Overview

Students can unenroll or withdraw from a Course via the enrollment wizard. This article will cover how this can be done, it's implications, and how admin users can allow or prevent students from withdrawing/unenrolling.

Use cases

RIO University is offering a Program, where the enrollment to Courses is opened before the Term (semester) starts.

The Enrollment End Date (the last date students can enroll to a Course) is set after the Term has started.

This is to give students a chance to attend a few classes and decide whether they want to continue with a Course, or if they want to enroll to a different Course instead.

The census date is the date where the Student Fees (from enrolled Courses) are finalized and billed. It is set on the same date as the Enrollment End Date.

Unenrolling before the Census Date

A student has enrolled to the 'BUS104 Introduction to Management' Course, but after attending some classes, he does not feel like continuing it.

The student wishes to switch to a different Course instead.

The student can directly unenroll from a Course via the enrollment wizard. The student can click on the “Unenroll” button next to that Course they have enrolled to.

(See here if you are unable to find the unenroll button.)

This will automatically update the related Course Connection from 'Enrolled' to 'Withdrawn'.

A new Course Connection‍ and Course Connection Requirement will be cloned. These newly cloned records allow a student to re-enroll to the same Course again in the same or next Term‍.

• This is if the 'Auto Clone CC for Withdrawn' in the custom setting is true (checked).

The existing Course Connection will be kept for auditing purposes.

Since it is still before the census date, fees are (usually) not collected, meaning that no payment has been made yet.

The Fee Line is not locked yet, and it will be automatically deleted (see also: Locking/unlocking Student Fees‍).

If this behavior is not observed, ensure that the Term - Census Date is populated.

The student can then proceed to enroll to a different Course (as a replacement) via the enrollment wizard, since enrollment is still open (the Enrollment End Date has not past yet)

Unenrolling after the Census Date

A student has enrolled to the 'BUS104 Introduction to Management' Course, but after attending some classes, he does not feel like continuing it.

The student wishes to switch to a different Course instead.

The student proceeds to the enrollment wizard and clicks on the “Unenroll” button, next to that Course they have enrolled to.

This will automatically update the related Course Connection from 'Enrolled' to 'Withdrawal Requested'.

• Instead of 'Withdrawn', because the Census Date has past.

This is because this situation requires the admin's attention.

Since the finance team will usually start to bill the students after the Census Date, the student might have already made payments, thus, the admin will need to review this withdrawal request.

When the Census Date has past, the Fee Lines are automatically locked (except for Fee Method = Course), and they will not be automatically deleted.

• (See also: Locking/unlocking Student Fees‍.)

If the student has not made any payment yet, then, the admin can void the Fee Line.

If the student has already made a payment, then, the finance team will need to reimburse the student.

For record tracking purposes, the admin will need to manually unlock the Student Fee first, and then generate a refund.

• Exception being Student Fees using Fee Method = Course, which do not need unlocking.

Also, the admin will create a negative Payment of the same amount, to act as a record to 'cancel' out the payment the student has previously made.

Note that the refund and the negative payment are created just for recordkeeping and auditing purposes. The finance department will handle the actual reimbursement to the student,

The admin can proceed to manually update the Course Connection from 'Withdrawal Requested' to 'Withdrawn'.

Since the Enrollment End Date has passed (i.e. enrollment is closed), the student cannot enroll to a replacement Course via the enrollment wizard.

The student will have to manually request to enroll to a different Course, where the admin will help to enroll the student internally.

Unenrolling from Session Connections

A student has already attended some classes (Sessions) for a Course previously. The student is now withdrawing from that Course.

If the student has attended a Session, there will be an Attendance record‍ created in that Session Connection.

When a student unenrolls from the Course Connection (Enrollment Status = 'Withdrawn'), the related Session Connection will also have its Enrollment Status automatically updated to 'Withdrawn' as well.

Session Connections with student attendance will be kept even after the Course is the withdrawn. This is to keep the records for review, audit, etc.

If there is no attendance for a Session Connection, the Session Connection will be deleted instead, when the related Course is withdrawn. This is because there is no record of any the student's attendance, thus, it is not relevant to keep that Session Connection.

However, if the admin wishes to prevent the automatic deletion of the Session Connection and still keep it, the admin can disable the PECS_UnenrolmentProcess_TDTM‍ trigger handler. Find out more here.

When a new Course Connection is created (reattempt), enrolling in the same Session will create a new Session Connection.

Unenrolling from a cancelled Course Offering

A Course Offering might be cancelled, if there are insufficient students, or the faculty is unable to conduct it.

However, some students might have already enrolled to the Course Offering, before it was cancelled.

As of v3.11, the trigger CSOF_CancelOffering_TDTM‍ resolves this issue by cancelling all the Course Connections related to the cancelled Course Offering.

Once a Course Offering is cancelled, all the related Course Connections (enrolled, waitlisted, enrollment requested) will be withdrawn automatically.

Set up

'Unenroll' button (in the enrollment wizard)

The 'Enroll' button will turn into 'Unenroll' after a student enrolls to a Course via the enrollment wizard.

To ensure that the 'Unenroll' button will be available for the student to interact with, take note of the following criteria:

• The Course Connection‍ must have a Course Offering‍ linked, and the enrollment status is one of "Enrolled", "Enrollment Requested", or "Waitlisted".
  • In other words, the 'Unenroll' button will only appear for a Course, if the student has enrolled to it previously.
    
    
• The 'Allow Course Connection Unenrollment After Census Date' on the RIO Ed - My Pathway (Aura) must be checked.
  • This way, even if related Course Offering has passed the census defined in the Course Offering or Term‍, student can still see the button. 
    But clicking on it will only change the Status to 'Withdrawal Requested'.
    If the census date has not passed, the student can withdraw as normal.
    
    
• The related Course Offering status has "Allow Unenrollment" set.
  
  Please see the settings at Setup > Custom Code > Custom Metadata Types > Course Offering Session Status.
  • Admin can choose whether to allow students to unenroll/withdraw from a Course.

Default Enrollment Status for Course Connection and Session Connection

By default, if a Course Connection (and Session Connection) can be successfully withdrawn, the 'Enrollment Status' fields for both objects will be automatically updated to 'Withdrawn'.

The status for Session Connection will also follow that of the Course Connection.

As of v3.11, the admin can now customize this, by configuring these two attributes in the RIO Ed - My Program (Aura)‍ :

• Course Connection Unenrolled Status, and,
• Session Connection Unenrolled Status,

to show either 'Withdrawn' (default) or 'Dropped'.

The status defined here will be reflected accordingly in the Course Connection and Session Connection's Enrollment Status, when they are successfully withdrawn.

To access this component, head to Setup > Digital Experiences > All Sites > Builder (RIO Education Community) > My Program.

See also: RIO Ed - My Program (Aura)‍.