Remission of fees

The University of Newcastle, like other Australian universities, follows the guidelines of the Commonwealth Government's Higher Education Support Act 2003. To qualify for a Remission of Fees, you need to demonstrate that the circumstances were:

• Beyond your control: This means a situation that a reasonable person would consider not due to your action or inaction, and for which you are not responsible (e.g., a serious illness, a major family tragedy, or a natural disaster).
• Did not occur, or did not make their full impact on you, until on or after the census date: This is crucial. If the circumstances were fully impactful and known before the census date, you generally should have withdrawn by then.
• Made it impracticable for you to successfully complete the requirements for the course(s): This means the circumstances genuinely prevented you from undertaking necessary study, attending classes, or meeting other compulsory requirements.

You need to apply for a remission of debt or refund within 12 months of the end of the study period you failed or withdrew from.

You might apply for a Remission of Fees when:

• You Withdrew after Census Date: If you withdraw from a course before the census date, you won't incur fees or a HELP debt for that course, so a remission isn't needed. However, if you withdraw after the census date, you become liable for the fees. This is where a remission application comes in if you meet the following criteria.
• You Failed a Course due to Special Circumstances: The basis of a fee remission application is demonstrating that "special circumstances" prevented you from successfully completing the course requirements. If you fail a course as a result of extenuating circumstances, you can apply for a Remission of Fees.

If you pass other courses, you will need to pay careful attention to criteria 3. Criteria 3 states that your special circumstances must have "made it impracticable for you to successfully complete the requirements for the course(s)" you're seeking remission for. This means they need to understand why you were able to pass some courses but not others, or why your circumstances specifically impacted the course(s) you're seeking remission for.

There are many things that may have contributed to you passing some but not others. Perhaps:

• The failed course had unique demands: It might have had heavier workload, more strict attendance requirements, or more intense assessments that were impossible to meet given your circumstances, unlike your other courses.
• The circumstances disproportionately affected this course: Maybe the peak impact of your circumstances coincided with critical assessments or exams for this specific course.
• You had already put more effort into other courses: You might have been ahead in your other courses, or they had higher weighted assessments earlier in the term making it easier to pass them despite the difficulties, whereas you were already struggling or falling behind in the course you're seeking remission for when the circumstances hit.

For a successful application, you'll need to clearly explain how your special circumstances prevented you from completing the requirements for this specific course, and why you could succeed in your other course/s.

There are a number of different supporting documents you could provide to support your RoF. The correct supporting documentation will depend on your circumstances, but might include:

• Medical documentation (must be dated in the period you are applying for)
• Discharge summary (must be dated in the period you are applying for)
• Funeral Notice (generally needs to be accompanied by a letter from a GP or counsellor speaking to the impacts of your loss on your study), you may also need to provide evidence of your relationship to the deceased.
• A letter from an accepted health professional (doctor, counsellor, psychiatrist, physio etc). If you require a letter, you can find our Support Letter Guidelines on the main page, that you can give to your health professionals to assist them in explaining your circumstances against the RoF criteria.
• Other – Police Documents, Court Orders, flight details and many more depending on your circumstances.

If your application is declined, you have the right to appeal the decision. We can support you to review your application and see what additional information could be added for an appeal.

No. The SSAF is not subject to remission. If you incurred an SA-HELP debt for this fee, it typically cannot be refunded or remitted, even if your tuition fees are.

You cannot apply for a remission if you have successfully completed or are currently enrolled in the unit of study. You can only apply for a RoF for a courses with a WW grade or a FF grade.

You may consider and Appeal of Final Result if you are within the timeframe.

Yes! At the University of Newcastle, the RoF is available for both domestic and international students.

If you withdraw from a course on or before the census date, you do not incur any academic or financial penalty. If your circumstances commenced prior to census, the University expects you to assess your circumstances and withdraw prior to the census to avoid academic or financial penalty. A RoF is designed for those unforeseen and unavoidable situations that occurred or escalated unexpectedly after the census.

Having applied for a RoF in the past generally does not prevent you from applying again if new, separate special circumstances arise. Each RoF application is assessed on its own merits, based on the specific circumstances and supporting documentation for that particular course and study period.

However, there are a few things to keep in mind:

• New Circumstances: The key is that each application must be for new special circumstances, or a significant, unexpected deterioration of existing circumstances, that genuinely impacted your ability to complete the course in that specific study period.
• Documentation is Crucial: Just like your first application, you'll need to provide clear, independent supporting documentation that proves:
  • The circumstances were beyond your control.
  • They did not occur, or their full impact was not apparent, until on or after the census date for the course you're applying for.
  • They made it impracticable for you to successfully complete that specific course.
• Pattern of Applications: While previous applications don't disqualify you, if there's a recurring pattern of needing RoF due to similar circumstances, the University may not approve your application. They may also suggest additional support services or academic advice to help you manage your studies in the future. This is done to ensure you have the best chance of success and well-being.

In summary, if you genuinely face new or significantly worsened special circumstances that affect your studies, don't hesitate to apply for Remission of Fees again. Just ensure your application is thorough, well-documented, and clearly explains how the current circumstances meet the criteria.

You can, but you will need separate applications for each study term, with separate supporting documentation. This is because each application requires its own unique set of circumstances to meet the criteria.

Every RoF application is assessed on its own merits. The fact that you applied for one study period does not automatically guarantee or deny your current application. You will need to demonstrate that the "special circumstances" criteria (beyond your control, full impact on or after census date, made it impracticable to complete) apply to each specific course in each specific consecutive semester/trimester for which you are seeking remission.

No. RoF applications involve sensitive personal information, often including medical details or other difficult personal circumstances. RoF applications are handled by the Fees team, not by individual academic departments or course coordinators.