1A. Student Requests Withdrawal

Administrative Assistant, Trainer, Sales Team

1B. Strategix Initiates Withdrawal

Administrative Assistant

2. Process/Review Withdrawal – Administrative Tasks

Administrative Assistant

Students are encouraged to complete the withdrawal form via Strategix’s website.

Whether the withdrawal form is used or not used, there must be detailed notes entered into aXcelerate by the dealing staff member using the file note “General – Cancellation” and the note must be sent to the appropriate administrative assistant for processing.

Disengaged Students
When Strategix intends to withdraw a student after a period of non-attendance, reasonable attempts must be made to contact the student and re-engage them in their course of study. Reasonable attempts include:

• Three (3) attempts over a period of at least three (3) weeks

• Multiple methods of contact using telephone, mail, email and attempting to contact the emergency contact.

After the attempts to contact/re-engage the student, the administrative assistant will issue the student with a Cancellation of Enrolment – Warning email. The email outlines the:

• Course of enrolment

• Expected Commencement and Completion Date

• Subjects outcomes

• The reason for the withdrawal warning email

• Time frame to which the student must respond (14 calendar days).

If the student does not respond or re-engage within 14 days, the administrative assistant will proceed with Step 2 of this withdrawal process.

1A. Student Requests Withdrawal

Administrative Assistant, Trainer, Sales Team

1B. Strategix Initiates Withdrawal/ Cancellation of Traineeship

Administrative Assistant

2. Process/Review Withdrawal – Administrative Tasks

Administrative Assistant

In line with regulatory requirements, a student must complete official forms upon withdrawal.

This form is used to apply to the department to cancel the training contract of an apprenticeship or traineeship where both parties mutually agree “ATF-034 Cancel a registered training contract (by all parties)”.

The form is located at https://desbt.qld.gov.au/training/apprentices/resources/forms under section C.

Disengaged Students
There is no specific form available for use when Strategix needs to cancel a traineeship.

When a Strategix staff identifies that a student no longer works for an employer and the employer and/or student has not informed Strategix or for any other valid reason (serious misconduct etc.), the administrative assistant:

Completes a “TF-034 Cancel a registered training contract (by all parties)”, (do not obtain signatures)

Creates an email which contains information explaining the situation and attaches the partially completed form

Sends the email to apprenticeshipsinfo@qld.gov.au

A withdrawn claim for payment will only be validated where the training contract has been cancelled or withdrawn, or a change of SRTO has occurred, and this change of status has been recorded within DELTA.

Enrolment Information

aXcelerate notes detailing:

• Declarations (relevant funding)

• CT and RPL

• Study information

• Enrolment success

• NCVER Privacy notice (U18s)

• Tentative enrolment email

All note types are in the student’s profile.

aXcelerate

Eligibility Evidence

As per funding requirements

All evidence is saved against the portfolio of the student.

aXcelerate academy checklist

Participation

• Attendance marked

• Commencement activities

• Assessment materials

Check all evidence has been recorded.

aXcelerate,

Assessment books or

Cloud Assess

Finance Details

• Service agreement

• Purchase order

• Receipts

Payment or Purchase order required.

aXcelerate

MYOB

AVETMISS

• USI

• CA’s are applied

• Date of withdrawal (completed in step e.)

Ensure the data is recorded on the student’s profile.

aXcelerate

Assessment Materials

• Attempted or completed

• Signed and dated by student and trainer or

• Submitted or in progress on Cloud Assess

Ensure we have copies of the evidence.

Server (archive or scans),

Cloud Assess

1A. Student Requests Withdrawal

Administrative Assistant, Trainer, Sales Team

1B. Strategix Initiates Withdrawal

Administrative Assistant

2. Process/Review Withdrawal – Administrative Tasks

Administrative Assistant, Compliance Manager, Department Manager

Students are encouraged to complete the withdrawal form via Strategix’s website.

Whether the withdrawal form is used or not used, there must be detailed notes entered into aXcelerate by the dealing staff member using the file note “General – Cancellation” and the note must be sent to the appropriate administrative assistant for processing.

In most cases Strategix will issue a Cancellation of Enrolment – Warning email explaining the reason/s for the decision.

1A. Student Requests Withdrawal

Administrative Assistant, Trainer, Sales Team

1B. Strategix Initiates Withdrawal

Administrative Assistant

2. Process/Review Withdrawal – Administrative Tasks

Administrative Assistant, Compliance Manager, Department Manager

3. Formal Appeal Period (If Withdrawal Initiated by Strategix)

Administrative Assistant, Department Manager

Students must complete the withdrawal form via Strategix’ website.

If the student expresses their intent to withdraw prior to census day of a course they will not incur a charge on that census date.

Students funded through VET Student Loans must be actively engaged in their course and signify to Strategix on a regular basis that they intend on continuing with their course. The following will be considered when determining if a student is actively engaged in the course:

• Completion of VET Student Loans progression forms

• Class attendance (if applicable)

• eLearning portal logins

• The student has confirmed their intent to continue the course with a Strategix staff member via email or phone

• Participation in assessments

• The student has received information regarding the cost and duration of the UOS.

Informal evaluation of a student’s engagement occurs continuously throughout the course through the monthly phone call process with student support officers (online students), and through regular contact with trainers (on campus students). Formal evaluation of a student’s level of engagement takes place prior to commencing a new unit of study, as per below:

• Unit of Study 1 – Students must complete the eCAF and login to the online learning system prior to census date to indicate engagement

• Unit of Study 2 – Students must complete item 6 plus at least one of the other items to indicate engagement

• Unit of Study 3 – Students must have completed item 5 since last census date to indicate engagement.

Disengaged Students
When Strategix intends to withdraw a student after a student is determined to be disengaged the administrative assistant will notify the student via the Strategix College - Cancellation warning email.

In order to avoid being withdrawn, students have up to 28 days to confirm (through email or phone) their desire to continue to remain enrolled, and also by submitting assessment tasks within the 28-day warning period.

The student has 28 days from the date of being notified to appeal the decision before the cancellation takes effect. Once the 28 days have passed the administrative assistant will proceed with Step 2 of this withdrawal process.

Prior to Commencement
Students may also be withdrawn if, in the event that they enrol on the basis that some or all of the VET tuition fees will be covered by a VET Student Loan, the student does not submit an eCAF on or before the census day (or is not approved for a VET Student Loan) and does not voluntarily pay for the part of the course upfront. These students are not provided with an opportunity to appeal this decision but must complete another enrolment form if they wish to re-enrol.

Update subject outcomes

Set non competent subjects to N.R. - Not Reported for AVETMISS (0)

Set non competent subjects to W - Withdrawn (40)

Administrative Assistant

Update Finance Details

Clear the fees from the Unit of Study which have been withdrawn from prior to census, and;

Update the Completion Status to “0 – Do not report for Vet Fee Help”

Click Submit.

Leave the fees as is for the UoS which have been withdrawn from after to census, and;

Update the Completion Status to “1 - Withdrew without academic penalty (after census)”

Click Submit.

Administrative Assistant

Update enrolment status to ‘Cancelled’ and click update

Not Applicable

Not Applicable

Administrative Assistant

Cancel Campus based students from the workshop

Not Applicable

Not Applicable

Administrative Assistant

1A. Student Requests Withdrawal

Administrative Assistant, Trainer, Sales Team

1B. Strategix Initiates Withdrawal

Administrative Assistant

2. Formal Appeal Period

Administrative Assistant, Department Manager

3. Process/Review Withdrawal – Administrative Tasks

Administrative Assistant, Compliance Manager, Department Manager

4. Notify Regulatory Authority

Administrative Assistant, Department Manager

International students must complete the withdrawal form via Strategix’ website if they intend to withdraw and must provide Strategix with evidence supporting their reason for withdrawal.

When a request is received which relates to one of the following reasons, there are specific requirements which must be met by the student for the withdrawal to be approved, these reasons and conditions include:

• Students wishing to transfer to another training provider who fall within the restriction period must meet the conditions outlined in the International Student Transfer Policy

• Students who wish to withdraw in order to return to their home country must provide clear evidence that they intend to return to their home country. If the request is made within the first six months of the study for their principal course and the student is unable to provide evidence, the cancellation request may not be granted.

In addition, a cancellation request may not be granted if:

• The application coincides with likely reporting for breach of visa conditions

• If the student has any outstanding fees.

Decisions to approve or deny a withdrawal request are to be actioned by the International Manager in line with the relevant procedures*.

Withdrawals
When intending to withdraw an international student, the international manager must first, notify the international student via the International Student - Cancellation Warning email, which:

• Provides a notice of the intention to report

• Outlines the reason/s for the cancellation

• If applicable, provides an overview of the conclusions made in the progression meeting (if relating to academic performance or attendance breaches).

Performance or Attendance Breaches
When Strategix intends to withdraw an international student because of an academic performance or attendance breaches the Student Progress Policy and Procedure and/or the Attendance Policy and Procedure must be followed prior progressing to Step 2 of this withdrawal process.

1A. Student Requests Withdrawal

Administrative Assistant, Trainer, Sales Team

1B. Strategix Initiates Withdrawal

Administrative Assistant

2. Process/Review Withdrawal – Administrative Tasks

Administrative Assistant, Compliance Manager, Department Manager

Students are encouraged to complete the withdrawal form via Strategix’ website.

Whether the withdrawal form is used or not used, there must be detailed notes entered into aXcelerate by the dealing staff member using the file note “General – Cancellation” and the note must be sent to the appropriate administrative assistant for processing.

Disengaged Students
When Strategix intends to withdraw a student after a period of non-attendance, reasonable attempts must be made to contact the student and re-engage them in their course of study. Reasonable attempts include:

• Three (3) attempt over a period of at least three (3) weeks

• Multiple methods of contact using telephone, mail, email and attempting to contact the emergency contact.

After the attempts to contact/ re-engage the student, the administrative assistant will issue the student with a Cancellation of Enrolment – Warning email. The email outlines the:

• Course of enrolment

• Expected Commencement and Completion Date

• Subjects outcomes

• Time frame to which the student has to respond (14 calendar days)

If the student does not respond or make contact in 14 days, the administrative assistant will proceed with Step 2 of this withdrawal process.

Student Requests Withdrawal/Strategix initiates withdrawal

Administrative Assistant, Trainer, Sales Team

Review Withdrawal

Administrative Assistant

Determine Subject Outcomes

Trainer and Administrative Assistant

Process Withdrawal

Administrative Assistant

Notify Regulatory Authority

Administrative Assistant

Traineeships

Students and employer must complete the Cancellation of an apprenticeship or traineeship by consent form.

The form can be found under the heading “Apprenticeships and Traineeships on the following webpage:

https://www.training.nsw.gov.au/forms_documents/index.html#apprenticeships_and_traineeships

Academy

Students wishing to withdraw must advise Strategix through the Withdrawal Form, email or phone.

Once received, the Course Coordinator must confirm with the student the intended date for withdrawal, then proceed to the Pre-Withdrawal Checks/Action step.

Disengaged Students
When Strategix intends to withdraw a student after a period of non-attendance, reasonable attempts must be made to contact the student and re-engage them in their course of study and to determine if the reason for discontinuing is due to the performance of Strategix. If that is the case, Strategix must make reasonable efforts to address the concerns of the student. If reasonable attempts have been made and or the student still wishes to withdraw continue with step 2.

Reasonable attempts include:

• Three (3) attempts over a period of at least three (3) weeks

• Multiple methods of contact using telephone, mail, email and attempting to contact the emergency contact.

After the attempts to contact/ re-engage the student, the administrative assistant will issue the student with a Cancellation of Enrolment – Warning email. The email outlines the:

• Course of enrolment

• Expected Commencement and Completion Date

• Subjects outcomes

• Time frame to which the student must respond (14 calendar days)

If the student does not respond or make contact in 14 days, the administrative assistant will proceed to the next step.

1A. Student Requests Withdrawal

Administrative Assistant, Trainer, Sales Team

1B. Strategix Initiates Withdrawal

Administrative Assistant

3. Process/Review Withdrawal – Administrative Tasks

Administrative Assistant

Students are encouraged to complete the withdrawal form via Strategix’ website.

Whether the withdrawal form is used or not used, there must be detailed notes entered into aXcelerate by the dealing staff member using the file note “General – Cancellation” and the note must be sent to the appropriate administrative assistant for processing.

Disengaged Students
When Strategix intends to withdraw a student after a period of non-attendance, reasonable attempts must be made to contact the student and re-engage them in their course of study. Reasonable attempts include:

• Three (3) attempt over a period of at least three (3) weeks

• Multiple methods of contact using telephone, mail, email and attempting to contact the emergency contact.

After the attempts to contact/re-engage the student, the administrative assistant will issue the student with a Cancellation of Enrolment – Warning email. The email outlines the:

• Course of enrolment,

• Expected Commencement and Completion Date

• Subjects outcomes

• The reason for the withdrawal warning email

• Time frame to which the student must respond (14 calendar days).

If the student does not respond or re-engage within 14 days, the administrative assistant will proceed with Step 2 of this withdrawal process.

10

W-FP

Student withdraws after some participation

70%

11

W-P

Discontinued - Strategix withdraws student after disengagement after participation

70%

100

W-N

Never commenced - no participation

0%

• List here

See Funding

• SNR 3.1, 3.4

• CRICOS 9

• SAS 1

• PIT Business Rules

List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document

Name here

Details / Decisions: