Process Student Withdrawals

Process Student Withdrawals

Manage student withdrawal requests with multi-level approval and clearance tracking.

Time: 10–15 minutes per request Module: OpenEduCat Student Withdrawal Management Permissions: Registrar, Academic Advisor, or Administrator

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Prerequisites

• Student enrolled in a course
• Approval workflow configured
• Clearance departments defined
• Access to Students menu

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Overview

The Student Withdrawal system enables:

• Student/parent withdrawal requests
• Multi-level approval workflow
• Academic advisor review
• Principal/dean approval
• Finance clearance tracking
• Document attachment support
• Withdrawal reason documentation
• Student record updates

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Withdrawal Workflow

Request Submitted
       ↓
Advisor Review
       ↓
Principal Review
       ↓
Finance Clearance
       ↓
    Approved → Student Withdrawn
       ↓
    Rejected

State	Description
Draft	Request created
Submitted	Awaiting review
Advisor Review	Under advisor consideration
Principal Review	Under principal approval
Finance Clearance	Pending financial clearance
Approved	Withdrawal approved
Rejected	Request denied
Withdrawn	Process complete

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Steps

1. Submit Withdrawal Request

Student/Parent submits:

1. Navigate to Students → Student Withdrawal Request
2. Click New
3. Complete the withdrawal form:

Field	Action
Student	Select student
Parent	Auto-populated if available
Course	Auto-populated from enrollment
Batch	Auto-populated
Academic Year	Current academic year
Requested By	Student/Parent
Withdrawal Reason	Explain reason

4. Attach supporting documents:

   • Medical certificates
   • Transfer letters
   • Guardian consent
   • Other relevant documents

5. Click Save

6. Click Submit for review

2. Advisor Review

Academic advisor reviews:

1. Navigate to Student Withdrawal Request

2. Filter by “Advisor Review” state

3. Open the request

4. Review:

   • Student academic standing
   • Withdrawal reason
   • Attached documents
   • Counseling notes (if any)

5. Add comments

6. Decision:

   • Click Recommend to forward
   • Click Not Recommend if issues

Field	Action
Advisor	Auto-assigned or select
Comments	Review notes

3. Principal/Dean Review

Higher authority reviews:

1. Open requests in “Principal Review”

2. Review:

   • Advisor recommendation
   • Student history
   • Institutional policy compliance

3. Decision:

   • Click Approve to proceed
   • Click Reject if denied

Field	Action
Principal	Reviewing authority
Comments	Approval notes

4. Finance Clearance

Finance department verification:

1. Open approved requests

2. Check financial status:

   • Outstanding fees
   • Library dues
   • Other obligations

3. Mark clearance:

Field	Action
Finance Clearance Done	Check when cleared

4. If dues pending:
   • Request fee payment
   • Hold until cleared

5. Complete Withdrawal

After all clearances:

1. Open cleared request

2. Click Process Withdrawal

3. System updates:

   • Student course marked as withdrawn
   • Student marked as finished/withdrawn
   • Academic record updated

4. Generate withdrawal certificate if needed

6. View Withdrawal Analysis

For reporting:

1. Navigate to Student Withdrawal Analysis

2. View statistics:

   • Total withdrawals
   • By course/batch
   • By reason
   • By period

3. Identify trends

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Field Reference

Student Withdrawal (op.student.withdrawal)

Field	Technical Name	Type	Required	Description
Sequence	sequence	Char	Yes	Request ID
Student	student_id	Many2one	Yes	Withdrawing student
Parent	parent_id	Many2one	No	Parent record
Course	course_id	Many2one	Yes	Enrolled course
Batch	batch_id	Many2one	Yes	Current batch
Academic Year	academic_year_id	Many2one	Yes	Year
Requested By	requested_by	Selection	No	Student/Parent
Withdrawal Reason	withdrawal_reason	Char	Yes	Reason
Requested Date	requested_date	Datetime	No	When requested
Attachments	attachment_ids	Many2many	No	Documents
State	state	Selection	No	Request status
Advisor	advisor_id	Many2one	No	Academic advisor
Principal	principal_id	Many2one	No	Approving authority
Finance Clearance	finance_clearance_done	Boolean	No	Finance cleared
Comments	comments	Char	No	Notes

Student Course Extension (op.student.course)

Field	Technical Name	Type	Required	Description
Withdrawal	withdrawal_id	Many2one	No	Linked withdrawal
Is Withdrawal	is_withdrawal	Boolean	No	Withdrawal flag

Student Extension (op.student)

Field	Technical Name	Type	Required	Description
Is Finished	is_finished	Boolean	No	Finished/withdrawn

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Withdrawal Reasons

Common reasons:

Reason	Category
Medical	Health issues
Financial	Cannot afford
Relocation	Family moving
Transfer	Joining another institution
Personal	Family circumstances
Academic	Performance issues
Employment	Job opportunity
Other	Miscellaneous

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Views Available

View	Features
List	All requests with status
Form	Full withdrawal details
Kanban	Visual status cards
Pivot	Withdrawal analysis

Withdrawal Dashboard

Administrators see:

• Pending requests
• Approved this term
• Rejected requests
• Withdrawal rate

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Clearance Checklist

Before approving withdrawal:

• Academic advisor consulted
• Fee dues cleared
• Library books returned
• Lab equipment returned
• ID card surrendered
• Hostel vacated (if applicable)
• Documents collected

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Troubleshooting

Issue	Cause	Solution
Cannot submit	Missing required fields	Complete all fields
Pending approval	Not reviewed	Follow up with reviewer
Finance block	Outstanding dues	Clear pending payments
Status not updated	Processing incomplete	Complete all steps
Documents missing	Not uploaded	Attach required documents

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Best Practices

1. Clear policies: Define withdrawal procedures
2. Documentation: Require written reasons
3. Counseling: Offer retention counseling
4. Timely processing: Handle requests promptly
5. Communication: Keep student informed
6. Exit interviews: Conduct when possible
7. Record keeping: Maintain withdrawal records

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Security Notes

Role	Capabilities
Administrator	Full CRUD, final approval
Registrar	Process withdrawals
Academic Advisor	Review and recommend
Finance	Clear finance dues
Student	Submit own request (portal)
Parent	Submit for child (portal)

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Integration Features

Fee Integration

• Outstanding fee check
• Refund calculation
• Payment history

Library Integration

• Book return verification
• Fine calculation
• Clearance status

Hostel Integration

• Room vacating
• Deposit refund
• Clearance tracking

ID Card Integration

• Card deactivation
• Access revocation
• System updates

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Documents Generated

Document	Description
Withdrawal Certificate	Formal withdrawal document
Transfer Certificate	For institution transfer
No Dues Certificate	Clearance confirmation
Character Certificate	If requested

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Portal Features

Student Portal

Students can:

• Submit withdrawal request
• Upload documents
• Track request status
• View approval progress

Parent Portal

Parents can:

• Submit on behalf of child
• Monitor request status
• Receive notifications

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Email Templates

Request Submitted

Subject: Withdrawal Request Submitted - [Request ID]

Dear [Student Name],

Your withdrawal request has been submitted successfully.

Request Number: [Request ID]
Course: [Course Name]
Reason: [Withdrawal Reason]

Your request will be reviewed by the academic advisor.

Request Approved

Subject: Withdrawal Request Approved - [Request ID]

Dear [Student Name],

Your withdrawal request has been approved.

Please complete the clearance process and collect your documents
from the registrar's office.

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Related Tasks

• Manage Student Records
• Configure Fee Collection
• Manage Library