Management of VE enrolments after students cease engagement instruction

Instruction statement

The process described in this instruction is designed to ensure that the University meets Victorian State Government reporting requirements and its obligations under the University’s 2014-16 VET Funding Contract (Dual Sector) Victorian Training Guarantee Program (PDF 525KB, 79p).

RMIT receives funding where evidence exists to confirm that approved training and assessment have been delivered. The University provides monthly and annual reports on student enrolment to the Victorian State Government to claim payment for vocational education training and assessment. Delivery of training must be reported within 90 days from the commencement date of a class and must specify enrolment activity start and end dates that match the actual period of time in which training and assessment has occurred.

In the event that a student ceases to engage in training or assessment before achieving competency, the student’s course enrolment must be finalised for reporting to ensure funding does not continue to be claimed. Where there is no formal withdrawal from a course, a final grade of Stopped Engagement in Course (SEC) must be recorded and be reported no later than one month from the last date of student engagement and within the same calendar year as the last date of engagement.


This instruction applies only to students enrolled in Victorian government subsidised places in vocational education programs, and excludes all other types of students and programs.

Instruction steps and actions

Instruction (including key points)



1. Identify students that cease engagement in training

1.1. School/college identifies student who ceases to engage in training or assessment.

1.2. Nominated staff within the school/college make contact with the student to determine why they have ceased engagement in training and negotiate a return to study, or advise the student to withdraw formally from the course/s or program.

1.3. There are different requirements in relation to apprentices and trainees in situations, including absences, which have the potential to affect completion of the Training Contract.

1.3.1. As well as contacting the student, contact the employer to find out why the student has disengaged with their training.

1.3.2. Where attempts are made to contact the employer and apprentice and the matter has not been resolved, RMIT must notify the Australian Apprenticeship Centres (ACC) and the Victorian Registration and Qualifications Authority (VRQA) within two weeks of non-attendance of an apprentice’s training.

1.4. Records should be kept of all attempted and successful contacts and correspondence between the school/college and the student and/or employer and placed on the student file.

Note: Further information about apprenticeship and traineeship requirements can be found in the Managing apprenticeships and traineeships instruction.


No later than one month after the last engagement.

2. Finalising class enrolments for reporting

2.1. Determine the class/es that the student has ceased engagement with (and not formally withdrawn from). If the student has ceased engagement in training and there has been no response from the student or employer (in the case of an apprentice or trainee), the student’s class enrolment must be finalised for reporting within one month of the last engagement.

2.2. To finalise a student’s class enrolment, the Stopped Engagement in Course (SEC) grade is recorded.

Results Processing Online (RPO) users

2.2.1 The school/college enters the SEC grade in RPO.

  • Where RPO is used to post a grade, consider the timing of result posting to ensure that the grade posting date is within 30 days of last engagement, and that evidence of participation exists to support this. Results are posted according to the RPO calendar (available on the Results Processing Online webpage). Further information and/or questions about RPO and the timing of posting of results should be directed to Assessment Support at
  • Where the grade posting date is not within 30 days of the last engagement the grade action date must be amended in SAMS. Refer to Assessment: entering results for competency-based completions for instructions on this process.

Student Administration Management System (SAMS) users

2.2.2 The school/college enters a Stopped Engagement in Course (SEC) grade in SAMS.

Note: If a student ceases engagement in all classes and then does not re-enrol in the next academic year, the individual’s program is discontinued when the administrative withdrawal process is run.


No later than one month after last engagement, but before the end of 2nd monthly reporting period that the student ceased engagement.

3. Re-engagement in training

3.1. Where a student is permitted to re-engage in training after an absence without formal withdrawal, the following documentation must be retained and placed in the student file:

  • formal documentation of the approval to permit reengagement in the course
    • this may take the form of a memo from the Program Manager to the Deputy Dean (Vocational Education) and include references to any updated training plans, enrolment changes and academic advisement
  • academic advisement detailing how the student will achieve the learning outcomes of the course within the scheduled period.
    • staff may use the student’s training plan; the informal chat plan; or other relevant documentation.

3.2. The SEC grade is removed by the nominated school/college staff member in line with the Assessment: management of results procedure. To ensure correct reporting, the grade removal is actioned at the point of re-engagement but not after the end date of the scheduled class.

3.2.1. Removal of the SEC grade is monitored by the Academic Registrar’s Group.


At point of re-engagement.

4. Re-engagement in training for cross-year classes

4.1. Where a student is permitted to re-engage in training in a scheduled cross-year class after an absence without formal withdrawal, consideration must be given to the timing of the student’s return to training.

  • If the student is permitted to return before the end of the calendar year the class commenced in, the grade must be removed at the point of re-engagement.
  • If the student re-engages in training in the next calendar year of training, the student must re-enrol in the course.


At the point of re-engagement.

As directed by the School.

5. Formal withdrawal (cancellation of enrolment or enrolment variation form)

5.1. In the event that a student ceases to engage in training and then formally withdraws from a course or the program, the following actions should be taken:

Before census date

5.1.1. The SEC grade is removed and the course dropped using the original SEC graded date to ensure that the last date of engagement continues to be accurately recorded. The student will not remain fee liable.

After census date

5.1.2. The SEC grade remains and the student will remain fee liable.

Note: Where the program enrolment has multiple census dates, each class must be individually assessed to ensure the correct action is taken.

School and Enrolment and Student Records

Within 72 hours.

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