International Student Compliance is responsible for monitoring international student enrolments in accordance with ESOS including visa refusals, non-commencement of studies and failure to re-enrol.

International Student Compliance are to assess student refund applications where exceptional circumstances are a factor. This assessment must occur before the application can be processed by Student Finance.

Student Finance, upon receipt of an assessed application from either International Admissions, International Student Compliance or Partner Providers, will process any international student refund payment due.

International students are strongly encouraged to discuss any decision to withdraw from their course with the University before doing so, as this will result in the cancellation of their Confirmation of Enrolment (CoE) which may lead to the cancellation of their student visa.

Students seeking to transfer course within the University are advised to submit their application for admission to study in their new course before submitting any request for course withdrawal. Refer to the International Admissions Procedure for further information.

Students seeking to transfer their enrolment to another provider must follow the process outlined in the Transfer Between Registered Providers Procedure.

International students who have not yet enrolled and wish to withdraw from their course before commencing must submit a request through the StudyLink portal. International students who have enrolled must submit and have approved an Amend Course Status form in my Student Centre. Following approval of the student’s withdrawal the University will cancel the student’s CoE and report this change in enrolment status to the Government. Students must directly contact the Department of Home Affairs to discuss the impact this will have on their student visa.

The date of a student’s withdrawal is the date on which the University receives the student’s formal request to withdraw from their course or unit.

Depending on the type of default, the student may be entitled to a full or partial refund of monies paid by the student for the purpose of undertaking the course/s specified in their written agreement with the University.

If a student accepts an offer but later informs the University of an intention to withdraw, the University will retain a monetary amount of the semester fee paid and refund the balance. This cancellation fee will be determined by the date the University receives the student’s formal request to withdraw from their course.

Where the student has entered into a package of courses which are all delivered by the University, the refund amount will be calculated for each course in accordance with the refund schedule detailed below.

Where a commencing student is withdrawing from a course, the date of the student’s acceptance of their original offer will be used to calculate the cancellation charge. Even if the offer has been previously deferred or the agreed start date was varied and offer re-issued.

Under Section 46A of the ESOS Act, University default occurs when the University has entered into a written agreement with an international student and:

The above instances of University default only apply when the student has not withdrawn from the course before the default date.

In the unlikely event that the University is unable to deliver the course in full, a student will be offered a refund of any unspent tuition fees. Enrolment may be offered in an alternative course. A student has the right to choose to accept a refund of tuition fees, or to accept an offer in another course.

A refund of the unspent portion of any prepaid tuition fees will be calculated using the following formula: refund amount = weekly tuition fee x weeks in default period

Under Section 47A of the ESOS Act, student default occurs when an international student has entered into a written agreement with the University to undertake a course and:

The Department of Home Affairs requires that Student visa holders maintain OSHC for the duration of their Student visa. To ensure international students meet this visa condition, the University can accept payment and arrange OSHC on behalf of On Campus students prior to their commencement. The student’s premium fee is forwarded to the University’s preferred OSHC provider.

The student may be entitled to a refund of the paid but unused portion of their OSHC premium where the student:

On Campus students requesting a refund where OSHC was purchased on their behalf through the University’s preferred provider:

Students who have arranged their own OSHC should consult their insurance provider about refund provisions in the event of cancellation.

Commencing students - pre census date

In exceptional circumstances where the student can demonstrate that they were prevented for reasons beyond their control from honouring their written agreement, the University may refund moneys outside the amounts specified in the refund schedule above.

Evidence of exceptional circumstances must be submitted to International Student Compliance for assessment along with the completed Refund Application – International Student form.

Commencing students and continuing students – post census date

Commencing students (post census date) and continuing students can request a Remission of Debt.

International students may change their visa status before or during their enrolment in a course. This section applies to students who provide evidence of becoming a permanent resident of Australia before or during their enrolment. Permanent resident status is recognised as being granted from the date that the student is issued their Visa Grant Letter from the Department of Home Affairs.

Students are responsible for notifying the University of any changes to citizenship or visa status as soon as they occur. Students who are enrolled must notify Student Administration prior to semester census date and submit the relevant documents via fred.federation.edu.au. Any changes notified after semester census date will not be applicable until the following semester.

Where a continuing student has a credit amount on their student account, due to overpayment or withdrawal from a unit subject prior to census date, the credit will remain on the student’s account to be applied against charges incurred in a future semester. Where the student has completed the requirements of their course or formally withdraws from the University and the credit remains on the student account, the student can apply for a refund from the University.

Credit amounts on a student’s account up to and including $100AUD will be forfeited to the University and processed as a forfeit of an insignificant credit balance. The University deems that credit balances are insignificant balances if the credit balance is $100 or less and the student’s course status is inactive for more than one semester.

Students with unclaimed credit amounts greater than $100AUD will be notified in writing of their credit amount if the student’s course status is inactive for more than one semester. If refund applications are not received within twelve weeks of the date of this written communication, credit balances will be deemed as unclaimed and dealt with by the University according to the Unclaimed Monies Act 2008

Refund application submission:

The following conditions must be met prior to any refund payment being remitted:

A student who is dissatisfied with the outcome of an application for a refund has the right to request a review of the decision. The student must submit a refund review request via email to studentfees@federation.edu.au within twenty-eight (28) days of receiving the initial decision.

The student must set out the reasons for requesting a review of the decision and provide relevant supporting documentation. Each request will be considered on its merits in conjunction with the supporting documentation provided. The supporting documentation should provide sufficient detail for the University Review Officer [Manager, Student Finance Higher Education or delegate] to make an informed decision regarding the request for review.

The review process will commence within ten (10) working days of lodgement of the review request and the University Review Officer will provide written acknowledgement of receipt of the request. Once a decision has been made the University Review Officer will notify the student in writing of the decision and the reasons for making the decision.

The decision of the University Review Officer is final and there is no further avenue of appeal within the University. If a student wishes to take the matter further, they have the right to access the external complaints and appeals process of the Victorian Ombudsman. This procedure and the availability of complaints and appeals processes does not remove the right of students to take action under Australia's consumer protection laws.

The personal legal representative of the Deceased Estate must submit an application for any payments which are to be refunded. The administrators must supply details about who the refund is payable to. The University reserves the right to request official documentation to support any such claims.