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Special Circumstances: Repayments, Remissions and Re-credits

If you withdraw from, or do not successfully complete, any course after the course census date, you are deemed to have:

that is associated with your course.

This applies to any University course. For information on how to apply for a refund of any fees paid for a Pre-Enrolment English Program (PEP) or any other University-offered foundation studies program, please contact the English Language Centre.

However sometimes special circumstances, which may be for medical, personal/family or employment reasons, are the cause of the withdrawal or non-completion.

If you can demonstrate that there are special circumstances in your situation, you may apply for the:

Please Note: In the event your application for Special Circumstances Repayment, Remission or Re-credit 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.

  • Who can apply?

    In order to be eligible to apply for special circumstances repayment/remission/re-credit, you must first satisfy all of the following threshold criteria:

    1. You were enrolled in a unit (or units) of study with the University

    2. You did not complete the requirements of the unit(s) during the study period

    3. You are applying within 12 months of the date you withdrew from your course(s), or if you did not withdraw from your course(s), your application is within 12 months from the last day of the study period in which you were enrolled in the course(s). These arrangements apply to both standard and non-standard study periods.

    4. Your application is accompanied with further independent evidence that support reasons for a late application outside the 12-month timeframe.

    A lack of knowledge or understanding of the requirements for applying for a re-credit, remission and/or repayment is not a valid reason for applying after the deadline.  The 12-month timeframe is set by Commonwealth legislation, and applications after this time cannot be considered under normal conditions. In the event an application is submitted after the 12-month timeframe, 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. The additional evidence supporting the late application, outside of the 12-month timeframe, will be assessed separately and distinctly to that provided to support the special circumstances during the relevant study period.

    Once you have met the above Threshold Criteria, you must then satisfy the Special Circumstances criteria.

  • What is the Special Circumstances Criteria I must meet?

    In all cases, special circumstances must have a significant impact on YOU and YOUR ability to complete the course(s) you have undertaken to study.  Therefore, you should demonstrate that the circumstances:

    a)   are beyond your control; are not a result of your action or inaction; and are unusual, uncommon or abnormal;

    AND

    b)   occur on or after the census date OR occur before the census date, but worsen after that day, OR occur before the census date but the full effect or magnitude does not become apparent until on or after that day;

    AND

    c)   make it impracticable for you to complete the attendance and/or assessment requirements of your course(s).

    Please note: Consideration will be given to whether, at the time the circumstances emerged, it was already impracticable for you to meet the requirements of the course(s). For example, where progressive requirements relating to compulsory assessment and/or attendance at classes for the course(s) had not been met at the time the circumstances emerged.

  • What documentation is required to support my application?

    Your application will be considered principally on the basis of your independent documentation to support your claims. It is not sufficient to provide only a personal statement outlining your special circumstances.

    Supporting independent documentation must demonstrate how your circumstances affected your ability to study, the date the special circumstances began or changed, and when it became apparent that you could not continue and complete your course(s). Supporting documentation may include:

    • For medical reasons: e.g. where your medical condition has changed to such an extent that you are unable to continue studying (via a statement from a treating doctor)
    • For family/personal reasons: e.g. death, severe medical problems or unforeseen financial difficulties within a family so that it is unreasonable to expect you to continue studying (via a statement from a doctor, counsellor or independent member of the community (depending on the individual circumstances involved))
    • For employment-related reasons: e.g. where your employment status or arrangements have changed so that you cannot continue studying (via a statement from your employer).

    Supporting documentation must be uploaded copies of signed original documents, and should be on appropriate company or business letterhead. Medical documentation must include a relevant Medicare provider number. Supporting documentation must be in English, or if in another language, must be accompanied by an accredited translation into English.

  • How do I apply?

    Complete and submit a Special Circumstances Repayment/Remission/Re-credit online application form (please open in the web browsers Mozilla Firefox or Google Chrome). 

    Special Circumstances Repayment/Remission/Re-credit Application

    Please note: a Special Circumstances Repayment, Remissions and Re-Credit application only deals with the financial aspect of your courses. A separate process is required to have your grade changed for the courses that you have not successfully completed. For more information on this process, please read the Amendment to enrolment information on the Conditions of Enrolment website.

  • Can I apply for multiple study periods in one application? 

    Yes, however it is important that the supporting evidence supplied addresses the Special Circumstances criteria in relation to each study period (see What is the Special Circumstances Criteria I must meet?).

  • Where does my online application go once submitted? 

    Your application goes to the Student Administration team who will assess your application and advise you of the outcome within 28 days of you submitting your application.

  • How and when will I be notified of the outcome?

    1. You will be advised in writing via email by the Associate Director Student Administration of the outcome of your application within 28 calendar days of receipt of the application and all relevant supporting documentation (whichever is the latest). The notice of the decision will include: a statement of the reasons for the decision; if your application was denied, information on your right to have the decision reviewed; and a brief outline of the review process.

    2. If the application is successful, Student Finance will be advised to arrange for the fee or student contribution repayment, or remission of HECS-HELP debt, or re-credit of FEE-HELP balance.

  • Can I review and appeal the decision?

    Step 1: Review

    If your application is not successful and you are not satisfied with the reasons provided by the Associate Director Student Administration, you may request in writing that the decision be reviewed. The request must be submitted within 28 days of the notification of the outcome of your application. The request must contain information and copies of original independent documentation additional to that included in the initial application, and directly address the reasons provided for the decision.

    The application for review must be addressed to:

    Executive Director, Student Operations

    Division of Academic and Student Engagement
    University of Adelaide SA 5005

    Email Executive Director, Student Operations

    Step 2: Appeal

    Commonwealth supported students, and students who have accessed FEE-HELP, may also lodge an appeal with the South Australian office of the:

    Administrative Appeals Tribunal,

    11th floor, Chesser House
    91 Grenfell St, Adelaide, SA 5000

    Phone: 08 8201 0600

    Please note: Students who are studying in a Fee Paying place (not Commonwealth supported) and have paid their tuition fees directly to the University are not able to lodge an appeal with the Administrative Appeals Tribunal. These students should lodge a Stage 3 Appeal under the University’s Student Grievance Resolution Process. You are required to lodge your appeal within 20 business days of your receipt of the email advising your review has been denied.

    [This section is compliant with s.19-5- and 36-20, 36-21, 104-25(1) and 104-30(1) of the HES Act 2003.]

  • Who do I contact if I have any questions?

    Face to Face:

    Ask Adelaide
    Hub Central,
    Level 3,
    The University of Adelaide,
    North Terrace,
    Adelaide, SA, 5000

    Phone: Ask Adelaide +61 8 8313 5208

    Email: enquiry@adelaide.edu.au

  • Privacy

    Personal information collected on the online form or supplied by you to the University is treated in the strictest confidence. The information collected is used solely for the purpose of assisting the University to make an informed decision on your case.

  • Repayment of Administration Fee in Special Circumstances for International Students

    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, which may be for medical, personal/family or employment related reasons, 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 in Special Circumstances by completing the online form.

    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 your 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 and your ability to commence or complete the program you have undertaken to study. Therefore, you should demonstrate that the circumstances:

    a)   are beyond your control; are not a result of your action or inaction; and are unusual, uncommon or abnormal;

    AND

    b)   occur after your acceptance of your offer AND before the date of your withdrawal [AND before the census date] OR occur before your acceptance of your offer, BUT worsen after that day and before the date of your withdrawal [AND before census date], OR occur before your acceptance of your offer BUT the full effect or magnitude does not become apparent until after that day and before the date of your withdrawal [AND before census date];

    AND

    c)   make it impracticable for you to commence or continue the attendance and/or assessment requirements of your program.

    Your application will be considered principally on the basis of your independent documentation to support your claims. It is not sufficient to provide only a personal statement outlining your special circumstances.  Supporting independent documentation must demonstrate how your circumstances affected your ability to commence or continue study in your program, the date the special circumstances began or changed, and when it became apparent that you could not commence or continue your program. Supporting documentation may include:

    • For medical reasons: e.g. where your medical condition has changed to such an extent that you are unable to continue studying (via a statement from a treating doctor)
    • For family/personal reasons: e.g death, severe medical problems or unforeseen financial difficulties within a family so that it is unreasonable to expect you to continue studying (via a statement from a doctor, counsellor or independent member of the community (depending on the individual circumstances involved))
    • For employment-related reasons: e.g where your employment status or arrangements have changed so that you cannot continue studying (via a statement from your employer).

    Supporting documentation must be uploaded copies of signed original documents and should be on appropriate company or business letterhead. Medical documentation must include a relevant Medicare provider number. Supporting documentation must be in English, or if in another language, must be accompanied by an accredited translation into English.

    Once your application has been received, International Admissions and International Student Support will be contacted by Student Administration to provide further information with regard to your application. The outcome of your application will therefore also be dependent upon this additional information provided.

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Contact

Enquire online
Telephone: +61 8 8313 5208
Country/interstate callers toll free on 1800 061 459

Face to Face Enquiries

Hub Central, Level 3 South
The University of Adelaide
North Terrace
Adelaide SA 5005