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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, 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.

In accordance with Commonwealth regulations, applications for remission of a HECS or PELS debt incurred prior to 2005 cannot be accepted. These applications were administered by the Commonwealth Department of Education under the Higher Education Funding Act 1988 (HEFA).The lodgement deadline for pre-2005 applications was 12 months from the date of withdrawal from a course of study, and this deadline has lapsed.

  • Special Circumstances

    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:

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

    AND

      1. 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

    1. 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.

  • Application Process
    1. Complete a Special Circumstances Repayment/Remission/Re-credit application form.
    2. Lodge the application with the Manager, Student Finance (as per the instructions on the application form) within 12 months of the date that you formally withdrew from the course(s). If you did not formally withdraw, the application must be lodged within 12 months of the last day of the semester in which you were enrolled in the course(s).
    3. Ensure that appropriate and adequate original independent supporting documentation addressing all the criteria specified in the form is lodged with the Manager, Student Finance no later than 28 days after the initial lodgement.

    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, you will need to contact your faculty office.

  • Outcome
    1. You will be sent a letter acknowledging receipt of your application within five working days. If any further information is required from you, it will be requested from you via your student email address.
    2. You will be advised in writing by the Manager, Student Finance 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.
    3. If the application is successful, the Manager, Student Finance will arrange for the fee or student contribution Amount repayment, or remission of HECS-HELP debt, or re-credit of FEE-HELP balance.
  • Review and Appeal

    Review

    If your application is not successful and you are not satisfied with the reasons provided by the Manager, Student Finance, 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 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
    Division of the Deputy Vice-Chancellor and Vice President (Academic)
    University of Adelaide SA 5005

    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 letter 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.]

  • 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.

    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:

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

    AND

      1. 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

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

    Further information regarding the application, outcome and review process, are provided in the instructions section on the application form.

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