Withdraw Course ends the Student's current Course and processes the refundable amount based on the remaining Course rights.
This is a high-impact financial action.
Do not confuse Withdraw Course with Close Course.
Withdraw Course normally involves a Refund. Close Course ends the remaining Course rights and recognizes the corresponding remaining value as income.
Before withdrawing
Review:
- Course;
- By Hour / By Term;
- Remaining Tuition;
- Remaining Paid Tuition;
- Remaining Hours or Remaining Course Duration;
- the original Invoice;
- whether other linked Courses have unpaid balances.
The current product includes restrictions such as:
- if a linked multi-Course enrollment contains unpaid Courses, settle the Tuition first;
- if the actual consumed Credit Hour amount exceeds Paid Tuition, Withdraw Course cannot proceed and the Course may need to be ended through Close Course instead.
Refund Amount
Enter the Refund Amount.
Current validation rules state that the Refund Amount:
- cannot be less than 0;
- cannot exceed Remaining Tuition;
- cannot exceed Remaining Paid Tuition.
Complimentary Hours have a unit price of 0 and are non-refundable.
Do not calculate the final Refund Amount from the original unit price alone. Use the current Remaining Tuition, Remaining Paid Tuition and refund validation shown by Artstep.
Set the Withdrawal Date
Select the Withdrawal Date.
The current system states that this date is used as the Course expiration/end date for the withdrawal.
Select refund and approval information
The current withdrawal flow requires a Refund Method; Notes can also be added.
Whether a second Refund Approval is required depends on the campus Financial Approval Process:
- Approval enabled — select an Approver; after submission, the request enters Refund Approval.
- Approval disabled — the current system states that the related documents and records are generated after the applicant confirms the operation, without a second approval step.
Refund Approval (when enabled)
The approver can:
- Approve;
- Reject.
The current product explicitly warns that:
- approval generates a Refund Invoice;
- both Approve and Reject have irreversible effects.
Before processing the request, review the Student, Course, Refund Amount, Refund Method and approval decision again.
Expected result
After the withdrawal workflow is completed:
- the Course enters a Withdrawn / Course Withdraw state;
- the Refund creates the related financial record;
- the Student's Course rights and Remaining Tuition are updated according to the withdrawal result.
Refund Method
Use the Refund Method currently available on the page.
If the original payment used an external online-payment method, follow the current on-screen instructions and the school's active refund process.