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Dropped courses

Jean Oliwa

We have a student who withdrew as of the 21-22 school year. For some reason his second semester /courses/grades for the 20-21 school year are coming up as dropped and thus not showing on the transcript. I already reviewed the withdrawal date and it is not prior to the end of the term. Has anyone dealt with this? Is there any place I should look or can do to change the dropped status of the courses?

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Oona McKnight

I have the same problem with some students who withdrew, at least one who withdrew after 2019-20. I went back in and re-added the courses for her, and they now show up (and I am unable to remove them since grades have been recorded). But she has re-enrolled for this school year, so that might be a different situation than you. I am going to submit a ticket regarding this.

Brian Gray

We saw a similar problem. (Fortunately, we discovered it after making the mistake with just one student, instead of after doing a large number of them.)

Our spring term ended on 5/30, and the academic year ends on 6/30. The new academic year starts on 7/1.

When we set the withdraw date as a few days after then end of the term (e.g., 6/10), the student's classes were dropped. When we set the withdraw date as 7/1 (in the new academic year) the courses for the previous year were not dropped. (We actually withdrew the students on 6/10, but set the effective date as 7/1.)

We use the new transcript builder, so we created a copy of the transcript for withdrawn students that includes dropped course grades.

Jean Oliwa

Thanks, I figured it had to do something with the effective vs. withdraw date. I ended up manually adding the courses as transfer courses back in and manually removing the grades etc. for the dropped grades. His transcript seems to be good now. Thanks for the help clarifying the whole effective date vs. withdraw date

Oona McKnight

Here is the response I got from Blackbaud:

When withdrawing a student who has completed the academic year with all of their final grades recorded, it is important to select a Depart Date after the last day of the final Academic term for the school year (it is okay to have the Effective be immediately or a date before the end of the year). You can find the Academic term dates and school year dates in (Core > Settings > School Information > Years & Terms). Make sure you select the appropriate School Level when viewing the term dates. Entering a date after the end date of the last Academic term will prevent the grades from being dropped. If you withdraw a student using a Depart Date that is on or before the last day of the Academic term, the student's Report Card will show classes with a (w) indicating the student was withdrawn from classes.

If a student there are withdrawn students with dropped classes you need to re-enroll the student in the school and then in the courses, once the student has been enrolled you can withdraw the student and make sure that the depart date selected is after the last day of the last academic term.