• Section 1 - Purpose
• Document context
• Section 2 - Procedure
• Part A - Refund processes and rules
• Course withdrawal
• Subject withdrawal
• Refund applications
• Refunds of OSHC payments
• Assessment of refund applications
• Special consideration for refund requests
• Payment of refunds
• Part B - International student refund schedules
• Timing of requests and incidents
• Refund schedule 1: Commencing students 
• Refund schedule 2: Continuing students
• Part C - Appeals and complaints
• Section 3 - Glossary

Section 1 - Purpose

(1) This procedure:

1. sets out the conditions and processes under which Charles Sturt University (the University; Charles Sturt) may refund or withhold tuition fees for international students who do not take up their place in a course or withdraw from their course, and
2. supports the University’s compliance with its obligations under the Education Services for Overseas Students Act (ESOS) and its associated regulations, the Tuition Protection Service (TPS), the National Code of Practice for Providers of Education and Training to Overseas Students 2018 (National Code), and the student’s letter of offer from the University.

Document context

Section 2 - Procedure

Part A - Refund processes and rules

(2) International applicants who are admitted to but do not take up their place in a Charles Sturt course, and international students who withdraw or are withdrawn from a Charles Sturt course, may be eligible for a full or partial refund of the tuition fees they have paid to the University.

(3) Refunds are subject to the reason and timing for the withdrawal, as set out in the refund schedules (Part B) of this procedure.

Course withdrawal

(4) To withdraw from their Charles Sturt course, international students must submit a course withdrawal request through the University’s enrolment system. The University will cancel the student’s confirmation of enrolment (COE) and report this change to the Commonwealth Government. International students must directly contact the Department of Home Affairs to discuss the impact this change in enrolment status will have on their student visa.

(5) Students withdrawing from a course with the intention of seeking admission to a different Charles Sturt course or to transfer to another provider must:

1. apply for and be admitted to the new Charles Sturt course before requesting a withdrawal from their current course, or 
2. apply for a letter of release as per the International Students Provider Transfer Procedure, if they are intending to transfer to another provider within the first six months of enrolment in their Charles Sturt course.

Subject withdrawal

(6) International students who withdraw or are withdrawn from one or more subjects before census, but remain enrolled in the course, will have the subject tuition fees applied as a financial credit towards their future teaching periods, unless special consideration is given as per clause 16d.

(7) If a student is not enrolled in any subjects at census date in a compulsory teaching period without prior University approval, this will be processed as a failure to enrol (as per the Enrolment and Fees Procedure). Any refund application will be assessed in accordance with the 'Breach of University policy’ information in the refund schedules at Part B.

Refund applications

(8) The International Refund Form (available on the International student responsibilities and forms page) provides instructions for refund applications and the required documentation.

(9) Refund applications must be submitted within 12 months from the last day of the teaching period for which the tuition fees apply, unless special consideration is given as per clause 16c.

Refunds of OSHC payments

(10) Where the University has organised Overseas Student Health Cover (OSHC) insurance on their behalf, international students must apply to the University for any refund of their OSHC fees, using the International Refund Form.

(11) Where an international student has organised their own OSHC insurance while studying in Australia, they must contact their insurance provider directly for any refund of their OSHC fee payments.

Assessment of refund applications

(12) International student refund applications are assessed in accordance with ESOS legislation requirements, following the refund schedule tables at Part B:

1. International Office staff assess refund applications from commencing students who withdraw or are withdrawn before receiving their student visa (whether they were still waiting for the outcome of their visa application or their request for a student visa was refused by the Commonwealth Government). 
2. Student Administration staff assess refund applications from international students who have been granted a student visa for their enrolment in a particular course at Charles Sturt.

(13) Refund requests that require special consideration due to special and/or compassionate or compelling circumstances, or that are outside of the scope of reasons/situations defined in the refund schedules in Part B, are assessed by the Director, Student Administration.

(14) Approved refund applications are referred to the Division of Finance for processing. 

(15) All students are notified of the outcome of their refund application in writing.

Special consideration for refund requests

(16) Where an international student can provide evidence of circumstances to support special consideration of their refund request (as per the Enrolment and Fees Policy), the request will be considered based on the request, timing and circumstances as follows:

1. If the student withdraws before census, refund requests are assessed on whether there is evidence of compassionate or compelling circumstances that support special consideration under the Enrolment and Fees Policy (see also Part B in this procedure: Refund schedule 1 item 4 and Refund schedule 2 item 1).
2. If the student withdraws after census, refund requests are assessed on whether they meet the special circumstance eligibility requirements under the Enrolment and Fees Procedure Part C. 
3. If the student submits a refund request later than allowed by clause 9 or the Enrolment and Fees Procedure, the late application will only be accepted if the student was prevented from applying in time, which is assessed on whether there is evidence of compassionate or compelling circumstances that support special consideration in accordance with the Enrolment and Fees Policy.
4. Where a student requests a refund of subject tuition fees instead of a financial credit (as per clause 6), this will be assessed on whether there is evidence of compassionate or compelling circumstances that support special consideration in accordance with the Enrolment and Fees Policy.
5. Where the request for special consideration is denied, the student’s refund will be determined in accordance with the relevant refund schedule at Part B of this procedure, based on the reason and timing of their withdrawal.

Payment of refunds

(17) The Division of Finance will normally pay approved refunds within four weeks of:

1. receiving the refund request from the student, or
2. the refund being approved, if special consideration of the refund request is required.

(18) Approved refunds will be paid in Australian dollars or equivalent to the nominated bank account of the authorised beneficiary.

(19) The University will not compensate the fee payer for any exchange rate or funds transfer costs.

Part B - International student refund schedules

Timing of requests and incidents

(20) In each refund schedule in this part, the timing column refers to the date on which the University receives the student’s request to withdraw from their course (or subject), or the timing of the incident that led to the withdrawal of enrolment.

Refund schedule 1: Commencing students 

(21) Refund schedule 1 applies to commencing international students who are seeking a refund of tuition fees due to terminating their enrolment before completing their first teaching period of study in the relevant course.

Refund schedule 2: Continuing students

(22) Refund schedule 2 applies to continuing international students who are seeking a refund of tuition fees due to terminating their enrolment after completing at least one teaching period of study in the relevant course.

Part C - Appeals and complaints

(23) Where a student wishes to appeal a decision made under this procedure, or has a complaint about the quality of service or the conduct of staff, the following policies apply:

1. University Student Appeals Policy and University Student Appeals Procedure
2. Complaints Management Policy and Complaints Management Procedure

(24) If a student is not satisfied with the outcome of their internal appeal or complaint, they have the right to lodge an external appeal or complaint with the National Student Ombudsman.

(25) The Enrolment and Fees Policy provides information about University decisions related to withdrawal of enrolment, including the right for students to appeal these decisions before these outcomes can be finalised and reported to the Commonwealth Government.Guidelines and supporting documents

Section 3 - Glossary

(26) For the purposes of this procedure, the following terms have the definitions stated:

1. Beneficiary – the person or organisation responsible for payment of fees to the University. The student is the default beneficiary unless there is a third party sponsoring arrangement in place.
2. Census date – as defined in the policy library glossary.
3. Commencing student – a student who has accepted a place in a course, or who is in their first period of study in a course at this University.
4. Compassionate or compelling circumstances – means circumstances for which special consideration may be given as per the Enrolment and Fees Policy.
5. Confirmation of enrolment (COE) – an official document issued to international students to confirm they have accepted a place and are eligible to enrol in a course at this University. The COE provides information about student enrolment status, course details, expected course duration, and enrolment start and end dates.
6. Continuing student – a student continuing their enrolment beyond the first teaching period of their course.
7. International/overseas student – a student who is not a domestic student at the time of the relevant study, who is studying within Australia on a temporary student visa.
8. In writing – means a legible hard copy letter or document written in English and signed by the relevant student, or an email sent by a student from their personal email account as nominated on their student record.
9. Letter of offer (Offer Letter) – the written agreement containing the enrolment contract between the student and the University, which is agreed to by the student when they accept their offer.
10. Letter of release – a letter issued by the University to an international student studying on an Australian student visa, giving them permission to transfer their enrolment to another institution.
11. Non-tuition fees – any fees required for items not directly related to tuition fees. Examples include Overseas Student Health Cover (OSHC), student services and amenities fees (SSAF), library fines, accommodation fees, and other fees and charges related to additional administrative costs incurred by the University, such as late payment and late enrolment fees.
12. Special circumstances – means the circumstances for which tuition fees may be refunded, remitted or reversed after census as per the Enrolment and Fees Procedure, in accordance with the Higher Education Support Act 2003 and Higher Education Support (Administration) Guidelines 2022. Special circumstances are a sub-set of the circumstances for which special consideration and enrolment flexibility can be given under the Enrolment and Fees Policy.
13. Teaching period – as defined in the policy library glossary.
14. Tuition fees – fees charged for each unit of study (subject) that a student is enrolled in.