Before you request any refund, fee extension or fee waiver, please read the following fee-adjustment information to determine whether you qualify, and how to apply.

If you do qualify for a refund, you can apply by completing the Refund of International Student Fees online form. Your agent cannot apply on your behalf. View the refund application process at the bottom of this page under ‘Processing of Refunds’.

Fee adjustment circumstances

This procedure applies to the refunding, waiving or adjusting of international fees and charges that are issued for:

  • Higher Education
  • TAFE
  • VU English
  • Overseas Student Health Cover (OSHC).

Fee adjustments may apply in the following circumstances:

  • overpayment
  • withdrawal (student changes university, returns overseas, or has permanent residency)
  • visa issues (eg refusal, lateness, withdrawal or non-application)
  • University course-withdrawal (Provider Default)
  • exceptional personal hardship
  • University makes a decision based on business and market needs.

Where the student has cause to cancel their enrolment during the year the Vice-Chancellor, or their delegate, may approve or authorise the refunding of all or part of any fees and charges.

Part A – roles & responsibilities

The following table outlines the roles and responsibilities relevant to refunds, fee extensions and fee waivers.

Role Responsibilities
Student
  • applies for a fee adjustment
  • supplies all relevant supporting documentation to demonstrate eligibility for the adjustment
Senior Advisor Welfare
  • advises eligible students on criteria and eligibility for fee extensions
  • recommends extensions to the appropriate Authorised Officer
Authorised Officer approves the fee adjustment
VU International processes the fee adjustment.
VU Finance pays any refund

Part B – fee extensions

International students studying higher education courses or vocational education courses (certificates I–IV, diplomas and above) are eligible to apply for fee extensions.

Two kinds of extensions are available: Fee Extension and Exceptional Circumstance Fee Extension.

Fee Extension

Fee Extension allows students an extension to pay fees after the invoice date provided they have:

  • paid 50% of their total fees before the invoice due date; and
  • contacted VUHQ and explained their circumstances before the invoice due date.

Higher education summer or winter enrolments are not eligible for fee extensions.

To apply for a Fee Extension, eligible students must:

  1. make the required payment before the invoice due date; then
  2. contact VUHQ in order to apply for the fee extension.

Online: AskVU
Phone: +61 3 9919 6100
In person: at any VUHQ (Student Service Centre)
VU Sydney students: contact the Associate Director, Students (VU Sydney).

Exceptional Circumstance Fee Extension

Exceptional Circumstance Fee Extension is available to students who are unable to pay their fees by the due date, or meet their extended payment deadline as a result of an exceptional circumstance.

All international students are eligible to apply for the Exceptional Circumstance Fee Extension.

To apply for an Exceptional Circumstance Fee Extension, students must:

Fee Extension

General Manager, VU English approves or does not approve extensions for VU English students.

Associate Director, Students, VU Sydney approves or does not approve extensions for VU Sydney students.

Approved fee extensions are administered via VUHQ using the published criteria.

Exceptional Circumstance Fee Extension

Senior Adviser, Welfare makes a recommendation for a fee extension to the Senior Coordinator, Student Support & Advocacy. They may use the fee extension criteria and consult with other areas of the University, including the teaching centre(s) in which the student is enrolled.

Senior Coordinator, Student Support & Advocacy approves or does not approve the extension.

Student Support notifies the student of the decision and, if relevant, arranges for Student Administration to make the appropriate adjustment within the system.

Student Support will advise the student of their right to request a review and the process to follow in doing so.

Applications for exceptional circumstance fee extensions for VU Sydney students are assessed and approved by the Associate Director, Students, VU Sydney.

A student who is not granted an Exceptional Circumstance Fee Extension may apply to have the decision reviewed by the Associate Director, Student Life and Wellbeing; the Director, VU College (for VU English students); or the Campus Director and Principal (for VU Sydney students).

The application should be submitted within 10 working days of the date on which the notification of the decision was sent to the student.

The decision is final and there are no further appeal avenues within the University. External appeals may be available depending on the circumstances.

Part C – Fee waivers

Onshore international higher education students, TAFE students and VU English students may be eligible to apply for a waiver of fees on the grounds of exceptional circumstances of personal hardship. Students need to be beyond their first semester to apply for a fee waiver.

Fee waivers at VU Sydney fall outside of this procedure.

The SSAF may be deferred or part-paid in line with government legislation. Waivers may be granted in certain circumstances.

To apply for a fee waiver the student must:

  1. complete the Waiver/Extension of Tuition Fees on Compassionate or Humanitarian Grounds form
  2. attach any supporting documentation; and
  3. make an appointment with Student Support to discuss the application.

Student support

Student Support makes a recommendation regarding a waiver. They may use the fee extension criteria and consult with other areas of the University, including the teaching centre(s) in which the student is enrolled.

International Higher Degree by Research (HDR) students should contact the Office for Research Training, Quality & Integrity to discuss an application for a fee waiver.

If VU Research intends to waiver partial or full tuition fees for an international HDR student, the processes and criteria in the Fee Waiver Guidelines for International Higher Degree by Research Students are to be adhered to.

Student Support makes a recommendation for a fee waiver to the Manager Wellbeing Services.

Manager Wellbeing Services approves or does not approve the waiver.

Student Support notifies the student of the decision and, if relevant, arranges for Student Administration to make the appropriate adjustment within the system.

Student Support will advise the student of their right to request a review and the process to follow in doing so.

The application should be submitted within 10 working days of the date on which the notification of the decision was sent to the student.

The decision of the Director, Student Services is final and there are no further appeal avenues within the University. External appeals may be available depending on the circumstances.

Review processes for International Higher Degree by Research students are detailed within the Fee Waiver Guidelines for International Higher Degree by Research Students.

Part D – Refunds

This table outlines the different situations in which you might be eligible for a refund. See following for details relating to these circumstances.

Fee type Full Refund Partial Refund No Refund
Application fee Provider default Nil All other circumstances
Tuition fees (including deposit)
  • Withdrawal of offer
  • Provider default
  • Failure to meet English level
  • Failure to progress
  • Illness or disability
  • Death of close family member
  • Political or civil event
  • Withdrawal before start of English-language course
  • Withdrawal before Census date
  • Visa not obtained
  • Inadequate information provided
  • Offer withdrawn due to incorrect information
All other circumstances
Ancillary / material fees Student withdrawal before materials provided Nil Student withdrawal after materials provided
Overseas Student Health Cover Student has never arrived in Australia (the student manages refund) Student has arrived in Australia (student manages refund of unused portion of cover) Nil

Circumstances for full refund

An international student will be entitled to a full refund of tuition fees and any deposit paid for a study period at VU in the following circumstances:

  1. In the event that an offer is withdrawn by the University.
  2. In the event that the University is unable to provide the course (this is also known as "tuition protection"). In this situation, new commencing students will also be eligible for a refund of the application processing fee.
  3. Where the student was unable to attain the level of English language required to commence a course, as set out in the Letter of Offer, and is able to prove that they made reasonable efforts to meet that condition. In this situation, the refund applies only to study periods that have not commenced.
  4. Where the student has been excluded by the University for failure to meet course-progression rules, and tuition fees were paid in advance of notification of exclusion (the refund in this sub-clause will be only for those periods of study not yet started, and will not include the non-refundable deposit).
  5. When illness or disability prevents the student from enrolling in the course.
  6. When the death of a close family member (parent, sibling, spouse or child) occurs, and the student withdraws from their course before commencement for VU English course, or census date for other courses, or after these dates at the discretion of the Senior Vice-President, Future Students and Planning.
  7. When a political civil or natural event prevents the student from studying or paying tuition fees, before commencement for VU English course, or census date for other courses, or after these dates at the discretion of the Senior Vice-President, Future Students and Planning.

Overseas Student Health Cover (OSHC)

Where the Overseas Student Health Cover (OSHC) premium has been previously paid to the University, refund of any available premium will be managed in the following way:

  1. Where a student has not arrived in and has never resided in Australia, it is the responsibility of the student to claim the OSHC refund from their insurer directly.
  2. Where the student has arrived or has resided in Australia, it is the responsibility of the student to claim the OSHC refund from their insurer directly.

English-language course

A student who has paid any tuition fees for a study period for an English-language course and gives written notice of a withdrawal or an inability to study before the commencement date, will be entitled to a refund of tuition fees paid for the study period, less any non-refundable deposit, as set out in the student's written agreement (signed Letter of Offer).

Other courses

A student who has paid any tuition fees for a study period for a course other than an English-language course, and gives written notice of a withdrawal or an inability to study before the census date, will be entitled to a refund of tuition fees paid for the study period, less any non-refundable deposit, as set out in the student's written agreement (signed Letter of Offer).

Non-payment of fees

A student's enrolment has been cancelled for non-payment of tuition fees, the student will be entitled to a refund of any partial payment made less any non-refundable deposit, as set out in the student's written agreement (signed Letter of Offer). Any application fee paid will not be refunded.

Other circumstances

  • The Australian Government authorities refuse to grant a student visa.
  • A student visa is not granted in time for the student to start the course.
  • A student withdraws their visa application with the Australian Government before the commencement of the course.
  • A student does not submit a visa application.
  • A student fails to provide additional information to support their application, as requested by the University (e.g. statement of purpose or certified documents).
  • The University withdraws an offer based on incorrect, false or incomplete information provided by the student or their agent.

The student will be entitled to receive the total amount of the pre-paid fees the University received for the course in respect of the student minus the lesser of:

  • 5% of the total amount of pre-paid fees that the provider received in respect of the student for the course before the default day; or,
  • $500.

Any student who withdraws from their course after census date in a semester, or after the commencement of their VU English course, will not be eligible for any refund of tuition fees paid for that semester except on extraordinary humanitarian grounds at the discretion of one of the following:

  1. The Senior Vice-President, Future Students and Planning; or
  2. In the case of VU English students, the General Manager, VU English.

A student who gives notice in writing of an inability to undertake a course, or withdraws from the course at any time, will not be eligible for a refund of the Application Processing Fee.

A student who is granted intermission or reduced study load will have any Tuition Fees paid held as a credit on their account and treated as a payment against future study periods.

A student who is granted Permanent Resident status will be eligible for a refund of tuition fees paid for a semester, less a five hundred dollar ($500) service charge for the current semester, only if:

  1. the Permanent Resident status is granted on or before the census date for that semester, and
  2. the student presents evidence of their Permanent Resident status to VU International.

Permanent Resident status is recognised from the date officially recognised by the Department of Home Affairs, not the date on which the application for status is made.

A student who is granted Permanent Resident status after the census date for a semester will not be eligible for a refund of tuition fees paid for that semester. The student will be classified as an international student for the remainder of that semester.

A student who is granted Permanent Resident status prior to census date in a semester will lose their full-fee student place and must re-apply for course entry in competition with other course applicants for either government-supported places, or for domestic fee-paying places.

A continuing student who seeks to become a local fee-paying domestic student following a grant of Permanent Resident status, may have their pre-paid tuition fees carried over in the appropriate semester.

Where a student makes an overpayment of tuition fees, the overpaid amount will be refunded upon application without financial penalty. A memo is required from VU English to support English-language over-payments.

Before a refund can be processed, the funds covering the tuition fee must be available to the University, i.e. drafts cleared and telegraphic transfers received.

Refunds will be processed within four (4) weeks of receiving a successful online application, provided that all the relevant documentation has been received from the student.

Any notice given must be written in English and actually received by the University.

If a tuition fee has been paid by a sponsoring body or scholarship agency, any refund payable will be made to the sponsoring body or scholarship agency.

Victoria University must pay the refund to the following person:

  • the student, or
  • a person (other than the student) if that person is specified in the agreement to receive any refund. The specified person details must be included in the refund application.

Lodgement of application

To submit an application for a refund, follow these steps if you don't know your EAAMS login details.

Go to https://eaams.vu.edu.au/internationalforms and enter the following information:

  • student number (numbers only, 7 digits – i.e. 4561234, not s4561234)
  • date of birth
  • country of passport
  • passport number.

Complete the Refund of International Student Fees form and click Submit.


If you have an EAAMS login and are already using the application system EAAMS you can:

  1. log in to your account
  2. open your application
  3. click on the ‘Forms’ tab
  4. complete the Refund of International Student Fees form and click Submit.

Your agent may be able to provide you with your login details such as your username. If you do not know your login details to EAAMS, please use the login method above.


You can track the status of your application by logging in and viewing the 'Workflow step'. You don't need to open your refund application to view the Workflow step. Download a guide that explains the Workflow steps.

If you have questions about your refund, please email [email protected]. Note that refund applications received via email, PDF or paper form will not be accepted.

If you are having difficulties logging in, please contact [email protected].

VU Sydney students can apply for a refund by completing the Withdrawal/Refund Application Form and contacting the Associate Director, Students.

Review

A student whose refund application is not approved may apply to have the decision reviewed by the Director, Student Administration or the Campus Director and Principal (for VU Sydney students).

The application should be submitted within 10 working days of the date on which the notification of the decision was sent to the student.

The decision of the above delegates is final and there are no further appeal avenues within the University. External appeals may be available depending on the circumstances.