Overview
Student withdrawal data is an important part of the students record. Not only is it used to determine a students enrollment history but it is used in state reporting and school grade calculation. In this article we will discuss how to correctly update student withdrawal information.
When to Enter a Withdrawal Code
A withdrawal is official when one or more of the following occurs:
- A parent or legal guardian notifies the school that the child is permanently leaving the school to enroll in another school or in home education.
- A request for the student's school record is received from a public or private school, in- or out-of-state, in which the student is enrolled or plans to enroll.
- The student has been transferred within the school or district by school officials.
- The student has been promoted or graduated.
- A student drops out.
If a student withdraws from school prior to the end of the school year, enter the withdrawal code and date as follows:
- If a student withdraws from school on a day the student is in attendance, the appropriate withdrawal code must be recorded on the last day of attendance.
- If a student is withdrawn while absent, record the withdrawal code on the day the student was officially withdrawn from school.
At the end of the school year, appropriate withdrawal codes must be recorded on the last day of school for all students who are enrolled on the last day of the regular 180 day school year. On the last day of summer school, the appropriate withdrawal code must also be assigned to all students who are enrolled on the last day of summer school.
For those students for whom requests for records are received over the summer, withdrawals should be entered on the last day of the school year or summer school, whichever is appropriate.
How to Enter a Withdrawal Code
- Search for the student you need to withdraw using the Find a Student on the Portal screen or using Students > Student Info
- Click on Enrollment
- If the student has multiple records, locate the record for the school year you need to update.
- Enter the appropriate withdrawal date and code in the Drop Date and Drop Code columns.
The state defines all withdrawal codes and updates them each year. For a list of PK-12 withdrawal codes click HERE then navigate to the current Student Information System link > Appendix A.
- After the changes are made to the enrollment line, click Save.
Once the student is withdrawn they are no longer active and will only appear in a student list if the checkbox "Include Inactive Students" is checked on the student search screen.