Late withdrawal due to special circumstances

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Where circumstances significantly impact your ability to study in a given semester or to undertake a particular assessment item, an Extenuating Circumstances Application (ECA) can assist in providing appropriate adjustments.For ongoing conditions impacting your participation in academic studies, you may consider contacting ANU Accessibility to determine your eligibility for an Education Access Plan (EAP).

If you encounter unavoidable and unexpected circumstances that make it impracticable to complete course requirements, and the circumstances occur or are exacerbated after the census date, you may be eligible to apply for Late Withdrawal due to special circumstances. Each application will be assessed and determined on its merits.

What special circumstances are considered for late withdrawal?

You will need to demonstrate with independent supporting documentation that the circumstances you experienced meet the following criteria in accordance with the Higher Education Support Act (HESA) 2003, subsection 36-21.

The special circumstances:

1. Were beyond your control

A situation occurs which a reasonable person would consider is not due to the person's action or inaction, either direct or indirect, and for which the person is not responsible. This situation must be unusual, uncommon or abnormal.

2. Did not make their full impact on you until on or after the census date

Your circumstances occurred:

  • before the census date, but worsened on or after the census date;
  • before the census date, but the full effect or magnitude did not become apparent until on or after census date; 
  • on or after the census date.

3. Made it impracticable for you to complete the course requirements  

You could not reasonably:

  • undertake the necessary private study required, and/or attend sufficient lectures or tutorials and/or meet any compulsory participation requirements;
  • complete the required assessments (including but not limited to examinations, assignments, tests and essays);
  • apply for alternative study arrangements (such as a coursework extension via your Academic College, or arrangements under the Extenuating Circumstances Application, or for ongoing conditions an Education Access Plan) that could have supported the successful completion of your course; and/or despite having such study arrangements in place, you could not achieve the course requirements;
  • complete any other compulsory course requirements.

If you pass other courses or apply to withdraw from only some courses within the same teaching session in which you are applying for late withdrawal, you must provide a reasonable explanation in your personal statement as to why you were unable to meet course requirements for the specific course(s) you are applying to withdraw from. 


What evidence will I need to provide?

Typical special circumstances that may be considered for late withdrawal, and independent supporting documentation to evidence your special circumstances may include, but are not limited to: 

Medical reasons

Your medical condition (such as illness, injury or a mental health condition) existed prior to the census date, continued past census date and deteriorated to the extent that you are unable to continue your studies OR your medical condition only became known after the census date and you could not continue your studies.

  • Example 1: You contract an illness prior to the census date and are expected to make a quick recovery. Your illness continues past the census date and unexpectedly deteriorates to the extent that you are unable to continue with your studies.
  • Example 2: Your medical condition only becomes apparent after the census date and the effects are sufficiently serious that it is impracticable for you to complete the course requirements and continue with your studies.
  • Example 3: You experience an unforeseen exacerbation of a previously well-managed physical or mental health condition after the census date, and your condition deteriorates to the extent that you are unable to continue with your studies. 

Accepted documentation includes a certificate or report from a registered medical or health practitioner/professional (see Australian Health Practitioner Regulation Agency (AHPRA) register of practitioners, or overseas equivalent where appropriate), such as a psychologist for mental health conditions, stating:  

  • the date your medical condition began or changed;
  • the duration of the impact of the medical condition; 
  • how your condition affected your ability to study; and
  • when it became apparent that you could not continue with your studies.

Family/personal reasons

Due to unforeseen personal/family reasons (such as bereavement, caring responsibilities, being the victim of a crime or political upheaval) that are beyond your control, you are unable to continue with your studies. The circumstances must have existed prior to the census date, continued past census date and deteriorated to the extent that you are unable to continue your studies OR the circumstances only became known after the census date and you could not continue your studies.

  • Example 1: A member of your family suffers from an ongoing, severe medical condition. After the census date their condition deteriorates to the extent that you are required to provide full-time care. As a result, you are unable to continue with your studies.
  • Example 2: A member of your family or close friend dies after the census date, and you are affected to the extent that you are unable to continue with your studies.

Depending on the circumstances, accepted documentation includes a certificate or report from a registered medical or health practitioner/professional (see Australian Health Practitioner Regulation Agency (AHPRA) register of practitioners, or overseas equivalent where appropriate), and/or a statement from a qualified and registered counsellor or psychologist, and/or other independent documentation stating:

  • the date your personal circumstance began or changed;
  • the duration of the impact of the circumstances;
  • how your circumstance affected your ability to study; and
  • when it became apparent you could not continue your studies.

In the case of a family member or close friend passing away, supporting evidence should include a death certificate, or other official government or medical documentation. You must also provide evidence demonstrating your relationship to the person who passed away, for example through birth, marriage and/or death certificates. If obtaining this documentation is difficult or not culturally appropriate, please contact the Academic Standards and Quality Office. You may also consider obtaining a letter from a medical or mental health professional who can attest to the impact your circumstances had on your health or wellbeing.

In circumstances where you are experiencing trauma (such as gender-based violence, being the victim of a crime or a serious accident), supporting evidence may also include police reports. The report should confirm the occurrence and date(s) of the incident/trauma.

Employment related reasons

Your employment status or employment arrangements change unexpectedly due to circumstances beyond your control and you are unable to complete your studies. 

  • Example 1: You are a domestic student engaged in employment out of necessity and studying. Your employer unexpectedly increases your hours of employment and you are unable to object. As a result, you are unable to continue with your studies or complete your course requirements.
  • Example 2: You are a domestic student engaged in employment out of necessity and studying. After the census date, your employer directs that you be transferred to a different state, and ANU does not offer an online option for your course(s). As a result, you are unable to continue with your studies or complete your course requirements. 

Accepted documentation includes a statement or letter from your employer stating: 
 

  • your previous work hours and location;
  • your current work hours and location; 
  • when your work hours and/or location changed and when you were notified of this change; and
  • the reason for changed hours and/or location.

 Course related reasons

ANU changes the arrangements for your course(s) and as a result, you are disadvantaged to the extent that you are unable to complete the requirements of the course and continue with your studies.

  • Example: ANU cancels your course(s) after the census date and as a result, you are unable to complete the requirements of the course(s).

Accepted documentation includes a statement from your Academic College stating:

 

  • that you have been disadvantaged by changed arrangements to your course(s) of study and that it was impracticable for you to undertake an alternative course(s);
  • when the changes occurred; and 
  • that you could not change course or class without academic disadvantage.


Ineligible circumstances 

The following are examples of circumstances that are not considered grounds for late withdrawal due to special circumstances:

  • Difficulty with course content, academic workloads or poor grades, and general stress and nervousness associated with assessments and examinations;
  • Lack of awareness or knowledge of ANU administrative systems and processes (e.g. WATTLE, ISIS, fee/financial payments, credit applications, late withdrawal, deferred examinations, HECS-HELP or FEE-HELP), or policies, procedures and legislation;
  • You pass the class you are applying to withdraw from, and your unofficial transcript has a grade of HD, D, CR, P, PS or CRS for the course;
  • It was already not practicable for you to meet course requirements prior to the special circumstances emerging, e.g. you did not engage in course requirements or failed assessment items before the special circumstances occurred;
  • You are aware prior to census date of circumstances and barriers that may make it impracticable to complete course requirements;
  • You could have reasonably avoided circumstances (e.g. work commitment clashes with your student timetable); or your circumstances were not unexpected (e.g. missing your examination due to oversleeping or misreading your timetable); or your circumstances did not make it impracticable to complete course requirements (e.g. experiencing a minor or short-term illness where you are still capable of completing assessments);
  • Where your application is submitted outside of the 12-month application timeframe. Applications submitted outside of the 12-month application timeframe will only be accepted in exceptional circumstances. 


Independent evidence requirements

You must provide independent evidence to support your application. It is not sufficient to provide only a personal statement outlining your special circumstances, a statutory declaration or an affidavit. 

You may consider obtaining supporting evidence from your regular/usual medical or health practitioner where appropriate. You should inform your practitioner that the documentation will be sent to ANU in support of your application. 

Requirements for independent supporting evidence:

  • The documentation must be provided by a relevant independent authority, with which you have no personal relationship (i.e. documentation cannot be provided by a family member, partner, friend etc.) and must demonstrate a professional opinion. Documentation detailing only self-reported symptoms will not be accepted as evidence to support your application.
  • Statements, certificates or support letters from non-diagnostic support services, such as ANU Counselling, and appointment attendance letters can provide important context to your circumstances, but are not accepted as standalone evidence to support your application.
  • Certificates provided from online consultations (such as Updoc), where no further evidence of face-to-face consultations or pre-existing doctor-patient relationships is provided, are also not accepted (not applicable for appropriate tele-health consultations). 
  • You must not submit photographs, audio files or videos with content that may be considered distressing or graphic. Photographs, audio files or videos are generally not considered appropriate evidence as their authenticity cannot be verified.
  • An Education Access Plan (EAP), including the application form and related Health Practitioner report or Extenuating Circumstances Application (ECA) forms cannot be used as evidence for Late Withdrawal applications. These documents are a request and agreement regarding academic adjustments to enable you to complete your studies, not evidence of your circumstances or condition impeding your ability to complete a course. 
  • You are not required to provide certified copies of documents during the initial application process. However, the University reserves the right to request original documentation subsequently. All documentation submitted in your application is subject to verification from the issuing authority.
  • Documentation must be in English or an official translation must be provided. You must submit both copies of the original documentation and the English translation of these documents in your application.
  • The documentation should be issued in the student’s current country of stay and/or the country where the circumstances occurred or worsened, as appropriate. International students have OSHC (Overseas Student Health Cover) which may help cover costs of medical treatments in Australia


What will appear on my academic record? 

What will appear on your academic record (transcript) depends on the outcome of the application for late withdrawal or when the application was submitted.

 

Successful applications:

If your application is successful, the course will be assigned a grade of WD (Withdrawn without failure). This grade will not contribute towards your GPA, however will appear on your academic record. You also may be eligible for a remission of the course fees. 

 

Unsuccessful applications:

Submission of an application for late withdrawal is considered as intention to drop the course. If your application is unsuccessful, the course will be dropped according to when the application was submitted and assigned an applicable grade (detailed in the tables below). If your application is unsuccessful, you will remain financially liable for the course fees. 

Unsuccessful late withdrawal from courses in First and Second Semester

When the application is submittedResult on Academic RecordImplications
After census, and on or before the WD (Withdrawn without failure) deadlineWD WD does not contribute to your GPA. You will remain financially liable for the course fees. 
After the WD deadline, and on or before the WN (withdrawn with failure) deadline WNWN does contribute to your GPA. You will remain financially liable for the course fees.
After the WN deadlineGrades UnchangedYour final grade will contribute to your GPA. You will remain financially liable for the course fees.

For more information on important dates (including Census, WD and WN dates), please visit the census date webpage and the University Calendar

Unsuccessful late withdrawal from courses in Summer, Autumn, Winter or Spring Session

When the application is submittedResult on Academic RecordImplications
On or before the last teaching day of the courseWD (Withdrawn without failure)WD does not contribute to your GPA. You will remain financially liable for the course fees.
After the last teaching day of the courseGrades unchanged Your final grade will contribute to your GPA. You will remain financially liable for the course fees.


Information for students receiving Centrelink payments

If you're getting a student payment from Centrelink, you also need to notify them within 14 days of any changes. Report your change of circumstances to avoid getting an overpayment.
 


Contact Information

For general enquiries regarding the late withdrawal application process, please contact Student Central. 

For enquiries regarding your submitted application, please contact the Academic Standards and Quality Office:

E: specialwithdrawal.asqo@anu.edu.au 
P: +612 6125 8072

ANU staff can provide guidance on the application process, however we cannot comment on the likelihood of your application being successful. 

You can also contact the ANU Students’ Association (ANUSA) for independent advice via the Student Assistance webpage or email sa.assistance@anu.edu.au


Support

Please remember there are support services for all enrolled students. The Health, Safety and Wellbeing webpage details a range of supports for your physical, social, spiritual and mental health to help you to maintain a healthy lifestyle during your studies.

ANU Accessibility supports ANU students whose participation in academic studies is impacted by physical and learning disabilities, mental health conditions, chronic medical conditions, and short-term illnesses/conditions.  Where an ongoing condition impacts your participation in academic studies, you may consider contacting ANU Accessibility to determine your eligibility for an Education Access Plan (EAP).  
 

Application and outcome process

Step 1
Prepare your application

Prepare your application

Applications are submitted using the Manage My Degree eForm, via ISIS (Navbar (Compass Icon) > Menu > ISIS > Degree Management > Manage My Degree > Select "MMD - Coursework - Manage My Degree - Coursework")

The eForm will prompt you to provide the following:

  • a personal statement explaining how your circumstances meet the criteria for late withdrawal. In the eForm, you will need to provide information against the following:
    • Reason(s) why the circumstances were beyond your control, were not a result of your action/inaction and were unusual, uncommon or abnormal;
    • Reason(s) explaining whether the circumstances occurred on or after the census date OR before the census date, but worsened after that day OR before the census date, but the full effect or magnitude did not become apparent until on or after that day; and
    • Reasons why the circumstances made it impracticable to complete the attendance and/or assessment requirements of your course(s).
  • independent evidence to support your personal statement.


All eligible coursework domestic and international students can apply for late withdrawal. To be eligible for consideration for late withdrawal, you must lodge your application within 12 months of the date of withdrawal, or if you have not withdrawn, within 12 months of the end of the session in which the course(s) was, or were to be undertaken. You are only permitted to apply for late withdrawal once per class.

In exceptional circumstances it may be possible to submit a late withdrawal application more than 12 months after completing the relevant class(es). You must include independent evidence which demonstrates that your circumstances prevented you from submitting within the 12-month timeframe.

If you no longer have access to your ISIS account, or require assistance with the application process, please contact the Academic Standards and Quality Office (ASQO) at specialwithdrawal.asqo@anu.edu.au



Step 2
Notification of decision & opportunity for appeal

Notification of decision & opportunity for appeal

To assist the application assessment process, ASQO may also consider other relevant information available from University records. You will be notified of the outcome of your application and reasons for the decision by email within 28 business days of the receipt of a complete application with all relevant supporting documentation. If your application is returned to you for further information, the notification of an outcome occurs within 28 business days from the date you resubmit the application. 

If your application for late withdrawal is unsuccessful, you have the right of appeal. Information regarding appeals processes will be provided in outcome letters sent to students, and is further detailed in the ANU Late Withdrawal procedure. 



Step 3
Refund or remission of fees

Refund or remission of fees

Fee Refunds

If you are a student that has paid your fees up-front to ANU and your application for late withdrawal has been successful, you will be eligible to apply for a fee refund. Refer to the Fee Refund page for details on how to apply for a refund and processing timeframes.

Student Amenities Fee (SA-Fee)

As per the Student Refunds Procedure (27), students who, after the census date of their course(s), voluntarily withdraw from their program, or withdraw from all their courses in a session of study, remain liable for the SA-Fee in that session of study. Students remain liable for the SA-Fee whether or not they are approved for a late withdrawal and qualify for a refund or remission of some or all tuition fees.

HELP Remissions

If you are a domestic student that has elected to defer your fees to your HELP loan and your application for late withdrawal has been successful, you cannot apply for a refund of these fees. The ANU will initiate having the debt removed from your HELP loan. Advice of revised debts are submitted by ANU to the Department of Education and Training at scheduled reporting times during the year. The management of this is then between the Department of Education and Training and the Australian Taxation Office (ATO). There may be a delay before the ATO revises its record of your debt due to the abovementioned scheduled reporting times. 

You may contact the ATO's Higher Education Loans Account (HELA) Unit and advise them that the amount of your debt has been revised. The HELA Unit will then investigate the impact of any revisions still to be brought to account. If you wish to contact the ATO/HELA Unit for specific queries on your account, please phone 1300 650 225 or refer to the ATO website.

Please note ANU is NOT able to initiate this process as it requires your direct approach to the HELA Unit.