3.4 Withdrawing Students for Military Activation

Responsibility: Home

Note: If the activation is when 4 or more weeks are left of the semester, the student receives a full refund. If the activation is when there is less than 4 weeks left of the semester, the student has a choice of the grade assigned by the faculty or a full refund.

Step 1 – Access the Registration Session Defaults (RGSD) screen

Step 2 - Set date to effective date of withdrawal.

  • If the withdrawal is past the last day to WD for the term, the RGSD screen needs to be set to the last day to WD.

Step 3 – Update the RGSD screen

Step 4 – Access the Registration (RGN) screen for the student

Step 5 – If there are more than 4 weeks left of the semester or less than 4 but the student chose the full refund,

  • For each section enter ‘W’ in the status column. This will display the SRGC screen.
  • In the Status/Date: The ‘W’ status will default. The date should be the date of activation.
  • In Reason: Enter ‘M’ for Military Activation. This will move to the SACD screen upon finish.
  • In Drop Grade/Exp Date: Enter ‘W’ to force a ‘W’ grade for this section, if appropriate.

Step 6 – Access the Student Withdrawal (SWTH) screen for the student

  • Complete the following fields:
  • Hiatus - M (Military Activation)
  • Reason – Enter ML if the students National Guard or Reserve unit is activated; enter AS is the students leaves to join the full time military
  • Last Attendance Date - Enter last date of attendance
  • Term - Term (ex 2002SU/SP/FA)
  • Start/End Date - Enter the date of the activation/withdrawal as the start date /Do not enter an end date until the student returns from military duty
  • Advisors - Detail to Student Advisor Listing (STAD) screen

Step 7 - Detail on advisor(s) name(s) of all active program(s) to Faculty Advisee Detail (FADT) screen

  • Enter an end Date with effective date of withdrawal.

Step 8 - Detail on Registration Info from the FADT screen to go to the Student Acad Program (SACP) screen

  • Detail on Status/Dt/Opr. to go to the Student Program Status History (SPSH) screen
  • go to next available field and type (W) Withdrawn & enter,
  • type effective date of withdrawal.
  • End Date will populate after screen saved.

Step 9 – Update until you are returned to a blank SWTH screen.

Step 10 - If there are less than 4 weeks left of the semester, and the student chose the grade, obtain the grades from the faculty and grade using FGID.

Step 11 – Access the Student Withdrawal (SWTH) screen for the student

  • Complete the following fields:
  • Hiatus - M (Military Activation)
  • Reason – Enter ML if the students National Guard or Reserve unit is activated; enter AS is the students leaves to join the full time military
  • Last Attendance Date - Enter the day after the last day of the semester
  • Term - Term (ex 2002SU/SP/FA)
  • Start/End Date - Enter the date of the activation/withdrawal as the start date /Do not enter an end date until the student returns from military duty
  • Advisors - Detail to Student Advisor Listing (STAD) screen

Note: If the student chose a refund on some sections and grades on others, still use the day after the last day of the term as the start date on SWTH.

Step 12 - Detail on advisor(s) name(s) of all active program(s) to Faculty Advisee Detail (FADT) screen

  • Enter an end Date with effective date of withdrawal.

Step 13 - Detail on Registration Info from the FADT screen to go to the Student Acad Program (SACP) screen

  • Detail on Status/Dt/Opr. to go to the Student Program Status History (SPSH) screen
  • go to next available field and type (W) Withdrawn & enter,
  • type effective date of withdrawal.
  • End Date will populate after screen saved.

Step 14 – Notify Accounts Receivables of the students receiving refunds.

Step 15 – Access the Additional Student Term Info (ASTR) screen

Step 16 – Enter a printed comment for the transcript

  • For example – Withdrew (MM/DD/YY)
  • The format for comments that print on a transcript is x – comment (where x is the university identifier)
  • The comment will print on the transcript (not the x).

Step 17 – Update the ASTR screen

Step 18 – Notify the other universities if this is a multi-institutional student so they can inactivate the program/advisor for their university