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COLLEGE INITIATED WITHDRAWAL POLICY

Classiﬁcation: Academic

Responsible: Robertson Leadership Team

Executive Sponsor: Vice President, Operations and Academics

Approval Authority: Policy Review Committee

Date First Approved: June 14, 2024

Date Last Reviewed: December 3, 2025

Scheduled Review Date: June 1, 2028

A. PURPOSE

The College Initiated Withdrawal Policy outlines a clear, fair, and consistent framework for student withdrawal from a program at Robertson College

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 A student is an individual who has applied for admission, is currently enrolled, or has previously been a student at Robertson College

Student Record

Academic Policy

A Student Record is the information that 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 Rights and Responsibilities Policy, Respectful Environment Policy, Sexual Violence and Harassment Policy, Graduation Policy and Academic Standards Policy. All policies are available on Robertson’s website

Practicum

The Practicum experience is an integrated work-integrated 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 a Practical Project

D. POLICY

Robertson is responsible for withdrawing students from their program of study in accordance with 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Students may be administratively withdrawn from the program for the following reasons: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 the 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.

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

14 Gross misconduct, and/or any form of harassment outlined in Robertson’s Student Rights and Responsibity 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.

1.5. Failing a prerequisite course in one’s program of study.

Students in select programs may be withdrawn for not successfully completing a prerequisite course Example programs include but are not limited to, Health Care Aide Alberta and Accounting and Payroll Administrator

16 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.

1.7. Failure to adhere to the tuition payment plan and incurring ﬁnancial account delinquency

1 8 Failure to complete the required practicum hours as outlined in the enrollment contract within the contract dates may result in program withdrawal. Failure to achieve a passing mark on competency checklists for accredited programs may result in withdrawal from the program or in repeating the practicum block at a later time, at the student's cost

2. Appeal

21 A student can appeal their withdrawal as per 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. Students are responsible for understanding that program withdrawal 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

51 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 (Manitoba)

Private Career Colleges (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 Rights and Responsibilities

Disciplinary Action Policy

Re-enrolment Policy

H. RELATED MATERIALS AND DOCUMENTATION

College Initiated Withdrawal Procedure Process Document

I. POLICY AUTHORITY

The Vice President, Operations and Academic, is responsible for this policy Questions regarding the interpretation of this policy should be directed to robertsonpolicies@robertsoncollegeca