COLLEGE INITIATED WITHDRAWAL POLICY
Classification: Academic
Responsible: Leads, Managers and Directors
Executive Sponsor: Vice President, Operations and Academics
Approval Authority: Policy Review Committee
Date First Approved: June 14, 2024
Date Last Reviewed: N/A
Scheduled Review Date: June 1, 2026
A. PURPOSE
The College Initiated Withdrawal Policy describes the formal withdrawal process required when Robertson chooses to withdraw a student from their program.
B. SCOPE
This policy applies to all students enrolled in Robertson programs which are licensed for delivery by the Private Vocational Institutions Branch (PVI, MB) and Private Career College (PCC, AB)
C.
DEFINITIONS
Term Definition
Student
Student Record
Academic Policy
Practicum
A student is an individual who has applied for admission, is currently enrolled, or has previously been a student at Robertson College
A Student Record is the information which is contained within a student’s file which may include personal information, admission, registration, academic, and disciplinary history at Robertson College
Academic Policy includes applicable policies including but not limited to The Student Code of Conduct Policy, Respectful Environment Policy, Sexual Violence and Harassment Policy, Graduation Policy and Academic Standards Policy. All policies are available on Robertson’s website
The Practicum experience is an integrated work and learning experience that requires students to demonstrate the application of knowledge and skills learned in their program in an authentic, workplace environment. Practicum at Robertson could also be referred to as Clinical Placement or Practical Project.
D. POLICY
Robertson is responsible for withdrawing students from their program of study based on applicable legislation, attendance, and academic policy.
1. WITHDRAWAL REASONS
Students may be administratively withdrawn from the program for the following reasons:
1.1. Failure to submit required practicum prerequisite documentation (such as a Criminal Record Check) before the commencement of program practicum.
Students must submit the required practicum prerequisite documentation as per the timeline specified by the Workforce Team
1 2 Failure to adhere to the Attendance Policy
In Alberta, regulations state that a private vocational college must withdraw students who have not participated in their classes for 5 days and have not notified the College and students who have not participated in their classes for 30 or more consecutive days despite notifying the College.
In Manitoba, regulations state that the student who has absences of 10% or more in the first two-thirds of their program must be withdrawn from the program. Students must maintain an absence rate under 10% for the coursework portion of their program and the practicum component of their program. Students must also be withdrawn after 14 calendar days of no attendance
*Note: The College may provide special considerations on a case-by-case basis
1 3 Failure to achieve a passing grade in three courses in their program (please note that for some accredited programs, the failure of one course may result in program withdrawal as per accreditation standards and requirements)
Academic progress is essential to program graduation Please see Robertson’s Graduation Policy for more information.
1.4. Gross misconduct, and/or any form of harassment outlined in Robertson’s Student Code of Conduct Policy, Sexual Violence and Harassment Policy, and Academic Integrity Policy or Respectful Environment Policy
Students who violate the above policies are subject to College-Initiated withdrawal as per the College’s Disciplinary Action Policy
15 Failing a prerequisite course in one’s program of study
Students in select programs where scheduling is a consideration may be withdrawn for not successfully completing a prerequisite course. Example programs include but are not limited to Health Care Aide Alberta and the courses offered by the National Payroll Institution in the Accounting and Payroll Administrator
1.6. Failure to meet all academic requirements before commencement of the program practicum placement
The student enrolment contract is a legally binding document that requires students to complete their course and program components as per the schedule provided by the College
17 Failure to adhere to the tuition payment plan and incurring financial account delinquency.
2. Appeal
2.1. A student can appeal their withdrawal within 10 business days of the date of the withdrawal In situations where a student disagrees with the withdrawal decision, they are to refer to Robertson’s Student Appeal Policy
3. Loan Repayment
3.1. Upon being withdrawn by the College, the student may need to commence immediate repayment of any provincial or Canadian student loans. They should be aware that withdrawals may affect student funding and eligibility for future funding
4. Withdrawal Documentation
4 1 Program withdrawals are reflected in the student’s file in Robertson’s Student Information System. Withdrawals due to gross misconduct as outlined in section 14 of this policy will be reflected on the student’s unofficial transcript.
5. Responsibility
5.1. The withdrawal process is initiated by the Learner Review Committee which encompasses team members from the Academic Support, Learner Experience, Finance, and Workforce teams.
6. Program Re-enrolment
61 Students who are withdrawn from their program by the College may apply for re-enrolment as outlined in Robertson’s Re-enrolment Policy. However, students who are withdrawn for gross misconduct may not be eligible for re-enrolment.
E. RELATED LEGISLATION
Private Vocational Institutions Act and Regulations (Manitoba)
Private Vocational Training Act (Alberta)
Private Vocational Training Regulations (Alberta)
Manitoba Student Aid Designation Policy Manual
Alberta Student Aid
F. SUPPORTING DOCUMENTS
College Initiated Withdrawal Procedure Process Document
G. RELATED POLICIES
Student Appeal Policy
Student Re-enrollment Policy
Tuition Refund Policy
Voluntary Withdrawal Policy
Sexual Violence and Harassment Policy
Graduation Policy
Respectful Environment Policy
Student Code of Conduct Policy
Disciplinary Action Policy
Re-enrolment Policy
H. RELATED MATERIALS AND DOCUMENTATION
College Initiated Withdrawal Procedure Process Document
I. POLICY AUTHORITY
The Vice President, Academic is responsible for this policy. Questions regarding the interpretation of this policy should be directed to robertsonpolicies@robertsoncollege.ca
J. POLICY HISTORY
Terena Caryk VP, Operations and Academics
Paul Samra VP, Global ne 14, 2024
Julian Hallett, VP, Workforce