Dropped Students

How to Drop a Student in OnlineSmart
R2T4 Calculation
Ledger Procedure for Dropped Students

Properly dropping a student requires:

Dropping the student in OnlineSMART
Calculating their R2T4 (if needed)
Updating their ledger

How to Drop a Student in OnlineSmart

In the Drop and Reenroll History section, enter the Drop date and Determination date in the fields provided.

The first field is for the student’s last physical date of attendance.
The second field is for the date it was determined that the student would be dropped.
These two dates are generally not more than a few days apart.
The exception to this would be if the student did not return from a leave of absence.

These dates could be separated up to the maximum number of days of the school's LOA Policy.

It is important to enter both the drop date (last date of attendance) as well as the determined date.

Choose the Drop Code.
Select the Drop button.
After dropping a student, remove the student’s remaining scheduled hours after last date of attendance.

TIP:

Drop Codes are hard-coded by SMART; more codes can be added under

Administration > Codes > Drop Codes

R2T4 Calculation

The Return to Title IV Calculation helps determine the amount of funds that need to be returned to Title IV after a student drops or is terminated from your institution. The R2T4 tool relies heavily upon the other areas of SMART in performing its calculation. Before using the R2T4 tool, SMART recommends the following areas be checked for accuracy:

Prior to Running the R2T4 Calculation

The student must have a drop date (last date of attendance) and determined date entered on the Academic tab within the student profile.
The student’s schedule must include hours on each scheduled day from the start date to last date of attendance.
Wipe out the student's schedule after their last date of attendance.
Ensure any LOA days have been entered and that no hours remain on LOA days.
It is highly recommended to post all Title IV aid received on the student’s ledger.

TIP:

Running the R2T4 Calculation

Select R2T4 from the top menu of the student’s profile page.
Select Period Used For Calculation, and select either Payment Period or Period of Enrollment.
Select Calculation Dates. The dates will pre-populate with information from the attendance tab. Enter the beginning of the payment period or period of enrollment in the Start of Period field.
Enter the Withdrawal Date into the Withdrawal Date field.
Enter the Withdrawal Determination Date into the Withdrawal Determination Date field.
Select Step 1 - Student’s Title IV Aid Information. This imports all Title IV aid posted to the student ledger. Title IV aid not posted to the ledger needs entered as well.
Step 5 - Institutional Charges imports 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.
Select Run Calculation and export to PDF.

Ledger Procedure for Dropped Students

When a student receiving Title IV funding drops, the first step is to add back on the ledger any cancelled payment periods or academic year charges. This should be posted on the student’s drop date. Please refer to Cancelling Out a Payment Period or Academic Year.
If the school charges a termination fee, post this as a miscellaneous charge. Please refer to Posting a Charge for Miscellaneous Items and Paying Them.
The school should complete their Institutional Refund Calculation to determine any unearned tuition. This should be posted by selecting CNCL as the type code, entering the amount of unearned tuition as a positive amount, selecting Unearned Tuition as the Program Code*, and in the bottom section of the screen allocate to Tuition.
Once the R2T4 and the Institutional Refund Calculations are completed and the unearned tuition has been posted, enter any refunds made to federal sources by selecting REFD as the type code, entering the amount as a negative number, choosing the appropriate program (Example: Pell, FDLPS, FDLPU, etc.), and at the bottom of the screen allocate to Tuition or Equip-Tools-Kit as appropriate.

*Create this Program Code if needed. For more information on creating Program Codes in OnlineSMART, please watch our short Training Video on the subject.

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Creation date: 12/5/2018 3:18 PM Updated: 5/17/2023 2:14 PM

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