Page Comparison

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• Apply an appropriate withdrawn date. The date of the withdrawn outcome must reflect either: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

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• The Course Coordinator will decide on the suitability to claim a withdrawn for the student before continuing to the next step:

  • Extend the eLearning end date of each unit in aXcelerate (this will ensure it is viewable in the portal)

  • 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 Select Users, and use the filters to search for the student’s profile

  • Select the student's name from the list

  • Under the Course details, a list of units will appear (if all units do not appear, double check the eLearning dates in aXcelerate)

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

  • In 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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• • , under the Reports heading, select All logs

  • If the student has participated in any learning or assessment, estimate the number of hours spent in each unit

• Open student enrolment in aXcelerate and select Set All Subjects

  • Set all as N.R.

  • Set all units that had Time Online showing hours as W

  • Update hours for all Withdrawn units in aXcelerate student enrolment. Please note this must be a whole number, rounding up. Eg. 1hr, 30 mins would be entered as 2 hours.

• Apply an appropriate withdrawn date by updating the activity end date for all units. 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

• Note: updating the end date of the units will close off the student’s access to them. The elearning portal link itself should not be deleted. When a withdrawn outcome is applied, the link should always be kept as it may need to be verified in the future. If a student re-enrols/transitions into a new course and requests for the previous course to be removed from their portal, please check with Quality before doing so.

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• The Trainer determines the suitability to claim withdrawns for the student:

  • 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 there may be more than one attempt in progress

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

• 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. Withdrawn units will appear in the To Quality Check section for Review. Find by searching tag (initials of Course Coordinator e.g. AH), student name or course:

  • If correct, i.e. it meets the requirements - select Approve

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

  • This automatically pushes the result through to aXcelerate.

• Course Coordinator sets hours for withdrawn units:

  • Open student enrolment in aXcelerate and select Set All Subjects

  • Select all units with sufficient evidence to W - Withdrawn (40)

    • Calculate hours of participation for each unit and record in the Hours field for applicable units:

      • Open Student Activities, access information on attendance or trainer visits for each unit. If attendance is recorded, use it to allocate attendance hours for that unit. Example: trainer visited site for half-day to deliver the unit, therefore allocation 4 hours for attendance for that day

      • If no attendance is recorded, allocate 1 hour per assessment started/completed in Cloud Assess.

      • Note this must be a whole number, rounding up, e.g. 1.5 hours would be entered as 2 hours.

• Set the withdrawn date. Note: 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).

• Course Coordinator sets subjects with insufficient evidence to N.R. - Not Reported for AVETMISS (0).

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