Withdrawing Students

Entering Withdrawal information for a student who is no longer enrolled in your Entity enables you to indicate if a student transfers to another entity or organization, is promoted to another entity, graduated from your entity, or is dropping out. As you complete the withdrawal information for the enrollment record, you can also drop the student from any current classes, or you may delete the student's class records if no grades or attendance records are present. If the student also has a future enrollment record, you can choose to delete that record.
You would also enter withdrawal information for an enrollment record if a student changes Calendar, Student Type, Percent Enrolled, or is advanced or retained in a grade level at midyear. However, these occurrences are considered status changes because you want to create a new enrollment record in the same process.

Scroll past the video to access the step-by-step instructions.

You may see fields in the following media that do not apply to your state. Please reference the written documentation for guidance on fields applicable to your state.

Before you begin

  • Withdrawal codes must be set up.

Audio Transcript

To begin, we’ll navigate to the Student Profile within the Student module. After ensuring that we’re in the correct student’s profile, we’ll select the Student Enrollment sub-tab under the Enrollment tab group. Let’s select the drop-down icon next to the entry withdrawal record we want to withdraw this student from. We’ll choose Withdraw from the Record Options. All the information under the Entry heading defaults and cannot be modified. Let’s scroll down to view more fields. Under the Withdrawal heading, we’ll enter this student’s end date for when they will be withdrawn. We can then enter a Withdrawal Code to provide a reason as to why they are being withdrawn. The Withdrawal Comment field can be used to add any additional comments if necessary. For the Promotion Status field, we can select Promote, Retain, or Advance. For our purposes, we’ll leave it as is. We can check the box for End Student Activity Transactions since we want to remove this student from any current activities they are participating in. The Retain Student Transportation Records box and the Retain Intervention Plan Records box could be checked if we’d like to retain this student’s bussing information as well as retain any intervention plans. For our purposes, we’ll leave these unchecked. We can leave the remaining fields as is and click Next. Under the Withdrawal Details heading, we can see that the Student Section End Date defaults based on the withdrawal date we previously entered. We can enter an early exit reason into the corresponding field if we’d like. We can select whether or not we’d like to delete student sections without grades, fees, and attendance if we’d like any sections to be deleted that do not have any grades, attendance, or fees associated with them. The Delete Student Lockers and Unassign Student Locks boxes can be checked if we want to delete and unassign student locks for this student. The Delete Future Enrollment only displays when the student has an enrollment record for a future school year. Since our student will remain enrolled next year we can uncheck this field. Within the Requested By field, we can enter-in who is requesting for the student to be withdrawn if this information is known. Below the Affected Records heading, we can see all the information that is going to be updated for the student once we withdraw them. Let’s Save. Back on the student's Entry Withdrawal screen, we can see that the student has been withdrawn. Now that you know how to withdraw students, you can be sure that you can keep your records updated whenever a student no longer attends your entity.

To begin, we’ll navigate to the Student Profile within the Student module. After ensuring that we’re in the correct student’s profile, we’ll select the Student Enrollment sub-tab under the Enrollment tab group. Let’s select the drop-down icon next to the entry withdrawal record we want to withdraw this student from. We’ll choose Withdraw from the Record Options. All the information under the Entry heading defaults and cannot be modified. Let’s scroll down to view more fields. Under the Withdrawal heading, we’ll enter this student’s end date for when they will be withdrawn. We can then enter a Withdrawal Code to provide a reason as to why they are being withdrawn. The Withdrawal Comment field can be used to add any additional comments if necessary. For the Promotion Status field, we can select Promote, Retain, or Advance. For our purposes, we’ll leave it as is. We can check the box for End Student Activity Transactions since we want to remove this student from any current activities they are participating in. The Retain Student Transportation Records box and the Retain Intervention Plan Records box could be checked if we’d like to retain this student’s bussing information as well as retain any intervention plans. For our purposes, we’ll leave these unchecked. We can leave the remaining fields as is and click Next. Under the Withdrawal Details heading, we can see that the Student Section End Date defaults based on the withdrawal date we previously entered. We can enter an early exit reason into the corresponding field if we’d like. We can select whether or not we’d like to delete student sections without grades, fees, and attendance if we’d like any sections to be deleted that do not have any grades, attendance, or fees associated with them. The Delete Student Lockers and Unassign Student Locks boxes can be checked if we want to delete and unassign student locks for this student. The Delete Future Enrollment only displays when the student has an enrollment record for a future school year. Since our student will remain enrolled next year we can uncheck this field. Within the Requested By field, we can enter-in who is requesting for the student to be withdrawn if this information is known. Below the Affected Records heading, we can see all the information that is going to be updated for the student once we withdraw them. Let’s Save. Back on the student's Entry Withdrawal screen, we can see that the student has been withdrawn. Now that you know how to withdraw students, you can be sure that you can keep your records updated whenever a student no longer attends your entity.



  1. Select Menu > Administrative Access > Student.
  2. Select Student Profile under Features.

    You see the Student Profile for the first student listed alphabetically in the entity or for the last student whose profile you had open.

  3. Verify you are in the correct Entity and school year by checking the information at the top left of the screen.
  4. Begin entering the student's name in the Student search field near the top left of the screen.

    Students with similar names appear in a drop-down list. If necessary, continue entering more of the student's name until it appears in the list.

  5. Select the student from the drop-down list.

    You see the Student Profile for the student you selected.

  6. Select the Enrollment tab group at the left of the screen.
  7. Select the Student Enrollment sub-tab.

    You see existing entry withdrawal records for the student for the entity you are working in.

  8. Click the drop-down icon to the left of the student's current entry withdrawal record.

    You see the Record Options drop-down menu.

  9. Select Withdraw from the menu.

    You see the Withdrawal screen, which displays detailed information for the selected entry withdrawal record. The entry fields default based on the information entered on the student's entry withdrawal record and cannot be modified. If you need to make any changes to this information, you must open the entry withdrawal record and make the updates there.

  10. Complete the appropriate fields.

    Required fields are identified with an asterisk. You must complete required fields before you can save your work.

    1. Under the Withdrawal heading, enter the End Date of the student's enrollment or click the Calendar 31 icon to choose a date using the calendar.
    2. Verify the Withdrawal Date is correct.

      The Withdrawal Date populates with the date entered in the End Date field and cannot be changed.

    3. Enter a Withdrawal Code or click the Down Arrow icon to choose from the drop-down list.
    4. Enter a Withdrawal Comment if appropriate.
    5. Choose a Promotion Status from the drop-down list if the withdrawal affects the student's Grad Year.

      This field only displays if you are withdrawing the student from their default entity. The box for Default Entity being checked under the Entry heading indicates this is a default entity.

    6. Check the box for End Student Activity Transactions if you wish to create a participation end date for any activities the student is enrolled in.
    7. Check the box for Retain Student Transportation Records if appropriate.
    8. Check the box for Retain Intervention Plan Records if appropriate.

      This box may default to checked if the box for Default Retain Intervention Plan Records is checked within the District Year Configuration of the Enrollment module.

    9. Optional: Under the Federal Reporting heading, verify the box for Report To CRDC is checked or unchecked.

      This box defaults and cannot be modified.

    10. Click Next near the top left of the screen.

      You see fields that enable you to indicate which items attached to the student should end with the withdrawal record. Under the Affected Records heading, you see additional records that will be affected, such as the classes in which the student is currently enrolled, future attendance that will be dropped, and any locker information. Any classes the student has grades in will be dropped and cannot be deleted. If the student is re-enrolled, any valid attendance records will automatically be restored.

    11. Under the Withdrawal Details heading, verify the Student Section End Date or enter the correct date if necessary.

      This indicates the date the student will be dropped or deleted from existing classes. This field defaults to the end date specified on the previous screen, but can be modified if necessary.

    12. Enter the Early Exit Reason or click the Down Arrow icon to choose from the drop-down list, if appropriate.
      This indicates why the student did not complete a Course or courses.
    13. Check the box for "Delete Student Section Without Grades, Attendance, or Fees" if appropriate.
      Checking this box indicates any Sections for which the student has no grades, attendance, or fees will be deleted.

      You can click the Information icon to the right of this field if you wish to view additional information.

    14. Check the box for Delete Student Lockers if appropriate.

      Checking this box indicates the student will be removed from any lockers they are assigned to.

    15. Check the box for Unassign Student Locks if appropriate.

      Checking this box indicates the student will be removed from any external locks they are assigned to.

    16. Verify the box for Delete Future Enrollment is checked.

      This field only displays when the student has an enrollment record for a future school year.

      If a student is withdrawing from the current year, the student is not likely to return the next year. You would only uncheck this box if the student should remain enrolled in the future year.

    17. Enter whom this action was Requested By or click the Down Arrow icon to choose a name from the drop-down list, if appropriate.
  11. Click Save near the top left of the screen to save your work.

    You return to the Student Enrollment sub-tab of the Student Profile.

    The system ends the student's enrollment record, which is effective on the date you specified. The student's classes are dropped or deleted based on whether grades and attendance records are present. The student will be inactive in the entity once the withdrawal date passes.

Result(s)

You have successfully withdrawn a student.