Student Withdrawal Policy and Procedure
OVERVIEW
Status | CURRENT |
|---|---|
Classification* | INTERNAL |
Department | ALL |
Review | Jul 17, 2023 |
Notes | South Australia Funding Student Withdrawal Procedure to be reviewed - add in instructions for NR-AP result etc |
PUBLIC-FACING
Withdrawals and Cancellations - Handbook, Info Sheet
Withdrawals
In some instances, a student’s circumstances may change, affecting their ability to successfully complete a course. They may wish to withdraw from 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:
Type of Student | Process |
|---|---|
QLD Funded | Use the Withdrawal Form, send us an email or give us a call. |
QLD User Choice (traineeship) | Complete the ATF-034 Cancel a registered training contract (by all parties) form. |
International Student Visa Holders | Complete the Withdrawal Form and supply evidence to support your request. |
Self-Funded / Fee for Service | Complete the Withdrawal Form and supply evidence to support your request. |
VET Student Loans | Complete the Withdrawal Form. |
SA-Funded | Use the Withdrawal Form, send us an email or give us a call. |
NSW-Funded | Use the Withdrawal Form, send us an email or give us a call. |
NSW Traineeships | Complete the Cancellation of Apprenticeships or Traineeships by Consent (Mutual Cancellation) Form. |
WA-Funded | Use the Withdrawal Form, send us an email or give us a call. |
Info Sheet
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 If your enrolment is withdrawn, Strategix will document the reasons for the withdrawal and advise the relevant regulating and funding bodies as per their requirements.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.
International Students
Important: A student must consider whether a change in enrolment may breach the conditions of their visa. Refer to the Department of Home Affairs website change in situation information.
When a request is received which relates to one of the following reasons, there are specific requirements which must be met by the student for the withdrawal to be approved, these reasons and conditions include:
Students wishing to transfer to another training provider who fall within the restriction period must meet the conditions outlined in the International Student Transfer Information Sheet
Students who wish to return to their home country must provide clear evidence that they intend to return to their home country. If the request is made within the first six months of the study for their principal course and the student is unable to provide evidence, the withdrawal request may not be granted. In addition, a withdrawal request may not be granted if the application coincides with likely reporting for breach of visa conditions
If the student has any outstanding fees.
Decisions to approve or deny a withdrawal request are to be actioned by the International Manager in line with the relevant procedures. 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 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 until the appeals timeframe (20 working days) has passed and the student did not access the appeals process, 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 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 and provided with a Letter of Release.
Notify Regulatory Authority
Strategix will cancel the students CoE and/or record the Transfer Request.
Cancellations - Handbook, Info Sheet
Cancellation
If 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:
Reaching/passing the end point of your scheduled duration and you have not indicated you would like an extension
Failing to meet the minimum engagement requirements or lack of attendance
Lack of academic performance or breach of course progress
Not completing vocational placement in the required timeframes
A breach of visa conditions (international students)
Failing to pay fees
Not meeting assessment submission deadlines.
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.
Info Sheet
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:
Are missing
Have medical concerns, severe depression or psychological issues which lead Strategix to fear for your wellbeing
Have engaged or threaten to engage in behaviour that is reasonably believed to endanger yourself or others
Are at risk of committing a criminal offence.
Superseded Qualification
Where a training package is superseded, you will be given the opportunity to complete your qualification within the teach-out period. Where this is not possible or suitable, you may choose to transfer to the new qualification as per Strategix policies and procedures. Students who do not indicate their intent to transition to the new qualification will be withdrawn.
POLICY
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 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.
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:
Reaching/passing the endpoint of their scheduled duration and not indicating they would like an extension
Failing to meet the minimum engagement requirements or 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 wellbeing, or the 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.
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 https://team-1597131381081.atlassian.net/wiki/spaces/QD/pages/3038543904.
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.
PROCEDURE ONE
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).
Steps | Person Responsible |
|---|---|
1A. Student Requests Withdrawal | Administrative Assistant, Trainer, Sales Team |
1B. Strategix Initiates Withdrawal |
|
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 |
|---|---|
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 requirements may be cancelled without notice. Re-enrolment will require further approval and payment of fees.
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 (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, 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 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. 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. 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. 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. 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, 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.
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:
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”)
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
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 hours as W
Update hours for all Withdrawn units in aXcelerate student enrolment. Please note this must be a whole number, rounding up. 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: 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).
PROCEDURE TWO
QLD User Choice Student Withdrawal Procedure
Apprenticeship and traineeship program funded by the Queensland Government.
Steps | Person Responsible |
|---|---|
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 |
|---|---|
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:
|
Online students failing to meet participation or progress requirements may be cancelled without notice. Re-enrolment will require further approval and payment of fees.
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:
What to Check | Evidence | What to Look For | Where is the Evidence Found |
|---|---|---|---|
Enrolment Information | aXcelerate notes detailing:
| All note types are in the student’s profile. |
|
Eligibility Evidence | As per funding requirements. | All evidence is saved against the portfolio of the student. |
|
Participation |
| Check all evidence has been recorded. |
|
Finance Details |
| Payment or Purchase order required. |
|
AVETMISS |
| Ensure the data is recorded on the student’s profile. |
|
Assessment Materials |
| Ensure we have copies of the evidence. |