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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 If your enrolment is withdrawn, Strategix will document the reasons for the withdrawal and advise the relevant regulating and funding bodies as per their requirements.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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QLD VET Investment Student Withdrawal Procedure
Qld QLD VET Investment Programs - Students funded through the following:
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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
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. |
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.
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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
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 detailsdetail 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”)
In each unit, under Under the Reports heading, select All logsIf the student has participated in any learning or assessment, estimate the number of hours spent in each unitsection 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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Open student enrolment in aXcelerate and select Set All Subjects
Set all as N.R.
Set all units that had 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.
Note:
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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.
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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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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 |
| 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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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. |
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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).
Note: For the eLearning portal (Moodle), updating the end date of the units will close off the student’s access to them. The
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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.
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1A. Student Requests Withdrawal | 1B. Strategix Initiates Withdrawal |
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Students must complete the withdrawal form via Strategix’ 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, and also by submitting . 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 |
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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.
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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 |
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1A. Student Requests Withdrawal | 1B. Strategix Initiates Withdrawal |
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International students must complete the withdrawal form via Strategix’ 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 |
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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
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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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