Introduction
This article will explain how you can withdraw a learner who is on a break in learning (BIL).
In this article you will find information on:
- Who can request and process a withdrawal on a BIL
- How to request a withdrawal for a learner on a BIL
- How to approve or reject a withdrawal request for a learner on a BIL
User Roles
The following users are able to request a withdrawal for a leaner who is on a break in learning:
- Trainer
- Operations Manager
The video below shows how to withdraw a learner who is on a break in learning:
How to request a withdrawal for a learner on a BIL
Initiate a withdrawal from learning request
1. Locate the learner you wish to withdraw
Navigate to the learner's profile (Their status will currently show as "Break in Learning")
The learner’s break history should indicate that the break is current.
2. Initiate Withdrawal Request
On the learner’s Break in Learning tab, click the "Withdraw" button.
A page will appear for entering the withdrawal details.
3. Enter Withdrawal Details
Date of Notification: Enter the date when you were notified about the withdrawal.
Date of Withdrawal: Enter the actual withdrawal date.
Confirm that both the learner and employer have agreed to the withdrawal (NB: selecting "No" will prevent you from proceeding).
Select the Reason for Withdrawal from the dropdown options
Add any appropriate notes to support the withdraw from learning request
4. Submit Withdrawal Request
After completing the above fields, click on "Request Withdrawal".
The learner’s status in the learning plan will change to "Withdrawal Requested."
In the "Break in Learning" tab under Administration, the system will indicate that a withdrawal is in progress and no further actions can be taken at this point.
Approve or Reject the withdrawal request
1. Log in as General Administrator
To complete the withdrawal, an administrator must approve the request.
Locate the learner you wish to withdraw (Their status will be Withdrawal requested)
2. Approve or Reject the Withdrawal
IMPORTANT INFORMATION:
The Approve or Reject a withdrawal functionality is currently located in the learning > Overview section of the Bud platform. In the near future this functionality this be moved into the new break in learning (Change of circumstance) section.
1. Locate the learner's withdrawal request
Navigate to the Learning > Overview section of bud.
2. Approve or Reject the withdrawal request
Expand the "Withdrawal from Learning" section in overview to view the withdrawal request details.
As a General Administrator, you can either:
- Approve the Withdrawal: to finalize the process and withdraw the learner from their programme of learning
Upon approval, the withdrawal will be committed to the ILR (Individualised Learner Record).
Once approved, the learner's status will change to "Withdrawal Approved", indicating that the learner has been officially withdrawn from the program.
- Reject the Withdrawal: You will be required to provide a reason for rejection.
If the withdrawal is rejected then the learner's status will be returned to "On a Break".
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