Student Fees Policy - refunds

If a student withdraws from a course and/or a unit before the census date a refund of some fees may be possible. When a student makes a change to their course load, the amenities and course fee is liable to change. A reduction of course load up to the census date for the unit may result in a reduction in the amenities and/or course fee.

The University will advise of any additional charges or credits owing as a result of unit changes. Where there is a credit, students may apply for a refund, or apply the credit to the next university charge.

Under banking regulations, if a student has made a payment with a credit card any refund must be credited to the original card. Monash University will refund to the original credit card if the initial payment was via that credit card within the previous 12 months, otherwise the refund will be processed by cheque.

Students requesting a refund, where the original payment was made by Telegraphic Transfer, are required to have the original payer authorise who the refund is to be paid to.  Note: International refunds will normally be made in the currency of the student's current country of residence.

Exchange rates may fluctuate and Monash University is not liable for any variance.

Note: If you are no longer an enrolled student, Monash University will not be required to pay you any net credit amount in respect of the reasonable expenses of the business in holding unclaimed moneys and locating the owners. 

7.1 Amenities Fee(pre-2007)

Students who officially discontinue a unit prior to the census date for that unit may be eligible for a partial refund of the Amenities Fee, provided that payment of the Amenities Fee had already been made in full.

Students who officially discontinue or intermit their course prior to the census date for the units maybe eligible for a full refund of the Amenities Fee. 

Students enrolled in a course that is cancelled by the University will be eligible for a full refund of the amenities fee.

Students excluded under regulations made pursuant to Statute 6.2 “Exclusion for unsatisfactory progress”, will not be refunded any Amenities Fees paid for the semester in which the exclusion occurred, but will be eligible for a full refund of any Amenities fee paid in advance for a future semester.

7.2 Course Fees - HECS-HELP Upfront

7.2.1 Prior to the census date

Where students withdraw from a course or units prior to the census date, any Upfront Student Contribution Amount (SCA) already paid to the University will be refunded in full.

7.2.2 After the census date

Where students withdraw from a course or units after the census date any upfront SCA paid will be remitted only in “special circumstances” defined in the Higher Education Support Act 2003. 

Where “special circumstances” are apparent after the census date students apply direct to their Faculty, and the Faculty in turn advises Fees of any fee remission. Load will vary accordingly.

“Special circumstances” include those circumstances that:

• are beyond the person’s control; and
• do not make their full impact on the person until on or after the census date for the course of study for the semester; and
• make it impracticable for the person to complete the course of study for the semester during the semester or during the year in which the semester occurs.

 Some examples of “special circumstances” include:

• Medical reasons where a person’s medical condition has changed to such an extent that he or she is unable to continue studies.
• Family/personal reasons such as 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.
• Employment related reasons where a person’s employment status or employment arrangements have changed so that the person is unable to continue his or her studies, and this change is beyond their control.

Course related reasons where the institution has changed the unit or course it had offered and the person is disadvantaged by either:

• not being able to complete the unit or course, or
• not being given credit towards other units or courses.

Special circumstances do not include a lack of knowledge or understanding of HECS-HELP or FEE-HELP requirements, or a person’s capacity to pay.

7.3 Course Fees - HECS-HELP Deferred and FEE-HELP

7.3.1 Prior to the census date

Where students withdraw from a course or units prior to the census date, their deferred HECS-HELP or FEE-HELP liability will be cancelled in full.

7.3.2 After the census date

Where students withdraw from a course or units after the census date, their deferred HECS-HELP or FEE-HELP liability remains, and students must apply direct to their Higher Education Provider (HEP) for relief from the deferred debt liability (see 7.2.2 “special circumstances”).

Where “special circumstances” are apparent after the census date, students apply to the Fees unit, who will seek Faculty advice on fee remission. Unit load for the semester will vary accordingly.

7.4 Course Fees - Australian Fee Paying Students

7.4.1.      Prior to the census date, course fees already paid to the University will be refunded in full. 

7.4.2.      After the census date course fees will be remitted only in “special circumstances” (see section 7.2.2 above).

Where “special circumstances” are apparent after the census date, students apply to the Fees unit, who will seek Faculty advice on fee remission. Unit load for the semester will vary accordingly.

7.5 International Students - Commencing Semester

Under the National Code 2007, international students holding a student visa are required to enrol so they complete their course within the duration specified in their electronic Confirmation of Enrolment Form (eCoE). Unless an Underload is approved, this generally requires that students maintain a full-time enrolment load for the duration of the course. Refund requests from international students must be authorised by the Manager, Fees Monash University, or their nominee. To be eligible for a refund (less applicable administrative charges), an international student must withdraw from a course within the first four teaching weeks (or four weeks of a research program).

Note: where fees are paid by a party on behalf of the student,  the University/Monash College reserves the right to notify that party.

In the event of a course not being delivered

In the unlikely event that Monash University/Monash College is unable to deliver your course in full, you will be offered a refund of all the course money you have paid to date. The refund will be paid to you within 2 weeks of the day on which the course ceased being provided. Alternatively, you may be offered enrolment in an alternative course by Monash University/Monash College at no extra cost to you.

You have the right to choose whether you would prefer a full refund of course fees, or to accept a place in another course. If you choose placement in another course, you are required to sign a document to indicate that you accept the placement.

7.5.1 Withdrawal and deferments

If an international student withdraws, completes their course early, transfers to another provider, is excluded on academic grounds (and thereby fails to meet their student visa condition), or defers or intermits their study or otherwise changes the duration of their course, then Monash University /Monash College  is obliged to inform the immigration authorities of this change or status and the student may be required to leave Australia.

7.5.2 Refund of fees

7.5.2.1    The University observes the principles of the Australian National Policy on Fee Refunds established by the Australian Vice-Chancellors' Committee. This agreement does not remove the right to take further action under Australia's consumer protection laws. Provisions of the ESOS Act 2000 and the ESOS Regulations apply in the event that the University, as a registered provider, defaults on this written agreement on refunds.

7.5.2.2    In the event that an applicant wishes to contest the decision on a request for refund, they will have access to established dispute resolution procedures, which will not circumscribe the applicants' right to pursue other legal remedies.

7.5.2.3    An enrolled student, who withdraws from a course for whatever reason beyond the Census date in that teaching period, shall not be eligible for a refund

7.5.2.4    The funds covering the tuition fees must be clear (i.e. cheques cleared, telegraphic transfers received, etc).

7.5.2.5    All debts to the University/Monash College  must have been paid before any refund can be calculated with any outstanding amounts to be deducted from the refund.

7.5.2.6    The refund must be made to the same person or body from whom the payment was received on behalf of the student.

7.5.2.7    Refunds will be paid within 4 weeks of receiving a written claim from the student. 

7.5.2.8    A refund will normally be made in the currency of the student's country of permanent residence and payable in that country.  Exceptions include non-tradable currencies (where the refund would normally then be paid in USD) or payment to another Australian educational institution. Monash University/Monash College is not liable for any variance from the foreign exchange rates fluctuations.

7.5.2.9  For international students who are withdrawing prior to enrolment or discontinuing from a course after enrolment, applications for a full or partial refund must be made to the Manager, Fees Monash University, by completing the Application for Refund of International Fees form and accompanied by supporting documentation, as appropriate. The authority for approving a refund of fees for a commencing international student rests with the Manager, Fees Monash University, or their nominee.

7.5.2.10   Requests for refunds from continuing students who are enrolled should be made to the Fees Unit, Student Administration, Monash University, by completing the Application for Refund of Fees form The grounds for refunds are set out below

7.5.3 Full refund

A full refund will be made:

7.5.3.1   in the event that an offer is withdrawn by the University /Monash College ;

7.5.3.2   where the University/Monash College is unable to provide the course;

7.5.3.3   where a student was not able to meet a condition required by the University/Monash College in its letter of offer;

7.5.3.4   where a student has been excluded by the University/Monash College for failure to meet degree or diploma progression rules where fees were paid in advance of notification of exclusion;

7.5.3.5   where there is a refusal by Australian Government authorities to grant a student visa;

7.5.3.6   where a commencing student withdraws or discontinues from their course more than 4 weeks prior to the commencement of teaching or more than 4 weeks prior to the commencement of a research program;

7.5.3.7   when illness or disability prevents the student from taking up the course;

7.5.3.8   if the University/Monash College makes an offer on the basis of incorrect or incomplete information being supplied by the applicant/student, the offer will be withdrawn and the tuition fees paid are refundable;

7.5.3.9    a continuing student who re-enrolls then withdraws before census date  (Note: In the case if Monash College students enrolled in Trimester 2, a full refund will only be made when a continuing student withdraws within the first four weeks of teaching. Where written notice of withdrawal is received after 28 days of the commencement of the program, the College may retain a non refundable amount of equivalent to 50% of the Trimester tuition fee. No refunds after census date) ;

7.5.3.10    when death of a close family member (parent, sibling, spouse or child) occurs; Or

7.5.3.11   when other special or extenuating personal circumstances prevent a student from taking up a course, and which may be accepted for a full or partial refund at the discretion of the Manager, Fees Monash University, or their nominee, provided a submission under this provision is made to Monash University /Monash College  prior to the commencement of the course;

Documentary evidence must be provided in support of an application for a refund under any of the above provisions

7.5.4 Partial Refund

Note: The policy of partial refunds applies to commencing students.

Where a student:

7.5.4.1     gives less than four (4) weeks notice prior to the commencement of teaching in that semester /trimester  of an inability to undertake the course; or withdraws from a course prior to the Census date; or

7.5.4.2     withdraws within four (4) weeks of commencement of a research program;

The tuition fee paid for the semester/trimester  is refundable, less an administrative fee of $1,000.

7.5.5 Annual Course Fee Refunds

A full refund will be made under the conditions of 7.5.3. (1) - (11) above

7.5.6    Where a commencing or continuing student having paid his or her tuition fees for the full year in advance:

7.5.6.1     gives less than four (4) weeks notice, prior to the commencement of teaching in the commencing semester, of an inability to undertake the course; or withdraws from a course prior to the Census date; or

7.5.6.2     withdraws within four (4) weeks of commencement of a research program;

All of the tuition fee paid for the first semester/trimester  is refundable, less an administrative fee of $1,000. The full second semester /trimester  tuition fee is refundable.

7.5.7    A student who withdraws after the census date in either semester/trimester , for whatever reason, shall not be eligible for a refund for that semester /trimester .

7.5.8    A research student who withdraws, for whatever reason, more than four (4)  weeks after the commencement of the course shall not be eligible for a refund for that research period.

7.5.9 Package Fees Refunds

A full refund will be made under the conditions of 7.5.3. (1) - (11) above.

Where a student, having paid a package course fee deposit in advance, gives notice in writing to Monash University of an inability to undertake the principal course prior to the commencement of semester, a refund will be paid of the balance (if any) of the deposit paid, after deducting an administrative fee of $1,000 of the tuition fee payable for the semester

Once a student enrols in the Monash University/Monash University course the normal refund provisions apply.

7.6 International Students - Continuing

International students who have commenced study at Monash University and have been invoiced for a second or subsequent semester may apply for refunds in the same manner as domestic fee paying students. 

Refunds will be made in Australian dollars and the University reserves the right to make refunds payable in the country of origin.

7.7 Complaints and Appeals

In the event that a student wishes to contest Monash University’s rejection of their request for a refund, they will have access to established dispute resolution procedures.  This policy and the availability of complaints and appeals processes, does not remove the right of the student to take further action under Australia’s consumer protection laws.

7.8 International Higher Degree by Research students

Higher Degree by Research students who withdraw from their course before the census date shall not be eligible for a refund for the research period that was undertaken.  However, any payments received by the university for the research period after the withdrawal may be refunded accordingly.

7.9 Students enrolled under the US Financial Aid program

Special conditions and administrative arrangements apply for Students who are enrolled under the US Financial Aid program. Students should contact the US Financial Aid Director at Monash University for further details.

7.10 Students enrolled with Offshore Partners

Special conditions and administrative arrangements apply for Students who are enrolled through an Offshore Partner program. Students should contact their local administrator for further details.