Core - Student leaving your school

One of the key rules for student profile management is to understand that a student needs to be in a class within your active normal class levels, a not processed class, or a withdrawn class. If the student is not enrolled in a class, their profile will not be searchable via super search. You can retrieve their profile using advanced search only. 

Students can be classed as withdrawn if they left during the current academic year. If a student completes the year, you can add a leaving date and reason, but they will not be withdrawn automatically. They will remain in your system's archives.

Withdrawing students

A student who leaves during the academic year must be placed in the Withdrawn class for the remaining duration of the year. This will allow their profile to be searchable. Open the student profile in edit mode; the option to withdraw appears.

The options available in the withdraw pop-up will enable you to add a leaving date. 

NB: In multi-school systems, the leaving date should not be entered if the student has been transferred; it should only be used if the student leaves your school organisation.

If the date is in the past and before 15 days from the end of the year, the student will be automatically placed in your withdrawn class for the current year.

If the date is in the future and before 15 days from the end of the year, the student will be automatically withdrawn by the system during the daily update. This typically runs around 01h00 local time.

If you set the end date to the end of the scholastic year, the student will not be placed into the withdrawn class. However, all future class and course enrolments will be removed.

Student leaving at the end of the year

In this case, there is no need to add a withdrawn class. Make sure they have a leaving date and no future enrolments. The student will not be promoted and will remain in your archives. If the student has graduated, then why not create a graduated class level in the following academic year? You can promote the students to this class. We can even activate portal access for these students to recover transcripts and grade reports.