Dropped Students

How to Drop a Student in OnlineSMART

1. Enter Drop and Determination Dates in the Drop and ReEnroll History section of the Academics tab in Student profiles:
• Drop Date: Student’s last physical date of attendance.
  • This goes in the first box.
• Determination Date: Date it was determined the student would be dropped.
  • This will go in the second box.
• These dates are generally close together unless the student did not return from a leave of absence (LOA).
2. Choose the Drop Code:
• Select the appropriate drop code.
• Drop codes are hard-coded by SMART; additional codes can be added under Administration > Codes > Drop Codes.
3. Select the Drop Button:
• After dropping a student, remove the student’s remaining scheduled hours after the last date of attendance.

R2T4 Calculation

Purpose: Determine the amount of funds to be returned to Title IV after a student drops or is terminated.

Prior to Running the R2T4 Calculation:

1. Ensure the student has a drop date and determination date entered on the Academic tab.
2. The student’s schedule must include hours on each scheduled day from the start date to the last date of attendance.
• Wipe out the student’s schedule after their last date of attendance.
• If this has not been completed by the time you run the R2T4, please review the previous section in this article (How to Drop a Student in OnlineSMART) to ensure all steps have been completed properly.
3. Ensure any LOA days are entered and no hours remain on LOA days.
4. Post all Title IV aid received on the student’s ledger.
   • All ledger postings should be posted prior to the students drop date in order to be calculated accurately in the R2T4.

1. Select R2T4 from the top menu of the student’s profile page.
2. Select Period Used For Calculation (Payment Period or Period of Enrollment).
3. Select Calculation Dates:
• Enter the beginning of the payment period or period of enrollment in the Start of Period field.
• Enter the Withdrawal Date and Withdrawal Determination Date.
4. Select Step 1 - Student’s Title IV Aid Information to import all Title IV aid posted to the student ledger.
   • Typically nothing needs to be done with this step. If all TIV aid has been posted to the ledger for the chosen period of enrollment, do not make any selections at this step, and proceed to "Step 5"
5. Select Step 5 - Institutional Charges to import charges from the Financial tab.
   • Select Payment Amounts for the Period of Enrollment or Payment Amounts for the Payment Period depending on how you charge. You may manually enter charges if needed as well.
6. Select Run Calculation and export to PDF.

Ledger Procedure for Dropped Students

1. Add Back Cancelled Charges:
• Add any cancelled payment periods or academic year charges on the student’s drop date.
• Please refer to Recommended Ledger Procedures, Cancel and Post Payment Periods for more information.
2. Post Termination Fee (if applicable):
   • Post as a miscellaneous charge.
     • Please refer to Recommended Ledger Procedures, Non-Contract Charges for more information.
3. Institutional Refund Calculation:
• Determine any unearned tuition and post it by selecting CNCL as the type code and Unearned Tuition as the Program Code. (You may need to create this code*** if you do not have it saved already)
• Allocate to Tuition.
4. Enter Refunds to Federal Sources:
• Select REFD as the type code, enter the amount as a negative number, choose the appropriate program (e.g., Pell, FDLPS, FDLPU), and allocate to Tuition or Equip-Tools-Kit.
• Important: In the REFD post, select the “Year” that the original disbursements applied to. The post and disbursement dates for the ledger entry should remain “the day the entry was made/posted,” but the Year dropdown should match the original DISB post.

***For more information on creating Program Codes in OnlineSMART, please watch our short Training Video on the subject