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PUBLIC-FACING |
Withdrawals and Cancellations -
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Handbook, Info
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Sheet
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WithdrawalsIn some instances, a student’s circumstances may change, affecting their ability to successfully complete the a course and they . They may wish to withdraw from the a course. To withdraw from a course or qualification, you must notify Strategix of your intention to withdraw and reason for withdrawal, using the following methods:
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Info Sheet
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Withdrawal requests received from a student are reviewed and either approved or denied within ten (10) business days from the date of submission. You will be notified of the outcome of your withdrawal request via email. If your enrolment is withdrawn, Strategix will document the reasons for the withdrawal and advise the relevant regulating and funding bodies as per their requirements. The date of the withdrawal will reflect either the date that the request was received by Strategix or the date on which Strategix has processed the withdrawal. After the withdrawal request has been approved, Strategix will finalise any outstanding assessments and outcomes and, where applicable, you will be issued with a Statement of Attainment for any subjects you have completed. This will be actioned within 21 days of the notification of your intention to withdraw. Note: You will only receive certification for completed subjects if you have paid any fees related to the subject/s included in their Statement of Attainment. Should a refund be applicable, it is processed and assessed through the Refund Request Form. |
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International Students
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:
Decisions to approve or deny a withdrawal request are to be actioned by the International Manager in line with the relevant procedures. Students who are unable to provide supporting evidence and or meet any conditions may be denied the opportunity to withdraw. The student must continue their studies and attend classes on all scheduled days until a final decision is made (this includes any appeal period). Formal Appeal Period – 20-Day Cooling Off PeriodIf a withdrawal or transfer request is denied or the student is issued with an International Student - Cancellation Warning email, the withdrawal process must not continue past this stage until the appeals timeframe (20 working days) has passed and the student did not access the appeals process or , an appeal has been lodged and a final decision was made, or the student withdraws their appeal. The same applies even if an international student’s misbehaviour is grounds for immediate expulsion, unless the international student’s health or wellbeing, or the wellbeing of others, is likely to be at risk, wherein the student will not be offered an opportunity to appeal. If the decision made by Strategix to cancel their enrolment is appealed, the outcome is processed as per the Complaints and Appeals Information https://team-1597131381081.atlassian.net/wiki/x/TICjtQ Sheet and the student must continue to study in line with their visa requirements. Where the appeal is successful, you will be sent a Confirmation of Withdrawal email , be and provided with a Letter of Release. |
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Notify Regulatory AuthorityStrategix will cancel the students CoE and/or record the Transfer Request. |
Cancellations -
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Handbook, Info
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Sheet
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CancellationIf you breach Strategix’s policies and procedures or code of conduct, you may be cancelled from your course, as part of disciplinary action. Strategix also reserves the right to cancel your enrolment based on, but not limited to:
Strategix will provide you with sufficient written warnings about any of the above and a failure to respond or act on these written warnings will trigger Strategix to cancel your enrolment. |
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In most cases, you will be issued with a Cancellation of Enrolment – Warning email explaining the reason/s for the decision. You then have 14 days to reply to this notice. You may then have an opportunity to implement corrective action to show your engagement in the course. If there is no reply or corrective actions are not performed, you will be cancelled. In cases where your health or wellbeing, or the wellbeing of others, is likely to be at risk, Strategix retains the right to withdraw you immediately and not provide an opportunity for you to appeal the decision. This may include, but is not limited to, if you:
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A student wishing to cancel their enrolment in a course may request to be withdrawn at any time. In cases where a student informs a staff member of their intent to withdraw from a course, the staff member must talk with the student and identify the reasons surrounding the decision. If the reasons surrounding the decision are issues that can be addressed internally (e.g. student support services, further education/assistance), the staff member should attempt to resolve the issue with the student to enable them to continue with their course.
If the student still wishes to withdraw or if the reason is something external that is out of the control of Strategix (moving, personal reasons, etc.), students should be encouraged to complete a withdrawal form, Note, some funding requirements mandate a Withdrawal or Cancellation form (as stipulated in this procedure). Students must ensure any applicable regulatory requirements are met prior to withdrawal. Withdrawal requests received from a student are to .
Withdrawal requests received from a student are to be reviewed and approved or denied within ten (10) working days from the date of submission.
Note: Some funding requirements mandate a Withdrawal or Cancellation form (as stipulated in this procedure). Students must ensure any applicable regulatory requirements are met prior to withdrawal.
Strategix’s Intent to Withdraw
Strategix may intend to cancel a student’s enrolment based on, but not limited to:
ReachedReaching/passed passing the endpoint of their scheduled duration and have not indicated indicating they would like an extension
Failure Failing to meet the minimum engagement requirements or for lack of attendance
Lack of academic performance or breach of course progress
Not completing Vocational Placement in the required timeframes
Misbehaviour and/or breach of the Student Code of Conduct or Strategix’s Policies
A breach of visa conditions (international students)
Failure to pay fees.
In most cases, the student will be issued with a Cancellation of Enrolment – Warning email explaining the reason/s for the decision. The student has 14 days to reply to this notice. The student may then have an opportunity to implement corrective action, if there is no reply or corrective action is not performed, they will be cancelled.
In cases where the student’s health or well-beingwellbeing, or the well-being wellbeing of others, is likely to be at risk,Strategix retains the right to withdraw a student immediately and not provide an opportunity for the student to appeal the decision. Evidence to support the claim must/will be recorded on the student’s file.
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QLD VET Investment Student Withdrawal Procedure
Qld QLD VET Investment Programs - Students funded through the following:
Certificate 3 Guarantee
Boost (BW3)
Higher Level Skills (HLS)
Skilling Queenslanders for Work (SQW)
Vocational Education and Training in Schools (VETiS) Funding
Foundation Skills (Skills for Work).
Steps | Person Responsible |
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1A. Student Requests Withdrawal | Administrative Assistant, Trainer, Sales Team |
1B. Strategix Initiates Withdrawal |
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2. Process/Review Withdrawal – Administrative Tasks | Administrative Assistant |
A withdrawal will follow either path 1A or 1B.
1A. Student Requests Withdrawal | 1B. Strategix Initiates Withdrawal |
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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 |
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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:
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If the student does not respond or re-engage within 14 days, the administrative assistant will proceed with Step 2 of this withdrawal process. |
Online students failing to meet progress requirement requirements may be cancelled without notice. Re-enrolment will require further approval and payment of fees.
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Upon receiving a request to withdraw from the student or after the cancellation warning period has passed without a response from the student, the administrative assistant must review the student’s profile to ensure the enrolment status is In Progress, not Tentative.
Face-to-Face, Structured Online and Workplace Enrolments
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 (1) attempt if In ProgressNot 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, e.g. 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 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 units
Calculate hours of participation for each unit:
Face-to-face enrolments:
Access class matrix and select View Attendance Mode. Review dates attended and compare against Course Release Schedule
Allocate 6 hours for each day attended for the unit. Eg. For example, if CHCDIV001 is delivered over 2 days, this unit is allocated 12 hours (6 hours x 2 days).
If more than one unit is delivered on the day, you will need to pro-rata attendance hours. Eg. In For example, in Education Support, CHCDIV001 and CHCDIV002 are delivered on the same day and each unit is allocated 3 hours (6 hours / 2 units).
If no attendance is recorded, allocate 1 hour per assessment started/completed.
Structured online enrolments:
Access class matrix and select View Attendance Mode. Review dates attended and compare against Course Release Schedule
Allocate 3 hours for each day attended for the unit. Eg. For example, if CHCDIV001 is delivered over 2 days, this unit is allocated 6 hours (3 hours x 2 days).
If more than one unit is delivered on the day, you will need to pro-rata attendance hours. Eg. In For example, in Education Support, CHCDIV001 and CHCDIV002 are delivered on the same day and each unit is allocated 1.5 hours (3 hours / 2 units).
If no attendance is recorded, allocate 1 hour per assessment started/completed.
Workplace enrolments:
Open Student activities
Apply Duration to each subject listed.
Update hours for all Withdrawn units in aXcelerate student enrolment. Please note, this must be a whole number, rounding up. Eg. , for example 1.5 hours would be entered as 2 hours.
Note: Where a student has missed attending classroom or structured online sessions, yet has completed the assessment activities on Cloud Assess, calculate the hours of attendance by 1 hour for each assessment activity completed. An assessment activity does not include the commencement, learner or induction activities.
Apply an appropriate withdrawn date. The date of the withdrawn outcome must reflect either:
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Important - Re-enrolments: If this is not the first enrolment for the student in the qualification, double check the attendance dates as well as the dates recorded in the timeline logs in Cloud Assess to ensure there is sufficient evidence for a Withdrawn during this enrolment period. If the student has not participated in learning or assessment for the unit after the new enrolment date, no Withdrawn should be claimed. |
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 Extend the eLearning end date of each unit in aXcelerate (this will ensure it is viewable in the portal)
Login to Moodle
Select Users, and use the filters to search for the student’s profile
Select the student's name from the list (double click on their name to open their profile)
Under the Course detail sections, 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 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 section select ‘All logs'. You will then see the time/date logs
To calculate: Add the time from the first and last entry for the date. Do this for each new date. Then sum all the values together for your total.
Example: One of the dates logged is the 10th of August - If the first entry on 10th of August is 8am and the last entry for the 10th of August is 5pm then the total for that date is 9 hours. Look at other dates logged and add.
Keep in mind: This calculation is only an estimate. This estimate calculation is sufficient for determining the hours against withdrawals on units.
Note: If the total time for the unit shows less than 15 minutes, this is not sufficient evidence for a Withdrawn and should be recorded as N.R. in aXcelerate
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Important - Re-enrolments: If this is not the first enrolment for the student in the qualification, double check the dates recorded in the logs to ensure there is sufficient evidence for a Withdrawn during this enrolment period. If the student has not participated in learning or assessment for the unit after the new enrolment date, no Withdrawn should be claimed. |
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. For example, 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
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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.
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).
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PROCEDURE TWO |
QLD User Choice Student Withdrawal Procedure
Apprenticeship and traineeship program funded by the Queensland Government.
Steps | Person Responsible |
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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 |
A withdrawal will follow either path 1A or 1B.
1A. Student Requests Withdrawal | 1B. Strategix Initiates Withdrawal/Cancellation of Traineeship |
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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 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:
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Online students failing to meet participation or progress requirement requirements may be cancelled without notice. Re-enrolment will require further approval and payment of fees.
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To ensure the User Choice requirements are met, the administrative assistant assesses and checks all documentation/information in relation to the student’s enrolment, including:
What to Check | Evidence | What to Look For | Where is the Evidence Found |
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Enrolment Information | aXcelerate notes detailing:
| All note types are in the student’s profile. |
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Eligibility Evidence | As per funding requirements. | All evidence is saved against the portfolio of the student. |
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Participation |
| Check all evidence has been recorded. |
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Finance Details |
| Payment or Purchase order required. |
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AVETMISS |
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| Ensure the data is recorded on the student’s profile. |
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Assessment Materials |
| Ensure we have copies of the evidence. |
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Determine Subject Outcomes
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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 progressNot 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, ie.eg. 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. ExampleFor example: A trainer visited site for a half-day to deliver the unit, therefore allocation allocate 4 hours for attendance for that day
If no attendance is recorded, allocate 1 hour per assessment started/completed in Cloud Assess.
Note this : This must be a whole number, rounding up, e.g. 1.5 hours would be entered as 2 hours.
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Important - Re-enrolments: If this is not the first enrolment for the student in the qualification, double check the attendance dates as well as the dates recorded in the timeline logs in Cloud Assess to ensure there is sufficient evidence for a Withdrawn during this enrolment period. If the student has not participated in learning or assessment for the unit after the new enrolment date, no Withdrawn should be claimed. |
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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Students who are paying for the course through their own means. This section is also relevant for students who are Free of Charge or completing the PaTH program.
Steps | Person Responsible |
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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 |
A withdrawal will follow either path 1A or 1B.
1A. Student Requests Withdrawal | 1B. Strategix Initiates Withdrawal |
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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. |
2. Process/Review Withdrawal – Administrative Tasks
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The student has met all the enrolment requirements
Assessments and unused materials are returned
There are no outstanding assessments to be resulted
There are no outstanding monies/fees
There are no refunds due and, if so, processed as per the Fee Refund Policy and Procedure.
Once all the above checks are complete the date of the withdrawn outcome must reflect the date that the request was received by Strategix (student-initiated withdrawal).Once subjects are updated the
Note: For the eLearning portal (Moodle), 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.
Once subjects are updated, the qualification is set to ‘cancelled’ and there . 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.
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VET FEE HELP/VET Student loans Student Withdrawal Procedure
Diploma students are funded through the VET Student Loans or VET FEE HELP scheme.
Steps | Person Responsible |
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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 |
A withdrawal will follow either path 1A or 1B.
1A. Student Requests Withdrawal | 1B. Strategix Initiates Withdrawal |
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Students must complete the withdrawal form via |
Strategix website. If the student expresses their intent to withdraw prior to the 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:
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:
Disengaged Students 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 |
. They also must submit 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 |
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. |
2. Process/Review Withdrawal – Administrative Tasks
A student who withdraws from a subject on or before the census date will not incur a VET Student Loans debt for the tuition fees for that Unitunit. Students who have requested VET Student Loans Assistance and who remain enrolled after the published census date will incur a VET Student Loans debt. A student who withdraws from a subject after the published census date for that subject will incur a VET Student Loans debt for that subject.
For information on special circumstances requirements for students and re-crediting of fees see the Student Review Requirements & Re-Crediting a FEE-HELP Balance Policy https://team-1597131381081.atlassian.net/wiki/x/AQBItg. For information about the refund of any upfront payments see the Fee Refund Policy and Procedure.
To ensure the above requirements are met, the below steps must be completed:
Steps | Group A* | Group B** | Person Responsible |
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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 |
*Group A: Students who have withdrawn prior to the census date of the relevant Unit of Study
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Where Strategix initiated the withdrawal, a student has 28 days to make a formal appeal from the date the enrolment was set to cancelled and the student was notified of the outcome. Appeals are processed as per the Complaints, Appeals and Consumer Protection Policy and Procedure.
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Students studying on a student visa.
Steps | Person Responsible |
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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 |
Important Information for Students
Prior to withdrawing, a student must consider whether a change in enrolment may breach the conditions of their visa. Refer to the Department of Home Affairs website: immi.homeaffairs.gov.au/change-in-situation/study-situation.
A withdrawal will follow either path 1A or 1B.
1A. Student Requests Withdrawal | 1B. Strategix Initiates Withdrawal |
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International students must complete the withdrawal form via |
Strategix’s 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:
In addition, a cancellation request may not be granted if:
Decisions to approve or deny a withdrawal request are to be actioned by the International Manager in line with the relevant procedures*. | Withdrawals
Performance or Attendance Breaches |
*Students who are unable to provide supporting evidence and or meet any conditions may be denied the opportunity to withdraw. The student must continue their studies and attend classes on all scheduled days until a final decision is made (this includes any appeal period). All correspondence should be recorded on aXcelerate.
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The administrative assistant is to cancel the student's CoE and/or record the Transfer Request on PRISMS.
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PROCEDURE SIX |
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South Australia Funding Student Withdrawal Procedure
South Australian Government Funded Students
Steps | Person Responsible |
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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 |
A withdrawal will follow either path 1A or 1B.
1A. Student Requests Withdrawal | 1B. Strategix Initiates Withdrawal |
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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
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:
If the student does not respond or make contact in 14 days, the administrative assistant will proceed with Step 2 of this withdrawal process. |
Note: Online students failing to meet participation or progress requirement may be cancelled without notice. Re-enrolment will require further approval and payment of fees.
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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
Face to Face and Online Enrolments
If enrolment is in progress and the units have an outcome of CA - Continuing activity:
The Course 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 date the request was received by Strategix (student-initiated withdrawal), or the date the withdrawal was finalised (Strategix initiated withdrawal).
Submit
Change enrolment status to cancelled
Click ‘update enrolment’
Follow the steps below to Finalise the Enrolment
Note: If
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No Withdrawn outcomes are to be applied. All units should remain as NR
Using the Bulk set all below fields, update:
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
Finalise the Enrolment:
If Cloud Assess, deactivate enrolment and user account
Once subjects are updated, the enrolment is to be set to ‘cancelled’, there must not be an “Actual Completion” date recorded against the qualification. 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.
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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PROCEDURE SEVEN |
Smart and Skilled Student Withdrawal Procedure
New South Wales Government Funded Students
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Steps
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Person Responsible
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Student Requests Withdrawal/Strategix initiates withdrawal
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Administrative Assistant, Trainer, Sales Team
a student is withdrawing and we have previously reported a unit as CA the unit must be resulted as either W or C it cannot be NR. If the unit is resulted as withdrawn then they must have 1hr entered. This will also apply to any courses done on moodle (e-learning) where all units were originally set as CA. These will need to be resulted as withdrawn with 1hr beside each unit if they weren't completed.
If enrolment is tentative or in progress and the units have an outcome of NR - No Result:
No Withdrawn outcomes are to be applied. All units should remain as NR
Using the Bulk set all below fields, update:
Activity End Date to either the date 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
Finalise the Enrolment:
If Cloud Assess, deactivate enrolment and user account
Once subjects are updated, the enrolment is to be set to ‘cancelled’, there must not be an “Actual Completion” date recorded against the qualification. 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.
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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PROCEDURE SEVEN |
NSW Smart and Skilled Student Withdrawal Procedure
New South Wales Government Funded Students
Steps | Person Responsible | |
|---|---|---|
| 1 | Student Requests Withdrawal/Strategix initiates withdrawal | Administrative Assistant, Trainer, Sales Team |
| 2 | Review Withdrawal | Administrative Assistant |
| 3 | Determine Subject Outcomes | Trainer and Administrative Assistant |
| 4 | Process Withdrawal | Administrative Assistant |
| 5 | Notify Regulatory Authority | Administrative Assistant |
Student Requests Withdrawal/Strategix Initiates Withdrawal
A withdrawal will follow either path A or B.
A. Student Requests Withdrawal | B. Strategix Initiates Withdrawal |
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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 Reasonable attempts include:
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:
If the student does not respond or make contact in 14 days, the administrative assistant will proceed to the next step. |
Process/Review Withdrawal – Administrative Tasks
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The student has met all the enrolment requirements
Assessments and unused materials are returned
There are no outstanding monies/fees
There are no assessments still to be marked, if so, ask the trainer to review and outcome the units
There are no refunds due and if so, they are processed as per the Fee Refund Policy and Procedure.
NSW Determine Subject Outcomes
Once the checks have been completed, the administrative assistant must determine Strategix’s eligibility to claim any withdrawn outcomes in accordance with the Smart and Skilled requirements. Withdrawn claims for funding will only be valid where actual hours of training and assessment delivered are identified.
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The Course Coordinator then confirms the correct outcome has been recorded in aXcelerate, based on funding requirements - see helpful hint below
Course Coordinator checks attendance and/or completed commencement activities* for NR units:
Open student enrolment in aXcelerate and select Set All Subjects
Open Student Activities, access information on attendance or trainer visits for each unit:
If attendance is recorded or commencement activity completed, set unit as W, allocate attendance hours for that unit and set end date as the withdrawal date:
Example: Trainer visited site for half-day to deliver the unit, therefore allocate 4 hours for attendance for that day. Student attended class on 1 day 1day so allocate 6 hours for that day. Note this must be a whole number, rounding up, e.g. 1.5 hours would be entered as 2 hours
If no attendance is recorded and no commencement activity completed, set unit as NYS and set the start and end date back to the original end date (should be future dated).
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 allocate 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. The date of the withdrawn outcome must reflect either:
The date that the student elected to end their training. This is usually the date the request was received by Strategix (student-initiated withdrawal), or
The date the withdrawal was finalised (Strategix initiated withdrawal).
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The administrative assistant is to notify the Training Services regional office within 14 days of the notification of the discontinuation of training.
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PROCEDURE |
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Skills Ready (WA) Withdrawal Information
Western Australia funded students
Steps | Person Responsible |
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1A. Student Requests Withdrawal | Administrative Assistant, Trainer, Sales Team |
1B. Strategix Initiates Withdrawal | Administrative Assistant |
3. Process/Review Withdrawal – Administrative Tasks | Administrative Assistant |
A withdrawal will follow either path 1A or 1B.
1A. Student Requests Withdrawal | 1B. Strategix Initiates Withdrawal |
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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
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:
If the student does not respond or re-engage within 14 days, the administrative assistant will proceed with Step 2 of this withdrawal process. |
2. Process/Review Withdrawal – Administrative Tasks
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The student has met all the enrolment requirements
The student has completed more than one (1) days of training or participated in significant training
Assessments and unused materials are returned
There are no outstanding assessments to be resulted
There are no outstanding monies/fees
There are no refunds due and if so, processed as per the Fee Refund Policy and Procedure, or for the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724893/Skills+Ready+WA+Policy+and+Procedure#Refunds.
Once the checks have been completed the administrative assistant must determine the Strategix’s eligibility to claim any withdrawn outcomes. Withdrawn claims for funding will only be valid where actual hours of training and assessment delivered are identified.
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The qualification is set to ‘cancelled’ and there must not be an “Actual Completion” date recorded against the qualification
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
Provide the student with any identified refunds.
Outcome Codes
Number | Code | Description | Payment due |
|---|---|---|---|
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% |
Refer to the https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3037724913/Student+Results+and+Outcomes+Policy+and+Procedure#WA-ENROLMENTS for more information on outcome codes.
Important - Unsuccessful Enrolments: Students who have enrolled but never commenced should not be included in our reporting. Our completion rates are affected by these unsuccessful enrolments, and therefore should be avoided wherever possible.
Outcome Code W-N (100) - Never Started - no participation should not be used for the entire enrolment (with no other Outcome Codes), or with only Outcome Code CT (60).
Students who are reported with these combinations are considered ‘yet to start’ and have not commenced any units within the enrolment.
When processing a withdrawal in this instance, all units should be outcomed as NR (0) - Not Reported for AVETMISS.
The ‘Do Not Report AVETMISS’ box should not be ticked at the unit level or the enrolment level, unless advised by the department. If unsure, check with the quality team.
The date of withdrawal reported must reflect the date the Service Provider has determined that the student has withdrawn from training and not be backdated to the last day the student engaged in training.
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STANDARDS AND REGULATORY REQUIREMENTS |
Authority |
| See Funding |
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Regulatory Documents |
| List the Contract, audit evidence requirements, standards etc. and the applicable section or clause from each document |
Approved By | Name here | Details / Decisions: |
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Related Documents |
Withdrawal form
Transition and Teach out Policy and Procedure
Student Enrolment Procedure
International Enrolment Procedure
Complaints and Appeals Procedure
Student Review Requirements & Re-Crediting a FEE-HELP Balance Policy
International Student Transfer Policy
Student Progress Policy and Procedure
Student Attendance Policy and Procedure
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