Amendment to Enrolment and Fees

Sometimes there are events or illnesses beyond your control that stop you from being able to continue your studies.

Wherever possible, should such situations occur we encourage you to seek advice or drop your enrolments prior to the relevant critical dates. However, if your study has been adversely affected by these special circumstances, and the critical dates have passed, you may be eligible for an Amendment to Enrolment and Fees.

Reasons you may apply for include, but are not limited to: 

  • Medical reasons 
  • Employment related factors 
  • Family or personal matters 

These circumstances must have: 

  • adversely affected your study, or your ability to study 
  • made their full impact after the relevant census date; and 
  • been beyond your control. 

How to apply

If you think you may have special circumstances that meet the criteria required, then you’ll need to submit an Amendment to Enrolment and Fees form.

This application needs to be submitted within 12 months from the date you withdrew from the course or within 12 months from the last day of the replacement exam period if you didn’t withdraw. 

You’ll need to provide supporting documentation that clearly outlines when and how your circumstances impacted your ability to study. Make sure to check the supporting documentation guidelines below. 

If you need some guidance regarding your situation, we strongly encourage you to seek help from an Education and Welfare Officer, International Student Adviser, Counselling Support, or Student Success Adviser before submitting.

If you need to enrol in a course late, please submit a Late Enrolment Request form.

What's happens next?

Once you’ve applied, your application will be reviewed and an outcome sent to your university email within 28 calendar days.

Frequently asked questions

  • What is considered Special Circumstances, and what documents do I need to provide?

    Special circumstances are situations/illness/accidents/events that are: 

    • beyond your control, 
    • did not make the full impact on you until on or after the census date, and 
    • make it impracticable for you to complete the unit. 

    To help you in seeing if your situation may meet the criteria, please see examples below and the type of supporting documentation you’d need to provide.

    Special circumstances Supporting document
    Serious medical conditions (physical and mental health) or injury 

    If you have had an unexpected medical condition or injury become apparent on or worsen after the Census Date, you will need to provide a statement from your treating doctor. 

    If you have an unexpected mental health condition become apparent on or worsen after the Census Date, you will need to provide a statement from your treating doctor or Counsellor. 
     
    Note: Forms completed by pharmacists or online doctor services are not acceptable. 

    • Sad News/Sorry Business; Bereavement of close family members, such as partner, parents or grandparents 
    • Witnessing or being the victim of a serious crime 
    • Involvement in or witnessing of a serious accident 
    • Natural Disaster, political upheaval, acts or war or terrorism 
    • Disruption and changes in living conditions and/or environment 
    • Elite Athlete sporting commitments 
    • Formal legal obligations 
    • Active Defence Force, Defence Reservist or other emergency services commitments 
    • Unexpected situations that have been caused by the COVID-19 pandemic

    If your special circumstances aren’t medical (physical or mental health), sufficient evidence to corroborate your situation may include, but is not limited to: 

    • a death certificate and/or funeral notice; 
    • a letter from your Counsellor; 
    • police report; 
    • hospital report; 
    • approved elite athlete documentation; 
    • court summons; 
    • a signed letter on official letterhead from a current employer or termination notice; 
    • official correspondence from a religious organisation, emergency service, sporting or cultural organisation; 
    • a letter from an Education and Welfare Officer. 

    Important: In addition to the examples above, Special circumstances may apply to domestic students where financial difficulties experienced by you (the student), or your family, prevent them from continuing your studies.

    For international students, inability to pay tuition fees or living costs based on changes to your employment status while working in Australia is not considered grounds for special circumstances. As students that are on an International Student visa must not rely on the proceeds of paid employment to support their studies or living costs, in accordance with their visa conditions. 

    Please make sure that your supporting documents: 

    • demonstrate the impact of the circumstances and how they made it impracticable for you to complete the requirements of the affected unit;
    • explain how these circumstances were out of your control;
    • include the period of time which you were affected;
    • are truthful and accurate;
    • are in English (if you need to translate non-English language documents contact an accredited translation agency, such as NAATI). 

    Your Amendment to Enrolment and Fees application will automatically be declined if the supporting documentation: 

    • isn’t relevant to the special circumstances you’re applying for; 
    • isn’t relevant for the teaching period you’re applying for (i.e. outdated); 
    • isn’t original or certified copies; 
    • isn’t in English; or 
    • if it is written by a friend or family member. 
  • How long will it take for my application to be assessed?

    Once you’ve submitted your application, you’ll receive an outcome via your university email within 28 calendar days.

    If you don’t complete the application form correctly or don’t provide relevant supporting documentation, this will slow down the assessment process and outcome date.

    If your application is successful, Student Finance will be advised and will either process:

    Student Finance will determine which of the above options is applicable to you. This can take up to 20 business days to be processed.

    Please Note:  In the event the your application for Amendment to Enrolment and Fees is approved, no refund will be provided for the Student Services and Amenities Fee. Further, there is no capacity under the Higher Education Support Act 2003 for the provider to remit an SA-HELP debt incurred by a student, therefore any SA-HELP debt at the due date will remain.

    If your application is unsuccessful, you will receive a statement as to why it was denied, information regarding your rights to have the decision reviewed and what steps you can take next.

  • Who can I ask for help regarding my special circumstances and submitting an Amendment to Enrolment and Fees application?

    We understand that having special circumstances impact your studies is often stressful, and that you may need some help in managing your situation.

    If you already have an established support team outside of the University (i.e. a Doctor, external Psychologist or Counsellor), you are encouraged to engage with them to seek supporting documentation regarding your circumstances.

    If you have already established or engaged in a support service at the university, you are encouraged to return to that service point, particularly if you feel comfortable speaking to that staff member or have already shared what your circumstances with them.

    If you haven’t already sought support, and you need advice or guidance regarding the application process, there are a range of support services available to you, including:

    1. Education and Welfare Officers (EWOs) at Student Care – they are a team of highly qualified social workers, familiar with supporting students to understand and navigate both University processes. EWOs provide free, independent, confidential advice on a range of student matters, including counselling on academic, personal and financial issues, advocacy, liaison with academic and administrative staff, and for domestic students, financial assistance and Centrelink advice. You can call them on 8313 5430 or email studentcare@adelaide.edu.au to make an appointment.
       
    2. Counsellors at Counselling Support – we have a team of trained professionals that provides free and confidential personal counselling to help manage issues impacting your studies. You can email counselling.centre@adelaide.edu.au or call 8313 5663 for assistance.
       
    3. International Student Advisers at International Student Support (ISS) - ISS provides a range of free support services for all international students throughout their stay in Adelaide, including counselling and advice, Student visa information, program advice, referrals to the correct person or department, letters of support, financial advice, social programs and Overseas Student Health Cover (OSHC). To get in contact with them, either submit a contact form or make an appointment with an International Student Adviser here.
       
    4. Student Success Adviser can provide you with guidance regarding your study plan, managing your enrolments and seeking academic support. They can also provide guidance on Academic Progress concerns. Please see here if you want to contact your Student Success Adviser.
       
    5. Wirltu Yarlu Support Officers – for Indigenous students. Our dedicated Student Support Officers are available to support you through your university experience, helping you to overcome problems that may arise with culturally safe personal and academic advice and support. You can either call on 8313 3623 or email wirltu.yarlu@adelaide.edu.au
       
    6. Disability Advisers in Disability Support – provide a range of services to students with an ongoing medical issue or disability . Email  disability@adelaide.edu.au or phone 8313 5962.
  • What is the application deadline?

    All requests must be lodged within 12 months of the date you either withdrew from course, or 12 months from the last day of the replacement exam period if you did not withdraw. 

    To help you in knowing the deadlines, please see the table below for final submission dates for all 2021 teaching periods: 

    Teaching period that special circumstances occured Submission deadline for Amendment to Enrolment and Fee application
    Summer School 2021  Monday 7th of March 2022 
    Semester 1 2021  Monday 25th of July 2022 
    Semester 2 2021  Wednesday 14th of December 2022 
    Trimester 1 2021  Monday 23rd of May 2022 
    Trimester 2 2021  Monday 12th of September 2022 
    Trimester 3 2021  Thursday 15th of December 2022
    Winter School 2021  Monday 8th of August 2022 

    Example: if your special circumstances occurred in Semester 2 2021, you must submit your Amendment to Enrolment and Fees request by Wednesday the 14th of December 2022.  

    Final submission dates for requests up to 2020 have closed.  

    In the event an application is submitted after the 12-month time-frame, the application must also be accompanied by further independent evidence providing additional support for the medical/family/personal/employment related reasons for the late application.

  • I’m currently enrolled, it’s after census date and I have an unexpected illness impacting my study – should I stay enrolled?

    If you are still enrolled in your course, but you’ve missed the Census Date but the Last Day to Withdraw Not Fail hasn’t passed, you’re encouraged to drop your course prior to that date – as this will mean that you don’t receive Academic Penalty for this course. Make sure to check your program and course enrolment critical dates.  

    If you are an international student, you’re encouraged to meet with and speak with an International Student Adviser before dropping your course, to ensure you’re still being compliant with your Student Visa conditions. You can make an appointment with an International Student Adviser

    If you’re not sure what to do, please refer to the FAQ ‘Who can I ask for help regarding my special circumstances and submitting an Amendment to Enrolment and Fees application?

  • If my application is unsuccessful, can I review and appeal the decision?

    Yes - You are able to ask for review or appeal the outcome of your Amendment to Enrolment and Fees application request, as per the Student Grievance Resolution process.

    Stage 1: If you have been unsuccessful in the Amendment to Enrolment and Fees application, you are able to ask for this decision to be reviewed by responding to the outcome email. You can expect to receive acknowledgement of review request within 5 business days of request.

    Stage 2: If you are dissatisfied with the outcome of the Stage 1 review, you can seek a Stage 2 formal review of the decision. You are required to do so within 20 business days of receiving their original outcome email.  You can request this by responding to the outcome email. This will then be formally reviewed and you’ll receive a response within 20 business days of the request.

    Stage 3: If you are dissatisfied with the outcome of the Stage 2 formal review, you may then wish to lodge an appeal with student affairs. To do this, you must complete the relevant student appeal application form and submit within 20 business days from notification of the Stage 2 Decision.

    If Student Affairs assesses that there is merit for the appeal application, they will then send this onto the Director, Student Administration to review.

    If Student Affairs assesses that there is not merit for the appeal application, they will provide information to appeal to the Administrative Appeals Tribunal or other relevant external agencies.

  • I’m unable to log in to the web-form above, what can I do?

    If for any reason you are unable to log-in to the form above (example: you may have discontinued your studies), then please contact us at enrolments@ask.adelaide.edu.au, and we’ll provide you with an alternative way to complete your Amendment to Enrolment and Fees application.  

    Please also check that there aren’t other grounds preventing your application in the FAQ 'Are there any scenarios that are automatically ineligible grounds to request an Amendment to Enrolment and Fees?'

  • Are there any scenarios that are automatically ineligible grounds to request an Amendment to Enrolment and Fees?

    Yes, there are grounds that would automatically make you ineligible to apply for an Amendment to Enrolment and Fees application.

    These include: 

    • If you have completed your degree (program); 
    • If you have passed the course; 
    • If you have had an Academic Misconduct recorded due to a breach under the Academic Integrity Policy;
    • If you have missed the 12 month deadline for submissions;
    • If you don’t provide supporting documentation in your request.
  • Can I apply for repayment of my administration fee? (international students only)

    International students who withdraw from their program before the census date in their first term of study are charged an administration fee for their withdrawal. However sometimes special circumstances may have resulted in the withdrawal. If you can demonstrate that there are special circumstances in your situation, you may apply for a Repayment of Administration Fee by completing the Amendment to Enrolment and Fees application.

    In order to be eligible to apply for repayment of administration fee in special circumstances, you must first satisfy all of the following threshold criteria:

    1. You were an International fee paying student with the University;

    2. You withdrew from your program before the census date in your first term of enrolment;

    3.  You are applying within 12 months of the date you withdrew from their program. These arrangements apply to both standard and non-standard study periods.

    4. You have been charged an Administration Fee.

    In all cases, special circumstances must have a significant impact on you, the student, and your ability to commence or complete the program you have undertaken to study. Therefore, you should demonstrate that the circumstances:

    • are beyond your control; and
    • occur after acceptance of your offer and before the date of your withdrawal [and before the census date]; or
    • occur before acceptance of your offer, but worsen after that day and before the date of your withdrawal [and before census date];
    • or occur before acceptance of your offer but the full effect does not become apparent until after that day and before the date of your withdrawal [and before census date]; and
    • make it impracticable for you to commence or continue the attendance and/or assessment requirements of your program.

    Students applying for repayment of administration fee must also meet the special circumstances criteria and supporting documentation as noted in FAQ: 'What is considered Special Circumstances, and what documents do I need to provide?'


Application form

If you’ve been impacted by special circumstances, you may be eligible for an Amendment to Enrolment and Fees. Before applying, please ensure that you meet all criteria required.  If you think you meet those requirements, please complete our form.

Amendment to enrolment and fees application

Note: The Amendment to Enrolment and Fees process replaces the previous ‘Amendment to Enrolment’ and ‘Special Circumstances: Refunds, Remissions and Re-credits’ processes, effective May 2022