Refund of debt in special circumstances for International students

If you withdraw from your unit/s after the relevant census dates due to special circumstances, you can apply to have any up-front payment of your tuition fees refunded subject to University policy.

You cannot apply for a refund if you have successfully completed or are currently enrolled in the unit of study. If you are still enrolled in a unit you should consider applying for Special Consideration before applying for Refund of debt. Alternatively if you are still enrolled you must withdraw from the unit before submitting your application. If your circumstances are course related, please contact your faculty or Student Complaints.

If you are unhappy about the new grading schema or you have concerns about studying online, remission is not an available option for you. Please submit a Student Complaint.

Refund of debt in special circumstances is about the refund/re-credit of fees and does not relate to grades.

Your application will be assessed within 30 working days of receipt by the University if it is complete and includes detailed supporting documentation. Due to current circumstances there may be a delay beyond 30 working days in receiving your Remission of debt outcome. We appreciate your patience during this time.

For any queries, please contact Student Central.

IMPORTANT UPDATE: If you have posted (mailed) your application within the last 28 days it may not have been received due to the current situation and office closures. We advise you to email your application to remiss-debt@deakin.edu.au.

Eligibility Criteria

The University may decide to refund any fees paid if we are satisfied:

  • you submitted your application for Refund of debt within the 12 month application time limit*
  • you experienced special circumstances outside your control and
  • these special circumstances impacted your studies  on, or after, the census date, and
  • these special circumstances made it impracticable for you to successfully complete the requirements of your unit/s of study

*applications must be submitted within 12 months of the end of the study period, the date or withdrawal or the date of the final assessment for the study period (e.g supplementary examinations). Applications for study periods completed more than 12 months prior will not be accepted.

You are not eligible to apply for Refund of debt in special circumstances if you have a proven academic misconduct outcome, as this is considered to be within your control. if you have a pending academic misconduct hearing, you will need to wait for the outcome of that hearing, before you apply.

Special circumstance examples

The special circumstance must occur or impact your studies after the applicable census date.  If the full impact of your special circumstances occurred prior to census date and no change or escalation occurred you will not be eligible to use the Refund of debt in special circumstance process.

If you experienced difficulty discontinuing from a unit or your course, please do not apply for Remission of debt in special circumstances. Please contact Student Central or make an inquiry to Student Complaints to have your situation investigated.

Medical circumstances

Your medical condition must change or escalate to such an extent that you are unable to continue studying. If you have a pre-existing condition your application needs to clearly demonstrate how your circumstances changed after the census date. If no change or escalation occurs Remission of debt is not available to you.

Pregnancy or child birth without complications is not considered special circumstances for Remission of debt purposes.

All medical documents, letters or certificates provided with your application will be confirmed directly with the medical practice or health care professional. We recommend you inform your healthcare professional of this when requesting documentation.

Family/personal circumstances

For example, death or severe medical problems within your family, or unforeseen natural disasters.

Employment related circumstances

For example, where your employment status or arrangements have changed so that you are unable to continue your studies, and this is beyond your control. Changing employer after census date where you were aware of the new employment conditions is not considered special circumstances for Refund of debt in special circumstance purposes.

Ongoing or pre-existing circumstances

If you have pre-existing or ongoing circumstances, your application needs to clearly demonstrate how your circumstances changed after the census date. A change or escalation must have occurred after the census date.

Course related circumstances

Refund of debt in special circumstances does not apply to course related circumstances, please contact your Faculty. If you were unhappy with your mode of studying, please contact Student Central.

Academic misconduct is not considered a special circumstance.

Supporting documentation

All applications must have supporting documentation to be assessed.

Supporting documentation must:

  • be date-based and
  • be relevant to the study period, census date and/or examination period and
  • detail the special circumstance/s which occurred and
  • explain the impact the special circumstance had on your ability to complete your studies.

Documentation must be on official letterhead or an official template. You may be asked to provide an original copy of your documents. You will be contacted directly if this is required.

Examples of supporting documentation include, a letter from your doctor, counsellor or employer to support your claims. Documents must clearly indicate the date/s when your circumstances changed and the impact on your studies. All medical documentation must be in the form of a letter from your healthcare professional.  A doctor's certificate, detailing a date range, indicating you were unwell for work purposes does not provide the necessary information to determine impact on your studies.

Acceptable files include, PDF, ZIP and JPEG. Please convert Word files to one of these types before submitting your application.

If you reference an assessment extension or special consideration in your personal statement, you  must provide copies of emails from Deakin University confirming the new due date for assessments and/or examinations. Your application will be considered incomplete if you do not provide these documents.

If you have a pre-existing condition your documentation needs to clearly demonstrate how your circumstances changed after the census date. If no change or escalation occurs Refund of debt in special circumstances is not available to you.

You may wish to include correspondence with your faculty, unit chair or lecturer to support your application, however these documents on their own will not satisfy the requirements of the process.

If your documents are not in English, you will need to provide official, certified translations. In Australia, you must use translators accredited by the National Accreditation Authority of Translators and Interpreters.

Any student who is found to have submitted a false statement or supporting documentation will be referred to the Faculty Student Misconduct Committee.

How to apply

You must apply to the University, within 12 months from the date you withdraw from a unit or the end of the relevant study period (whichever occurs first). If the study period you wish to apply for is outside the 12 month application time limit, please read the information below.

Applications

Refund of debt in special circumstances is about the refund of fees and should not be used as a way to change grades. Results may not be changed even if your application is approved.

Applications must be date-based and include independent supporting documentation, for example, a letter from your doctor, counsellor or employer to support your claims. Letters from healthcare professionals must clearly indicate the date/s when your circumstances changed and the impact on your studies. You may be requested to submit the original document for verification purposes. You will be contacted directly if this is required. For more information go to Supporting documentation.

Do not submit an application without supporting documentation.

All medical documents, letters or certificates provided with your application will be confirmed directly with the medical practice or health care professional. We recommend you inform your healthcare professional of this when requesting documentation.

Any student who is found to have submitted a false statement or supporting documentation will be referred to the Faculty Student Misconduct Committee.

Complete the Refund of debt in special circumstances application form.

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