Reversal of Fee Debt and Waiver of Academic Penalty

The information on this page is for a single process that includes a reversal or remission of debt and a waiver of academic penalty. If you only wish to apply for a academic penalty waiver (withdrawal without failure), please instead complete the Special Assessment Application Form.

Withdrawal after census date

As a Commonwealth supported student (domestic students), if you withdraw from a unit after the census date or do not complete the requirements of the unit, you may in certain circumstances be eligible for a refund or remission of a HECS-HELP or FEE-HELP and an academic penalty waiver. Assessment of applications are in accordance with the Higher Education Support Act (HESA) 2003 Sections 36-20, 36-21, 97.

The University is not permitted to refund upfront SSAF payments (SA-HELP loan not nominated).

Withdrawal prior to census date

If you have made upfront payments for your fees and withdrawn from your units prior to the census date, you may be eligible for a refund by submitting a refund request.

You must be a Commonwealth supported student (domestic student) with the following fee schemes.

Applications must be submitted within 12 months from the end of the relevant study period or the date of withdrawal from the unit. If you have been approved a Special Extension of Time (SET) the 12-month period applies from the end of the extended period.

Unit Results

You are eligible to apply if the unit you are applying for has a finalised grade and that grade is:

  • a Fail or non-passing grade (NI or N); or
  • a withdrawal after the census date (W or WN).

You are NOT eligible to apply if you have been granted an extension and your final result has not yet been finalised (SPE or SET).

If you are currently enrolled in the unit, you must withdraw before applying. If you are unsure how to do this, follow these withdrawing from a unit steps.

Not sure how to find your unit results? Helpful steps can be found on the Final Result or Grade for Your Units webpage.

Special Circumstances

Your special circumstance(s) must meet the following three (3) criteria:

  1. are beyond your control;
  2. do not make the full impact on you until on, or after, the census date for the unit of study; and
  3. make it impracticable for you to complete requirements for the unit during the period in which you undertook, or was to undertake, the unit.

Special Circumstances that  may make it impractical for you to complete the unit include:

  • Medical circumstances – for example, where a person’s medical condition has changed to such an extent that he or she is unable to continue studying
  • Family/personal circumstances – for example, death or severe medical problems within a family, or unforeseen family financial difficulties, so that it is unreasonable to expect a person to continue studies
  • Employment-related circumstances – for example, where a person’s employment status or arrangements have changed so the person is unable to continue their studies, and this change is beyond the person’s control
  • Course-related circumstances – for example, where the provider has changed the unit it had offered and the person is disadvantaged by either not being able to complete the unit, or not being given credit towards other units or courses

All special circumstance claims must be evidenced by independent verifiable evidence. See the Supporting Documentation section below for examples of appropriate evidence.

The timing of your special circumstances is a key factor in the application assessment, with particular emphasis on whether you had already failed to meet the requirements of the unit at the time they arose.

Not considered

The following are not considered special circumstances:

  • a lack of knowledge or understanding of the requirements under the schemes; or
  • incapacity to repay a HELP debt.

Applications must be made by completing the Reversal of Debt and Waiver of Academic Penalty form.

International students only - please send an email with your completed application form and supporting documentation to the Director, UNE International.

Can anyone help me with my application?

Yes, the Advocacy & Welfare team have experience helping students present the best case for an application. Bookings can be made directly with the team for further information and assistance.

How are applications assessed?

Applications are assessed in accordance with the Higher Education Support Act 2003 and the Higher Education Administrative Information for Providers Guidelines.

Supporting Documentation

General 

Independent and verifiable evidence must be included with your application to back up any claim of special circumstances. It is your responsibility to provide this information with your application, the University will not obtain evidence on your behalf.

The University reserves the right to verify the documentation you provide.

The evidence must detail what has affected or impacted your ability to study and what has made it impractical for you to complete the requirements of the unit.

Specific dates (DD/MM/YEAR) must be listed within the evidence describing:

  • when your situation(s) began;
  • worsened (including in the case of pre-existing conditions);
  • ended (if applicable); and
  • how the situation(s) made it impracticable for you to complete the requirements of the unit.

Important Information About Approved Extensions

If you have been granted an extension for an assignment or other unit requirement but were still unable to complete it due to special circumstances, your supporting documentation must cover the approved extended period.

For example, if you have received a Special Extension of Time for trimester 1 2025 which allowed for a new submission deadline of 12 October 2025 and you were unable to submit by the deadline, your evidence must demonstrate that special circumstances impacted you during this extended period.

Who can help with questions about the relevant evidence?

The Advocacy & Welfare team have experience helping students present the best case for an application. Bookings can be made directly with the team via email for further information and assistance.

Not Accepted

The following are not considered suitable supporting documentation:

  • Letters from family members or other students;
  • Graphic images or photographs of people, injuries, items, etc.;
  • Statutory declaration;
  • Personal statement;
  • Laboratory test results;
  • Hospital identification wristband;
  • Medical images (for example, X-rays, CT scans or MRIs).
Medical Circumstances

Medical circumstances include physical and mental illness, injury, etc.

Suitable documentation includes a detailed medical certificate, a letter from a medical professional, or a hospital statement. You may also provide a Medical Practitioner Statement completed by your medical professional, although submitting this form with your application is not mandatory.

The evidence must detail what has affected or impacted your ability to study and what has made it impractical for you to complete the requirements of the unit.

Specific dates (DD/MM/YEAR) must be listed within the evidence describing:

  • when your situation(s) began;
  • worsened (including in the case of pre-existing conditions);
  • ended (if applicable);
  • when it became apparent that you could not continue with your studies; and
  • how the situation(s) made it impracticable for you to complete the requirements of the unit.

Additional documentation requirements for medical circumstances include:

  • specific dates;
  • medical provider number;
  • contact details; and
  • author signature.
Family or Personal Circumstances

Circumstances may include:

  • death or serious injury/illness within your close or immediate family;
  • impact from a natural disaster; or
  • carer for a family member;
  • domestic violence;
  • unforeseen personal or family financial difficulties.

Acceptable evidence from independent sources includes:

  • a Birth or Death Certificate, funeral notice/pamphlet;
  • a report or letter provided by a lawyer, police, social worker, insurer;
  • letter from a medical or other professional or independent member of the community;
  • letter from a bank, financial advisor, or employer certifying the change in financial situation.

The evidence must detail what has affected or impacted your ability to study and what has made it impractical for you to complete the requirements of the unit.

Specific dates (DD/MM/YEAR) must be listed within the evidence describing:

  • when your situation(s) began;
  • worsened (including in the case of pre-existing conditions);
  • ended (if applicable);
  • when it became apparent that you could not continue
    your studies.; and
  • how the situation(s) made it impracticable for you to complete the requirements of the unit.

Ensure the documentation is on official letterhead and include:

  • medical provider number (if medical);
  • contact details; and
  • author signature.
Employment-Related Circumstances

Circumstances include changes to employment status or working arrangements occur that are beyond your control and impact your ability to study and include:

  • Your employer increases your required work hours and you are unable to object; or
  • Your employer directs that you be transferred to another state or country.

Acceptable evidence includes a letter of your employer. You may also include an additional letter from a medical professional detailing the impact the change had on you and your studies.

Ensure the documentation is on official letterhead and include:

  • your previous work hours and location;
  • your current work hours and location;
  • the specific dates of the change and when you were notified;
  • a description of the change and the reasons;
  • if the change was beyond your control;
  • medical provider number (if medical);
  • include contact details; and
  • signed by the author.

Note: Choosing to increase your hours of work or to undertake additional employment are not regarded as circumstances beyond your control.

Course-Related Circumstances

Course related circumstances may include changes to unit offerings or you received incorrect advice regarding unit enrolment. It may also include situations where the University changed the arrangements for your unit or degree and that it was impossible for you to undertake alternative units or degrees. As a result, you were disadvantaged to the extent that you were unable to complete the requirements of the degree.

The supporting documentation must include information that a change has occurred and include the advice you were given.

Circumstances that are not considered:

  • you were provided advice to withdraw prior to the census date and you withdrew after the census date;
  • you have been found guilty of academic misconduct.
Falsified Documentation

It is your responsibility to provide information and documentation that is accurate, complete and true without intending to mislead or gain advantage. False or misleading information or documentation will result in a rejected application and referral for investigation under the Student Behaviour Misconduct Rules.

Application Outcome

Applications are generally processed within 30 working days, requests for more information or evidence may add further delays.

Outcome notifications are sent to your University email.

Successful applications will result in a re-credit of your Student Learning Entitlement.


Grade Changes

If your application is approved, the grade for the unit(s) will be changed to Withdrawn (W). A Withdrawn grade DOES NOT impact your Grade Point Average (GPA), Weighted Average Mark (WAM), or progression calculations. Progression calculations are regularly used to signal support mechanisms as listed in the Student Support Policy.

Reconsideration or Review of Decision

If you receive an unsuccessful outcome, you may request a reconsideration or review of the original decision. To do this, you must submit an email to AskUNE within 28 calendar days of receiving the outcome. You may include additional supporting documentation with your request, although this is not mandatory.

Your request will be reviewed by an officer who was not involved in the original decision. The review will consider both newly provided and previously submitted documentation and information. You will receive the review outcome by email and if the outcome remains unsuccessful, you may lodge an appeal with the Administrative Review Tribunal within 28 days of receiving the review decision.