to the transcript for the term. MOST IMPORTANTLY THE STUDENT RECEIVES 100% credit. The fees are removed for the term. Also, the Enrollment page shows the Status as Dropped and the Reason as Term Cancellation. 1. Navigate to: Records and Enrollment > Student Term Information > Term History. 2. Enter the student s ID. 3. Click. PeopleSoft Student Training & Support 2011 Indiana University Page: 1

2 4. Click on the Term Withdrawal tab. 5. Click the drop down box next to Withdrawal\Cancel. 6. Select Cancelled. 7. Click on the drop down box next to Withdrawal\Cancel Reason. PeopleSoft Student Training & Support 2011 Indiana University Page: 2

3 8. Select the reason for the total cancellation (failure to add a Withdrawal\Cancel Reason will result in a tuition calc error): Academic Cancellation: Should be used for students who are being cancelled by their program. Medical: If your campus cancels total enrollments for medical reasons and refunds at 100% and doesn t record the enrollment on the transcript then this can be used. Non-Payment: Individual cancellations of enrollment (washout). Retroactive: If the student should not have been enrolled at all for the term and you want to remove the enrollment and fees. Student Cancellation: Students who request the registrar to cancel their enrollment for the term instead of going into self service and processing it for themselves. Student Withdrawal: Should not be used with Cancelled. It should only be used with Withdrew. The Withdrawal\Cancel Date and Last Date of Attendance will default in as the system date. When you select CANCELLED, it will always remove the fees and the enrollment from the student s record no matter what date appears. 9. Click on the Post Term Withdrawal bar and the transaction is processed. 10. Click. 11. After completing the transaction, the following will be reflected in SIS: The cancelled term will not be reflected on the student s transcript and a removal (credit) of 100% of fees will be posted to the student s account. The student car term record will post a term cancellation. PeopleSoft Student Training & Support 2011 Indiana University Page: 3

4 The Enrollment page will show class dropped and term cancellation. In Self-Service each course will show as dropped. WARNING: If A student wants to re-enroll after the Cancellation has been done, then the Registrar has to remove the cancellation prior to reenrollment. The student s fee adjustment if any will run against the standard fee calendar. Term Withdrawal This procedure should be used if the student completely withdraws from the term. This should always be after census/100% refund date, when withdraw with penalty or greater penalty is in effect. The student s record will show the withdrawals with penalty and greater penalty (depends on the Academic calendar). The withdrawal date will run against the standard fee assessment calendar. The withdrawal date will show on the transcript. 1. Navigate to: Records and Enrollment > Student Term Information > Term History. 2. Enter the student s ID. 3. Click. PeopleSoft Student Training & Support 2011 Indiana University Page: 4

5 4. Click on the Term Withdrawal tab. 5. Click on the drop/down box next to Withdrawal\Cancel. 6. Select Withdrew. 7. Click on the drop down box next to Withdrawal\Cancel Reason (failure to add a Withdrawal\Cancel Reason will result in a tuition calc error). 8. Select Student Withdrawal. NOTE: Selecting Withdrew obeys the standard fee assessment calendar and will withdraw the student from all classes including non standard and special session courses for the term. SIS will record the withdraw with penalty or greater penalty grades based on the academic calendar. The Withdrawal\Cancel Date and Last Date of Attendance defaults in as the system date. To override this date, update the Withdrawal/Cancel Date and Last Date of Attendance fields. This date will appear on the student s transcript after the withdrawal is processed. PeopleSoft Student Training & Support 2011 Indiana University Page: 5

6 9. Click on the Post Term Withdrawal bar and the transaction is processed. The student is completely withdrawn for the term with the withdraw penalty grades. 10. Click. WARNING: If a student needs to reenroll then the Registrar will have to remove the withdrawal prior to reenrollment. Removing a Term Withdrawal or Cancellation: 1. Navigate back to the Term Withdrawal page. 2. Take out the value of Cancelled or Withdrew in the Withdrawal\Cancel field. The rest of the fields on this page will automatically disappear. Save the page. 3. The Session Withdrawal page automatically updates when the Term Withdrawal page is updated, so you must go to the Session Withdrawal page and take out the value Cancelled or Withdrew in the Withdrawal\Cancel field. The rest of the fields on this page will automatically disappear. Save the page. 4. The student can now be re-enrolled. PeopleSoft Student Training & Support 2011 Indiana University Page: 6