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

Unenrolling as a student (via Student Community)

A student has enrolled to a Course, but is now looking to unenroll or withdraw from it.

Census date for a Course refers to the final date that students can unenroll from that Course.

If the current time is before the census date, students can unenroll from a Course by themselves, by using the enrollment wizard and clicking on the “Unenroll” button next to a Course that they have enrolled to.

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

This will update the related Course Connection from 'Enrolled' to either one of the statuses below, depending on whether the student has paid for the fees:

• Withdrawn                       = If there is no payment record found for the related Fee Line.
• Withdrawal Requested  = If there are payment records found for the related Fee Line.

If the Student Fees of a cancelled Course Connection does not have a payment, the Fee Line is deleted.

If there is a payment, the Fee Line remains, and admin will need to manually manage this situation.

• The admin can update the Enrollment Status of a Course Connection‍ from 'Withdrawal Requested' to 'Withdrawn' at any point of time (e.g. after census date) after reviewing the request.
  There is no restriction and it is up to the admin to perform any necessary process (e.g. refund).
  
  
• It might also be recommended to update the related Fee Line’s “Course Connection Fee Amount” to zero (0), so that it's not calculated into the student payment details.
  
  Navigate to the Fee Line record and reset the values from the following fields to zero (0):
  • Course Connection Fee Amount.
  • FEE HELP.
  • Upfront Payment Amount.
    
    Take note that the 'Manual Unlock' checkbox needs to be checked, if the payment is made.

If the student withdraws before the census date, and the paid amount is zero (0), the Fee Lines will be automatically deleted (provided that it is not locked).

Upon successfully withdrawing/unenrolling from the Course, a new Course Connection‍ and Course Connection Requirement will be cloned.

The newly cloned records allow a student to re-enroll to the same Course again in the same or next Term‍. The existing Course Connection will be kept for auditing purposes.

Unenrolling as an admin (internally)

A student plans to withdraw from a Course after the census date (final date for enrolling/unenrolling) has past.

The student attempts this via the enrollment wizard in the Student Community, but the button is missing, due to being past the census date for the Course.

Since the census date has passed, the admin can perform the unenrollment internally via the admin console (on the student's behalf). The admin can find the student's Course Connection and set the Enrollment Status from 'Enrolled' to 'Withdrawn'.

The other implications after an admin withdraws the Course Connection are the same as the above (if a student withdraws).

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.

Enrollment status for unenrolling before and after census date

Note: As of v3.11.1, admin can set whether Courses can be unenrolled (or not) after census date has passed, via the "Allow Course Connection Unenrollment After Census Date' on the RIO Ed - My Program (Aura) and RIO Ed - My Pathway (Aura) components.

An education institution wants to have a method to identify which Courses have been withdrawn by a student before the census date (final date for enrolling/unenrolling), and which ones were withdrawn after.

As of version 3.11, the Course Connection's Enrollment Status can be configured to show either 'Withdrawn' or 'Dropped'. For example:

For example, if a student withdraws before census date, admin can choose to set the enrollment status as "Dropped", and choose the 'Withdrawn' option for after census date.

This allows users to differentiate between the two different scenarios. The same can be applied to Session Connections' Enrollment Status.

Both status options work on the same logic, but users can also create different logics for the two of them.

Note: See here how these 'Withdrawn' and 'Dropped' status can be configured.

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", and "Waitlisted".
  • In other words, the 'Unenroll' button will only appear for a Course, if the student has enrolled to it previously.
    
    
• The related Course Offering has not passed the census defined in the Course Offering or Term‍.
  • If it is past the census date, the 'Unenroll' button will not be available. The admin will need to help the student to unenroll by updating the Course Connection's Enrollment Status in the console.
    
    
• 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)‍.