1. Online Withdrawal Requests - Students Requesting a Withdrawal Themselves

2. www.registryhub.port.ac.uk/withdrawals

3. Students will be presented with the following form: Students must choose the ‘Student’ radio button.

4. The following screen will appear: The student must complete their ID and DoB Then they must click on the ‘Look up details ’ button

5. The student will then see the following screen showing their details as per Student Records: The student can then complete the withdrawal details in the bottom section of the form.

6. Date of Last Attendance Date + Method of Notification Withdrawal Reason If a refund is required, they should complete their name, address and reason. If student wants the refund to go to a 3 rd party they must provide a reason.

7. Once submitted: Student gets email confirming the form has been submitted. Department get an email which contains a URL link which should be used to go to that specific student and complete the staff section of the administration system. Once the student has completed their details, they must agree to the terms and conditions by ticking the tick box. This will then enable the ‘Submit Form’ button, so the student can click on it to submit the withdrawal form.

8. Following the submittal of the form, you can log in to the administration page and approve/reject the withdrawal as per normal.

9. Online Withdrawal Requests - Administration Page

10. www.registry.port.ac.uk/withdrawals_admin Password: statusupdate Ensure the screen says ‘For Departments’ here. If it doesn’t, this link will say ‘Faculty login’. Click on the link.

11. 1 - Choose the course the student is studying 2 - Choose the student’s first name 3 - Choose the student’s surname 4 - Choose the student’s ID number

12. The student’s record will appear below the search criteria. Click on the pencil icon to edit the record.

13. The first tab will show the student’s details.

14. The second tab will show the student’s course details.

15. The third tab will show the withdrawal details submitted by the student. If the ‘Date of last attendance’ is more than 2 weeks prior to the ‘Date of notification’, please enter the reason why. You can paste in extracts of emails. Without a valid reason, we will not backdate more than 2 weeks. Please note: the ‘Date of Last Attendance’ must match the ‘End Date’ and ‘Exit Date’ fields in Student Records.

16. You can then either approve or reject the withdrawal: To Reject the request – complete the ‘withdrawal reject reason’ and enter your email address in the ‘Reject email address’ field. An email will be sent to the student to inform them you have rejected their request. To Approve the request – enter your email address in the ‘Approval email address’ field. An email will be sent to Academic Registry to tell us. An email will be sent to the student to inform them you have accepted their request.

17. The fourth tab will show the refund details submitted by the student.

18. The fifth tab is for you to enter any amendments to the students fees. Please note: You can use this tab to submit a tuition fee amendment independently without having to withdraw the student first or you can use it as part of the withdrawal process where necessary.

19. The fifth tab is for you to enter any amendments to the students fees. To change the fee because of a mode change, please provide the amended fee amount, the date, your email address, the original mode, the new mode and the date of change. Tick the box if it is for just 1 semester.

20. The fifth tab is for you to enter any amendments to the students fees. To change the fee because of a repeat fee, please provide the amended fee amount, the date, your email address and the amount of credits being repeated. Tick the box if it is for just 1 semester.

21. The fifth tab is for you to enter any amendments to the students fees. To change the fee because of another reason, please provide the amended fee amount, the date, your email address and the reason why the fee is being changed. Tick the box if it is for just 1 semester.

22. To view the withdrawal and/or tuition fee amendment details and save a copy for your files, click on the ‘View PDF’ button.

23. Example of Withdrawal WFv3 and Tuition Fee Amendment FFv3 Form

24. Online Withdrawal Requests - Staff Withdrawing Students

25. Staff will be presented with the following form: www.registryhub.port.ac.uk/withdrawals

26. Withdrawing the student on their behalf If you are withdrawing the student on their behalf (eg. they’ve emailed you) you should go in as a student by choosing the ‘Student’ radio button and follow the student’s guidance prior to this section. You will still need to confirm you have updated student records as if the student had completed the form themselves.

27. Withdrawing the student for academic reasons If you are filling in the form because you are withdrawing the student after time or for academic failure, you should go in as a member of staff by choosing the ‘Member of Staff’ radio button and then use the following guidance.

28. The following screen will appear: You must complete the student’s ID and DoB. Then you must click on the ‘Look up details’ button.

29. You will then see a screen showing the student’s details as per Student Records. You will need to complete the bottom section as below: Date of Last Attendance Withdrawal Reason Tick to confirm you have updated the system and choose ‘Submit form’ Tick to confirm you have informed the student you are withdrawing them and enter your email address. Following the submittal of the form, you can then log in to the administration page and approve/reject the withdrawal as per normal.

30. Example of a student’s competed form.