Student Review Requirements & Re-Crediting a FEE-HELP Balance Policy

Incurring a VET FEE-HELP Debt

A Student who is, or would be, eligible for VET FEE-HELP and has requested VET FEE-HELP Assistance, who withdraws from a Unit on or before the census date will not incur a VET FEE-HELP debt for the tuition fees for that Unit.

Students who have requested VET FEE-HELP Assistance who remain enrolled after the published census date will incur a VET FEE-HELP debt. A Student who withdraws from a Unit after the published census date for that Unit will incur a VET FEE-HELP debt for that Unit.

Re-crediting a FEE-HELP Balance

Students who withdraw from a Unit after the published census date, or fail to complete a Unit, may apply to have their FEE-HELP balance re-credited with respect to the Unit if they believe special circumstances apply or because of circumstances involving unacceptable conduct in accordance with the following procedures.

Special Circumstances

If a Student withdraws from a Unit after the published census date for that Unit, or has been unable to successfully complete a unit, and believes this was due to special circumstances, the student may apply to have their FEE-HELP balance re-credited for the affected unit/s.

Strategix Training Group will re-credit the Student’s FEE-HELP Balance if it is satisfied that Special

Circumstances apply where:

• These circumstances are beyond their control, and

• These circumstances did not make their full impact on the student until on, or after the census date; and

• These circumstances were such that it was impracticable for the Student to complete the requirements for the Unit.

For circumstances to be beyond a Student’s control, the situation should be that which a reasonable person would consider is not due to the Student’s action or inaction, either direct or indirect, and for which the Student is not responsible. The situation must be unusual, uncommon or abnormal to be considered special circumstances.

Special circumstances may include:

• Medical reasons – where your medical condition existed prior to the Census Date, continued past that date and deteriorated to the extent that you are unable to continue your studies OR your medical condition only became known after the Census Date.

  • Example 1. You contract an illness prior to the Census Date. Your illness continues past the Census Date and deteriorates to the extent that you are unable to continue with your studies.

  • Example 2. Your medical condition only becomes apparent after the Census Date and the effects are sufficiently serious that it is impracticable for you to complete the VET unit of study requirements and continue with your studies.

• Family/personal reasons – due to unforseen personal/family reasons that are beyond your control, you are unable to continue with your studies.

  • Example 1. A member of your family suffers from a severe medical condition that requires you to provide full time care and as a result you are unable to continue with your studies.

  • Example 2. A member of your family or close friend dies and you are affected to the extent that you are unable to continue with your studies.

• Employment related reasons – where your employment status or employment arrangements change unexpectedly due to circumstances beyond your control and you are unable to complete your studies.

  • Example 1. You are engaged in employment out of necessity and studying. Your employer unexpectedly increases your hours of employment in circumstances where you are unable to object. As a result you are unable to continue with your studies or complete your VET unit of study requirements.

  • Example 2. You are engaged in employment out of necessity and studying. After the Census Date your employer directs that you be transferred to a different State. Your VET unit of study is not available to be done via distance education and as a result you are unable to continue with your studies or complete your VET unit of study requirements.

Special circumstances do not include:

• lack of knowledge or understanding of requirements for VET FEE-HELP assistance; or

• a Student’s incapacity to repay a VET FEE-HELP debt (repayments are income contingent and the Student can apply to the Australian Taxation Office for a deferral of a compulsory repayment in certain circumstances).

Supporting Documentation

Your application for re-credit/remission will be considered on its merits in conjunction with the supporting documentation you provide. Your supporting documentation should provide enough detail for Student Services to make an informed decision regarding your case for re-credit/remission.

It is very important that you provide independent supporting documentation to support your claims. It is not sufficient to provide only a personal statement outlining your special circumstances. Depending on your reasons for applying for re-credit/remission you may also need to provide a statement from a doctor, counsellor, or your employer to verify your claims.

Statements made by parents, husbands/wives/partners, close relatives or friends are not considered to be “independent documentation” for these purposes.

Supporting documentation should include:

For medical reasons – a statement from a doctor indicating:

• the date your medical condition began or changed;

• how your condition affected your ability to study; and

• when it became apparent that you could not continue with your studies.

For family/personal reasons – a statement from a doctor, counsellor or independent member of the community (e.g. Justice of the Peace or a Minister of Religion) indicating:

• the date your personal circumstance began or changed;

• how your circumstance affected your ability to study; and

• when it became apparent that you could not continue with your studies.

For employment related reasons – a statement from your employer indicating:

• your previous work hours and location;

• your current work hours and location; and

• the reason for changed hours and/or location

Re-credit of a Student’s FEE-HELP Balance Procedure

Each application for re-credit of a student’s FEE-HELP balance will be considered on its merits together with all supporting documentation substantiating the special circumstances claim. There is no charge to undertake this process.

The VET FEE HELP Administrator is the designated VET FEE-HELP officer of Strategix Training Group. The above officer is responsible for the assessment of a student’s request for a re-credit of their FEE-HELP balance due to special circumstances and for the initial decision regarding the request.

• A Student must apply in writing to the VET FEE HELP Administrator (PO Box 7290 Redland Bay QLD 4165, office@strategix.com.au) within 12 months of the withdrawal date, or if the Student has not withdrawn, within 12 months of the specified completion date of the Unit. Strategix Training Group has the discretion to waive this requirement if it is satisfied that it was not possible for the application to be made within the 12 month period. Relevant supporting documentation will be required to substantiate the claim.

• The application for re-crediting a FEE-HELP balance must include details of the:

  • Unit(s) for which a Student is seeking to have a FEE-HELP balance re-credited and

  • Special circumstances as referred to above, including supporting documentation.

• Strategix Training Group will consider each application within 28 days of receipt of the application. It will consider each request to re-credit a FEE-HELP balance in accordance with the requirements of Schedule 1A of the Act. Applicants will be notified in writing of the decision within 28 days.

Review of Decision

• Where Strategix Training Group makes a decision NOT to re-credit a student’s FEE-HELP balance that decision may be subject to review.

• If a Student is not satisfied with the decision made by Strategix Training Group, the Student may apply, within 28 days of the receipt of the original decision, for a review of the decision. The application for review must:

  • Be made within 28 days of receipt of the original decision

  • Include the date of the original decision

  • State fully the reasons for applying for the review

  • Include any additional relevant evidence

• Applications should be made in writing to the Compliance Manager (PO Box 3535 Loganholme QLD 4129)

• jeremy.rota@strategix.edu.au) as the designated Review Officer of any decisions relating to a request for re-crediting of a FEE-HELP balance.

• The Review Officer will:

  • Acknowledge receipt of the application for review of a decision in writing within 10 working days; and

  • Inform the Student that if the Review Officer has not advised them of a decision within 45 days of receipt of the application for review, it is taken that the Review Officer has confirmed the original decision.

• The Review Officer will then:

  • Review the information from the original decision and then assess any new evidence provided by the Student

  • Provide written notice to the Student of the decision, setting out the reasons for the decision

  • Inform the Student of their right to apply to the Administrative Appeals Tribunal if they disagree with the Review Decision, and timelines involved (see below).

Reconsideration by the Administration Appeals Tribunal

At the time of the original decision, and at the time of the subsequent Review Decision, the Student will be notified of their review rights and responsibilities. The relevant officer will inform a Student in writing of their right to appeal to the Administrative Appeals Tribunal (AAT) if they are not satisfied with the outcome and the contact details of the closest AAT office and the approximate costs of lodging an appeal. The Application must be lodged at the AAT within 28 days of receiving written notice of the Review Decision. This time limitation can be extended in limited circumstances by order of the AAT.

AAT Details

Queensland and Northern Territory
Level 4, Harry Gibbs Building
Commonwealth Law Courts
119 North Quay
Brisbane QLD 4000

New South Wales
Level 7, City Centre Tower
55 Market Street
Sydney NSW 2000

Australian Capital Territory
4th Floor, Canberra House
40 Marcus Clarke Street
Canberra City ACT 2600

South Australia
11th Floor, Chesser House
91 Grenfell Street
Adelaide SA 5000

Victoria

Level 16, HWT Tower, Southgate
40 City Road
Southbank VIC 3006

Western Australia
Level 5
111 St Georges Terrace
Perth WA 6000

Note: Full details of the application process and fees payable are available on the AAT Registry’s website: http://www.aat.gov.au. An application fee may have to be paid, in the amount of $816 (2012-2013) and is subject to change. Applications cannot proceed until the fee has been paid or waived. Applications for fee waiver must be made to the AAT. Refer to the AAT website for more details.

The Secretary of the department, or the Secretary’s delegate, will be the respondent for cases that are brought before the AAT. Upon the department’s receipt of a notification from the AAT, the department will notify Strategix Training Group that an appeal has been lodged. Upon receipt of this notification from the department, the Review Officer will provide the department with copies of all the documents that are relevant to the appeal within ten (10) business days.

Publication

This Student Review Requirements & Re-Crediting a FEE-HELP Balance Policy and Procedure will be made available to Students enrolled with Strategix Training Group through publication on the website http://www.strategix.com.au and within the student handbook.