The purpose of this article is to provide guidance on how to set up a withdrawal or cancellation form on the portal. Attached to this article are templates for the forms which can be imported into your process graph.
This article is intended for StarRez PortalX editors with working knowledge of PortalX components (i.e., process, pages, widgets, events, etc.), the StarRez database schema, and their residence's StarRez business processes.
For the purpose of this knowledge article, we define “withdrawal form” and “cancellation form” as follows. However, note that these exact terms may vary for each residence.
|
Form |
Widget Settings | StarRez Field | Field Type | Lookup Text (Lookup Value) | Purpose |
| Withdrawal |
-Table: Booking
-Criteria: BookingID = BookingID |
Booking.CustomString3 | String | 1. Dissatisfaction 2. Financial Reasons 3. Off-Campus Housing 4. Roommate/Suitemate Difficulties 5. Withdrawing from the University/Transferring/Graduating 6. Other |
Record primary withdrawal reason |
| Booking.SpecialRequirements | StringLong (max 1000 characters) |
N/A | String (long) field to record student's additional comments on their withdrawal reason | ||
| Expected Departure Date (Booking.CustomDate2) | Date/Time | N/A | Date that Student is Requesting to Withdraw | ||
| Cancellation |
-Table Name: EntryApplicationID -Criteria: EntryApplicationID =EntryApplicationID |
Optional: EntryApplication. OfferReplyReason (StarRez Name: Response Reason) |
String (max 30 characters) |
N/A |
Optional: String field for cancellation reason |
We recommend using these page events on your withdrawal or cancellation page.
|
Form |
Page Event |
Settings |
Action |
Purpose |
|
Withdrawal |
Update Data |
-Table Name: Booking -Criteria: BookingID=BookingID |
Booking.CustomDate3 = {Today} |
Records date student submits withdrawal request |
|
Form Submission Date = Submitted |
Records form is submitted |
|||
|
Cancellation |
Update Data |
-Table Name: Entry Application -Criteria: EntryApplicationID = EntryApplicationID |
Application Status = Cancelled |
Changes application status to cancelled |
|
Cancelled = {Date} |
Records date and time student submits cancellation request |
|||
|
Withdrawal or Cancellation |
Email Entry |
N/A |
N/A |
Email Confirmation of Form Submission to Student |
We recommend setting the Page Complete Behaviour to "Read Only After Complete." You can also use a text widget at the top of the page to indicate that the page cannot be modified after completion.
You can add two existing widget rules to hide the text widget until the form has been submitted. Search for these rules:
On the attached export page template, we have provided an example of a message with text templating you can use.
If there are any lookups you would like to omit from the list of withdrawal reasons, you can add them as a filter in the field’s Lookup Criteria. Below is the list of the lookup text ID and values you can filter by.
|
Lookup Text ID |
Lookup Text Value |
|
2124 |
Withdrawing from the University/Transferring/Graduating |
|
2125 |
Off-Campus Housing |
|
2126 |
Financial Reasons |
|
2127 |
Roommate/Suitemate Difficulties |
|
2129 |
Dissatisfaction |
|
2139 |
Other |
To request to modify the lookups, please submit a request through the StarRez ESC form. Provide as many details as possible on what needs to be modified and provide an explanation for why the modification is required.
If you are using a date field to record when a student plans to depart from residence, you can choose to use validation criteria to restrict the dates that can be selected by the student. Please review the Validation Criteria Examples section from StarCare for more examples.
Here are examples of commonly used criteria:
We recommend adding a signature widget at the end of your form. The signature acts as a validation of the information that a student enters on the form.
The widget setting should be “Mode: Match Text - The signature the user enters must match predefined text,” which will prompt students to enter their student number as their signature.