Nested Remission and re-crediting of fees

Nested Remission and re-crediting of fees

Please make sure you read the information below before applying.

For a unit(s) of study from which you withdrew after the census date, or had not completed the requirements for the unit(s), due to special circumstances you may be eligible to apply for:

  • remission of a HECS-HELP debt and/or refund of upfront student contributions;
  • re-crediting of a FEE-HELP balance; and
  • remission of a FEE-HELP debt
  • refund or reversal of fees for tuition fee payments

Student Services and Amenities Fee (SSAF)
If you withdrew from a unit(s) after the census date, you will still remain liable for the Student Services and Amenities Fee as its liability is based on your enrolment load at census date. This applies even if a refund has been given for withdrawal due to special circumstances.

If you wish to have this fee refunded, please withdraw from the unit(s) via eStudent by the relevant session census date.

What are special circumstances?

Each application will be examined and determined on its merits. As a general guide, special circumstances include those that:

  • are beyond your control; ie 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. A lack of knowledge of how HECS-HELP or FEE-HELP work is not considered beyond a person's control;

AND

  • did not make their full impact on you until on or after the census date; ie your circumstances occurred
  • before the census date, but worsened after that day, or
  • before the census date, but the full effect or magnitude did not become apparent until on or after that day, or
  • on or after the census date.

AND

  • made it impracticable for you to complete the course requirements; ie
    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 complete any other course requirements because of your inability to meet (i), (ii) or (iii).

Special circumstances may cover:

Medical reasons - 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.

  • Example 1: Contract an illness prior to the census date. Your illness continues past the census date and deteriorates to the extent that you are unable to continue with your studies.
  • Example 2: Your medical condition only becomes apparent after the census date and the effects are sufficiently serious that it is impracticable for you to complete the course requirements and continue with your studies.

Family/personal reasons - due to unforeseen personal/family reasons that are beyond your control you are unable to continue with your studies.

  • Example 1: Member of your family suffers from a severe medical condition that requires you to provide full-time care and as a result you are unable to continue with your studies.
  • Example 2: Member of your family or close friend dies and you are affected to the extent that you are unable to continue with your studies.
  • Example 3: You or your family's financial circumstances change unexpectedly to the extent that you are unable to continue with your studies.

Employment related reasons - where your employment status or employment arrangements change unexpectedly due to circumstances beyond your control and you are unable to complete your studies.

  • Example 1: You are engaged in employment out of necessity and studying. Your employer unexpectedly increases your hours of employment in circumstances where you are unable to object. As a result you are unable to continue with your studies or complete your course requirements.
  • Example 2: You are engaged in employment out of necessity and studying. After the census date your employer directs that you be transferred to a different state. Your institution does not offer distance education and as a result you are unable to continue with your studies or complete your course requirements.

Course related reasons - where your institution changes the arrangements for your unit or course and as a result you are disadvantaged to the extent that you are unable to complete the requirements of the course and continue with your studies.

  • Example 1: Your institution cancels your unit or course after the census date and as a result you are unable to complete the requirements of the unit or course.
  • Example 2: You enrol in a unit having applied for credit towards the units previously undertaken at another institution, and are not advised of the decision for credit by your institution until after the census date.

Eligibility to apply

To be eligible for consideration for re-crediting and remission, you must lodge your application

  • within 12 months of the date of withdrawal, or
  • if you have not withdrawn, within 12 months of the end of the Session in which the unit(s) were undertaken.

Note:  You are not eligible for re-crediting and remission if you have passed your unit(s) in which you were enrolled. You must be granted either 'W', 'FW' 'FA' or 'F' grade for a unit(s) of study to be eligible.

An application will be considered outside of these time frames, at the University's discretion, if it is satisfied that the application could not be made within the above time limits.

For debts incurred before 1 January 2005 the student cannot make an application for remission of HECS/PELS or refund of up-front HECS payments for those units of study where Department of Education, Science and Training (DEST) has previously assessed them.

How to apply

You must complete the following online form below if you are:

  • an undergraduate or postgraduate student who is Commonwealth supported
  • a student who has taken up FEE-HELP assistance
  • a domestic fee paying student
  • an international student

Your application will first be assessed for academic penalty (if relevant) and then forwarded to a different department for assessment regarding the financial penalty.

OUA Students please note: your withdrawal without penalty application needs to be submitted through OUA.

To make an application to withdraw without financial penalty:

  1. Check that your circumstances meet the definition of special circumstances
  2. Prepare the supporting documentation for your application (please contact Student Advocacy if you require assistance)  
  3. Fill out the online withdrawal without penalty application formIf you are unable to complete this online form, please contact Student Connect (Ph: +61 2 9850 6410) to discuss alternative submission methods.
  4. Include a detailed statement explaining how your circumstances meet each of the three criteria for special circumstances.
  5. Attach independent supporting documentation to show how your circumstances impacted you after each applicable census date..
    • All supporting documentation needs to be submitted at the time of application - it can't be added afterwards. If you are waiting on documents to become available, you will need to wait until you have them all before you apply.

What supporting documentation needs to be provided?

It is most important that you provide independent supporting documentation to support your claims. It is not sufficient to provide only a personal statement outlining your special circumstances.  Please note your supporting documentation must show how your situation developed or worsened after each session census date in which you are seeking remission of fees, in order to be approved for special circumstances. 

Depending on your reasons for applying for financial concession you also need to provide a statement from a doctor, counsellor or your employer to verify your claims.

Supporting documentation may include:

For medical reasons - a statement from a doctor stating:

  • 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.

Please note: You should inform your doctor that the statement will be sent to Macquarie University in support of your application.

For family/personal reasons - a statement from a doctor, counsellor or independent member of the community (eg a Justice of the Peace or a Minister of Religion) stating:

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

For employment-related reasons - a statement from your employer stating:

  • your previous work hours and location;
  • your current work hours and location; and
  • the reason for changed hours and location.

For course related reasons - a statement from your Division stating:

  • that you have been disadvantaged by changed arrangements to your unit(s) of study and that it was impossible for you to undertake an alternative unit(s).

Notification of decision

You will be notified of the outcome of your application and reasons for the decision within 28 days of the receipt of your application for financial penalty by the relevant team. Please note: this will commence after your application has been considered for academic penalty (which can take up to 6-8 weeks).

Once a remission has been approved please note you will no longer be able to make any changes towards the academic grades for these units.

Right of appeal for unsuccessful applications

If your application to reverse your financial penalty is unsuccessful, you have the right of appeal. You should write to the Deputy Registrar within 28 days of the date of the letter advising you of the outcome, outlining the grounds for your appeal. You will then be advised in writing of the outcome of the review.

If you remain unsatisfied with the decision, and you are a Commonwealth Supported Student or FEE-HELP student, you have the right for your case to be considered by the Administrative Appeals Tribunal.

All students have the right for your case to be referred to the Student Ombudsman Service.

For students still not satisfied you have the right to follow the Complaints and Appeals procedures.

Forms for remission/refund in special circumstances

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