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 or special consideration.
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.
If you have paid your fees and withdraw from topic(s) before the census date you are eligible for a refund of your payments for;
- student contribution,
- tuition fee, and
- student services and amenities fee that you have paid for the topic(s).
If you have withdrawn from your topic(s) after the census date you are not eligible for a refund, unless your withdrawal is a result of special circumstances.
If you were impacted by special circumstances, you can apply, within 12 months of withdrawal to have the:
- student contribution amount or tuition fee you deferred to your HECS-HELP or FEE-HELP loan scheme remitted; or
- upfront student contribution amount/tuition fee you paid, refunded.
If you commenced your course from January 2022;
- the Low Completion Rate criteria applies to you, and
- special circumstances impacted your ability to pass one or more topic(s) leading you to withdraw or fail, and
- your application falls outside of the 12 month period to apply for a remission,
you can apply for your special consideration. If approved the topic(s) will not count towards the low completion rate evaluation and your grade would be converted to a Withdraw, Not Fail (WN), however your topic fees will not be remitted.
Note: applications for special consideration lodged within 12 months will be treated as a special circumstances application, as described above.
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 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.
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 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 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.
- 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 and have approved topics excluded from any LCR calculations.
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.
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),
- have withdrawn or have fail grades applied to all topics included in your application.
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 Special Consideration:
- Applying outside of the 12 month period to apply for a remission
- The Low Completion Rate applies to you and you meet the criteria
- Gather your supporting documentation
- Lodge your application
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.
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
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), and
- the topic(s) will no longer count toward your low completion rate evaluation (if applicable).
If your application is successful;
- a notation of Withdraw, Not Fail (WN) will be recorded against the topic(s), and
- the topic(s) will no longer count toward your low completion rate evaluation.
However, your topic fees will not be refunded or remitted for the approved topic(s).
Need help?
Contact Flinders Connect with all your enquiries. We are located on Level 0, Central Library, Bedford Park campus.
*Studying outside Australia? See information about calling from overseas
Sturt Rd, Bedford Park
South Australia 5042
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