APPLICATION FORM
REMISSION OF DEBT
Commonwealth supported and domestic FEE-HELP students
This form is to be used for the remittance of fees in special circumstances. It cannot be used for altering academic results.
Who can use this form?
Commonwealth supported students (HECS-HELP) and domestic students eligible for FEE-HELP.
If you are an international student or a domestic full fee paying student not eligible for FEE-HELP use the Application
form for Fee paying and domestic and international students.
What is this form used for?
This form is not for removing fail grades from your record or improving your WAM.
Use this form if you withdrew from your studies after census date due to special circumstances, or you have been
prevented from completing or withdrawing from a unit(s) due to special circumstances. Use this form to apply for:
• a HELP debt remittance
• an up-front payment of tuition fees refund
• a HELP debt remittance for a unit consisting wholly of work experience in industry (WEI)
• an up-front payment of tuition fees refunded for a unit consisting wholly of WEI
You cannot apply for a Remission of debt if you have successfully completed the unit.
What are special circumstances?
You must be able to demonstrate that the special circumstance(s):
• were beyond your control, and
• did not make their full impact on you until on, or after, the census date, and
• made it impracticable for you to complete the requirements for the unit(s) in the period during which you undertook,
or were to undertake, the unit(s)
Examples of special circumstances include:
• medical circumstances (e.g. changes in your medical condition on or after the census date and you were unable to
continue studying)
• family/personal circumstances (e.g. death or severe medical problems within your family)
• employment related circumstances (e.g. your employer changed your employment conditions and you were unable
to continue studying)
• course related circumstances (e.g. your faculty changed a unit it offered and you were disadvantaged)
The following is not considered special circumstances:
• failing to read documentation provided by Deakin University about your course
• not realising you were enrolled in the unit
• choosing to increase your hours of work or undertake additional employment
• financial pressures
What does beyond your control mean?
The circumstances must be unusual, uncommon or abnormal.
For example a lack of knowledge or understanding of your requirements as a student is not considered to be beyond your
control.
What is the timeframe for the special circumstances?
The special circumstances must occur:
• after the census date or
• before the census date, but the full effect or impact does not become apparent until after that day
What does “impracticable to complete the unit of study requirements” mean?
You may be unable to complete the requirements of a unit, for example, if you were unable to:
• undertake the necessary study required, or attend sufficient lectures or tutorials or meet other compulsory course
requirements, or
• complete the required assessable work, or
• sit the required examinations, or
• complete any other course requirements because of your inability to meet the above.
What is census date?
The census date is the last date you can withdraw from a unit without being financially liable i.e. having to pay for the
unit. The census date is promoted on the Deakin website and not knowing the census date is not considered a special
circumstance for Remission of debt.
If your special circumstances are known to you before census date your application must demonstrate the date when
your circumstances changed or escalated and the impact they had on your ability to complete your studies.
What evidence should you provide to support your application?
For your application to be considered, you need to provide originals or certified documentation in support of your
statements. These include:
• medical document from doctors, counsellors or other medical health professionals, confirming the circumstances
and dates
• letter from your employer detailing they have made changes to your employment (i.e. work hours, location) and
dates
• death certificate
• a letter from an independent member of the community such as a Justice of Peace or a minister of religion.
• correspondence from Deakin such as emails, letters etc. These must include the staff members name and applicable
dates
• screen captures from StudentConnect confirming your application to withdraw from the unit
• other documentation which can confirm your application / statement.
Please be aware your application will not be reviewed if documentation is not supplied or is incomplete. The supporting
documentation you provide must relate to the period being applied for.
How do I complete section D - Details of Special Circumstances?
When completing section D - Details of your special circumstances, please ensure you provide a list of dates (dd/mm/
yyyy) and events which impacted your studies in the period being applied for. If your application covers more than
one period, please detail the dates and events on a separate application form for each study period.
Please do not use “refer to my attached supporting documents”. You must provide a list of dates and events in
this section.
Please ensure the list of dates and events relate to the period being applied for.
Before submitting your application, please read your statement to ensure it clearly demonstrates:
• when your circumstance(s) changed
• the details of your special circumstance(s)
• the impact of your special circumstance(s) on your study
The information you provide should be concise and relevant to the period being applied for.
Do I still pay the Student Services and Amenities Fee (SSAF)?
If you withdraw from your unit(s) after the applicable census date, the Student Services and Amenities Fee (SSAF) will
still be charged. No refund will apply as this fee is based on your enrolled subject load as at the census date. If you have
elected to defer payment of the SSAF, via SA-HELP, the debt will still be incurred.
How will this application impact my academic record?
A remission of debt does not mean the pre-census backdating of a unit.
A remission of a debt may result in the following grades being applied to the units in your application:
• WR (Withdrawn remission with no academic penalty) or
• WRN (Withdrawn remission with academic penalty)
The WR or WRN will appear on your student record with a WRN also displaying on your Academic Transcript. In addition,
these grades will be reported to the Department of Education and the Australian Taxation Office (ATO). A WRN may be
given if the unit has been attempted in previous study periods.
What are the timeframes?
Applications must be made using this form,
• within 12 months of either the date of withdrawal from the unit, or
• if the unit was not withdrawn, within 12 months of the last date of the semester/trimester in which the unit was
undertaken.
Applications for study periods outside of this 12 month period may be considered if you can prove that the application
could not have been made within the required time limit. You must provide evidence of the circumstances that prevented
you from applying within the 12 month time frame.
If you are still enrolled in or have an incomplete grade (e.g. RI) for a unit you are applying for, your application will not be
considered until you have withdrawn from the unit or a fail grade is applied.
Where to send your application?
Applications and supporting documentation can be handed in at Student Central on your campus or mailed
to: Student Finance
Division of Student Administration
Deakin University
Locked Bag 20000
Geelong VIC 3220
Australia
What happens next?
Deakin University will respond to you within 28 days from the date the application is received by the Division of Student
Administration.
Is there an appeal process?
If you are not satisfied with the decision, you may apply to the Reviewer for a review of that decision.
This appeal must be in writing, setting out the reason for your request.
The appeal application must be made within 28 days of receiving notification of the decision. Reviews may not be
processed outside this timeframe.
APPLICATION FORM
REMISSION OF DEBT
Commonwealth supported and domestic FEE-HELP students
This form is not to be used for altering academic results
Please complete all sections prior to submitting your application
SECTION A: STUDENT DETAILS
STUDENT ID:
DATE OF BIRTH:
SURNAME:
GIVEN NAME(S):
ADDRESS:
STATE:
POSTCODE:
EMAIL:
PHONE:
SECTION B: COURSE DETAILS
COURSE CODE:
NAME OF COURSE:
SECTION C: REMISSION OF DEBT ELIGIBILTY QUESTIONS (please answer all relevant questions)
1. WHAT IS YOUR SPECIAL CIRCUMSTANCE(S)?
Medical
Employment Related
Family Related
Course Related
Other (please specify) ____________________________________________________________
2. ARE YOUR CIRCUMSTANCES PRE-EXISTING? (i.e. were you aware of your circumstances, did they
exist prior to census date?)
Yes: You must provide proof of an escalation/change in the pre-existing condition (go to Q3)
No: Go to Q4
3. DID YOUR CIRCUMSTANCE(S) ESCALATE/CHANGE AFTER CENSUS DATE?
Yes: There must be an escalation after census date (go to Q4)
No: You are not eligible for Remission of Debt
4. DID YOU STUDY YOUR UNIT OVER 12 MONTHS AGO?
Yes: Complete Section G (then go to Q5)
No: Go to Q5
5. HAVE YOU APPLIED FOR SPECIAL CONSIDERATION OR AN EXTENSION?
Yes: Please provide details of your application (go to Q6)
No: Go to Q6
Deakin University CRICOS Provider Code: 00113B
6. HAVE YOU APPLIED FOR A SUPPLEMENTARY EXAM?
Yes: Please provide supporting documentation relevant to the date of your supplementary exam (go
to Q7)
No: Go to Q7
7. ARE YOU APPLYING FOR TWO STUDY PERIODS?
Yes: Fill out a separate application form for each study period (go to Q8)
No: Go to Q8
8. ARE YOU APPLYING BASED ON AN ACADEMIC PROGRESS HEARING OUTCOME DECIDED AFTER
CENSUS DATE?
Please note, if a decision is still pending, your application cannot be assessed until after the FAPDC has made a decision
and notified you of their decision.
Yes: If the decision was made after the census date, you don’t need to apply for Remission of
Debt. You will be withdrawn from your units and receive a credit for the tuition fees paid
No: If the decision was before census date, you must provide a statement and supporting
documents explaining why you did not withdraw from your units before the census date.
9. HAVE YOU CONSULTED YOUR UNIT CHAIR, LECTURER OR OTHER FACULTY STAFF MEMBER
ABOUT YOUR DIFFICULTIES?
Yes: Please attach relevent documentation (go to Q10)
No: We may contact the Faculty to discuss your application (go to Q10)
10. HAVE YOU ATTACHED SUPPORTING DOCUMENTS?
Please note, medical certificates, employers letters and other relevant documents must be on letterhead and if not
supplied as an original must be a certified copy.
Yes: (go to Q11)
No: You cannot apply for Remission of Debt without supporting documentation attached.
11. DO YOUR SUPPORTING DOCUMENTS EXPLAIN HOW YOUR SPECIAL CIRCUMSTANCES MADE IT
IMPOSSIBLE FOR YOU TO COMPLETE THE REQUIREMENTS OF YOUR STUDY?
Yes: (go to Q12)
No: Supporting documentation must explain how your circumstances significantly affected your
ability to study and made it impossible to complete the requirements of your study. You must
seek additional documentation before submitting your application.
12. ARE YOUR SUPPORTING DOCUMENTS RELEVANT?
Yes: (go to Section D)
No: You must attach documents relevant to your circumstances and the study period in your
application. Do not send:
•
documentation which pre-dates the relevant study period
•
travel itineries
•
hospital admission statements*
•
pharmacy statement*
•
pathology report*
•
Special Consideration medical form*
Deakin University CRICOS Provider Code: 00113B
* All medical documentation must be in
the form of a letter from your doctor,
indicating the date of change, condition
and impact on your studies.
SECTION D: UNITS DETAILS FOR WHICH THE REMISSION IS SOUGHT (please use a seperate form for each study period)
STUDY PERIOD
E.g. Trimester 1
YEAR
E.g. 2015
UNIT CODE(S)
UNIT NAME(S)
E.g. MAA101
E.g. Accounting101
DATE OF WITHDRAWAL
FROM UNIT
SECTION E: UNITS SUCCESSFULLY COMPLETED IN THE SAME STUDY PERIOD
STUDY PERIOD
E.g. Trimester 1
YEAR
E.g. 2015
UNIT CODE(S)
E.g. MAA101
UNIT NAME(S)
E.g. Accounting101
GRADES RECEIVED
SECTION F: DETAILS OF YOUR SPECIAL CIRCUMSTANCES
Please provide details of your special circumstances, ensure you explain how your circumstances:
•
Changed after census date
•
Prevented you from completing your studies; and
•
Were beyond your control
DATE (AFTER CENSUS DATE)
CIRCUMSTANCES CHANGED
DETAILS OF CIRCUMSTANCES
If you need more space please attach a separate sheet.
Deakin University CRICOS Provider Code: 00113B
IMPACT ON YOUR ABILITY TO
STUDY
SECTION G - STATEMENT EXPLAINING APPLICATION OUTSIDE 12 MONTH TIME FRAME
If you need more space please attach a separate sheet.
SECTION H - DECLARATION
I declare the information supplied by me in this application is to the best of my knowledge correct. I acknowledge
that giving false or misleading information is a serious offence and I may be prosecuted if I knowingly make any false
or misleading statements.
I acknowledge it is my responsibility to establish that special circumstances apply to my situation and provide
independent supporting documentation to confirm the dates and events provided.
I acknowledge withholding relevant information relating to my application will result in a delay in processing and
result in a decision based on the information I have provided in this application.
I acknowledge that my application will not be reviewed until I withdraw from the unit or a fail grade is applied.
________________________________________________
_________________________________________
Signature of applicant
Date
Please read and confirm your application meets the following:
I understand this form is for remission of debt, not removing fail grades and I may still receive a fail grade (WRN) even if my
application is approved for Remission of Debt.
I have read and understood the instructions for use section
I have completed Sections A, B, C and D
I have completed Section C and provided a list of dates and events which explain the special circumstances which apply.
I understand my application will be returned to me if I do not provide detailed information in this section. (please ensure the
dates provided are relevant to the study period you are applying for)
I have withdrawn or have received a fail grade for the unit(s) being applied for.
I have attached independent original or certified copies of supporting documentation which confirm my special
circumstances. I understand my application will be returned to me if I do not provide independent supporting
documentation. (Please ensure the dates provided are relevant to the study period you are applying for).
I have read and signed the declaration in Section H.
When complete, this form and supporting documentation can be lodged at Student Central on your campus, or mailed to:
Student Finance
Division of Student Administration
Deakin University
Locked Bag 20000
Geelong VIC 3220
Australia
Deakin University CRICOS Provider Code: 00113B