Refunds, special consideration and remission

If you pay your topic fees and subsequently withdraw from the topics you have paid for, you may be eligible for a refund of student contribution amounts or tuition fees.

A refund will depend on whether you withdraw from a topic before or after the census date, if special circumstances apply.

Refunds, special consideration and or fee remission

For refund conditions, domestic students should refer to the Policy on Refund of Student Contribution Amounts and Tuition Fees, and Remission of Higher Education Load Program (HELP) Debts.

International students should refer to the International Student Tuition Fees Procedures.

Special circumstances

Circumstances may include, but are not limited to, medical, family/personal, employment or course related.

An application will be approved where it can be established that you had special circumstances that:

were beyond your control; and
did not make their full impact on you until on or after the census date of the topic(s); and
made it impracticable for you to complete the requirements of the topic(s) in the semester that you undertook them.

All applications, regardless of the circumstances, must have independent documentation confirming the dates when the circumstances occurred, changed or worsened as well as how the circumstances impacted your ability to complete your studies. The University has no obligation to follow up with you for additional documentation.

Medical

Medical reasons

You have a medical condition that either occurred or was first diagnosed after the census date or existed prior to the census date but worsened after this date. This condition impacted on your ability to successfully complete your topic(s).

Evidence required

A letter or professional statement from a medical practitioner or counsellor confirming dates of appointments,
the date which your medical condition became known or worsened during the applicable period,
the severity and duration of your condition, and
how your medical condition impacted on your ability to study.

We strongly recommend that you have your medical practitioner complete the Professional Support Statement form as the template asks for the details, we specifically need to assess your remission application.

Professional Support Statement

Family/personal

Family/personal reasons

Unforeseen family/personal reasons that have occurred or worsened after the census date, are beyond your control and mean that you are unable to continue or successfully complete your studies. You would need to substantiate how the circumstances impacted you personally and made it impracticable for you to complete your studies.

Examples:

Domestic violence
Care responsibilities for a child/children changes
Death or serious illness of a close family member or friend
Severe disruption to living arrangements
Family or relationship breakdown
Being a victim of a crime or accident

Evidence

Documentation must confirm how the circumstances impacted you directly and your ability to complete your studies. Depending on your circumstances, there are many options for the suitable type of documentation.

This could include a;

letter or professional statement from a medical practitioner, counsellor, police statement or social worker,
death certificate/funeral notices, or
an independent corroboration of your circumstances.

Documentation must include the date in which they occurred, changed or worsened.

Employment related

Employment related reasons

After the census date your employment status or arrangements change unexpectedly, due to circumstances beyond your control; and you are unable to continue to study the topic(s).

For example, your employer unexpectedly increases your hours of employment after the census date. As a result, you are unable to continue with your studies or complete your course requirements.

Note: choosing to increase your hours of work or undertake additional employment are not regarded as circumstances beyond your control. If this is the case, your debt will not be remitted or refunded.

Evidence

Any impacts to your studies caused by a change in your employment/service commitments must be confirmed by your employment supervisor or the service organisation in a statement or letter.

Your supervisor would need to confirm;

why the change in your employment was required,
what the change was,
what date you were advised of the change, and
when the change came into effect.

Course related

Course related reasons

The University changed the arrangements for your topic or course and, as a result, you were disadvantaged to the extent that you were unable to complete the topic or course requirements. For example, your topic or course is cancelled after the census date and you were unable to complete the requirements of the topic or course.

Note: misleading or incorrect information relating to your course is considered as a general academic grievance, and should be directed to your Course Coordinator initially as per Section 4 of the Student complaints procedure.

Evidence

Confirmation of the course changes and their impact on your ability to complete the topic(s) from a Topic Coordinator or relevant academic staff member.

What is not considered special circumstances?

a lack of knowledge or understanding of the University's policies and procedures, or a person's incapacity to repay a Higher Education Loan Program (HELP) debt,
withdrawal from a placement for reasons of unsatisfactory performance or unsafe, negligent or unprofessional practice and a Fail (F) grade is recorded for the topic in accordance with the Work Integrated Learning Procedures, or
a breach of the requirements of academic integrity has been proven and a penalty of an overall Fail (F) grade has been recorded for the topic in accordance with the Student Academic Integrity Policy.

The application process

Applications must be lodged within 12 months;

of the date you withdrew from the topic(s), or
the end of the semester if you did not withdraw.

This will ensure that you are considered for fee remission, as well as a change in grade.

Applications lodged after 12 months will not normally be considered for fee remission unless you can establish that you were incapacitated to the extent that you were unable to submit within this timeframe.

What are the criteria?

Applications will only be considered if you meet all the following criteria:

able to demonstrate special circumstances were beyond your control,
special circumstances occurred or worsened on or after the census date,
able to demonstrate how these special circumstances made it impracticable for you to complete the requirements of the topic(s),

How to apply

It is important to note that it is your responsibility to ensure that all your relevant documentation is included with your application.

Apply for a remission:

Applying within a 12 month period
Ensure that you meet the criteria to apply
Gather your supporting documentation
Lodge your application

Apply for a remission

Notice of decision

The Manager, Student Finance & Scholarships (or nominee) will consider your application, no later than 28 calendar days after the receipt of the application.

Once a decision has been made, you will be notified in writing of the decision and the reasons for that decision.

Privacy conditions

All personal information collected in your application and supporting documentation will be treated in accordance with the Privacy Act 1988 and any relevant guidelines. The information collected is used solely for the purpose of assisting the University to make an informed decision about your application. The authority to collect this information is contained in the Higher Education Support Act 2003.

Application outcomes

Remission

For your remitted topics only, if your application is successful you will;

receive a full refund of your student contribution amounts or tuition fees paid up front, or
a remittance of the related HECS-HELP or FEE-HELP debt, if your fees were deferred.
A notation of Withdraw, Not Fail (WN) will be recorded against the topic(s).