Overview

Process automation helps you reduce the amount of administrative effort in managing learners and helps you ensure compliance.

The withdrawal from learning process automation automates the tasks associated with withdrawing a learner form their current program of learning. Process automations are designed to eliminate the possibility of errors in re-keying and reduce the associated administrative effort in updating the relevant areas of the system. The automation also includes a pre-authorise process that involves an administrator reviewing the withdrawal request. This ensures that you have complete control over changes made to your learners' data.

This process automation makes the following changes:

• Updates the ILR to reflect the withdrawal
• Updates the associated ILR fields: CompStatus, LearnActEndDate, WithdrawReason, Outcome.
• Stops the programme, and returns the learner to the account programme
• Updates the programme status of the learner to "Withdrawn".
• Sends a notification to the tutor and the learner to let them know about the "Withdrawn" programme status.
• Creates a task to remind administrators that an awarding organisation may need to be made aware of the change.

Notes

1. If the learner's ILR is marked to be excluded, the process automation will not update the learner's ILR.
2. This process automation will be applicable to any learners who are "Active" or "On a break".
3. This process automation does not affect the ability for learner and tutor to communicate via messages.
4. This process automation is limited to delivery programmes only, as this is where funding rules require changes to be monitored.

Configuration

The withdrawal from learning process automation can be turned on or off at the tenant level. This provides administrators with complete control over this feature.

By default, this configuration is set to OFF. If your organisation wishes to take advantage of the process automation functionality, you will need to contact our support team, or your implementation consultant, and request this functionality be enabled on your tenant.

Note that the when the "Withdrawal from Learning" process automation is enabled, the "Change of Programme" and “Return to Learning” process automation must also be enabled.

Workflow

The following steps describe the workflow for the withdrawal from learning process automation.

1. A tutor or an administrator creates a tracker from the trackers page or from the users profile. The tracker contains the details of the withdrawal from learning request.
   
2. A user with the Process Automation Trackers (pre-authorise) role, typically a line manager, can preauthorise the request. This will preauthorise the request, but it wont submit the details for change until it has been processed.
3. A user with the Process Automation Trackers (process) role, typically a senior administrator, can then process the request. See: Current Known Issue.
4. The administrator views the tracker. The administrator can use the Tracker tile and search for the withdrawal from learning type. To edit the tracker, the administrator must click Edit.
   
5. At this stage, the status of the tracker is new. An administrator with the Process Automation Trackers (process) role updates the status of the tracker, and sets it to process or rejected, and clicks Save.  
   
6. The learner is notified about the approval/rejection of the request. At this stage, the status of the tracker is set to closed.
7. If the administrator rejects the request, the learner and tutor will be notified of the rejection and the reason for rejection.
8. If the administrator approves the request, the process automation makes the following changes:

• • Updates the ILR to reflect the withdrawal
  • Updates the associated ILR fields: CompStatus, LearnActEndDate, WithdrawReason, Outcome.
  • Stops the programme, and returns the learner to the account programme
  • Updates the programme status of the learner to "Withdrawn".
  • Sends a notification to the tutor and the learner to let them know about the "Withdrawn" programme status.
  • Creates a task to remind administrators that an awarding organisation may need to be made aware of the change.
  • Please note, that it does NOT update the Destination and Progression information

Current Known Issues

• If an administrator sets the status of the 'Withdrawal from learning' tracker to 'Process' using Aptem Classic, the 'Leaving' compliance documents will NOT be generated. This limitation will be addressed in a future release.
• If the administrator uses Aptem console to process the tracker, compliance documents are generated normally.
• The current behaviour where the process automation stops the programme, and returns the learner to the account programme effectively hides learners from UGR reports, and makes it difficult to see learners in console.