Withdrawing a Student from the School

Overview

When a new student decides to not to come to your school, or a returning student decides to leave the school, they must be withdrawn. This article covers how to withdraw a student in different situations.

Withdrawing an Applicant

If an applicant declines the offer of admission before beginning the enrollment process, decide whether to remove them from the application or enrollment phase:

Application Phase: The applicant declined the offer of admission: 

  1. Mark the “Enrollment Decision” field on their application as “Declined Offer.”

This indicates that the student declined the admission offer and never started the enrollment process.

Enrollment Phase: The applicant accepted admission and then declined to enroll: 

  1. Check the “Declined Offer” enrollment checklist item for the appropriate school year.
  2. Do not type an exit date because they never actually attended the school.

This student will have an enrollment status of “EN: Declined Offer,” indicating they withdrew at some point during the enrollment process before the first day of school.

Withdrawing a New/Future Student

If a student is going to be new to your school in the fall, has accepted the offer of admission, and then decides not to come before the first day of school, count them as an applicant who withdrew during the enrollment process.

  1. Check the “Declined Offer” enrollment checklist item for the appropriate school year.
  2. Do not type an exit date because they never actually attended the school.

This student will have an enrollment status of “EN: Declined Offer,” indicating they withdrew at some point during the enrollment process before the first day of school. Should the student have their role changed to Student during this process, their person role must be manually changed from Student  to Former Applicant.

Withdrawing a Returning Student in the Summer

A current who planned to return in the fall but decide to withdraw need to be withdrawn and marked as former students.

  1. Check the “Not Re-Enrolling” checklist item on their Enrollment Checklist tab for the appropriate school year.
  2. Assign an exit date of the last day of school for the school year that just ended.

This student will have an enrollment status of “Re: Not Re-enrolling” and will be assigned automatically the role of “Former Student.” Their enrollment history records will indicate that they were enrolled this last year for the full year, but then withdrew before the next school year began.

Please Note: Any students who had the “Not Re-Enrolling” checklist item checked during the enrollment process will automatically be given an exit date and made a Former Student when the Close School Year procedure is run.

Withdrawing a Student Midyear

A current student who leaves midyear will need to be withdrawn and marked as a former student.

  1. Enter an exit date on the student’s Enrollment Checklist or Enrollment History tab. A future date can be entered and the student will not be withdrawn from school until after this date.

The system will automatically withdraw the student when the exit date passes and will assign them the “Former Student” role. A withdrawn student will get an enrollment status of “Withdrawn” or “Withdrawing,” depending on whether their exit day is in the future or has already passed. When the exit day passes, the student will automatically become a “Former Student” and their enrollment history record for the year will indicate the length of time they attended your school.

The former student continues to have a Student detail screen by default until the end of the current school. This allows staff and faculty to easily access the former student’s academics and behaviors/comments for the remainder of the year in case these need to be referenced or updated.

Please Note: The student will disappear from teachers’ gradebook and attendance 10 days after the withdrawal date in order to give the teacher time to mark and enter grades for any outstanding work. Since the course remains on the student’s report card, they are not removed from the Grades and Comments section.

Withdrawing a Student Within the First Few Days of School

A student who withdraws very early in the year can be counted as a midyear withdrawal or as a student who decided not to come before the beginning of the year. The decision is up to the school.

  • To acknowledge that the student attended the school, even for a few days, treat them as a midyear withdrawal.
    1. Enter an Exit Date on the student’s Enrollment Checklist or Enrollment History tab. See “Withdrawing a Student Midyear” above for further explanation.
  • To count the student as never having attended, withdraw them as a new/future/returning student.
    1. Check the “Declined Offer” enrollment checklist item for the appropriate school year.
    2. If the student is brand new, do not enter an exit date. If the student is returning, assign an exit date of the last date of the previous school year.
    3. Remove any Enrollment History records for the student in the current year. To do this, navigate to the Enrollment History tab for the student and delete any records for the appropriate school year.

Please Note: If the student withdraws before the start of the school year and they already have class enrollment records for that upcoming school year, the overnight process will remove the class enrollment records for the student. The system will not remove these records if they have any class assignment records that have been graded and/or if they have a class grade records with either a posted grade, grade status and/or a proficiency level.

Removal of Student User Accounts

Veracross automatically removes student user accounts during the nightly scripts only if they do not have any security roles. The exception to this rule is that their account will not be removed, even if they have no security roles, if they have one of the following person roles:

  • Student
  • Future Student
  • Program Student
  • Future Program Student

To remove a student’s user account manually, navigate to their person detail screen and run the “Remove VC User Account” procedure from the Action menu.

Indicating a Withdrawn Student’s New School

The school to which a student goes can be tracked as an organization on the former student’s Organizations tab. It is recommended to set the relationship to “Current School.”