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FAQ on census date

What is Census Date?

A provider must set a census date for each unit of study during a year [HESA subsections 104-4(5) and 169-25(1)] in accordance with the Administration Guidelines (2012).  The census date is important for a number of reasons:

  • Because it is the last date before which a person can withdraw from a unit of study and not incur a HELP debt in respect of that unit.
  • Because it is the last date before which a person must submit requests for FEE-HELP or HECS-HELP.
  • Because a person’s enrolment in a unit of study will be cancelled by the provider if that person fails to successfully submit a ‘request for Commonwealth assistance form’ by the census date; and
  • Because it is the date after which any compassionate and compelling circumstances (see below) are taken to apply.


In addition, it is the last day to:

  • provide your Tax File Number to WIN Higher Education (for domestic students only);
  • provide your Unique Student Identifier (USI) to WIN Higher Education (required for domestic and international students);
  • pay your tuition fee or student contribution if you are not deferring payment via a HELP loan (for domestic students only).

Further FAQs for International Students

How will Census date impacts on international student in terms of Academic Penalty?

In terms of academic penalty, an international student who withdraws or defers ON or BEFORE the census date will not incur academic penalty. This means that you will not receive F or Z (Fail) in the subject.

An international student who withdraws or defers AFTER the census date will incur or receive an academic penalty. This means that the final result in the subject will show a F or Z (Fail).

As regards the Tuition Fees, what happens if an international student withdraws or defers from the subject or course AFTER the census date?
An international student who withdraws or defers AFTER the census date will be liable for the full tuition fees. This means the student will need to pay the full fees.
What is the relevance or importance of Course or Study Period for international students?
For international students, the Course or Study Period is specified or written on the Offer Letter. The date indicated on the offer letter is important as it will determine your payment due date as well as refund eligibility. For clarification, you may contact [email protected].
What are the refund conditions for international students?

Based on the Course or Study Period, in the event of a student withdrawing from a course or study period and the student has paid at least one full semester’s tuition fee, an application for a refund must be made in writing to WIN Higher Education via [email protected].

  • If the notice in writing is received by WIN Higher Education at least 28 days before the course or study period starts, WIN Higher Education will refund 80% of tuition fees paid for the course or study period.
  • If the notice in writing is received by WIN Higher Education prior to, but less than 28 days before the course or study period starts, WIN Higher Education will refund 50% of tuition fees paid for the course or study period.
  • If the notice in writing is received by WIN Higher Education on or after the course or study period starting date, no refund will be made.

Please note that there may be additional processing fees or charges that international student will need to pay should they defer or withdraw from the course. Please email [email protected] for further information.

Further FAQs for Domestic students

What happens if a domestic student withdraws or defer from the subject or course ON or BEFORE the census date?

A domestic student who withdraws or defer ON or BEFORE the census date will not incur academic and/or financial penalties.  This means the student will not be liable for the fees or will not receive F or Z (Fail) in the subject/s.

What happens if a domestic student withdraws or defer from the subject or course AFTER the census date?

A domestic student who withdraws or defers AFTER the census date will be liable for the fees and may also receive a failure in the subject.   This means the student will need to pay the fees or incur a HELP debt. The final result in the subject will also show F or Z (Fail).

Please note that there may be additional processing fees or charges that domestic student will need to pay should they defer or withdraw from the course. Please email [email protected] for further information.

Other Information for All Students

What is considered compassionate or compelling circumstances?

Compassionate or compelling circumstances may include but not limited to:

 

  • Serious illness, injury, or mental health condition – where a professional authority or medical certificate states the student was severely affected by ongoing or prolonged illness, injury, or mental health condition. The WIN professional authority form must be completed.
  • Bereavement of close family members such as parents or grandparents (death certificate should be provided).
  • Major political upheaval, government declared pandemic or natural disasters or calamities that impacts on the students’ studies.
  • A traumatic experience i.e. involvement in or witnessing of a serious crime or accident and this has impacted on the student (police report and/or WIN professional authority form must be provided).
  • Other compassionate and compelling reasons or circumstances may be considered but must have documentary evidence to support the claim.
What documentation is required in support of compassionate and compelling circumstances?
  • WIN professional authority form to be completed by the doctor, medical specialist, counsellor, psychologist. Form or certificate completed by Pharmacists are not acceptable.
  • A police statement or other legitimate law enforcer containing details of the circumstances.
  • Death certificate or death notice for close family member and a personal statement from the student must be submitted.
  • NSW Statutory Declaration
  • Any other documentation requested by WIN Higher Education considered to be reasonable evidence to support the claim.

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