If you have a student who has been dropped and later returns to retake classes, you’ll need to treat them either as a re-entry or a re-enroll student.
- Re-entry: A student who has been dropped and returns to retake courses within 180 days from the drop date.
- Re-enroll: A student who has been dropped and returns to retake courses after more than 180 days have passed from the drop date. These students will reenroll with transfer hours (if applicable).
It’s important to distinguish between the two types of returning students because there are some differences to the process of getting them back into class.
If you need to re-enroll a dropped student instead, check out: Re-enrolling a dropped student.
Note: A dropped or withdrawn student’s profile will appear in red and you will see the note “Withdrawn” after the student’s program.
Re-entry process
If your student has been gone for fewer than 180 days, we'll process them as a re-entry. We’ll walk through each step in the process in more detail below. We'll do the following steps:
- Edit the student's class registration
- Edit the student's program registration status
- Add the date of re-entry
- Adjust fees and refunded amounts
Step-by-step instructions
1. Edit the student's class registration
To process a re-entry, you’ll start by going to the student’s record.
Under the student’s profile photo, click on the name of the program the student is re-entering to open the student’s registration record for this program.
Click on the name of the class under the “Classes” section, then click the “Edit” button.
On the popup window, change the status category to “Regular” and set “Final Grade Received” to “No”. The enrollment date reflects the student’s original enrollment date and can be left as-is.
If the student has a flexible schedule, you’ll need to add it using the “Add” button; otherwise, you can skip this option. If you are adding the flexible schedule, you’ll need to set a start date (or a new start date if they had a previous flexible schedule) and an end date as well as specifying which schedule they will be on.
Push the “Update” button to save your progress.
2. Edit the student's program registration status
Next, you’ll need to update the program registration status on the student’s registration record.
Scroll down to the field called “Registration Status” and click it to open a list of options. If the student is starting right away, you can change the status to “Active”; if they will be starting again at a future date, you can change it to “Pending - Enrolled”.
We’ll need to remove the date of withdrawal as the student will be active again. Delete the information in the fields called “Grad./Withdraw Date” and “Date of Determination”(see graphic below).
- Grad./Withdrawal date: The last date of attendance for the student
- Date of determination: The date the withdrawal was processed
3. Add the date of re-entry
Finally, we’ll add the date of re-entry. On the right hand side of the screen, you’ll see a box called “Re-Entry”. Click the “Add” button.
In the window that pops up, add the appropriate drop date (LDA) and reentry date for the student by clicking on the calendar icon next to the field, then click the “Add” button.
Finally, back on the Registration Record window, scroll down to the bottom and click the “Save” button.
The last step is to make any needed adjustments to the student’s tuition and fees.
4. Adjust fees and refunded amounts
If your student already paid some of their fees during their initial enrollment period, you may need to adjust their fees to account for what they have already paid, or adjust out any amounts you may have refunded to them when they dropped or withdrew.
To do so, go to the “Payment & Invoice” section of the menu on the right-hand side of the student record.
If you scroll down the invoice, you’ll get to the “Adjustments” section where you may want to make further adjustments to individual fees and charges depending on the student’s situation.
For example, if the student has already paid some fees, like a fee for a Chromebook, and they don’t need to buy the Chromebook again (since they already have it), you’ll want to adjust out the fee for that.
You can do this by opening the adjustments field by clicking on the “+” next to the Adjustments header.
Next, find the fee you want to adjust out, then do the following:
- Enter the amount you want to exclude/adjust out in the “Adjustments” box.
- Fill out a reason for the adjustment in the “Notes” field.
- Put in a date for the adjustment to take effect in the “Adjustment Dates” field.
- Click the “Save Adjustments” button to save the adjustment.
If the student previously received a refund at the time of withdrawal, you may need to instead remove any prior adjustments made. You can do this in the same way, but this time, remove the appropriate amount of money from the adjustment amount (or change the adjustment to “0”) from the “Adjustments” box to add the fees owed back to the student’s overall invoice, then click “Save Adjustments” to save the change.
If the student has a withdrawal or re-enroll fee that will need to be charged, you’ll enter this under the “Fees & Charges” section of the invoice. Click on the “Add fee/charge” button.
Then, in the pop-up window, use the dropdown menu to find the right fee.
Finally, click on “Add Fee/Charge” in the pop-up window to charge the fee.
If you need help understanding how to create or add a new fee, you can check out this article: Setting up tuition and fees.
Your student should now be ready to go.