Guidelines

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Information on census dates is also available.

Guidelines for applying for refund of up-front student contribution amount payments or tuition fees, remission of HELP debt or re-credit of Student Learning Entitlement

What can I apply for?
How do I apply?
When do I apply?
What are special circumstances?
What happens if my application is approved?
Can I appeal the decision?  

What can I apply for? 

If you withdraw from your studies after the census date or you have not completed the requirements for the unit of study and where you can demonstrate that special circumstances exist, you must apply in writing for a re-credit, remission or refund whichever is relevant.

Where appropriate, you may apply to have your:

• Student Learning Entitlement (SLE) re-credited. If your application is approved, your SLE will be re-credited with an amount equal to the equivalent full-time student load (EFTSL) value of the unit of study. If your SLE is re-credited any HECS-HELP debt for the unit will be remitted and any up-front payments will be refunded.
• FEE-HELP balance re-credited. If your application is approved, FEE-HELP debt will be remitted.
• HECS-HELP debt remitted or up-front payment refunded for a unit consisting wholly of work experience in industry (WEI).
• TUITION FEE payments and Cancellation Charges refunded. The Registrar will refund the payment where it is accepted that special circumstances exist.
• Student Guild fee liability re-considered (if appropriate).

You may be regarded as not being able to complete the requirements for a unit where, for example, you are unable to:

• undertake the necessary private study required or attend sufficient lectures or tutorials or meet other compulsory attendance requirements in order to meet compulsory requirements; or
• complete the required assessable work; or
• sit the required examinations; or
• complete any other course requirements.

You cannot apply for a re-credit or a remission if you have successfully completed the unit of study.

How do I apply?

1. Read the categories for Special Circumstances.
Your application must demonstrate that special circumstances applied to your non-completion or withdrawal of the unit. Each application is considered and determined on its merits.

2. Complete the form Application to Re-credit SLE, Remit or Refund HELP debt and Tuition Fees.
Your application should be accompanied by independent documentation to support your claim. Statements and/or letters from a member of your family or another student is not considered independent. Supporting documentation must substantiate your claims in accordance with the special circumstances provisions listed.

Supporting statements and letters should normally be original documents. Copies must be appropriately certified.

3. Address the completed form and supporting documentary evidence to:
Manager
Student Fee Management
Student Business Services
130 Victoria Park Road
Kelvin Grove QLD 4059.

Alternatively you can lodge your application at any Student Centre on any QUT campus.

Your application will be considered by the Manager, Client Services, Student Fee Management. You will be notified in writing of the decision and the reasons for the decision normally within 20 working days of the University receiving the application.You will be advised at the time of receipt of application if there are likely to be any delays with the processing of your application. 

When do I apply?

To be eligible for a re-credit, remission or refund you must apply, in writing, within twelve (12) months of the withdrawal date, or, if you have not withdrawn, within 12 months of the end of the period of study in which you undertook the unit or intended to undertake the unit.

In accordance with the Higher Education Support Act 2003, QUT may consider applications made beyond 12 months if you can provide proof that there were special circumstances which prevented you from applying until the date of your application.

Exceptions: For debts incurred for units undertaken prior to 2005, QUT does not have the flexibility to extend the application period beyond 12 months. This includes PELS, HECS and OLDPS, and BOTPLS under the Higher Education Funding Act 1988.

Debts incurred prior to 1998 cannot be remitted because the time limit has elapsed.

What are special circumstances?

Your application must demonstrate that special circumstances applied to your non-completion or withdrawal from the unit. These circumstances are specified by the Department of Education, Employment and Workplace Relations (DEEWR). Special circumstances are those that are:

• beyond your control, that is, not due to your action or inaction;
• had their full impact on or after the relevant census date for the unit of study, including circumstances which occurred before the census date but where the impact worsened or the full effect did not become apparent until after that date; and
• made it impracticable for you to complete the unit during that period.

The situation created by the special circumstances must be unusual, uncommon or abnormal.

Special circumstances may include medical reasons. The University would need to confirm that because of your medical condition or for other substantive reasons it would not be appropriate to allow assessment through a deferred examination.

Special circumstances may include course related circumstances where you are disadvantaged by the University changing the units or courses it offers on or after the semester census date and you are prevented from completing a particular unit or course or not being given advanced standing towards other units or courses. Written confirmation from the University stating that you have been disadvantaged by changed arrangements and it was impossible to undertake alternative units or courses is essential.

A lack of understanding of the requirements of the HELP schemes or of QUT's Student Rules and administrative datelines in relation to student contribution payments, enrolments, withdrawals, fees or an incapacity to repay a HELP loan are not considered special circumstances.

What happens if my application is approved?

You will be notified by QUT in writing that your application has been approved.

Where a decision results in the re-crediting of your Student Learning Entitlement, the remission of your HELP debt, and/or the refund of an up-front payment, QUT will notify DEEWR.

If you are a fee-paying student and have made an up-front payment for the unit(s) and you withdraw from the unit(s) after the census date(s) you may not receive the full amount of money paid for the unit(s). See the Financial penalty withdrawal dates web page for more information.

If you have paid extra tuition fees you can keep the credit balance in your account for future use.

Refunds of up-front payments will be by cheque mailed to your current mailing address in QUT Virtual.

Can I appeal the decision?

If you are not satisfied with the University's written decision, you may apply to the Director, Student Business Services, for a review of that decision. For more information go to Applying for a Review of Decision - Re-crediting, Remitting or Refunding - SLE, HECS and Tuition Fees.