Late Withdrawal Protocol | University of Divinity

In special circumstances, it may be possible for an enrolled student to withdraw from a unit of study after the census date of the unit and receive a refund of fees or recredit of a FEE-HELP balance.

Information on this page is intended as a summary only. It is strongly recommended you consult the Enrolment Policy and Fees Policy and discuss your situation with a staff member of your College.

How do I demonstrate special circumstances?

To be satisfied that special circumstances existed it must be demonstrated that circumstances:

were beyond your control; and
did not make a full impact on you until on or after the census date; and
made it impracticable for you to complete the requirements for the unit during the period in which you undertook, or were to undertake the unit.

What is recorded on my Academic record if I withdraw?

Coursework Students

If you withdraw from a unit after its census date but before or on the last date to withdraw without academic penalty, the unit is recorded with the result ‘Withdrawn’ on the student’s academic record.

If you withdraw from a unit after the last date to withdraw without academic penalty, the unit is recorded with the result ‘Fail’ on your academic record.

Higher Degree by Research Students

If you withdraw from a unit after its census date and before, on or after the last date to withdraw without academic penalty, the unit is recorded as ‘Withdrawn’ on your academic record.

Overseas Student Visa holders

If you withdraw from a course of study the University must notify the relevant government Department and cancel your Confirmation of Enrolment, which may lead to cancellation of your student visa.

When can I apply for a fee reversal?

Application for a refund of tuition fees must be made within twelve months of withdrawal from a unit or course of study.

Am I eligible to apply for a fee reversal?

Domestic Students (Coursework and Higher Degree by Research)

The University will offer a refund of tuition fees paid in advance for units of study without deduction if:

withdrawal from a unit of study is received on or before the census date for that unit of study.

You may apply to the University after the census date for a refund of tuition fees paid on time without deduction if:

you have been unable to complete the requirements of the unit of study; and
you believe that this was due to special circumstances; and
the application is lodged in writing within 12 months of the date of withdrawal from the unit of study, or (if you have not withdrawn) within 12 months of the end of the period of study in which the unit of study was or was to be undertaken.

Overseas Student Visa Students (Coursework and Higher Degree by Research)

The University will offer a refund of tuition fees paid in advance for units of study without deduction if:

A coursework OSV student gives notice of inability to undertake the unit or course at least 4 weeks prior to the commencement date of teaching.
A higher degree by research OSV student gives notice of inability to undertake the prescribed program of research at least 4 weeks prior to the commencement date of the program.
The University withdraws the offer of a place.
You are refused a visa by the Australian Government.
The University is unable to provide the course or award offered to you, in which case the University offers a refund of tuition fees for all units paid in advance but not completed.
You were subject to special circumstances.

The University will offer a refund of tuition fees paid in advance for units of study, but may elect to deduct an administrative fee of up to $500, if any of the following circumstances apply:

A coursework OSV student gives notice of inability to undertake the unit or course less than 4 weeks prior to the commencement date of teaching, but not after the census date.
A higher degree by research OSV student gives notice of inability to undertake the prescribed program of research less than 4 weeks prior to the commencement date of the program, but not after the census date.
The University withdraws the offer of a place due to evidence that the offer was made on the basis of fraudulent documentation.

How do I apply for a fee reversal?

You must apply in writing to the Chief Financial Officer in the Office of the Vice-Chancellor. This application may be submitted through your home College. The endorsement of the home College is not, however, a requirement for an application to be made.
You must provide independent supporting documentation to support your claim. A letter of support from your home College may be considered as independent supporting documentation.
The Chief Financial Officer may request further information from you, or your College, in relation to your application.
You will be notified of the result of your application in writing, within 20 working days of receipt of your application.
You may appeal a decision made under this policy within 30 days from receiving written notice of the decision. Application for review must be made in writing in accordance with the Appeals Policy.