Division of Students

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Application for Remission or Reimbursement Guidelines and Instructions

When should I use this form? This form should be used by any student who wishes to apply for Remission of HELP Debt or Refund of fees AFTER THE CENSUS DATE due to Special Circumstances that are beyond their control (see ‘What are Special Circumstances?’ below).

A successful application will result in the cancellation of HELP loan debt, or refund of any upfront payments made, in relation to the subjects nominated. If you are in a Commonwealth Supported Place (CSP) the Student Learning entitlement (SLE) for the course(s) will be re-credited. If you have a FEE-HELP loan the loan limit will be adjusted accordingly.

YOU SHOULD USE THIS FORM IF:

• the census date has passed and you are unable to continue studying because of Special Circumstances OR• you were unable to successfully complete the subject because of Special Circumstances.

If your application is for the current session / term of study a separate application to withdraw from the subject is required. This application for remission cannot be considered until the grade in the nominated subject is resolved.

DO NOT USE THIS FORM IF:

Deadline: Your application must reach Charles Sturt University within 12 months of the date of your withdrawal from yoursubject(s). If you have not been withdrawn from your subject(s) your application must reach Charles Sturt University within 12months from the last day of the session/trimester in which you were enrolled in the subject(s).

What are Special Circumstances? Special Circumstances are those that are generally considered to be unusual or uncommon, and were not able to be foreseen prior to the Census Date.

You must also be able to demonstrate that the Special Circumstances that apply were: 1. beyond your control; and2. did not occur, or make their full impact on you until on or after the Census Date; and3. made it impracticable for you to successfully complete the requirements for the subject.

All 3 of these conditions must be met.

You must be able to demonstrate with independent supporting documentation that: 1. Your Special Circumstances were beyond your control – i.e. a situation occurs that a reasonable person would

consider is not due to your action or inaction and for which you are not responsible. This situation must be unusual, uncommon or abnormal.

Note: A lack of knowledge or understanding of the HELP scheme and relevant deadlines are not considered to be beyond

your control.

AND 2. Those Special Circumstances did not make their full impact until after the Census Date- i.e. your circumstances

occur: • before the census date, but the full effect or magnitude does not become apparent until on or after that day, or• on or after the Census Date

AND 3. Due to Special Circumstances you were unable to complete your subject requirements- i.e. you couldn’t:

i) undertake the necessary private study requirement; attend sufficient lectures or tutorials; or meet other compulsoryattendance requirements in order to meet your compulsory subject requirements; or

ii) complete the required assessable work; oriii) sit the required examinations or complete any other subject requirements because of your inability to meet (i), (ii) or

(iii).

• you have a current Charles Sturt login - use https://student.csu.edu.au/my-requests/forms OR• you have withdrawn from the subject before Census Date – you will not have incurred any penalties OR• the Special Circumstances outlined below are not applicable – this application will be rejected. You may instead apply forsubject withdrawal.

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Types of Special Circumstances Special circumstances may include Medical, Family/personal or Employment related circumstances or circumstances related to your subject.

Medical related circumstance You will need to supply an original medical certificate to substantiate your claim. Example 1: You have a medical condition that existed prior to the census date, continued past that date, and deteriorated to the

extent that you were unable to continue your studies. Example 2: Your medical condition only became known after the census date and it was such that you were unable to continue

with your studies.

Family/personal circumstance Due to unforeseen personal/family reasons that occur or worsen after the census date and that are beyond your control, you are unable to continue with your studies. You will need to supply documentation on letterhead from, for example, a family doctor or counsellor, to substantiate your claim.

Example 1: A member of your family suffers from a severe medical condition and after the census date you are required to provide full time care; as a result you are unable to continue with your studies.

Example 2: A member of your family or close friend dies and you are affected to the extent that, after the census date, you realise that you are unable to continue with your studies.

Example 3: You or your family’s financial circumstances change unexpectedly after the census date to the extent that you are unable to continue with your studies.

Employment related circumstance After the census date, your employment status or arrangements change unexpectedly due to circumstances beyond your control and you are unable to complete your studies. You will need to supply a letter from your employer on letterhead to substantiate your claim.

Example 1: You are employed out of necessity and studying. After the census date, your employer unexpectedly increases your hours of employment in circumstances where you are unable to object. As a result you are unable to continue with your studies or complete your subject requirements.

Example 2: You are employed out of necessity and studying. After the census date, your employer directs that you be transferred to a different state. Your institution does not offer distance education and as a result you are unable to continue with your studies or complete your subject requirements.

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

your control.

Subject related circumstance If Charles Sturt University changes the arrangements for your subject and as a result you are disadvantaged to the extent that you are unable to complete the requirements of the subject. Example 1: Your institution cancels your subject after the census date and as a result you are unable to complete the requirements

of the subject. Example 2: You enrol in a subject, and before census date, have applied for credit towards the subjects previously undertaken at

another institution and are not advised of the decision for credit by your institution until after the census date. Youwill need to supply supporting documentation to substantiate your claim.

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What supporting documentation will I need to provide? A statement outlining your circumstances is not sufficient evidence by itself to substantiate your claim.

You will need to provide independent supporting documentation to substantiate your claims. For example, if the reason for applying for the remission of your debt is a medical one, you will need to supply a doctor’s certificate that substantiates your claim.

You will need to ensure that your supporting documents are original and on official letterhead (if relevant) and are signed

and dated by the person providing the document.

What happens once I submit my application? 1. Charles Sturt University will send you an email acknowledgement confirming the receipt of your application.2. Charles Sturt University will send you an advice when your application has been submitted to Student Administration

Claims Committee for review.3. Once your application is reviewed by the Student Administration Claims Committee we will advise you of the outcome. If

you are not satisfied with the decision you may apply (within 28 days of the initial decision) by supplying the University with new and additional documentation for the decision to be reconsidered.

a. On review of your appeal if the Student Administration Claim Committee cannot find in favour of your application all documentation will be referred to the Review Officer. The Review Officer will be a different decision maker within Charles Sturt University. The Review Officer will notify you of the outcome of the reconsideration process.

b. If after reconsideration of your application you remain unhappy with the result, you may apply to the Administrative Appeal Tribunal for a review.

Continue on to complete the Application

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Application for Remission or Reimbursement

Deadline: Your application must reach Charles Sturt University within 12 months of the date of your withdrawal from your subject(s).

Attach scanned copies of your supporting documentation to your email submission.

Please contact Student Central if you have any queries about your application for Remission or Reimbursement.

1. Your details

Student Number:

Family Name: Given Name:

Telephone No.: Email:

Postal Address:

NB: Your address and email details held on your Banner Student record will be used in correspondence with you about this application. It is your responsibility to ensure these records are up-to-date. See Student Admin Online.

2. Request DetailsI wish to apply for

Course Name: Course Code:

Subjects: from which you have withdrawn and are seeking remission or reimbursement

Year Session Subject Code Subject Name Grade

Awarded

Continue to the next page

Division of Students

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Application for Remission or Reimbursement Student Number

Family Name: Given Name:

I wish to apply for

SPECIAL CIRCUMSTANCES (You must attach supporting documentation - refer to Guidelines) Select the category under which your special circumstance falls:

Please detail below (limit 750 words) how your particular circumstances • Changed after census date and• Prevented you from completing your studies and• Were beyond your control.

Circumstances must meet all 3 conditions.

Checklist I have carefully read all the instructions on the front of this application form I am submitting this application within the required timeframe. I have read the information regarding special circumstances and believe my situation meets the criteria listed I have attached certified copies of my supporting documentation. I have completed all sections of the application, and signed and dated the declaration below.

3. Declaration & Signature

Privacy & Health Records Information Personal information collected on this form or supplied by you to Charles Sturt University will be treated in accordance with the Privacy and Personal Information Protection Act 1998 (NSW) and Health Records and Information privacy Act 2002 (NSW) and any relevant guidelines.

The information collected is used for the purpose of assisting the Committee to make an informed decision on your application. If your debt is reduced or removed and Student Learning Entitlement is reinstated the ATO and DEEWR are provided the necessary details to enable this.

The authority to collect this information is contained in the Higher Education Support Act 2003.

By submitting this application I acknowledge I understand that if I knowingly make any false or misleading statement I may be liable for prosecution.

Signature: ………………………………………………………………………. (Add a digital signature or print the form and sign it.)

Date: …….. / ..…… / ……..

Email completed form to: remission@csu.edu.au