Withdrawal after Census Date

If you withdraw from a unit and/or course after the unit census date you remain liable for tuition fees and may record academic penalty against the unit or units concerned. Under normal circumstances you will not be entitled to a refund. Please refer to Academic and Financial Penalty Dates for further information on dates.

The University can, in special circumstances:

• permit a student to withdraw from a unit without academic penalty (ie failure); and
• refund a paid tuition fee for a unit of study.

What are Special Circumstances?

Each application will be assessed on its merits. As a general guide special circumstances include those that:

• are beyond your control AND
• occur
1. on or after the census date;
2. before the census date, but worsen after that day; or
3. before the census date, but the full effect or magnitude does not become apparent until after that day.
• WHICH make it impracticable for you to complete the unit or course requirements.

Special Circumstances may include:

• Medical:
  where your medical condition existed prior to the census date, continued past that date and deteriorated to the extent that you are unable to continue your studies or your medical condition only became known after the census date.

• Family/personal:
  due to unforseen family/personal reasons that are beyond your control you are unable to continue with your studies – eg change in financial circumstances or death of family member which affects your ability to continue your studies.

• Employment related:
  where your employment arrangements change unexpectedly due to circumstances beyond your control - eg relocation interstate or an increase in working hours which is out of your control.

• Course related:
  where your course and/or unit arrangements change unexpectedly due to circumstances beyond your control and as a result you are unable to complete the requirements of the course - eg 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.

Note: Evidence will be required that you have been actively participating/attending in the unit/course up to the point where a request for withdrawal academic penalty is submitted.

Special Circumstances DO NOT Include:

lack of knowledge or understanding of

• the census dates,
• the University's enrolment procedures,
• Education Services for Overseas Students (ESOS) Act 2000
• The National Code of Practice
• Higher Education Support Act (HESA) 2003 requirements.

A person’s incapacity to repay a fee is not considered special circumstances or beyond a person’s control.

Supporting Documentation

• You will need to provide independent supporting documentation to substantiate your claims. Your supporting documentation must contain enough detail for the Remissions Committee to make an informed decision about your application.

Applications without appropriate supporting documentation will not be considered.

• You will need to ensure that your supporting documentation is on official letterhead (if relevant), is signed and dated.

For example, if the reason for applying for the remission of your debt is a medical one, you will need to supply a doctor’s certificate that substantiates your claims and include:

• the date your medical condition began or changed;
• how your condition affected your ability to study; and
• when it became apparent that you could not continue with your studies.

A personal statement outlining your circumstances is not sufficient evidence.

Supporting documentation will not be accepted from University of Tasmania staff unless your application is course or unit related. In this case you will need a statement from the Sub-Dean or Faculty Officer stating the changed arrangements and the impact on your studies.

You must be able to demonstrate, with independent supporting documentation, that due to special circumstances:

1. it became impracticable for you to complete the unit of study requirements;
   i.e. you were unable to:
   1. undertake the necessary private study required, or attend sufficient lectures or tutorials, or meet other compulsory attendance requirements in order to meet your compulsory course requirements; or
   2. complete the required assessable work; or
   3. sit the required examinations, or
   4. complete any other course requirements because of your inability to meet (i), (ii) or (iii).

AND

2. those special circumstances did not make their full impact until on, or after, the census date;
   i.e. your circumstances occur:
   1. before the census date, but worsen after that day; or
   2. before the census date, but the full effect or magnitude does not become apparent until on or after that day, or
   3. on or after the census date.

   Note: The census date for the standard Semester 1 is 20th March and for the standard Semester 2 is 7th August. If your semester is non-standard, you will need to refer to your enrolment notice for the unit census date.

AND

3. those special circumstances were beyond your control.
   i.e. a situation occurs which a reasonable person would consider is not due to the person’s action or inaction, either direct or indirect, and for which the person is not responsible. This situation must be unusual, uncommon or abnormal.

Important Note: Applications without appropriate supporting documentation will not be considered.

Application Process

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 tuition fees paid for the units listed on this form refunded.

Students who withdrew in writing prior to census date have not incurred academic or financial penalty for that particular semester and do not need to use this form. You should have received an enrolment notice confirming withdrawal from your units and/or course. If you have not received this notice , you should contact the Student Centre on 1300 361 928.

Students whose applications for withdrawal without academic penalty are denied remain liable for academic and financial penalty for all or part thereof of the application. The original result will remain held against the unit. Where the application is made prior to exams but after the census date for a unit, a completed Application for Withdrawal with Academic Penalty will be considered as a formal withdrawal from the units specified and a result of withdrawn deemed failed or absent deemed failed will be entered against those units.

How to Apply

1. Make sure you read and comply with these guidelines.
2. Complete the Application for Withdrawal without Academic Penalty and re-credit, remission and/or refund form.
3. If you are applying for a Withdrawal without Academic Penalty then submit the form, together with independent supporting documentation, to your Faculty Office for withdrawal approval.
4. If you are applying for a remission (refund) only then submit the form to the Remissions Office located in Student Centre.

What happens next?

1. Faculty will assess your Application for Withdrawal without Academic Penalty and forward their decision to Student Centre.
2. Student Centre will update your student record with their decision.
3. An updated Enrolment Notice or other written correspondence reflecting the decision of the Associate Dean (Teaching and Learning) for Withdrawal without Academic Penalty will be posted to you . In the event your request for withdrawal without academic penalty is denied you will be notified in writing of the decision by the Associate Dean.
4. If you have applied for a remission (refund) your application will be sent to the Remissions Office and you will receive a letter acknowledging receipt of your application for remission within 14 days of the application being received by the Remissions Office.
5. Your application will be examined and determined on its merits and on the basis of your supporting documentation by the Remissions Committee within 28 days of the date on your acknowledgement letter.
6. You will be advised in writing of the outcome of your application within 14 days of the decision being made by the Remissions Committee.
7. The Committee delegate will write to you advising you of the outcome of your application and you will be sent a statement of that decision.

NOTE: An a pproval for Withdrawal without Academic Penalty does not automatically guarantee approval for an application for remission (refund) . Application s for remission (refund) must be referred to the Remissions Committee for consideration.

Time Limits for Applying for Remission

Your application must reach the University within 12 months from the date of your withdrawal. If you have not withdrawn from your unit(s), your application must reach the University within 12 months from the last day of the semester in which you were enrolled in the unit(s). These arrangements apply to standard and non-standard semesters.

Note: A lack of knowledge or understanding of the requirements for withdrawing from a unit by census date, or for applying for a remission (refund) is not a valid reason for applying outside these timeframes. Applications received after these dates WILL NOT be considered.

Review Process

If you are not satisfied with the decision made in relation to your application for remission (refund) you may apply for a review of that decision. The review process will be outlined in writing and sent to you with notification of the decision on your application.

Privacy

Personal information collected on the application form or supplied by you to University of Tasmania will be treated in accordance with the Privacy Act 1988 and any relevant guidelines. The information collected is used for the purpose of assisting the University to make an informed decision on your application.

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.

Student Obligations

Your visa may be affected when study load falls below 37.5% per semester. Please contact the International Students Office for advice.

Further Information

Additional information on the HESA requirements can be found on the Commonwealth Government site www.goingtouni.gov.au

Telephone: 1300 361 928

Student Centre email: Student.Admin@utas.edu.au