Drops (AR Tech)¶
Excessive Absence Drops¶
Info
EA Drops occur between the Census date and the last day to drop with a "W". For late EA drop requests, email faculty that the deadline has passed; faculty must get Division Dean permission before requesting.
RGN: Find the course and detail in.
RGCS:
| Field | Value |
|---|---|
| Status/Date | D (Dropped) — defaults to today |
| Status Reason | EA (Excessive Absence) |
| Drop Grade | W |
| Last Attended Date | Request date of the form (leave if already filled) |
Click Save All. If corequisite or higher-level course exists, drop it too using reason PD.
STAC:
1. Detail into course.
2. Check for empty drop lines using the ">" arrow — delete any.
3. Update Grade to W.
4. Click Save All.
Error — Class active in STAC but not showing on RGN: 1. Check in STAC if the program is CC or CE. 2. If CC, check RGCS for a grade entered in error.
No Show Drops¶
On Time No Show Drops¶
Verify before processing: - Submitted by instructor (from instructor/division email or Dynamic Forms). - Submitted prior to class drop deadline. - Form is complete (including section number).
NS vs N1
- NS = initiated by faculty submitting a late No Show.
- N1 = special circumstances (VP of Academic Affairs, Dean, student, etc.).
- NS is considered late if submitted on or after census — requires Division Dean and VP signature.
- If student added after census: push registration back to first day of class and drop. Add notes in STAC documenting original registration date and time.
RGSD: Backdate to first day of class.
RGN: Find course and detail in.
RGCS:
| Field | Value |
|---|---|
| Status/Date | D — defaults to RGSD date |
| Status Reason | NS |
| Drop Grade | Remove anything |
| Last Attended Date | Remove anything |
| Never Attended | Y |
Click Save All. Drop corequisite/higher-level course with PD if applicable.
STAC:
1. Update Reason to NS.
2. Check for empty drop lines — delete any.
3. Click Save All.
Laserfiche: Scan if physical form.
If Student Dropped Before You Can Process¶
STAC:
1. Update drop date to first day of class.
2. Update Reason to NS.
3. Remove W or grade.
4. Click Save All.
RGCS:
1. Update Status Reason to NS if not already.
2. Remove W or grade.
3. Update Never Attended to Y.
4. Click Save All.
Late NS/N1 Drops When Grade Is on File¶
Info
For open entry/open exit sections: backdate the student's registration to the day they added the course and drop them on that day.
STAC (skip if no grade yet): 1. Detail into Notes/Comments → Comments. 2. Add comment about which grade was removed and the reason. 3. Delete grade. 4. Save out of Comments, STNC, SACD, and STAC.
RGCS (skip if no grade yet): 1. Delete grade. 2. Click Save All.
RGSD: Backdate to first day of class.
RGN/RGCS: Follow same fields as On Time NS — use NS or N1 as Status Reason.
Note
For N1 drops: leave Never Attended blank (unlike NS where it is Y).
STAC:
1. Update Reason to NS or N1.
2. Remove empty drop lines.
3. Click Save All.
Laserfiche: Scan if physical form.
Batch Drops¶
SLED — Load data.
DREG (requires Course.Section.ID from BGVU query):
1. First run Update Mode "No" — review for errors.
2. Reason: Transfer.
3. Cannot backdate a batch drop.
4. If all looks good, run again with Update Mode "Yes".
Student Conduct Drops¶
N1 Drop: Less common — requires backdating to an NS drop for no transcript entry and refund. Does not require Dr. Lamb's signature for Student Conduct Drops (per Liz).
N2 Drop (Disciplinary): Most common — results in a W grade. For past classes, backdate to prior to the W deadline.
Steps¶
SRGD: Note the day prior to the W deadline for the section.
RGSD: - If N1: backdate to first day of class. - If N2: backdate to prior to W deadline.
If grade already assigned:
STAC → detail into class → remove grade. RGCS → detail into class → remove grade.
RGN: Find course → change status to "Dropped."
RGCS:
1. Use Instructor Request Date as the drop date.
2. Status Reason: N1 or N2.
3. Drop Grade: W if N2.
4. Drop higher-level course if tied, using reason PD.
STAC:
1. Check drop lines and remove duplicates.
2. Enter W grade (also auto-applied in BGVU).
3. Add detailed comment with timestamp.
- Example: "Drop request received from student conduct office. Form filed to LF for details."
Prerequisite Drops¶
RGVE — Run prerequisite check.
Note
This report takes a long time. Run it and retrieve from UTFB (Directory File Name: _HOLD_, Security Type: PB, Item Names: RGVE...). Save as .csv and open with Excel.
Overview¶
- First run (Deregister Failed Records = NO) — generates suggestions for deregistration. Review list for accuracy. Load into SLED.
- Second run — actually deregisters, referencing the SLED list.
RGVE Setup¶
- Set "Deregister Failed Records" to NO for first run.
- Update Terms to the term you are checking.
Filtering the Report¶
- Error Message: Search for "The following..."
- Requisite Waiver Provider (Name): Show only Blanks.
- Deregister?: Show only Yes.
Checking¶
- Verify students should actually be dropped.
Query¶
- Query for
STUDENT_COURSE_SEC_IDusingRGVE.sql. - After running, double-check results — if a long list, verify section number matches the correct student. Run a match on Student IDs from the query against the drop list. Highlight multiples.
Deregister¶
- Create a savedlist in SLED of students to be dropped.
- Use that savedlist in RGVE with Deregister = YES.
- Download report and verify students are dropped. If "No" — check the override. If A&R staff override, manually drop for PD.
Email Students¶
After RGVE, run PCEX with student communication code PREREQ and Y in "Process Letter Request."
To view the PREREQ email: go to DOC → type PREREQ → detail into "Document Paragraphs."