The automatic cancellation process

The system will pick up applications for automatic cancellation when they have been in one of the following states for a set period. 

Automatic cancellation timeframe settings: 

•  In Data Entry – 30 days from the date the application was received or submitted, whichever is the latest 

• Missing Evidence – 45 days from when the application entered Missing Evidence status 

• Eligibility Incomplete – 45 days from when the application entered Eligibility Incomplete status 

• Awaiting Validation – 45 days from when the application entered Awaiting Validation status 

• Approved (without positive attendance confirmation) – 90 days from the course start date or the approval date, whichever is the latest
  
  
• Missing ULN (without positive attendance confirmation) – 90 days from the course start date or the approval date, whichever is the latest

For example, if an application moves to Missing Evidence status and remains there for 45 days, the system will pick it up for automatic cancellation. However, if it spends 30 days at Missing Evidence status and then moves to Eligibility Incomplete status, the time will reset. The system will then pick up the application for automatic cancellation if it stays in Eligibility Incomplete status for 45 days. 

The automatic cancellation is applied by a weekly batch run. We run this every Sunday evening. Any applications this batch run picks up will be updated to Cancelled. 

1. The application state will be set to Cancelled.
2. The loan amount will be set to zero. 
3. Any attendance confirmation schedules linked to the application will be removed. 
4. Any payment schedules linked to the application will be removed. 
5. A Cancellation CoC will be created. 
6. The cancelled application will be given an Auto Cancel Reason Type. 

Viewing cancelled applications

You can view any applications that have been automatically cancelled. 

1. Go to the Learner Search or Learning Aim Search tab. 
2. Use the Application State, search and select the Auto Cancel Reason Type. Cancel will still appear as a separate option that lets you search for all. 

If an application has been automatically cancelled, you will see the application state reason on the Assessment Information page. 

Correspondence

We will not issue correspondence for automatically cancelled applications. 

However, we will send learners letters to ask for missing evidence. These letters will tell them that we may cancel their application if they do not return the evidence we need. 

If the application is still relevant and should not have been cancelled, the learner will not need to reapply. If we receive evidence after the automatic cancellation, the application will be reinstated and processed. 

Reinstating cancelled applications

You have 60 days to reinstate an application once it’s been cancelled. We count this period from the effective date of the original cancellation CoC to the date of the reinstatement. This applies to manually and automatically cancelled applications. If you try to reinstate an application after the 60 days you will get the following error message: 

'It is not possible to reinstate a cancelled application after 60 days. Please ask learner to contact SLC.' 

It is not possible for learning providers to reinstate auto-cancelled applications. If you would like an application to be reinstated, please contact our Partners Support Desk.