9. STUDENT ELIGIBILITY GUIDELINES
For an application to be considered, a student must satisfy ALL requirements outlined in the guidelines. Any requirement that is not met will result in an
unsuccessful application.
BASIC ELIGIBILITY CRITERIA
To be eligible to apply for withdrawal without academic penalty due to special circumstances, the following criteria must be met:
• the student remained enrolled in the unit(s) after the census date; and
• the student did not successfully complete the requirements of the unit(s); and
• it is the student’s responsibility to withdraw (drop) from the nominated unit/s before applying for withdrawal without academic penalty and to do so before the end
of the period of study (Term) in which the unit/s was to be undertaken; and
• an application must be made in writing within twelve months of the date the unit was withdrawn or, if the unit has not been withdrawn, within twelve months of the end
of the period of study in which the unit was, or was to be, undertaken.
SPECIAL CIRCUMSTANCES CRITERIA
The student will be required to demonstrate (with a personal statement and supporting documentation) special circumstances are applicable based on
the requirements outlined below. All three conditions must be met.
Special circumstances were beyond the student’s control
The circumstances which led to the student’s withdrawal or inability to complete the unit requirements must be considered by a reasonable person not to be
due to the student’s action or inaction, either direct or indirect, and for which the student was not responsible. The situation must be unusual, uncommon or
abnormal.
Special circumstances did not make their full impact until on or after the census date
To meet this condition the special circumstance must have occurred:
• before the census date, but deteriorated significantly after the census date; or
• before the census date, but the full effect or magnitude did not become apparent until on or after the census date; or
• on or after the census date.
Special circumstances made it impracticable for the student to complete the unit(s) requirements
• To meet this condition the student would need to demonstrate that it was impracticable for them to complete the unit requirements for the term or session of
enrolment, for example, because the student was unable to:
• undertake the necessary private study required, or attend sufficient lectures or tutorials or meet other compulsory attendance requirements in order to meet the
compulsory unit requirements; or
• complete all assessment tasks and/or examinations and any special unit requirements.
Note: Failure to meet any progressive requirements of the unit(s) prior to the special circumstances developing will not necessarily mean that the special
circumstances made it impracticable for the student to complete the unit requirements. For example, if the student needed to pass all assessment items in order
to pass the unit, and they had already failed one of those assessment items before the special circumstance (eg ill health) occurred, the student could not have
passed the unit even if they had not fallen ill, therefore the application is likely to be refused.
EXAMPLES OF SPECIAL CIRCUMSTANCES
Medical reasons
Medical reasons must be supported by a medical certificate(s) and/or a medical statement(s) that substantiates that:
• the condition existed prior to the census date, continued past that date, and resulted in significant deterioration after the census date to the extent that the student
was unable to complete the unit(s); or
• the medical condition only became known after the census date and was severe enough that the student was unable to complete the unit(s).
Family or personal reasons
Family or personal reasons must be supported by documents from the student’s health care provider(s) or counsellor that substantiates the student’s claim.
• Example 1: A member of the student’s family suffers from a severe medical condition and, after the census date, the student was required to provide full-time
care
(which is substantiated in the student’s supporting documentation). As a result, the student was unable to complete the unit(s).
• Example 2: A member of the student’s immediate family or partner died after the census date and the student was affected to the extent that the student was
unable to complete their unit(s) (must be substantiated by documentary evidence).
Financial reasons
Financial reasons must be supported by documents that may include but are not exclusive to: bank statements, list of expenses, bankruptcy notice.
• Example: There is a significant and unexpected change to the student’s financial circumstances or to those of a third party who supports the student that
occurred after the census date. This unexpected change must have been sufficiently large that it would be unreasonable to expect that the student would be able to
complete the unit(s) (must be substantiated by documentary evidence).
Employment Related Reasons
Employment related reasons must be supported by a statement from the student’s employer and/or supporting documentation to substantiate that, after the census
date, the student’s employment status or arrangements changed unexpectedly due to circumstances beyond their control, and as a result the student was unable
to complete the unit(s).
• Example 1: The student was employed full-time whilst studying. After the census date, their employer unexpectedly increased the student’s hours of
employment in circumstances that were beyond their control. As a result the student was unable to complete the unit(s).
• Example 2: The student was employed full-time whilst studying. After the census date, the student’s employer directs that the student be transferred to a
different state/country. As a result, the student was unable to complete the unit(s).
Note: Choosing to increase hours of work or to undertake additional employment is not regarded as a circumstance beyond a student’s control. In such
circumstances liability will not be remitted.
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