Withdrawal after Census Date
If you withdraw from a unit and/or course after the unit census date you remain liable for tuition and/or student contribution amounts. After the final Withdrawal Without Academic Penalty (WW) date you will also record a fail grade against the unit or units concerned. Under normal circumstances you will not be entitled to a refund.
The University can, in special circumstances:
and, on behalf of the Commonwealth government’s Department of Education Employment and Workplace Relations (DEEWR):
re-credit a person’s Student Learning Entitlement (SLE) with an amount equal to the equivalent full-time student load (EFTSL) value of the unit of study (applicable only to enrolments until the end of 2011);
re-credit a person’s FEE-HELP balance with an amount equal to the amount of FEE-HELP assistance that the person received for the unit of study;
remit a domestic student contribution deferred partially or fully through HECS-HELP for a unit of study; or
refund a domestic student contribution paid up-front; or
refund a paid tuition fee for a unit of study.
What are Extenuating Special Circumstances?
Each application will be assessed on its merits. As a general guide special circumstances include those that:
You will need to provide independent supporting documentation (either an original or certified copy of an original), to substantiate your claims. Your supporting documentation must contain enough detail for the Remissions Committee to make an informed decision about your application, including the dates when your special circumstances commenced affecting your studies..
Applications without appropriate supporting documentation will be returned to you and a timeframe for re-submission will be provided. A personal statement outlining your circumstances is not sufficient evidence.
You will need to ensure that your supporting documentation is on official letterhead (if relevant), and is signed and dated.
Depending on your circumstances you must provide the following documentation:
A statement from a doctor (using the form attached to the application) stating:
- the date the medical condition began or changed
- how the condition affected your ability to study
- when it became apparent that you could not continue with your studies
A medical condition became known after the census date and you were unable to continue studying. OR
A pre-existing medical condition deteriorated after the census date to the extent you were not able to continue studying.
A statement from a doctor, counsellor or independent member of the community (eg Justice of the Peace or a Minister of religion) stating:
- the date your personal circumstances began or changed
- how your circumstances affected your ability to study
- when it became apparent you could not continue your studies
A change in financial circumstances or an unexpected event of sufficiently serious nature, affected your ability to continue your studies.
A letter is required from your employer explaining your changed employment conditions, specifying:
- Your work hours and location prior to the census date
- Your work hours and location after the census date
- The reason for your changed hours and/or location
A relocation interstate or an increase in working hours which is out of your control.
A letter, or email to Fees.Unit@utas.edu.au from the Sub-Dean or Faculty Officer stating:
- You have been disadvantaged by changed arrangements to your unit/course and that it was not possible for you to undertake alternative units or courses.
- Evidence will be required that you have been actively participating/attending in the unit/course up to the point where a request for withdrawal is submitted.
A change of degree structure, application for unit credit approved after census date or cancellation of unit and/or course and as a result you are unable to complete the requirements of your course.
Special Circumstances DO NOT Include:
A lack of knowledge or understanding of
- the census dates,
- the University’s enrolment procedures, or
- HESA 2003 (HECS-HELP and FEE-HELP) requirements.
A person’s incapacity to repay a fee or debt is not considered a special circumstance or beyond a person’s control.
The remission form can be downloaded in the Forms and Files section.
Who should use this form?
You should use this form if
- the census date for your unit(s) has passed but you are unable to continue your study because of special circumstances; and
- you want to apply for withdrawal without academic penalty for the units listed; and/or
- you want all or part of your debt for the units listed on this form remitted, your SLE re-credited (only applies to enrolments until the end of 2011),or fees paid for your tuition refunded
How to Apply
- Read the Domestic Remission Form
and Guidelines and ensure you comply with the requirements.
- If you believe you are eligible, complete the form.
- Submit your application, together with independent supporting documentation, to the Student Centre.
What happens next?
- Faculty will assess your Application for Withdrawal without Academic Penalty (WW). WW decisions are automatically recorded when the Faculty signs off on an application which has been approved. The assessor of the WW part of the application is responsible for updating the grade and will also enter a comment on your faculty record to indicate whether an application has been approved or rejected for a WW. Some faculties will advise students why their application was rejected.
- Applications for a fee remission, re-credit of SLE and/or refund are assessed by the Remissions Committee.
- If further supporting documentation is required the Remissions Team will sometimes contact the student, however due to the volume of applications, some applications without sufficient documentation will be rejected outright. Applications will be finalised as quickly as possible.
- You will be advised in writing of the outcome of your application by the Remissions Committee. Incomplete applications will prolong the assessment process.
NOTE: An approval for Withdrawal without Academic Penalty does not automatically guarantee approval for an application for remission, re-credit and/or refund. Applications for remission, re-credit and/or refund are referred to the Remissions Committee for consideration.
If you are not satisfied with the decision made in relation to your application for remission, re-credit or refund you may apply for a review of that decision by sending a letter to the Manager, Student Centre stating the reasons for your request for a review. The review process will be outlined in writing and sent to you with notification of the decision on your application.
Personal information collected on the application form or supplied by you to the University of Tasmania 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 on your application. If your FEE-HELP balance is re-credited or your SLE is re-credited and HECS-HELP debt remitted, the Department of Education Employment and Workplace Relations (DEEWR) is provided with the necessary details to enable this to occur. DEEWR must also be advised of any refunds of student contribution amounts paid up-front to the University.
False or misleading statements or information
It is a criminal offence to knowingly make a false or misleading statement or to otherwise knowingly supply false or misleading information in connection with an application for remission, refund or re-credit. Applicants who knowingly supply false or misleading statements or information may be liable to criminal prosecution.
If you are receiving a payment from Centrelink it is important to inform them of the changes to your enrolment. Your payment may be affected when study load falls below 37.5% per semester.
Additional information on the HESA requirements can be found on the Commonwealth Government site studyassist.gov.au/sites/StudyAssist
|Student Centre – Hobart
Private Bag 45
HOBART TAS 7001
Student Centre – Launceston
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LAUNCESTON TAS 7250
Telephone: 1300 361 928