Online Withdrawal Requests

-Student has Withdrawn Online -

What Do Dept Do Now?

Updating Student Records

Now that the student has completed the online withdrawal, you will receive an email in your departments’ designated email address with a URL link that takes you directly to the student’s record within the Withdrawal Administration page.

Finding the Student

You can find the student in two ways:

1) Use the link within the email you receive (this email is automatically generated when the student submits the withdrawal form) You will need to enter the password as per the next slide

2) Locate the student manually using the following method

GO TO www.registry.port.ac.uk/withdrawals_admin

Insert the password: statusupdate

click on the ‘Login’ button.

Ensure the screen says‘For Departments’ here.

If it doesn’t, this link will say ‘Faculty login’. Click on the link.

1 – Choose the Department 2 - Choose the course the student is studying 3 - Choose the student’s first name 4 - Choose the student’s surname 5 - Choose the student’s ID number

Irrelevant of which method you used to enter, the student’s record will appear below the search criteria. Click on the pencil icon to edit the record.

The first tab will show the student’s details.

The second tab will show the student’s course details.

The third tab shows the withdrawal details submitted by the student

You can also click on the ‘View Student Submitted Withdraw Request’ link to see the form the student has completed.

The following screen will then appear

The third tab shows the withdrawal details submitted by the student

If the ‘Date of last attendance’ is more than 2 weeks prior to the ‘Date of notification’, please enter the reason why. You can paste in extracts of emails. Without a valid reason, we will not backdate more than 2 weeks.

Please note: the ‘Date of Last Attendance’ must match the ‘End Date’ and ‘Exit Date’ fields in Student Records.

You will then need to tick the ‘Confirm updated SR’ tick box once you have updated Student Records:

You can then either approve or reject the withdrawal:

To Reject the request – If you’ve made a mistake, complete the ‘withdrawal reject reason’ and enter your email address in the ‘Reject email address’ field. An email will be sent to the student to inform them you have rejected the withdrawal and they must contact the department. You will then need to contact cosforms so we can remove the reject before they can complete the form again.

To Approve the request – enter your email address in the ‘Approval email address’ field. An email will be sent to Academic Registry to tell us. An email will be sent to the student to inform them you have accepted the withdrawal.

The fourth tab shows any refund details submitted by the student.

The fifth tab is for you to enter any amendments to the students fees if applicable.

To initiate a change of fee following the withdrawal, use ‘Other reason’ from the drop down list. Please provide the amended fee amount, the date, your email address and the reason why the fee is being changed. Tick the box if it is for just 1 semester.

You still need to enter a ‘non-standard fee’ student note in Student Records.

To view the withdrawal and any tuition fee amendment details and to save a copy for your files, click on the ‘View PDF’ button.

Example of Withdrawal WFv3 and Tuition Fee Amendment FFv3 Form