Post-census remission of debt

Generally, unit revisions are not available after census dates.

In certain circumstances, domestic Commonwealth Supported / Full Fee paying students who are unable to complete a unit/s within the teaching period due to special circumstances may be eligible for a Post Census Remission of Debt (PCRD) to remit the financial and academic penalties for the applicable unit/s.

Note: You cannot apply for a PCRD if you have successfully completed, or are currently enrolled in the unit of study. If you are still enrolled in a unit you should consider applying for Special Consideration before applying for a PCRD, but if you intend to apply for a remission you must withdraw from the unit before submitting your application.

IMPORTANT: Applying for all the units you are enrolled into for a study period amounts to taking a break from your study. Before applying for a PCRD, you must first apply for an authorised Leave of Absence or if appropriate, withdraw from your course.

Who can apply?

You can apply for a PCRD after the census date if you are:

  • a domestic student wishing to apply for a remission of debt due to special circumstances beyond your control
  • a domestic Open Universities Australia (OUA) student admitted into a Swinburne degree under a Commonwealth Supported Place (CSP) wishing to apply for a remission of debt due to special circumstances beyond your control.

Note: Full Fee Paying OUA students who are seeking special circumstances for a full fee paying unit must apply directly through OUA

What special circumstances apply?

The University will remit a debt if you can clearly demonstrate that the circumstances you have encountered are unforeseeable and:

  • Are beyond your control, and
  • Make their impact on or after the census date for the unit, and
  • Make it impracticable for you to complete the requirements for the unit in the study period

Your circumstances must have had a significant impact on your ability to successfully complete the unit, and must have occurred or worsened on or after the census date.

Special circumstances can include:

Medical reasons

You have a medical condition that only became known after the census date and it was such that you were unable to continue to study; or worsened to such an extent that you were unable to continue your studies

Family reasons

Unforeseen family/personal reasons that have occurred or worsened after the census date and are beyond your control and mean you are unable to continue to study. For example: death or you are directly impacted by a close family members health.

Employment related reasons

After the census date your employment status or arrangements changed unexpectedly, due to circumstances beyond your control, and as a result prevented you from completing your unit/s e.g. sudden transfer, significant change in hours outside of your control.

Special circumstances do not include:

  • not knowing unit/course requirements or your responsibilities as a student
  • inability to repay a HECS-HELP or FEE-HELP loan
  • delays with the processing of a submitted enrolment change
  • incorrect enrolment
  • experiencing symptoms of a long standing or pre-existing medical condition (except in cases where you can show your condition has unexpectedly worsened post census)

What documents do I need to provide?

You must provide independent supporting documentation to support your application. It is not sufficient to provide only a personal statement outlining your circumstances.

Note: All documents must be originals or certified copies. Where document scans or images are supplied (for submitting online) originals may later need to be seen.

Medical reasons

A medical certificate on letterhead /documentation including:

  • your name
  • the name and address of the doctor/healthcare provider and their Medicare Provider number
  • the date the examination/s took place and date the medical certificate was issued
  • the date(s) during which you were affected and how your condition affected your ability to study
  • the duration of the illness
  • signature

Family reasons

A statement on letterhead from a doctor, counsellor or any other appropriate evidence (must supply Medicare Provider number) that clearly demonstrates

The date your personal circumstances began or changed;

  • How your circumstances affected your ability to study; and
  • When it became apparent you could not continue your studies, or

A death certificate – this applies to the death of a parent, grandparent, sibling, child or spouse and proof of your relationship to the deceased (e.g. birth or marriage certificate)

Employment related reasons

A letter from your employer detailing the changes to your employment, including when you were notified of the changes. Letters must be on company letterhead and detail the commencement date and duration of the changes. (must be signed by appropriate HR or Personal Manager)

Any applications that contain statements or supporting evidence that cannot have their authenticity verified and/or are deemed suspicious, may be referred to the Department of Education and Training for further investigation.

* including OUA Special Circumstances professional authority form

When to apply

You must apply:

  • you must apply within 12 months of your withdrawal date from the unit
  • if you failed but did not formally withdraw, you must apply within 12 months of the last teaching day of the unit/s

Note: It can take 21 working days for the university to assess a PCRD. There may be delays during peak times of the academic year. Incomplete applications will not be assessed / can delay the outcome to your application.

How to apply

Understanding the University’s definitions of special circumstances and the conditions for applying for a PCRD form part of the application requirements.