Withdrawal Reason Codes

§Purpose & Scope

Every student withdrawal needs to record why the student left, using a controlled, selectable list rather than freeform text — both for internal tracking and for accreditation and federal reporting. This document lists the 32 reason codes the Registrar's office has identified, grouped into eight categories for readability. The groupings are organizational only; CampusOS can present the list flat or grouped, as long as all 32 values are available as controlled options.

This feeds the Withdrawal Date field in the companion Student & Enrollment Reports request, and should be captured alongside Student Status per the Student Status Taxonomy.

Source: transcribed from the UMF team's original request document — download the source file (.docx).

1Academic & Program Reasons

• Change of Academic/Occupational Goals
• Dissatisfied with Student Support Services
• Dissatisfied with Program Objectives
• Failure to Complete Capstone Course
• Failed to Submit Official Undergraduate Transcript – Admission Requirement

Official transcripts are a required admission document per the Student Admission & Acceptance SOP. "Capstone" is a defined term in the Degree Audit Policy — the designated culminating course required to graduate. The other three reasons in this group (goals, support services, program objectives) are general and don't map to a specific live policy.

2SAP-Related Reasons

• Satisfactory Academic Progress (SAP) Official Withdrawal
• Satisfactory Academic Progress – Failure to Complete SAP Appeal
• SAP Not Met – SAP Appeal Denied by Appeal Committee
• SAP Not Met Dismissal – Unable to Achieve ROP and/or CGPA Requirement (MTF Issue)

Per the Retention & SAP SOP — note its live SAP model has two tiers (Academic Warning, SAP Failure), not the appeal/probation/dismissal stages implied here; worth reconciling wording with the team.

3Transfer

• Transferred to Another College/University

This is the "Transfer Out" value required by the Graduation Rate Spec to correctly exclude transfer-out students from IPEDS cohort calculations.

4Personal & Family Reasons

• Personal Reasons – Child Care Problems
• Personal Reasons – Home Problems, Unable to Continue
• Serious Medical Issues – Personal
• Serious Medical Issues – Family
• Work Schedule Conflict
• Temporary Leave
• Deceased
• Permanent Disability
• Church Mission
• Military Service
• Foreign Aid Service

The last four are the IPEDS "allowable exclusion" reasons required by the Graduation Rate Spec — added so students who qualify can be excluded correctly from the official graduation-rate calculation.

5Administrative

• Cancelled
• Stopped Attending – Failure to Complete Attendance Requirements During Add/Drop Period

Cancelled matches "Cancelled / Never Attended" in the Student Status Taxonomy. Stopped Attending matches the administrative-withdrawal process in the Academic Calendar & Attendance SOP — and also overlaps with that Taxonomy's distinct Stopped-Out status (non-participation without a formal withdrawal); worth confirming these two artifacts should stay in sync.

6Leave of Absence (LOA)

• Failure to Return from LOA (180-Day Maximum)
• Failure to Return from LOA – Personal Financial Reasons
• Failure to Return from LOA – Student Request

"Leave of Absence (LOA)" is a real, recognized status in the Student Status Taxonomy. The 180-day maximum figure, however, has no live UMF source confirming it — the Retention & SAP SOP and Registrar Checklist both reference "the Leave of Absence Policy" without a linked document; worth confirming this number before it's submitted.

7Financial

• Financial Problem HOLD – Inability to Meet Financial Obligations
• Financial Problem PERSONAL – Unable to Continue, Student Request

"Financial Hold" is a real, recognized concept — confirmed in both the Student Status Taxonomy and the Finance section's planned "Holds, collections and student communication" topic. But that Finance section is an outline only — no live policy yet defines the billing, refund, or withdrawal-calculation rules behind these two reasons.

8Code of Conduct Violations

• Code of Conduct Violation: Sexual Harassment Policy
• Code of Conduct Violation: Academic Dishonesty Policy
• Code of Conduct Violation: Anti-Hazing Policy
• Code of Conduct Violation: Professional Behavior Policy

No live source document exists for these four policies — see Implementation Notes below.

§Implementation Notes

Open items to resolve before this goes to CampusOS

• Confirmed gap: unlike the other categories on this page, the four Code of Conduct reasons (Sexual Harassment, Academic Dishonesty, Anti-Hazing, Professional Behavior) have no live UMF policy to check against or link to — the SOP Library's "Student" department is entirely empty and marked Coming Soon site-wide, and the Faculty Handbook's conduct policy (Academic Freedom & Professional Conduct) covers faculty employment conduct only, not student discipline. A real Student Code of Conduct needs to be written and ratified before these four reasons can be considered accurate or complete.
• The four Code of Conduct reasons may need to stay visible only to Student Affairs / Compliance roles rather than all registrar staff, given their sensitivity — worth confirming access rules with the team before this goes live.
• SAP Not Met Dismissal references "ROP and/or CGPA requirement" and an "MTF issue" — both need a one-line definition from the team so CampusOS engineering doesn't have to guess at the acronyms. Likely matches: ROP = Rate/Pace of Completion (67% threshold) and MTF = Maximum Time Frame (150% of program length), per the Retention & SAP SOP and the Graduation Rate Spec — worth confirming with the team rather than assuming.
• Resolved: this list was missing four of the five IPEDS "allowable exclusion" reasons required by the Graduation Rate Spec to correctly calculate UMF's official graduation rate. Permanent Disability, Church Mission, Military Service, and Foreign Aid Service have been added to Personal & Family Reasons, alongside the existing Deceased — bringing the list from 28 to 32 items.