Tool Search: Student Withdrawals
The Student Withdrawal Override (FC) extract reports missing student withdrawals from prior calendar years.
The Instructions section of the Student Withdrawals extract editor.Report population and logic
- The report is limited to a single school year.
- State Excluded Calendars, Enrollments, and Grade Levels do not report.
- Enrollments marked No Show do not report.
- The report can be run against a district’s active year and any prior year.
- The report can be run in District Editions.
To report, the Reporting Period must be S (Student) or G (Graduation):
- S (Student Collection) reports all withdrawals in the reporting range selected on the extract editor when Students Identified By is "Updated Exit Status."
- G (Graduation Collection) only reports withdrawals in the reporting range where Withdrawal Reasons are 40 (Transferred to Another Sch Dist. outside of OH), 42 (Transferred to Private School), 43 (Transferred to Home Education), 45 (Transferred by Court Order/Adjudication), 46 (Transferred out of the United States), 52 (Death), or 81 (Student Reported in Error) and the Students Identified By is "Updated Exit Status."
Mark the Updated Exit Status checkbox to include one record per student when the Updated Exit Status checkbox on the student's Enrollments tool is marked.
To report an "Updated Exit" status record, the Enrollment Exit Date must fall on or between 7/1 and 6/30 of the calendar year selected on the extract editor.
- The selected Reporting Period limits the returned records to the appropriate Update Exit status values.
- When a student exits multiple times during the selected school year, multiple records may be reported (Student Information > General > Enrollments > General Enrollment Information > Exit Date).
Select an Exit Reason of ** or Blank on the extract editor to include one record per student enrollment where Enrollments > General Enrollment Information > State End Status Code (Mapping) = ** or Blank. This enables current year district exit investigation and reporting.
To report an Exit Status record, the Enrollment Exit Date must fall on or between 7/1 and 6/30 of the calendar year selected on the extract editor. When a student exits multiple times during the selected school year, multiple records may be reported (Student Information > General > Enrollments > General Enrollment Information > Exit Date).
Mark the District Provided Student List checkbox on the extract editor to include one record per Student Number as supplied via a student Ad hoc filter. To report a District Provided Student List record:
- One record per enrollment that is active on or between 7/1 and 6/30 in the School Year selected on the extract editor reports. When a student exits multiple times during the selected school year, multiple records may be reported (Student Information > General > Enrollments > General Enrollment Information > Exit Date).
All students must have an SSID to report (Census > People > Demographics > Person Identifiers > Student State ID).
The order of records is as follows: District IRN, Student State ID, then Withdrawal Date. Reports the most recent date first in the case of multiple.
The file name is not state-defined. Reports as StudentWithdrawalOverride+Reporting Period+School Year of Calendar/s selected on the extract editor in YYYY format+file format.
Due dates
The Student Withdrawal Override (FC) record is reported during the Student (S) Collection submission periods. This record is also reported in the Graduation (G) Collection for specific withdrawal codes.
Extract editor
| Field Name | Description | Image
Click to enlarge |
|---|---|---|
| Instructions | ||
| This tool will extract data to complete the Student Withdrawal reporting formats. Choose the CSV to get the file in the state-defined format, choose HTML for testing/debugging. | ||
| Setup
At least one calendar must be selected to report. | ||
| Search Calendars | Enter text to narrow search results for calendar and school selection. Results dynamically change as each character is entered. |
 The Setup section of the extract editor. |
| Show Active Year Only | When toggled on, only the active year calendars display. Otherwise, all calendars from all schools display based on tool rights access. | |
| Expand All
Collapse All |
Opens or closes all available calendars and structures. The calendar selected in the Campus toolbar is automatically marked. | |
| Report Options | ||
| Extract Type
Required |
The only option is Student Withdrawal Override (FC). |
 The Report Options section of the extract editor. |
| Start Date
Required |
The first date to report student Enrollment Exit records. Enter dates in MM/DD/YYYY format, or click the calendar icon and select dates. | |
|
End Date Required |
The last date to report student Enrollment Exit records. Enter dates in MM/DD/YYYY format, or click the calendar icon and select dates. | |
|
Students Identified By |
Narrows the list of student records. Options include:
*An Ad hoc filter must be selected when "District Provided Student List" is selected. | |
|
Reporting Period |
The report time frame. Options include:
Student Information > General > Enrollments: Updated Exit Status or Exit Reason based on the report population. | |
|
Ad hoc Filter |
The selection of a pre-existing filter narrows report results to only students within that filter. See the Filter Designer article for additional information.
An Ad hoc filter must be selected with the District Provided Student List option is selected as the Students Identified By. The Ad hoc filter MUST include the Student Number field to ensure accurate reporting. | |
| Output Options | ||
| Report Processing | Choose when to generate the report. The options are Generate Now or Submit to Batch Queue.
Additional Queue Options display when Submit to Batch Queue is selected. Submit to Batch Queue is useful when generating reports for several calendars or larger amounts of reported data. When selected, users can view report generation progress in the Batch Queue Results section. See the Batch Queue article for more information. |
 The Output Options section of the extract editor. |
|
Format Type |
The file format. Options are:
| |
Report layout
The State Format (CSV) includes a header record.
| Data Element | Description | Database Location |
|---|---|---|
|
Sort Type |
Reports as FC for all records.
Alphanumeric, 2 characters |
Hard-coded, not dynamically stored |
|
Fiscal Year |
Reports the end year of the school year in which the Exit Date falls. For example, if the Exit Date is 8/26/2025, this date falls within 7/1 and 6/30 of the 2025-2026 school year. This would report as 2026.
YYYY |
Calculated |
|
Data Set |
Reports the Reporting Period selected on the extract editor (either S or G).
Alphanumeric, 1 character |
Either S or G, based on selection on the extract editor |
|
District IRN |
The state-assigned six-digit information retrieval number (IRN) of the building.
Reports the Building IRN Override when selected on the student’s Enrollment record.
Otherwise, reports the State School Number.
Alphanumeric, 6 characters |
Enrollments > State Reporting Fields > Building IRN Override
School Information > School Detail > State School Number |
|
State Student ID |
Reports the student's ID Number.
This field is left-padded with leading zero(s) to return as a 9-digit number.
When the Student Number is null, reports as 000000000.
Numeric, 9 digits |
Demographics> Person Identifiers > Student Number |
|
Withdrawal Date |
The enrollment Exit Date.
When null, reports as blank.
Numeric, 8 digits, YYYYMMDD |
Student Information > General > Enrollments > Exit Date |
|
Withdrawal Reason |
The Withdrawal Reason depends on the "Students Identified By" selected on the extract editor:
Numeric |
Enrollments > Updated Exit Status
Enrollments > Local End Status
Enrollment End Status Setup > State End Status Code (Mapping)
|
