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• Apply an appropriate withdrawn date. The date of the withdrawn outcome must reflect either:

  • The date that the request was received by Strategix (student-initiated withdrawal), or

  • The date the withdrawal was finalised (Strategix initiated withdrawal).

• Finalise the enrolment.:

  • Once subjects are updated, the qualification is set to ‘cancelled’, there must not be an “Actual Completion” date recorded against the qualification and a Statement of Attainment is to be issued to the student as per the Issuance Policy and Procedure.

  • A Confirmation of Withdrawal email is also sent to notify the student of the cancellation. Ensure the correct withdrawal date is entered and the reason for withdrawal is selected. Save the email before sending it to the student and course coordinator (if required).

  • Cancel from any Current/Future Workshops

    • Review and open any current/future workshops in the Workshop Participation Record on the student’s profile

    • Select student’s name

    • Select action Cancel Booking from drop down list

    • Untick Withdraw from related subjects box

    • Select Add New Status

Online Enrolments

• The Course Coordinator will decide on the suitability to claim a withdrawn for the student before continuing to the next step:

  • Login to Moodle

  • On the home screen, find the qualification that the student is enrolled in (e.g. Cert III in Business). Make sure you choose the correct version of the qualification. If you are not sure, search up a student in aXcelerate to confirm

  • Open each unit under the qualification in a new tab (hold Ctrl down while you click on the unit or right-click and select “open link in new tab”)

  • Open each unit tab

  • Scroll to the bottom of the screen

  • Select “Attendance Register”. It will be a light grey colour, as it is only visible to trainers and administrators, not to students

  • The report is in alphabetical order or you can use Ctrl+F to search for the student’s name

  • If minutes/hours are shown in the Total Time Online, the student has spent time on this particular unit and we can claim a Withdrawn.

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• The student has met all the enrolment requirements

• Assessments and unused materials are returned

• There are no outstanding assessments or units to be resulted in the learning portal

• There are no outstanding monies/fees

• There are no refunds due and if so, processed as per the Fee Refund Policy and Procedure

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If enrolment is in progress and the units have an outcome of CA - Continuing activity:

• The Trainer will decide on the suitability to claim withdrawn for the student before continuing to the next step.

  • Open student enrolment on Cloud Assess

  • Open each unit

  • Referring to the Unit Outcome guide, record the outcome for each unit

    • Withdrawn = Attempted or completed AT LEAST one assessment not including commencement/learner activities*
      *Please note: Attempted means the student must have started answering questions within the assessment part. Check attempt # as this may be more than one attempt if In Progress

    • Not Assessed = Did not undertake any of the assessments for this Unit OR only completed the Commencement Activity

• Withdrawn units will appear in the To Quality Check section for Review.

  • Can find by searching tag (initials of Course Coordinator eg. AH), student name or course

• The Course Coordinator confirms the correct outcome has been recorded by reviewing the student’s progress in the unit and the guidelines of the Unit Outcome Guide. Approve or Reject all withdrawns:

  • If correct - select Approve

  • If incorrect - select Reject, and record comment “Insufficient attendance or work completed, please result as NOT ASSESSED”

• This automatically pushes the result through to aXcelerate

• Open student enrolment in aXcelerate and select Set All Subjects

• Select all Withdrawn and No Result units

• Update all units to Withdrawn

• Add 1 hour of participation for each unitCourse Coordinator records the Withdrawn/discontinued (40) outcome for all units not completed

  • Open student enrolment in aXcelerate and select Set All Subjects

  • Select all applicable units (ensure no Competent units are selected)

  • Using the Bulk set all below fields, update:

    • Status to Withdrawn

    • Hours to 1

    • Activity End Date to either the request was received by Strategix (student-initiated withdrawal), or the date the withdrawal was finalised (Strategix initiated withdrawal).

  • Submit

• Follow the steps below to Finalise the Enrolment

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• No Withdrawn outcomes are to be applied. All units should remain as NR

• Apply an appropriate withdrawal date. The date of the withdrawn outcome must reflect either:

  The date that

  Using the Bulk set all below fields, update:

  • Activity End Date to either the request was received by Strategix (student-initiated withdrawal), or The the date the withdrawal was finalised (Strategix initiated withdrawal).

• Submit

• Follow the steps below to Finalise the Enrolment

Finalise the Enrolment:

• Once subjects are updated, the qualification is enrolment is to be set to ‘cancelled’, there must not be an “Actual Completion” date recorded against the qualification and a . A Statement of Attainment is to be issued to the student as per the Issuance Policy and Procedure. A Confirmation of Withdrawal email is also sent to notify the student of the cancellation. Ensure the correct withdrawal date is entered and the reason for withdrawal is selected. Save the email before sending it to the student and course coordinator (if required).to the student as per the Issuance Policy and Procedure.

• A Confirmation of Withdrawal email is also sent to notify the student of the cancellation. Ensure the correct withdrawal date is entered and the reason for withdrawal is selected.

• Cancel from any Current/Future Workshops

  • Review and open any current/future workshops in the Workshop Participation Record on the student’s profile

  • Select student’s name

  • Select action Cancel Booking from drop down list

  • Untick Withdraw from related subjects box

  • Select Add New Status

• Close the Training Account:

  • Log into the Skills and Employment Portal

  • Select Training Account and Training Account Search

  • Find Training Account by entering in student’s details to search

  • Select Edit Training Account

  • Scroll down to the bottom of the Training Account to the Summary Information field, select the status ‘Closed’ and provide a reason. Examples may include: ceased training services, or is no longer enrolled in the course

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Smart and Skilled Student Withdrawal Procedure

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