Online Withdrawal Requests - Staff Withdrawing Student on behalf of Student

Updating Student Records You must still update Student Records even when using the online facility. Either do this: Now, before withdrawing the student online OR When you reach the point of confirming you have updated Student Records

GO TO www.registry.port.ac.uk/withdrawals_admin Ensure the screen says ‘For Departments’ here. If it doesn’t, this link will say ‘Faculty login’. Click on the link. Insert the password: statusupdate click on the ‘Login’ button.

Locate the relevant student’s record 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

The student’s record will appear below the search criteria 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 is where you will enter the withdrawal details on behalf of the student. Please complete the ‘Date of Last Attendance’, ‘Date of Notification’, Method of Notification’, and the ‘Student Withdrawal Reason’ fields. You will then need to tick the ‘Confirm updated SR’ tick box when you have updated Student Records.

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 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 can be used to enter any refund details provided to you, on behalf of the student.

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

To initiate a change of fee, 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