Student Refund Procedure

1. The purpose of our procedure

This procedure describes how Adelaide University determines and processes refunds relating to student account transactions.

Please read this procedure in conjunction with:

• Fees and Loans Policy
• Student Complaints and Appeals Policy
• Fees and Loans Procedure.

2 Who our procedure applies to

2.1 Inclusions

This procedure applies to:

• current and former students who have transactions recorded on their student account, including where those transactions relate to antecedent institutions.

2.2 Exclusions

This procedure does not apply to:

• refunds governed by separate contractual agreements with offshore partners. 

3. Our student refund procedure

3.1 Student Refunds

A refund can only occur if a student has a credit on their student account. A refund will only be processed after all other financial obligations to us have been paid, including (but not limited to) library fines, student loans and accommodation charges.

We will process refunds within 28 calendar days of us receiving the request. The only exception occurs when a refund is necessary due to a program no longer being available. In that case, the refund will be processed within 14 calendar days.

Refund payments are made in Australian Dollars (AUD) and are processed via the same method as the original payment was received, to the original payer’s bank account or credit/debit card, except where:

• The student is supported by a recognised third-party sponsor and that sponsor is entitled to the refund (as per the Education Services for Overseas Students Act 2000 (ESOS) s.47D(3)(b)).
• Refunds cannot be paid to a bank in a country subject to financial sanctions.
• The original payment was made via BPAY or Australia Post Billpay; the refund will be paid into the student’s nominated bank account.

Refunds will not be made for student contributions, tuition fees or Student Services and Amenities Fees paid by students who withdrew after a study period census date. Those students are liable for the full amount of the tuition fee, student contribution amount, or student services and amenities fee.

For domestic students and continuing international students, a refund of tuition fees and student services fees automatically applies when:

• the offer of a place has been withdrawn
• Adelaide University is unable to provide the program in which the student enrolled, or an equivalent program
• the student has been precluded, suspended or expelled from their program and paid their fees in advance of being notified.

In special circumstances, eligible students who withdrew after a census date can apply to have HELP debts remitted, or up-front student contributions or tuition fees refunded (see also our Enrolment Procedure).

3.2 Commencing international students

The conditions under which commencing international students may or may not be eligible for a full or part refund of the First Tuition Payment and Overseas Student Health Cover (OSHC) are listed in the offer of admission.

3.3 Offshore students

Refunds for offshore students will be made according to the terms of the agreement between the offshore partner and us.

4. Who holds a responsibility within this procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

4.1 The Academic Registrar & Executive Director, Student and Academic Services or delegate, is required to:

• ensure implementation and oversight of this procedure
• ensure refunds are processed in accordance with legislative and contractual requirements
• ensure appropriate internal controls are maintained.

4.2 The Director, Student Finance, Enrolment and Timetabling or delegate, is required to:

• assess student account credit balances 
• process eligible refunds within required timeframes 
• ensure refund methods comply with financial and sanctions requirements.

4.3 Students are required to:

• submit refund requests where required 
• ensure bank and payment details are accurate 
• meet any outstanding financial obligations prior to refund processing.

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Census date means the date within each study period by which a student's enrolment must be finalised for a course, and applicable fees and charges are incurred. It is the last day that a student can withdraw from a course and have it deleted from their academic record.

It is also the deadline for various financial requirements, including submission of request for Commonwealth support and HECS-HELP form; submission of request for FEE-HELP Assistance; payment of any up-front payment of student contribution; obtaining a HECS HELP loan; or supplying a Tax File Number.

First Tuition Payment means the money that international students pay towards their tuition to accept their Offer of Admission to Adelaide University.

Higher Education Loan Program (HELP) means an Australian Government loan program to help eligible students pay their student contributions (HECS-HELP), tuition fees (FEE-HELP), overseas study expenses (OS-HELP) and their student services and amenities fee (SA-HELP). These loans are repaid through the Australian Taxation System.

Overseas Student Health Cover (OSHC) means compulsory health insurance for prospective and current international student visa holders undertaking formal studies in Australia and for their dependents (including spouses and children under 18). 

Special circumstances means those defined in the Higher Education Support Act 2003 (Cth) as circumstances that:

1. Are beyond the person’s control; and
2. Do not make their full impact on the person until on or after the census date for the unit of study; and
3. Make it impracticable for the person to complete the requirements for the unit during the period during which the person undertook, or was to undertake, the unit.

Student Services and Amenities Fee means a fee charged to students for student services and non-academic amenities, such as sporting and recreational activities, employment and career advice, childcare, financial advice and food services in accordance with Higher Education Support Act 2003.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

6. Legislation and other documents related to our procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

7. History of changes