9.2 Processing Term Withdrawals

Purpose: Use this document as a reference for how to process withdrawals in ctcLink.

Audience: Registration staff

Use the QCS_SR_WITHDRAWN query to identify students who have dropped all courses for the term.

Term Withdrawal functionality simplifies completely withdrawing students after the 10th day of a term.

  1. The term withdraw function updates FA Term to indicate when a student is no longer attending.
  2. The function is also integrated into NSC reporting. If you do not term withdraw students, you will receive errors on your NSC report.
  3. Students who have dropped some but not all their classes within a term are not included.

Processing Term Withdrawals

Navigation:  NavBar > Navigator > Records and Enrollment > Student Term Information > Term History

OEE enrollments must be dropped using Quick Enroll or Enrollment Request prior to processing a Term Withdrawal. Users will get an error on the Term Withdrawal processing page if students are still enrolled in OEE courses.

  1. The Term History search page displays.
  2. Enter Search Criteria to identify your student.
  3. Select Search.
Term History search page
  1. The Term Statistics tab displays.
  2. Select the Term Withdrawal tab.
Term Statistics tab
  1. The Term Withdrawal page displays.  Use it to process student withdrawals for all sessions within an entire term.
  2. Select Withdrawal/Cancel = "Withdrew".
  3. Select the appropriate Withdrawal/Cancel Reason.
    • The Withdrawal/Cancel Reason is determined by the Adjust Reason selected as the Set Default on the Adjustment Calendar (Student Financials). 
Term History page displays

Withdrawal\Cancel Reasons are set up independently from the Action Reason codes on a Drop Enrollment Action reasons set up for refunds on Quick Enroll or Enrollment Request.  

Please work with your Student Financials Office on which Withdrawal\Cancel Reason codes to use for your student scenarios. Follow your college's local business process.

A Term Withdrawal will override refund percentages if they differ from the standard calendar refund period.

Suppose an individual course must be dropped with a different adjustment amount. In that case, users will need to process the drop on the Enrollment Request page using a backdate of the action date to fall within the adjustment period.

  1. Enter Withdrawal/Cancel Date.
  2. Enter Last Date of Attendance.
  3. Select Post Term Withdrawal.

If processing a Term Withdrawal after grades have been posted to a student's term, a warning message will display.  Sometimes this is accurate as a student has already been dropped from the courses individually and the student has "W" grades.  When this warning message displays, it is recommended to check the student's record to verify that all grades are a "W" as a Term Withdrawal should not be used if the student has non "W" grades.

Withdrawal Cancel Reason is determined by the Adjust Reason on the Academic Calendar.

Last Date of Attendance will populate to Student Consolidated Statistics which is used for NSC enrollment reporting.

Messages you may get when posting a Term Withdrawal:

* You must set up the Acad Calendar Term Table for Institution: WA171, Career: UGRD, Calendar: AQTR, Term: 2201 (14630,37)

-This message means that you have not completed the required configurations for Term Withdrawal

* Warning -- date out of range. (15, 9)

-This message is a warning to verify the dates entered.  Verify the dates used and re- click the post button.  It will not prevent the term withdrawal from completing.

  1. Select the Success or Error link to view messages associated with the posting of the term withdrawal.
Once you Post the Term Withdrawal, the status will read Success
  1. The Term Withdrawal Run Status page displays.  Use it to view the status and process messages for enrollment requests generated by the withdrawal and cancellation process so that you can determine the changes that you must make to a request or a student’s records to successfully post a request. You can also use this page as a record for all withdrawal and cancellation requests submitted through the Term History component.
Select the link 13. Use it to view the status and process messages for enrollment requests generated by the withdrawal and cancellation process

Note: To allow a student to re-enroll after withdrawal or cancellation, refer to the steps outlined in the Making a Student Eligible for Enrollment After Enrollment Cancellation QRG.

  1. Process complete.

Check out the 9.2 Term Withdraw video for more information.

To access the most up-to-date query information, visit dataservicesmetalink.sbctc.edu.


Isabel Evans

The link to Making a Student Eligible for Enrollment After Enrollment Cancellation listed at the end of this QRG does not work.

Tanjagay Martin

Thank you, Isabel! The link has been updated.

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