Exceptional Variation unit withdrawal

Sometimes unexpected and serious circumstances mean you can no longer continue studying a unit.

If your circumstances occurred or significantly worsened after the census date and made it impracticable to complete your unit, you may be able to:

  • withdraw from the unit without academic penalty after the normal deadlines
  • apply for remission of fees or re-credit of HELP debt (domestic students)
  • apply for tuition fee credit (international students)

Eligibility

Eligible circumstances to withdraw from a unit without academic penalty or apply for remission/system credit of fees.

To be eligible, the special circumstances must have been:

  • beyond your control; and
  • did not make their full impact on you until on or after the census date of the unit; and
  • made it impracticable for you to complete the requirements of the unit.

Special circumstances do not include:

  • you successfully completed the unit, regardless of the grade achieved
  • your circumstances were known before census date and did not significantly worsen afterwards
  • the circumstances resulted from decisions reasonably within your control
  • lack of knowledge or understanding the Higher Education Support Act (HESA) 2003
  • requirements in the Higher Education Support Act
  • an inability to repay a HELP debt

 

Circumstances Examples of eligible circumstances Examples of supporting evidence Examples of circumstances that are not eligible
Serious illness or medical emergency, or exacerbation of an ongoing condition Severe illness, hospitalisation, emergency medical treatment that prevents you from continuing your studies, or a diagnosed physical or mental health condition that significantly worsened after the census date EVA Withdrawal form, and related documents including; medical certificate, hospital discharge papers, or documentation from counselling/wellbeing services. Minor illness, common cold, temporary discomfort that did not significantly affect your studies. Severe illness or ongoing condition that made impact before the census date.
Uniaccess registered If you are registered with Uniaccess and experience exacerbation on or after the census date EVA Withdrawal form and current UAAP (Uniaccess Academic Adjustment Plan) A registered long-standing condition that did not change significantly after census date
Hardship or trauma Domestic violence, sudden homelessness, serious accident, unexpected financial crisis, or other significant personal trauma EVA Declaration, Police report, support letter, medical certificate, hospital documents, counselling documentation, and. A personal statement. Ongoing personal challenges without sudden impact after census date
Course-related circumstances Significant changes to a unit, course, or placement requirements that disadvantaged you and could not reasonably be accommodated Statement from the Student Advising Office, School, or relevant University area, EVA Declaration Form, and personal statement Dissatisfaction with teaching staff, assessment results, or personal preference to discontinue study
Employment-related circumstances beyond your control Unanticipated and unavoidable changes to employment arrangements that made it impracticable to continue studying Statement or EVA Declaration Form from employer confirming; your previous work hours and location, your current hours and location, the reason for the change, and the date the changes were communicated and took effect, and a personal statement. Planned work commitments, accepting additional shifts, or employment changes made by choice
Family/personal reasons Death or severe medical problems within a family, or unforeseen family financial difficulties, so that it is unreasonable to expect a person to continue studies A personal statement detailing when and how your ability to study was impacted, and when it became apparent you could not continue with your studies.

EVA Declaration Form, or relevant supporting documents		 Family holidays, regular caring duties

How and when do I apply?

Understand when and how to apply.


1. Understand the deadline

Applications should normally be submitted within 3 days of the end of assessment period (last day of exams).

For students seeking to withdraw from a unit after the teaching period has ended. Applications must be lodged within 12 months of the end of the teaching period and will only be considered where exceptional mitigating circumstances apply.

Supporting documentation must substantiate the circumstances that affected your ability to complete the unit and why you were unable to submit a withdrawal application earlier.

2. Prepare your supporting documents

  • If you’re applying on medical grounds (including an exacerbation of an ongoing condition) or UniAccess registered grounds, you will need your Health Practitioner or Uniaccess Advisor to complete the EVA Withdrawal form.
  • If you’re applying on family or personal, or other non-medical grounds, you will need to provide a personal statement in addition to supporting documentation or an EVA Declaration.
  • Personal Statements should be one page, written in your own words, and include a summary of the circumstances, the timeline, and the impact on your studies. Detailed personal or confidential information is not required. If your statement exceeds one page, you may be asked to summarise before your application can be assessed.
  • Relevant supporting documents covering the date your circumstances began or changed; how the circumstances affected your ability to study; and when it became apparent that you could not continue with your studies. Documents may include an EVA Declaration completed by an authorised professional whose profession is relevant to the circumstance (UWA Staff Member, Religious or Cultural Leader, Police officer). Other documents may include police reports, death notice, hospital admission or discharge certificate, official training or service notice from relevant governing body, letter confirming jury duty).
  • You should inform your supporting document provider the University may contact them to clarify information provided.
  • If your supporting documents are not in English, provide a certified translation.
  • Important: Do not upload sensitive or graphic images as evidence.
  • If you are unsure, or if you are unable to get supporting documents, please contact your Student Advising Office for help.

3. Submit your online EVA application

4. Await the withdrawal outcome

  • Keep an eye on your student email for updates. You should receive an outcome within four days, and your Student Advising Office may reach out for a meeting or to request additional documents.
  • If approved, you will be withdrawn from your unit without academic penalty.
  • If your application is not approved, you will receive instructions for how to review the outcome in the email. Find out more on the Review and Appeal website.

5. Await the remission of fees/system credit outcome

Keep an eye on your student email for an update on your remission or credit of fees, you will receive an outcome within 20 days from the outcome of your withdrawal.

If you are a domestic student, you may receive:

  • remission of upfront tuition fees paid to UWA
  • re-credit of your HECS-HELP or FEE-HELP balance

SA-HELP and SSAF charges cannot be refunded under Commonwealth legislation.

If you are an international student, you may receive:

  • Credit of tuition fees paid towards future enrolments
  • Removal of system debt

If you later withdraw from the University and wish to receive a refund of any money held as system credit, the principles contained within the Fee Refund policy will apply.

Can I appeal if my application for refund or re-credit is not approved?

If you are not satisfied with the outcome of your request for a refund of your paid tuition fees and/or re-credit of HELP loan balance, you may appeal to the Manager, Fees via askUWA within 28 days from the day you first receive notice of the outcome.

Your application will be acknowledged in writing, and you will be advised of a decision within 45 days with a Notice of Decision letter.

If your application is successful, the letter will include:

  • reasons for the decision to refund your paid tuition fees and/or re-credit your HELP loan balance
  • HELP loan balance that will be re-credited
  • HELP loan debt that will be reduced (if applicable)
  • upfront payment amount that will be refunded if you have made such a payment
  • who to contact for further questions

If your application is unsuccessful, the letter will include:

If additional relevant information or evidence has come to hand which was not available previously and that you believe will impact the outcome of your application, submit this additional information to the Manager, Fees via askUWA.

Appeal against procedures

If, after completing the steps above, you believe the University's published procedures were not followed, you may wish to consider lodging a submission under the University Policy on: Student Complaint Resolution.

The University is not empowered to use this procedure to reconsider or change decisions made by the review of decision officer in relation to refunding paid tuition fees and/or re-crediting a HELP loan balance; however, you may access the procedures if you think there has been maladministration in relation to your application for refund of paid tuition fees and/or re-credit of a HELP loan balance.

Appeal to external tribunal

If, after completing these steps you are still not satisfied with the outcome of the review of the decision, you can apply to the Administrative Appeals Tribunal (AAT) for a review within 28 days from the day you first receive notice of the review of decision outcome. A filing fee is normally payable to the AAT; however, there are some circumstances in which you do not have to pay the fee. Contact the AAT for more information.

Fee Refund Policy – International students

For information regarding refunds for international students, please see the Refund of Tuition Fees for International Students Policy [DOC, 244KB].

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