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This article describes the online withdrawal/LOA request process for advisors and students.
Registrars, see also:
/wiki/spaces/REGISTRAR/pages/13172740
Processing a retroactive resignation
Online withdrawal hold
Like the OA “Online application for Degree” hold, all NTC students also have an OW “Online Withdrawal Hold” placed on their record at matriculation.
This hold is invisible and does nothing other than hide the link to the Online Withdrawal form in Gibson Online.
Should a student never need to withdraw, this hold remains active and in place forever.
Student-advisor discussion
When a student is considering withdrawing or taking a Leave of Absence, they begin the process by having a conversation with their NTC advisor.
After that conversation, the advisor can give the student access to the Online Withdrawal form by ending the ‘OW’ hold on SOAHOLD (see also: Viewing and managing student holds (SOAHOLD))
The student completes the form in Gibson
Once the NTC advisor ends the ‘OW’ hold, the student can find the “Request Online Withdrawal/Leave of Absence” link on their student tab in Gibson Online.
Step 1: Acknowledge notification
Upon beginning the process, the first step is to acknowledge the disclaimer below. The tool records that each student has pressed “continue.” Students MUST press “continue” in order to proceed.
Step 2: Select the term for withdrawal/LOA
The next step is to select the term from which the Student wishes to withdraw or request a LoA. Any active term for which registration exists will display, along with the courses for which the student is registered in that term.
Step 3: Provide additional information
Next, the student indicates whether they are requesting a leave of absence, and for what purpose they are filing the OW/LOA form.
Their selections drive the form. Each answer prompts the student for different information, all of which is recorded. If the student selects “yes” or “unsure” for the “Do you plan to return” question, they are prompted to provide a term in which they plan to return.
Depending on the reason selected, different data points are required. For example, “transfer” asks for the institution and intended major. “Academic Fit” asks for an explanation.
Step 4: Summary and submit
The final step for the student is the summary page, where they can see everything they’ve entered into the form. They MUST click “Submit Request” for the form to be complete. Leaving the form and returning once started will return the student to where they left off.
Workflow
Assistant Dean
Once the student submits the request, Workflow begins.
All requests whether LoA or not are first routed to the Assistant Deans in the Academic Advising Center via email.
Click the CLICK HERE TO REVIEW LINK to review, make comments, select refund options, and either Deny or Submit.
One of them must approve the request, enter refund amounts, etc. before the request moves on to the Associate Dean.
*These screenshots are from the test environment, so approvers are listed as “Registrar” for the purposes of demonstration.
Click the CLICK HERE TO REVIEW link to be taken to the request.
Associate Dean
Upon approval by one of the Assistant Deans, the form then moves to the Associate Dean of NTC. They will see any comments or other data entered by the approving Assistant Dean.
The Associate Dean must click “Submit” in order to record Final Approval and for processing to begin.
*These screenshots are from the test environment, so approvers are listed as “Registrar” for the purposes of demonstration.
Click the CLICK HERE TO REVIEW link to be taken to the request.
Notifications and processing
After both Deans’ approvals are received, the following email addresses are sent notification of the final approval:
advising@tulane.edu
dhemphil@tulane.edu
rss@tulane.edu
srss@tulane.edu
success@tulane.edu
housingassignments@tulane.edu
finaid@tulane.edu
mgoodman@tulane.edu
jrouege@tulane.edu
retention@tulane.edu
Upon receipt of final approval, the Registrar’s Office will process any necessary drops, withdrawals, and refunds based on the approvals from the Deans.
All other offices process according to their own procedures.
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