LEARN MORE ABOUT
Linking and reporting a transferred enrolment
The VET Information Standard links enrolments when a student transfers from one program enrolment to another within the same training organisation, providing a more complete picture of a student’s training journey.
This link between the student’s withdrawal from the original program to the program they are transferring into is captured using the technical element Transferred from program enrolment UID.
How to link and report a transferred enrolment
Linking a student’s withdrawal from one program and transfer into a new program requires changing the student status to Concluded, with a student status reason of Formal withdrawal in their original enrolment.
When this occurs, the new enrolment should also be reported so the student’s journey can continue to be captured. The new enrolment should have the technical element, Transferred from program enrolment UID populated with the unique identifier of the original enrolment, this links the two enrolments. To complete the transfer, the RTO ensures subject enrolments which were in progress at the time of the transfer that are applicable to the new program, are moved out of the original program and into the new program. All other subject enrolments should be marked as Concluded.
Scenarios
-
A student was initially enrolled in the CHC30121 Certificate III in Early Childhood Education and Care with ABC Training. After performing well during their work placement, the student chose to pursue leadership opportunities and enrolled in the CHC50121 Diploma of Early Childhood Education and Care, also offered by the RTO.
As a result, the RTO updates the students, student status of Concluded with a student status reason of Formal withdrawal in their original enrolment in CHC30121 and creates a new enrolment in for CHC50121, with the Transferred from program enrolment UID field, populated with the unique identifier from her previous CHC30121 enrolment. -
All subject enrolments under CHC30121 in progress at the time of transfer that are applicable to CHC50121 are moved out of the original program enrolment and into the new program enrolment. Any successfully completed subjects that are relevant to CHC50121 are recognised as credit transfers and reported under the new qualification. There is no linkage between subject enrolments across the two programs. Any remaining subject enrolments open under CHC30121 are marked with a student status of Concluded with a student status reason of Formal withdrawal.
-
Another student was enrolled in the BSB40120 Certificate IV in Business. During their studies, they successfully completed all the requirements for the BSB30120 Certificate III in Business, which is embedded within the qualification. The student decided to withdraw from the Certificate IV and instead be awarded the Certificate III.
As a result, the students RTO updates the enrolment in BSB40120 to a student status of Concluded with a student status reason of Formal withdrawal and creates a new program enrolment for BSB30120 adding the unique identifier from the students previous BSB40120 enrolment to the Transferred from program enrolment UID field.
The RTO moves the students in progress subject enrolments under BSB40120 over to BRB30120, where they are applicable to the new program. Any remaining subjects are marked with a student status of Concluded and a student status reason of Formal withdrawal. Any successfully completed subject enrolments that meet the requirements of BSB30120 are reported under the Certificate III as completed with a student status reason of Credit Transfer. Subject enrolments are not linked between the two program enrolments.