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Administrators with unrestricted access to the Enrollment Policy Editor can configure a single-step withdrawal approval workflow, described in the table below.
When a learner sends a withdrawal request, a notification is sent to the withdrawal approver and the learner's transcript is updated to reflect that they have requested withdrawal. While they are waiting for approval, the learner may still perform normal activities on the program or course (for example, launch it or take an exam). The learner cannot change the status of the course (for example, mark it as Completed). Status changes caused by the LMS (as a result of the learner's activity or a routine scheduled task), are still actively in force.
When a transcript flagged for withdrawal has changed to an end-point status, the pending withdrawal request becomes outdated and is automatically cancelled. The following transcript statuses are considered end-point statuses:
Table: Enrollment Policy Withdrawal Details
| Field | Description |
| Enter withdrawal details below | If the enrollment policy allows learners to withdraw their enrollment, you can enter withdrawal instructions in this text box. For example, you can ask learners to withdraw only up to a certain number of days before the start of the course. |
| Enable withdrawal approval | Select this check box if you want an approver (for example, the learner's direct appraiser) to approve the learner's enrollment withdrawal. |
| Allow user to cancel withdrawal request | Select this check box if you want to allow learners to cancel their enrollment withdrawal requests. This applies only when you enable withdrawal approval. If the enrollment policy does not require withdrawal approval then learners are withdrawn from the enrollment immediately. |
| Approver Selection Type |
If you have enabled withdrawal approval, select from the drop-down list the type of approver who will review and take action on withdrawal requests. This can be:
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| Designated Approver | If you have enabled withdrawal approval and selected User Approver Entered Below from the Approver Selection Type list, click the browse icon to select the approver. (You may need to click Save on the toolbar to enable the Designated Approver field.) |
| Approval Request | If you have enabled withdrawal approval, click the browse icon to select the email template to be used to send out a withdrawal request notification when the learner requests withdrawal from a course or program. |
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Cost/Enrollment Information % of Course Fee Refunded / |
Specify the refund amount as a percentage of the full cost of enrollment to be refunded or credited to the learner upon withdrawal from a course within a certain number of days. Click Add >> to enter different refund percentages for different numbers of days before the start date. For example, you can specify a lower percentage refund closer to the start date. |
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Optional Payment Items % of Cost Refunded / |
Specify the refund amount as a percentage of the full cost of any optional payment items to be refunded or credited to the learner upon withdrawal from a course within a certain number of days. Click Add >> to enter different refund percentages for different numbers of days before the start date. For example, you can specify a lower percentage refund closer to the start date. |
Additional Information
