Retroactive Withdrawal Policy (Re-crediting and Remissions)
• WITHDRAWAL OF UNIT/S AFTER CENSUS DATE
If you withdraw from a unit/or units after the Census Date due to extenuating circumstances beyond your control e.g. a serious illness or have not completed the requirements for a unit, you may apply to the University to have:
- your up-front fees credited to your account or
- your HECS-HELP SLE for the unit(s) re-credited or
- your HECS-HELP debt removed or your FEE-HELP balance re-credited.
If you are a HECS-HELP student and you paid your student contribution amount up-front, you can also apply to have the amount refunded.
A student who receives a fail grade is considered to not have successfully completed the unit and may, therefore, apply for a re-credit or a remission. Special circumstances will apply and independent supporting documentation should be included with all applications. Decisions made are at the discretion of the University.
• APPLYING FOR RETROACTIVE WITHDRAWAL
Students have within 12 months after the withdrawal date to apply for a re-credit, remission or refund. The re-crediting and remission process has two parts
- the initial consideration of applications by the Registrar (or delegate) and
- the review of applications (an appeal) by the Pro Vice Chancellor (or delegate).
Applications for Retroactive Withdrawal in the first instance must be in writing (Retroactive Withdrawal Form), stating the unit(s), semester, course and providing detailed information regarding the extenuating circumstances. Independent documentary evidence e.g. a letter from your doctor or counsellor, must be supplied to confirm the extenuating circumstances before the application will be considered.
The University must be satisfied that the extenuating circumstances were:
- beyond your control,
- unusual, uncommon or abnormal,
- did not make their full impact on you until on or after the census date and
- were such that they made it impracticable for you to complete your unit(s) of study requirements.
Applications will be acknowledged by email to the student’s ND email account only.
All applications will be judged on merit.
• SUCCESSFUL APPLICATIONS
If the application is successful, an email to the student’s ND email account will be sent advising the outcome.
• UNSUCCESSFUL APPLICATIONS
If the applicant is unsuccessful, an email to the student’s ND email account will be sent providing the reason for the decision and details as to the student’s right of appeal.
• APPEALS AGAINST UNSUCCESSFUL APPLICATIONS
HECS-HELP and FEE-HELP students have 28 days to request an internal appeal of the decision of the Registrar (or delegate) stating the grounds of appeal and including supporting documentation of these grounds.
• APPEAL PROCESS
The appeal process is conducted the same way as detailed above. The reviewer of the appeal will be the Pro Vice Chancellor (or delegate). Any new documentation as well as the previous documentation supplied will be considered in the appeals process.
The Pro Vice Chancellor will consider the appeal and has the following available options:
- accept the original decision made by the Registrar (or delegate); or
- vary the original decision made by the Registrar (or delegate); or
- set aside the original decision made by the Registrar (or delegate) and substitute a new decision.
An email will be sent to the student’s ND email account notifying receipt of the appeal request.
If the Pro Vice Chancellor (or delegate) has not advised the student of a decision within 45 days of receiving the appeal, the Pro Vice Chancellor (or delegate) is taken to have confirmed the original decision of the Registrar (or delegate).
• SUCCESSFUL APPEAL
If the student’s appeal is successful, a letter will be sent to the student’s recorded mailing address notifying the outcome of the appeal.
• UNSUCCESSFUL APPEAL
If the student’s appeal is unsuccessful, a letter will be sent to the student’s recorded mailing address notifying the outcome of the appeal, providing the reason for the decision and details as to the student’s right of appeal.
If a student is still not satisfied with the reconsidered decision, the student has the right to apply to the Administrative Appeals Tribunal (AAT) for a further review of the decision. There is a cost involved with each application. The AAT will advise the student of its procedures. Information on the AAT can be obtained from: www.aat.gov.au.
The Administrative Appeals Tribunal (AAT) contact details for Western Australia are: Deputy Registrar, Administrative Appeals Tribunal, 1 William Street, Perth WA 6000 Telephone: 08 9327 7200.
The Administrative Appeals Tribunal (AAT) contact details for New South Wales are:
Level 7, City Centre Tower, 55 Market Street Sydney NSW 2000
Telephone: 02 9391 2400.