Cancellation, Withdrawal and Transfers
Audience and scope:
This policy is relevant to the following roles:

All staff and external stakeholders
Document management and control
Policy Number
AM4
Consultation Scope
Category
Management
Approval Bodies
Policy Owner
Director Academic
Operations
Academic Registrar
Review Dates
Policy Contact
Person
Reasonable and
appropriate
consultation with staff,
students and external
stakeholders
Chief Executive and
Academic Board
1 September 2016
Amendment history
Version
Effective Date
Created/Reviewed by
Reason for review/Comment
Version 1
25 August 2009
Put into new format
Version 2
13th November
2013
11 December
2015
Sue Wohlmuther, Academic
Registrar
Sue Wohlmuther, Academic
Registrar
Chris Park, Academic Registrar
Version 3.0
16 December 2015
Part of Institute review request
and put into new template
Planned review
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Cancellation, Withdrawal and Transfers
Table of Contents
AUDIENCE AND SCOPE: .......................................................................................................... 1
DOCUMENT MANAGEMENT AND CONTROL ................................................................................................ 1
AMENDMENT HISTORY ........................................................................................................................ 1
TABLE OF CONTENTS .......................................................................................................................... 2
CANCELLATIONS, WITHDRAWALS AND TRANSFERS POLICY ...................................................... 3
PURPOSE ........................................................................................................................................ 3
POLICY ........................................................................................................................................... 3
PROCEDURES ................................................................................................................................... 3
EVALUATION/OUTCOMES .................................................................................................................... 5
ADDITIONAL INFORMATION ................................................................................................... 6
GLOSSARY ....................................................................................................................................... 6
EXEMPTIONS AND DISPENSATIONS .......................................................................................................... 6
DELEGATIONS ................................................................................................................................... 7
RELEVANT LEGISLATION ....................................................................................................................... 8
LEGAL COMPLIANCE ........................................................................................................................... 8
ASSOCIATED DOCUMENTS .................................................................................................................... 8
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Cancellation, Withdrawal and Transfers
Cancellation, Withdrawal and Transfers
1.
2.
3.
Purpose
1.1.
The purpose of this policy is to ensure Manukau Institute of Technology (“MIT”) students are
treated fairly and consistently with regard to cancellations, withdrawals and transfers. It sets
out the conditions under which a student will be considered for a refund of tuition fees after
the cancellation of a course or following withdrawal.
1.2.
This policy applies only to New Zealand citizens or those with permanent residence.
International students should refer to Academic Management Policy AM5 Cancellations,
Withdrawals and Transfers of International Students.
Policy
2.1.
The policy pertaining to cancellation, withdrawal and transfers is reflected in the Student
Regulations:
 Section 5 (Cancellations, Postponements and Timetable Changes),
 Section 6 (Withdrawals),
 Section 7 (Transfers), and
 Section 8 (Refunding Fees).
2.2.
Faculty Administration Managers are responsible to ensure that:
 staff who are withdrawing students (NRQ) as part of their roles have been appropriately
trained, and
 that staff comply with all instructions concerning withdrawal processes.
Procedures
3.1.
Withdrawals
3.1.1.
A student may apply to be withdrawn from courses that he or she is enrolled in by
submitting a Withdrawal and Transfer Application Form to Academic Registry
along with relevant supporting written information.
3.1.2.
Any withdrawal application must be received within the period within which the
student is enrolled to study on that course and will be actioned as at the date that
the form is received by MIT.
3.1.3.
MIT reserves the right to withdraw students from a course in the first fifteen
working days from the commencement of the course, where the student is
enrolled but has never attended, including those students who have paid their
fees.
Students who have not paid and not attended (NRQ)
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3.1.4.
Faculties must have a system that ensures that students who have not paid and
not attended are withdrawn (NRQ) from the student management system within
the first fifteen working days from the commencement of the course, in
accordance with AM3 Fees Payment policy.
3.1.5.
NRQ must not be used where a student has attended classes.
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Cancellation, Withdrawal and Transfers
Students who have paid but never attended (WDC)
3.1.6.
With the agreement of the Director Academic Operations, Faculties may apply to
have Academic Registry withdraw (WDC) any student who has paid but never
attended their course (or courses), backdated to prior to the course
commencement.
3.1.7.
Faculties must have a process that ensures fairness to students who have paid
but never attended, and one which documents the contact attempts and
communication made to the student prior to withdrawal.
3.1.8.
Where a withdrawal under 3.1.6 would result in the student’s enrolment changing
from full-time to part-time, the relevant Programme Leader must take all
practicable steps to meet with the student to discuss their non-attendance in the
course (or courses), and the potential impact on their enrolment status and
continuing StudyLink eligibility (advice can be obtained from Academic Registry),
prior to the request for withdrawal being made.
3.1.9.
Withdrawals of students who have paid but never attended should be made as
close to the end of the first fifteen working days of the commencement of the
course as practicable and prior to the submission of the next Single Data Return
(SDR).
3.1.10.
Requests to withdraw students who have paid but never attended will be
actioned by Academic Registry on signed authority of the Dean of the Faculty and
Director Academic Operations. Fees will be fully refunded.
3.1.11.
In processing withdrawal requests for students who have paid but never
attended Academic Registry will check the student’s SMS attendance record.
Any student who has a record of having attended will not be withdrawn.
3.1.12.
In the case of paid distance or flexible learning students if there is no student
communication with the course lecturer (e.g. email, phone call, via eMIT access),
or an assessment or assignment has not been received, the student will be
deemed “did not attend” and may be withdrawn as per this section.
Withdrawals as an exception under section 6.2 of the Student Regulations
3.1.13.
Students may be withdrawn as an exception on the direction of the Director
Academic Operations in accordance with section 6.2 of the Student Regulations.
3.1.14.
Such withdrawals will be assessed and managed on a case by case basis.
Automatic Withdrawal for Community Learning Non-Assessed Courses only
3.1.15.
a.
Students who attend less than two sessions over the first two weeks of their
enrolment will be withdrawn by the relevant Faculty.
b. Students who do not attend two sessions over the first two weeks may not reenrol unless the relevant Dean approves the re-enrolment. This will only be
considered in special circumstances, for instance, injury, bereavement,
critical family business or company business, and where appropriate written
supporting documentation has been supplied.
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Cancellation, Withdrawal and Transfers
Automatic Withdrawal for Distributed Learning Assessed Courses only
3.1.16.
3.2.
4.
Students who do not submit an assessment and/or coursework or have made
insufficient connection over the first six weeks of their enrolment will be withdrawn
by the relevant Faculty. Insufficient connection is where a student has not made
the number of connections equivalent to 10% of the hours of the course/s. A
connection is where a student has:
 Attended a classroom and/or

Logged into eMIT and/or

Made phone/email contact with staff.
Refunds
3.2.1.
Any refund will be calculated from the date that MIT is notified by the student.
3.2.2.
The onus is on the student to provide a copy of a bank statement or bank deposit
slip along with any additional information requested in a timely manner, to
facilitate a refund within the year that the refund has been processed.
3.2.3.
A refund may take up to three weeks to be processed following receipt of
complete paperwork, except in the case of Compassionate or Exceptional
Considerations which may take longer.
3.3.
Refunds to Companies or Other Third Parties
Section 3.6 of AM3 Fees Payment Policy applies to Companies paying fees on behalf of a
student. Refunds to Companies or other third parties will be made in compliance with the
applicable section of the Student Regulations.
3.4.
Complaints and Appeals
Students who believe they have been treated unjustly by any decision, action or omission in
respect of the administration of this policy should seek to have their complaint dealt with in
accordance with the provisions of AM7 Complaints Resolution Policy (excluding Harassment
and Academic Appeals).
Evaluation/Outcomes
Review periods and new policy suggestions are monitored by the Academic Registrar and the
Director Academic Operations.
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Additional Information
5.
6.
Glossary
Term
Definition
Academic Registry
The Manukau Institute of Technology Academic Registry located in J
Block on MIT’s South Campus.
Course
A self-contained block of study. A specific course or collection of
courses forms a programme or training scheme. A course may include
one or more assessment standards which may or may not add up to the
total value of the course
A course may also be referred to as a paper, module or unit of study.
Enrolment period
The period of time from which a student has enrolled and paid their
fees and has attended classes up to the time that they either withdraw
from the course, or complete the course through to its end date.
Programme
A programme of study or training leading to a qualification listed on the
New Zealand Qualifications Framework. A programme is made up of
one or more courses.
Resource fees
Non-teaching related fees paid by students to cover specific course
related costs (e.g., tools). Includes fees which are compulsory and
loanable, i.e. NZQA unit credit fees.
Student
Any person:
 Enrolled, or in the process of applying to be enrolled, in a
programme or training scheme delivered by MIT; or
 Participating in any course, programme or training scheme
delivered by MIT, provided that this does not include a person who
is acting solely in a teaching or instructing capacity.
Insufficient
connection
In distance learning and blended learning environments the evidence of
active engagement will include the date when the course/programme
began and records such as class discussion input and returned
assignments” (Ministry of Education, 2003).
Exemptions and dispensations
Dispensations from the requirements of this policy for one-off circumstances must be approved in
writing by the Director Academic Operations.
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7.
Delegations
7.1.
General
7.1.1.
7.2.
7.3.
7.4.
Council Delegation to the Chief Executive: To determine, subject to the State
Sector Act 1988, the management policies1 of the Institute in relation to the
management of its affairs and the implementation of its approved Investment
Plan and Strategic Plan. (Delegation to be exercised in accordance with the
requirements of section 182 of the Act). [Council Register of Permanent
Delegations and Authorisations: CE/OP6 (May 2012)].
Withdrawals
7.2.1.
Council Delegation to the Chief Executive: Authority to ... cancel the enrolment of
a person who has made insufficient progress in their studies at the Institute or
another Institution.
[Council Register of Permanent Delegations and
Authorisations: CE/AC2 (May 2012)].
7.2.2.
Chief Executive to Programme Leader (sub-delegation): Authority to cancel the
enrolment of a student who has made insufficient progress (including connection)
[note: as described in sections 3.1.15 and 3.1.16].
Refunds
7.3.1.
Council Delegation to the Chief Executive: Authority to approve refunds to
students whether domestic or international, of all or any part of the fees paid or to
be paid to the Institute [Council Register of Permanent Delegations and
Authorisations: CE/FI10 (May 2012)].
7.3.2.
Chief Executive to the Director responsible for the Academic Registry (subdelegation): Authority to approve a variation to the Cancellations, Withdrawals
Transfers Policy to allow for refunds or transfers of funds in exceptional
circumstances.
7.3.3.
Chief Executive to the Academic Registrar (Authorisation): Authority to approve
refunds of fees as outlined in section 8.4 of the Student Regulations to individual
students on compassionate grounds.
Transfer Fees
7.4.1.
Council Delegation to the Chief Executive: To prescribe resource fees (including
course costs and administration fees) and student services fees payable by
domestic and international students (Delegation to be exercised in accordance
with the requirements of ss227 and 228 of the Education Act 1989). [Council
Register of Permanent Delegations and Authorisations: CE/FI8 (May 2012)].
7.4.2.
The Chief Executive to relevant Deans of Faculty or their nominees
(Authorisation): Authority to exercise the discretion to charge administration fees
as outlined in section 7.2 of the Student Regulations for transfers initiated by
students.
1
This delegation excludes Human Resources (personnel) policies which, in accordance with the State Sector Act 1988, are the
responsibility of the Chief Executive as the employer of staff (section 77A State Section Act 1988).
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Cancellation, Withdrawal and Transfers
8.
Relevant Legislation
Education Act 1989
Public Records Act 2005
9.
Legal compliance
This policy complies with Institute statutes, regulations and relevant legislation.
10.
Associated documents
Statute 3 The Academic Statute
Statute 4 The Student Statute
Student Regulations
Management Policy AM3 Fee Payment
Management Policy AM5 Cancellations, Withdrawals and Transfers of International Students
Management Policy AM7 Complaints Resolution (excluding Harassment and Academic Appeals).
Withdrawal/Transfer Application form
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