• Section 1 - Purpose
• Section 2 - Application and Scope
• Section 3 - Refund of Tuition Fees
• Commencing International Students with a Tuition Fee Deposit
• Continuing International Students
• Section 4 - Refunds for Non-Tuition Fees
• Student Services and Amenities Fee (SSAF)
• Overseas Student Health Cover (OSHC)
• Section 5 - Refund of Credit Balances
• Section 6 - Refund Application Process
• Application Submission
• Assessment and Processing
• Section 7 - Appeals Process
• Submitting an Appeal
• Appeal Assessment
• Further Review
• Section 8 - Supporting Documentation 
• Documentation Requirements
• Documentation Verification
• Section 9 - Forfeiture of Fees and Charges
• Section 10 - Roles and Responsibilities
• Student Responsibilities
• Manager/Officer Responsibilities
• Senior Manager Responsibilities
• Section 11 - Appendix 1
• Table 1: Tuition Fee Deposit Refund Summary – Commencing International Students
• Section 12 - Appendix 2
• Table 2: Fee Refund Summary – Continuing International Students.
• Section 13 - Definitions

Section 1 - Purpose

(1) This Procedure establishes the practices for managing tuition and administration fee refunds for international students at the University of Wollongong (the University).

(2) This Procedure provides the framework for the University's compliance with the Education Services for Overseas Students Act 2000, Higher Education Support Act 2003 (HESA), and the National Code of Practice for Providers of Education and Training to Overseas Students 2018.

Section 2 - Application and Scope

(3) This Procedure applies to all fees and charges paid to the University by or on behalf of commencing, continuing fee paying and previously enrolled international fee-paying students with the following exceptions:

1. UOW Accommodation services fees and charges;
2. UOW Faculty fees and charges;
3. UOW Library charges;
4. UOW offshore campuses;
5. UOW College fees and charges;
6. UOW partner institutions' fees and charges for Offshore programs;
7. Any fees or charges relating to enrolment in a short course.

(4) This Procedure should be read in conjunction with the:

1. student’s Written Agreement with the University;
2. Fees Policy;
3. Admissions Procedures (Coursework);
4. Compassionate or Compelling Circumstances Guidelines;
5. International Student Release Procedure;
6. and any other relevant policy documents. 

(5) This Procedure and the right to make complaints and appeal decisions does not limit a student's right to take action under Australian Consumer Law, where applicable.

(6) In the event of inconsistency with the Education Services for Overseas Students Act 2000 , Higher Education Support Act 2003 (HESA) and the National Code of Practice for Providers of Education and Training to Overseas Students 2018 the legislation shall prevail to the extent of that inconsistency.

Section 3 - Refund of Tuition Fees

Commencing International Students with a Tuition Fee Deposit

(7) International students who receive an Offer of Admission must pay a Tuition Fee Deposit to receive a Confirmation of Enrolment (CoE).

(8) Students who have a package Offer of Admission with UOW College Australia (UOWCA) may also be required to pay a Tuition Fee Deposit for their University of Wollongong (UOW) course.

(9) The Tuition Fee Deposit will only be applied to UOW course tuition fees as credit and is typically non-refundable except as outlined in this Procedure.

Refund Eligibility

(10) Refund outcomes for commencing international students applying for a refund of tuition fees associated with a Tuition Fee Deposit are set out in Appendix 1: Tuition Fee Deposit Refund Summary – Commencing International Students.

Continuing International Students

(11) An application for a refund of tuition fees:

1. must be received by the University within 12 months of the date on which the subject(s) were officially withdrawn; or if the subject is not withdrawn, within 12 months of the end of the study period for the subject(s); or
   1. the University waives the application period based on the student being able to demonstrate, with supporting documentation, that they were incapable of making their application before the end of that period.

Refund Eligibility

(12) Refund outcomes for continuing international students applying for a refund of tuition fees where the student remains enrolled in the subject after the census date of their study session are set out in Appendix 2: Tuition Fee Refund Summary – Continuing International Students.

Section 4 - Refunds for Non-Tuition Fees

Student Services and Amenities Fee (SSAF)

(13) Students enrolled after census date are liable for SSAF. SSAF is not refundable. Except in the circumstance payment was part of the total fee payable to accept the Acceptance Agreement.

Overseas Student Health Cover (OSHC)

(14) Students are responsible for obtaining a refund of their OSHC, even if this health cover has been purchased as part of the Universities admission process.

(15) The University will cancel and refund OSHC obtained through the university admissions process if:

1. the student has received a Visa Refusal from the Department of Home Affairs and made a successful refund application under the circumstances outlined in section 11, Item 2 of this Procedure; or
2. the University has defaulted on the course offering under the circumstances outlined in section 11, Item 1 of this Procedure.

Section 5 - Refund of Credit Balances

(16) Unallocated credit remains in the student's account as credit for future charges.

(17) Credit that is part of the Tuition Fee Deposit typically non-refundable except as outlined in this Procedure.

(18) Students may request a refund of credit balance.

Section 6 - Refund Application Process

Application Submission

(19) The University will only assess applications that are complete and are supported by the approved documentation.

(20) Students must:

1. submit an online application form via the University's website;
2. provide the reason for seeking a refund; and
3. include all required supporting documentation.

(21) International students applying for a refund of a Tuition Fee Deposit must:

1. formally notify the University of withdrawal via the Student Compliance website; and
2. have their Confirmation of Enrolment (CoE) cancelled due to approved Release or formal withdrawal.

Assessment and Processing

(22) Applications for refunds will be assessed according to the Delegations of Authority Policy.

(23) Students will be notified of the outcome within 28 calendar days.

(24) Incomplete or repeat applications may be withdrawn and not assessed.

(25) If approved, refunds will be processed in Australian dollars to the original payment source. For payments made directly to the University, students must provide original bank account details; For payments made to Flywire, the refund will be paid back to Flywire and returned to the originating account. Credit card surcharges and international transfer fees are non-refundable.

(26) Sponsored student refunds are held in credit or refunded to the sponsor at their request.

(27) Study Abroad student refunds are treated the same as other International Students.

Section 7 - Appeals Process

Submitting an Appeal

(28) If dissatisfied with a refund decision, students may appeal within 28 calendar days of receiving the original outcome. Appeals must include:

1. any new and substantial evidence not previously considered;
2. a written statement with reasons for appeal; and
3. any relevant documentary evidence.

Appeal Assessment

(29) Appeals will be considered by the Senior Manager, Fees and Scholarships, or delegate and an outcome provided in writing within 28 calendar days.

(30) Appeals must not be considered by the original decision maker.

Further Review

(31) Following the appeal outcome, if still dissatisfied, students may raise a complaint, externally with the National Student Ombudsman (NSO).

Section 8 - Supporting Documentation 

Documentation Requirements

(32) Applications for a refund under special circumstances or compassionate or compelling circumstances must be supported by sufficient documentation in accordance with the Compassionate or Compelling Circumstances Guidelines.

Documentation Verification

(33) Supporting documentation must be verified by the University.

(34) Students consent to verification by submitting documentation.

(35) Fraudulent documentation will be treated as serious misconduct and dealt with in accordance with the Student Conduct Rules and associated policy documents.

Section 9 - Forfeiture of Fees and Charges

(36) Refer to section 15 of the Fees Policy.

Section 10 - Roles and Responsibilities

Student Responsibilities

(37) Students are responsible for:

1. complying with policy and procedure requirements;
2. submitting complete refund applications with appropriate documentation;
3. providing additional information when requested; and
4. ensuring information is verifiable and accurate.

Manager/Officer Responsibilities

(38) The Manager, Fees and Scholarships and Fees and Scholarships Officer are responsible for:

1. assessing refund eligibility;

1. processing approved refunds;
2. notifying students of refund outcomes within 28 days; and
3. providing appeal information in accordance with this Procedure.

Senior Manager Responsibilities

(39) The Senior Manager, Fees and Scholarships is responsible for:

1. assessing student appeals;
2. notification of appeal outcomes within 28 days; and
3. providing external review information if appeal declined.

Section 11 - Appendix 1

Table 1: Tuition Fee Deposit Refund Summary – Commencing International Students

Section 12 - Appendix 2

Table 2: Fee Refund Summary – Continuing International Students.

Section 13 - Definitions