Withdraw a student

Withdraw a student from your school who will no longer be in your district. For example, you might withdraw a student who dropped out of school, or who moved to another state.

To withdraw a student:

1. Log on to the District (Root Organization), Intermediate Organization or School view.
2. Click the Student tab.
3. Search for and select the student.
4. On the Options menu, click Registration > Withdraw Student. The Withdraw Student pop-up appears.
5. Use the table to enter information in the fields:

• Field	Description
  Name	The student's name appears.
  Current Primary School	The school name appears.
  Date	This field defaults to today's date. Click if you need to select a different date the student is being withdrawn from school.
  Code	Click to select the code for the student’s withdrawal records. This code might be used for district informational purposes. Example: Your district might use Transferred within the same school.
  Reason	Click to select the reason code. Example: Your district might use Expelled.
  Status	Click this drop-down to select the new enrollment status code for the student who is withdrawing. This status might be used for state reporting purposes. Example: Your state status might be Drop Out.
  Keep student in special education	Select this checkbox to retain the student's active Special Education status, even after withdrawing the student. For students enrolled in special education only.
  Disable related user accounts	Select this checkbox to disable the student's and his or her contacts' Aspen user accounts. This denies their access to the Student and Family portals. Note: If the contact an adult you can contact regarding a student's academic or personal information is shared with another active student, the contact's user account the login ID and password needed to access Aspen will not be disabled. Note: You cannot disable the user account of a student that is actively enrolled in one or more secondary schools.
  Create a former school association	This checkbox appears if specified in your root organization’s Membership preferences. Select this checkbox to create a former school association record for this student’s withdrawal. The record appears on the Student tab, Membership side-tab, School sub side-tab. From the withdrawal date until the end of the school year, the student will have a “former” student status.

  Note: When you withdraw a student and enroll him or her in another school within the district in the same year, the system creates a former school association for that year. This lets you see the students’ records from the former school. Depending on your root organization’s Membership preferences, Aspen can automatically create a former school association record upon the student’s withdrawal.

6. Click OK.

• If a student has special education records and you selected the "Keep student in special education" checkbox, Aspen displays the following warning:

• 

  If a student has special education records and you did not select the "Keep student in special education" checkbox, Aspen displays the following warning:

  

  If a student’s membership record contains a record later than the date you entered for the withdrawal, Aspen displays the following warning:

  

To delete the later record, click Yes. Otherwise, click No, and you can edit the date you entered for this withdrawal.

Notes: If a student who is actively enrolled in a secondary school withdraws from a school, a warning message tells the user the student is enrolled at another school: If a student who is actively enrolled in a secondary school withdraws from the primary school, the student’s status changes to “active – no primary” (as specified by your root organization’s Membership and Student preferences).

Withdrawing a “Private” Student

Sometimes a student has special circumstances and is marked “private” to hide their demographic information from other schools in the district. If you withdraw a student who is marked private, the following pop-up appears:

To withdraw a "private" student

1. Click Cancel to return to the previous page.
2. Click Continue to withdraw the student from the school. A message alerts you that "This student is withdrawn and is no longer confidential".

   Notes: If a private student is enrolled at two schools and withdraws from either school, he or she is still marked private at the other school. Depending on your root organization’s Membership and Student preferences, if you withdraw a student actively enrolled in a secondary school from his or her primary school, Aspen either automatically withdraws the student from the secondary school or changes his or her enrollment status to another code, such as “Active No Primary.” You are not able to withdraw a student enrolled in a secondary school from his or her secondary school.