Withdrawals and Cancellations - handbook, Info sheet

Info Sheet

Cancellations - handbook, Info sheet

Info Sheet

Student Withdrawal Policy

The withdrawal process may be initiated by:

• A student's request, or

• Strategix’s intent to withdraw.

Student Request

A student wishing to cancel their enrolment in a course may request to be withdrawn at any time.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 be reviewed and approved or denied within ten (10) working days from the date of submission.

Strategix’s Intent to Withdraw

Strategix may intend to cancel a student’s enrolment based on, but not limited to:

• Reached/passed the endpoint of their scheduled duration and have not indicated they would like an extension

• Failure 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-being, or the well-being 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.

This may include, but is not limited to when the student:

• Is missing

• Has medical concerns, severe depression or psychological issues which lead Strategix to fear for the student’s wellbeing

• Has engaged or threatens to engage in behaviour that is reasonably believed to endanger the student or others

• Is at risk of committing a criminal offence.

Superseded Qualification
Where a training package is superseded, students will be given opportunity to complete their qualification within the teach-out period. Where this is not possible or suitable, students must indicate their willingness to transfer to the new qualification as per the Transition and Teach-Out Policy and Procedure. Students who do not indicate their intent to transition to the new qualification will be withdrawn.

Re-enrolment After a Withdrawal
Where a student has been withdrawn and they wish to recommence studies, they can complete the re-enrolment process as per the Enrolment Policy and Procedure or the International Enrolment Policy and Procedure.

QLD VET Investment Student Withdrawal Procedure

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).

A withdrawal will follow either path 1A or 1B.

2. Process/Review Withdrawal – Administrative Tasks

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 attempt if In Progress

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

• Withdrawn units will appear in the To Quality Check section for Review.

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

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

  • If correct - select Approve

  • If incorrect - select Reject, 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. 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 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. 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 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. 1.5 hours would be entered as 2 hours.

• 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:

  • 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

  • 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”)

  • In each unit, 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 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.

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).

User Choice Student Withdrawal Procedure

Apprenticeship and traineeship program funded by the Queensland Government.

A withdrawal will follow either path 1A or 1B.

Process/Review Withdrawal – Administrative Tasks

Pre-Withdrawal Checks/Action

Upon receiving a request to withdraw or after the cancellation warning period has passed without a response from the student, the administrative assistant must review the student profile to ensure there is nothing outstanding.

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:

Determine Subject Outcomes

Subject outcomes are entered differently depending upon if the student withdrawal falls under either situation 1 or situation 2.

Situation 1

If the student falls under the following situations:

• Had their training contract cancelled prior to any training provision commencing*

• Withdrawn/discontinued within the probationary period prior to any training provision commencing*

• Changed to another SRTO prior to any training provision commencing*

• Achieved a qualification through an alternative pathway and has subsequently entered the corresponding apprenticeship/traineeship for that qualification, and only requires a completion certificate to be issued for the apprenticeship/traineeship**

• Received all training and assessment required from a different SRTO under their previous training contract, then entered into a new training contract, and only require a completion certificate to be issued for the apprenticeship/traineeship**

• Gained the entire qualification through RPL.**

*Must have the following evidence:

• An induction checklist (or similar document) supporting the apprentice/trainee has been inducted into the apprenticeship/traineeship

• The training plan for the apprentice/trainee has been fully developed.

**Must have the evidence as listed above and in circumstances where an apprentice / trainee may have gained the entire qualification via a Recognition of Prior Learning pathway, the supplier must first, prior to the supplier submitting any SRTO2 claim for payment, confirm with a regional office departmental representative that the apprentice’s / trainee’s training contract will be approved by the department.

The administrative assistant:

• Ensures sufficient evidence is on file

• Sets subjects to outcome identifier ‘81’ – Non-assessable activity – satisfactorily completed.

Situation 2

Where the student has participated in training and/or assessment:

• 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).

Finalise Enrolment

Once subject outcomes are updated, the qualification is set to ‘cancelled’ and 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 trainer (if required).

Fee for Service and PaTH Program Student Withdrawal Procedure

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.

A withdrawal will follow either path 1A or 1B.

2. Process/Review Withdrawal – Administrative Tasks

Students completing a Diploma and who are paying through a Payment Plan or Fee for Service agreement are processed in the same way as a VET Student Loans student. The Accounts department needs to be notified to refund any prepaid Fee for Service Units of Study where withdrawal occurred prior to the relevant census date. Refer to VET FEE HELP, VET Student loans and/or Higher Level Skills (HLS) Student Withdrawal Procedure.

Pre-Withdrawal Checks/Action

When a student initiates the withdrawal or Strategix intends to withdraw the student, the administrative assistant must complete pre withdrawal checks to ensure:

• 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 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 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.

VET FEE HELP/VET Student loans Student Withdrawal Procedure

Diploma students funded through the VET Student Loans or VET FEE HELP scheme.

A withdrawal will follow either path 1A or 1B.

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 Unit. 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. 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:

*Group A: Students who have withdrawn prior to the census date of the relevant Unit of Study

**Group B: Students who have withdrawn after the first census and have a USI

Formal Appeal Period (If withdrawal Initiated by Strategix)

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.

International Student Withdrawal Procedure

Students studying on a student visa.

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.

*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.

2. Formal Appeal Period – 20-day Cooling Off Period

If 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 (Step 2 of this procedure), 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 made or the student withdraws their appeal. Refer to the Complaints, Appeals and Consumer Protection Policy and Procedure.

This 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.

3. Process Withdrawal

If the decision made by Strategix to cancel their enrolment is appealed the outcome is processed as per the Complaints, Appeals and Consumer Protection Policy and Procedure and the student must continue to study in line with their visa requirements.

If the outcome of the appeal results in the decision for the student to be withdrawn the following administrative tasks are to be conducted:

• Students who are transferring providers and who meet the conditions in the International Student Transfer Policy are to be provided with a Letter of Release

• Subjects where training was commenced, but not completed are set to “Withdrawn (40)”

• Subjects where training has not commenced are set to “Not Reported for AVETMISS (0)”

• Withdrawal dates in aXcelerate are to be set as the date the withdrawal process was finalised (after any appeals have been finalised etc.).

Once subjects are updated the qualification is set to ‘cancelled’ (ensure there is no “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 sent to notify the student of the cancellation and provide any important information (i.e. Informs student they will need to contact).

4. Notifying Regulatory Authority

The administrative assistant is to cancel the student's CoE and/or record the Transfer Request on PRISMS.

South Australia Funding Student Withdrawal Procedure

South Australian Government Funded Students

A withdrawal will follow either path 1A or 1B.

Process/Review Withdrawal – Administrative Tasks
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 each student's profile to ensure there is nothing outstanding as per the following Pre-Withdrawal Checks.

Pre-Withdrawal Checks/Action
When a student initiates the withdrawal or Strategix intends to withdraw the student, the administrative assistant must complete pre-withdrawal checks to ensure:

• 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

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

Smart and Skilled Student Withdrawal Procedure

New South Wales Government Funded Students

Student Requests Withdrawal/Strategix Initiates Withdrawal

A withdrawal will follow either path A or B.

Process/Review Withdrawal – Administrative Tasks

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 each student's profile to ensure there is nothing outstanding as per the Pre-Withdrawal Checks table below.

Pre-Withdrawal Checks/Action

When a student initiates the withdrawal or Strategix intends to withdraw the student, the administrative assistant must complete pre-withdrawal checks to ensure:

• 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.

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.

• The Trainer initially determines the suitability to claim withdrawns for the student (based only on the Outcome Guide on Cloud Assess, not any funding requirements):

  • 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 in Cloud Assess 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, and record comment “Insufficient attendance or work completed, please result as NOT ASSESSED”

  • This automatically pushes the results through to aXcelerate as either a W or NR

• Set the enrolment status to ‘cancelled’. Check there is no date recorded for “Actual Completion” against the qualification.

• 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 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).

Process Withdrawal

Once subject outcomes have been updated:

• Issue the Statement of Attainment to the student as per the Issuance Policy and Procedure within 30 days of notification of withdrawal

• Send the Strategix - Confirmation of Withdrawal email to notify the student of the cancellation

• Provide the student with a statement of fees that includes all fees applied and any fees refunded

• Provide the student with an updated Training Plan, including outcomes achieved for each unit.

Notify Regulatory Authority (Traineeships only)

The administrative assistant is to notify the Training Services regional office within 14 days of the notification of the discontinuation of training.

Skills Ready (WA) Withdrawal Information

Western Australia funded students

A withdrawal will follow either path 1A or 1B.

2. Process/Review Withdrawal – Administrative Tasks

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 each student’s profile to ensure there is nothing outstanding as per the Pre-Withdrawal Checks below.

3. Pre-Withdrawal Checks/Action

When a student initiates the withdrawal or Strategix intends to withdraw the student, the administrative assistant must complete pre withdrawal checks to ensure:

• 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.

Participation evidence must be retained, including:

• Attendance/Logins

• Submission of work by the Student in the correct module/unit of competency enrolment*

• Evidence of Student’s participation in learning components.

Dispatch or provision of assessment/assignment material by the provider to the Student is not accepted as evidence that participation has occurred in the associated training.

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).

Once subjects are updated:

• 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

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.

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.

• 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