(1) This Procedure sets out the requirements for students to withdraw from units and/or their course in accordance with the Enrolment Policy, including specific provisions for international students studying in Australia on a student visa, consistent with the Education Services for Overseas Students Act 2000 and National Code of Practice for Providers of Education and Training to Overseas Students 2018. (2) This Procedure applies to all: (3) Withdrawal procedures for Higher Degree Research (HDR), Master of Research (MRes) candidates, are not in scope. These provisions are documented in the Higher Degree Research Variations to Candidature Policy. (4) This Procedure also applies to the activities of staff involved in the administration of student enrolments and withdrawals. (5) Refer to the Enrolment Policy. (6) Students may withdraw from one or more units in which they are enrolled. (7) Withdrawing from a unit will have different impacts depending on the date that the student withdraws or is withdrawn. These impacts are shown in Table 1. (8) An enrolled student may withdraw from a unit. The date of withdrawal from a unit will be: (9) A student is not effectively enrolled if they withdraw from all enrolled units in a standard study period before the Census Date. Students who are not effectively enrolled must apply for Leave of Absence or Suspension of Study as specified in the Leave of Absence and Suspension of Studies Procedure. (10) International students who have, or would ordinarily require, a student visa who are experiencing academic difficulties or compassionate or compelling circumstances may be eligible to reduce their study load, which can be requested by submitting the reduce study load form via AskMQ. (11) International students who have, or would ordinarily require, a student visa may incur fees for withdrawals, as explained in the Letter of Offer and the International Fee Refund Policy. (12) Eligible students who experience special circumstances may apply to reverse an academic and/or financial penalty associated with withdrawal from a unit after the Census Date. (13) To apply for withdrawal without penalty due to special circumstances, the student must: (14) The student must apply in writing to the University via the online Withdraw without Penalty Request form in AskMQ: (15) A special circumstances application must be supported by independent documentary evidence provided at the time of submission. (16) Supporting documentation should be written in English. It is a student’s responsibility to have their supporting documentation translated by a certified NAATI translator if it is not written in English. (17) The student must provide evidence that supports the special circumstances and shows that: (18) The minimum requirements for documentation are: (19) At the discretion of the Registrar, and on a case by case basis, the University may approve an application which does not specifically detail all the requirements above. (20) The University may request and retain the originals of supporting documentation and will conduct regular audits of supporting documentation submitted electronically. (21) Any request for original documentation will be sent to the student’s University email address within six (6) months of notification of the unavoidable disruption by the student. Students must retain all original documentation for this six (6) month period and must supply original documents to the University within ten (10) working days of such a request being made. (22) All documentation (in hardcopy or electronic form) relating to an application to Withdraw will be treated in accordance with the University’s Privacy Policy. (23) Documents believed to be fraudulent will be handled in accordance with the Student Conduct Rules / Student Conduct Procedure. (24) If approved for withdrawal without penalty, international students will have fees reversed in accordance with the International Fee Refund Policy. (25) A student may appeal a University decision in accordance with the Academic Appeals Policy. (26) Refer to the Withdraw Without Penalty webpage. (27) Definitions specific to this Procedure are contained in the Enrolment Policy and below:Withdrawal Procedure
Section 1 - Purpose
Scope
Section 2 - Policy
Section 3 - Procedures
Part A - Withdrawal
Withdrawal by a student from a unit
Withdrawing from all units
Part B - Withdrawal from a unit due to Special Circumstances
Supporting Documentation
Part C - Student Appeals and Complaints
Section 4 - Guidelines
Section 5 - Definitions
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Where Withdrawal Occurs:
Impact on Academic Record:
Impact on Financial Obligations:
Before Census date
Unit/s will not appear on the student’s academic record or official academic transcript.
Student will not incur tuition fees or student contribution amounts for the unit/s and may be eligible for an adjustment to the Student Services and Amenities Fee.
After the Census Date and on or before the Last Date to Withdraw Without Fail
Unit/s will be recorded on the student’s academic record and official academic transcript as W grade. The W grade means no academic penalty only.
Student will incur tuition fees, student contribution amounts, and/or Student Services and Amenities Fee.
Students who are approved for withdrawal without financial penalty will remain liable for Student Services and Amenities Fee.
After the Last Date to Withdraw Without Fail
Unit/s will be recorded on the student’s academic record and official academic transcript as a ‘F’ Fail.