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Supporting Documents for Fee Reversal and Withdrawn grade (Special Circumstances)

Supporting Documents for Fee Reversal and Withdrawn grade (Special Circumstances)

Fee reversal and/or Withdrawn grade

When you apply for a fee reversal and/or a Withdrawn (WDN) grade, make sure you provide the correct supporting documents as evidence of your special circumstances. These documents are different from those required for a special consideration, intermission or discontinuation applications.

Requirements

Your supporting documents need to show that your special circumstances:

were beyond your control
did not make their full impact on you until on or after the census date, and
made it impracticable for you to successfully complete the unit requirements.

Check the circumstance below to find out what kinds of documents you’ll need to submit with your application.

If your documents aren't in English, they must be translated by a NAATI-accredited translator.

If you give false information

It's important you give us information that’s true, accurate and complete - without intending to mislead or gain unfair advantage. If you make a false statement or provide a falsified supporting document, we won't approve your application and we'll refer the matter to the Academic Integrity team for an investigation into academic misconduct.

Do not, under any circumstances, submit fraudulent documentation

You’re responsible for making sure that the documents you supply to us are genuine, accurate and complete as per the Student Code of Conduct.

Before submitting your application, make sure your evidence meets these essential requirements.
1. Rights of verification and use of information
By submitting an application for special circumstances, you acknowledge and agree to the following:
- Monash College reserves the right to contact the issuing authority to verify the authenticity of any document or information provided.
- The College will assess all information you provide as part of your application. This includes your formal supporting documents, the details in your application form, and any related correspondence.
- Monash College reserves the right to reject supporting documentation or information that cannot be independently verified.
2. Language and translation requirements
All supporting documentation should be in English, clear and legible.
If your original documents are not in English, you must provide:
- a copy of the document in the original language, and
- a full English translation completed by a NAATI-certified translator in Australia.
3. Document integrity and quality
- Formats: Wherever possible, documents should be provided in PDF format. Ensure that all edges of the document are visible and that no information is cut off.
- Letterheads: Professional letters (from doctors, employers, or lawyers) must be on official company or clinic letterhead and include the signatory's name, contact details, and professional registration number (if applicable).
- Originals: You should retain your original physical documents. While we accept digital uploads, the College may request to see the original hard copy during the assessment process.
4. Right to request more information
Every application is unique. Monash College assesses each claim on its individual merits and reserves the right to request additional information or further evidence as required to make a full and fair determination of your eligibility. If you are asked to provide further documentation, respond within the specified timeframe to avoid delays or the potential rejection of your application.

Medical documentation clarifications

We’ve clarified the requirements for medical documentation from online or overseas medical providers. To make sure your application gets processed as quickly as possible, review the requirements outlined in the medical circumstances and family/personal circumstances sections of this page before you submit your application.

Supporting documents

Medical circumstances View

You can apply for special circumstances for medical reasons if you’ve experienced an acute serious illness, injury, or a mental health condition that made it impracticable for you to successfully complete the unit requirements.

You need to provide a letter from a doctor, counsellor or medical professional which outlines the impact of your medical condition on your ability to study. The letter must verify that the impact of your medical condition has changed to such an extent that you are unable to complete your unit requirements successfully. The letter should include:

the date your condition began and/or changed
a professional opinion on how the condition made it impracticable for you to complete your study requirements (e.g, you were unable to attend classes, sit a final assessment, or complete an assignment).
when it became apparent that you couldn’t complete your unit requirements successfully, and
the duration of the impact on your ability to study.

If your medical letter of support is backdated, it must:

certify that your medical professional consulted with you during the specific period of reported impact outlined in your application, or
include an explanation of how your medical professional determined your condition (e.g., through specialist reports or clinical markers) if they did not see you during the actual time you were impacted.

If you’re applying for special circumstances for consecutive teaching periods, your evidence must:

justify your decision to continue your studies, or enrol in further study, despite your prior circumstances.
explain what changed or unexpectedly worsened in the current period.
outline any proactive steps, medical advice or management strategies you followed to mitigate the impact and why these steps were ultimately insufficient.

Acceptable medical documentation

Your medical documentation must:

be from an AHPRA-registered health practitioner or a social worker accredited with the AASW;
be provided by a health practitioner whose expertise relates to your diagnosis and treatment; and
include your provider details: name, practice address, contact details, and AHPRA registration number or social worker registration number.

Acceptable documentation must be from an in-person consultation (or video/phone consultation if attending in-person was impractical).

Medical documentation issued without a consultation with a health practitioner won’t be accepted.

- Detailed GP statement
- A letter from a GP stating: The student’s pre-existing medical condition worsened significantly on 10 April. Symptoms of severe lethargy and an inability to concentrate made study and assessment preparation impracticable until 30 June.
- Specialist’s letter for physical Injury
- A letter from a physiotherapist or specialist regarding a sudden injury: Following a traumatic accident on 15 May, the student suffered injuries requiring cognitive rest and mobility restrictions. Consequently, they were unable to attend mandatory in-person lab sessions for 6 weeks.
- Hospitalisation with supporting impact letter
- A hospital discharge summary accompanied by a letter from a treating doctor explaining the recovery needs. For example: The student was admitted for emergency surgery from 2–5 June. Post-operative recovery required heavy medication and bed rest, preventing the student from sitting their final examinations from 6–30 June.

Examples of unacceptable evidence

Unacceptable evidence

Why it’s unacceptable

A brief medical certificate The student is unfit from 10 April to 14 April 2026.	Insufficient detail: It does not provide enough information regarding the severity of the impact or how the condition specifically hindered academic performance over the required period.
The retrospective letter A letter written in July stating: The student reported that they felt unwell back in March.	Lack of clinical history: Without records of the doctor seeing the student in March or supplementary notes on how the doctor came to the conclusion, the statement is based on hearsay rather than medical observation.
Vague or non-specific impact The student has been under my care for a chronic condition.	Failure to explain impact: It fails to explain why a pre-existing condition became a barrier during the specific assessment window or how it differs from the student's normal functioning.
Conflict-of-interest letters A letter written by a parent, spouse, or friend who happens to be a doctor.	Lack of professional independence: Documentation must come from an independent practitioner to ensure the clinical assessment is objective and unbiased.
Post-facto stress documentation A letter obtained the day after a failed exam stating the student was stressed.	Lack of prior history: Documentation provided only after a student has failed an assessment, without prior history, or an acute medical episode on the day.
Non-clinical practitioners A letter from a life coach, massage therapist, or religious leader.	Unrecognised credentials: The health practitioner who issues the document must be fully registered with the relevant body for that practitioner's expertise in the country in which you are enrolled

You may also include a record of hospital admission in addition to your medical letter to support your application.

If you’re registered with Disability Support Services (DSS), you’ll still need to provide supporting documents.

- Statutory declarations
- Laboratory test results
- Hospital identification wristbands
- Vaccination cards
- Prescriptions
- Receipts or tax invoices
- Photographs or medical images (for example, X-rays, CT scans or MRIs)

Family/personal circumstances View

Unforeseen financial difficulties View

Family violence or relationship breakdown View

Victim of crime or unexpected trauma View

You may apply for special circumstances if you have been the victim of a crime or have experienced a sudden, traumatic event that had a significant and unexpected impact on your studies.

Proof of the situation

Your evidence must verify that the event occurred and describe the impact on your academic capacity. We recommend providing the following:

Official incident documentation: A formal police report, an incident statement, or a report from an emergency service (such as Ambulance Victoria or the MFB). This must include the date of the incident and an official reference or case number.
A professional impact statement: A letter from a registered psychologist, trauma counsellor, or GP. This is particularly important if the primary impact is psychological, as it shows how the trauma prevented you from focusing on your studies, attending classes, or completing assessments.

The documentation should clearly state the:

Event date: Confirmation that the incident occurred on or after the census date (or that the traumatic impact peaked after that date).
Psychological, physical or legal impact: How the event disrupted your studies.

Your medical documentation must:
- be from an AHPRA-registered health practitioner or a social worker accredited with the AASW
- be provided by a health practitioner whose expertise relates to your diagnosis and treatment
- include your provider details: name, practice address, contact details, and AHPRA registration number or social worker registration number.
Acceptable documentation must be from an in-person consultation (or video/phone consultation if attending in-person was impractical).
Medical documentation issued without a consultation with a health practitioner won’t be accepted.
- Detailed GP statement
- A letter from a GP stating: The student’s pre-existing medical condition worsened significantly on 10 April. Symptoms of severe lethargy and an inability to concentrate made study and assessment preparation impracticable until 30 June.
- Specialist’s letter for physical Injury
- A letter from a physiotherapist or specialist regarding a sudden injury: Following a traumatic accident on 15 May, the student suffered injuries requiring cognitive rest and mobility restrictions. Consequently, they were unable to attend mandatory in-person lab sessions for 6 weeks.
- Hospitalisation with supporting impact letter
- A hospital discharge summary accompanied by a letter from a treating doctor explaining the recovery needs. For example: The student was admitted for emergency surgery from 2–5 June. Post-operative recovery required heavy medication and bed rest, preventing the student from sitting their final examinations from 6–30 June.

Examples of unacceptable evidence

Statutory declarations

You can include a statutory declaration with your application, but only in addition to other supporting documents. Your statutory declaration should explain what your circumstances are, how they’ve affected your ability to complete your unit requirements successfully, and when it became clear that you couldn’t successfully complete your unit requirements.

A statutory declaration is a written statement that you sign and declare to be true and correct in the presence of an authorised witness. You can be charged with a criminal offence if the information is false. To find out more, including how to obtain one and who can witness it, visit the Victoria State Government web page.

Monash College

Monash College

Supporting Documents for Fee Reversal and Withdrawn grade (Special Circumstances)

Fee reversal and/or Withdrawn grade

Requirements

If you give false information

Do not, under any circumstances, submit fraudulent documentation

1. Rights of verification and use of information

2. Language and translation requirements

3. Document integrity and quality

4. Right to request more information

Medical documentation clarifications

Supporting documents

Medical circumstances View

Acceptable medical documentation

Detailed GP statement

Specialist’s letter for physical Injury

Hospitalisation with supporting impact letter

Family/personal circumstances View

Proof of event

Supporting letter (impact statement)

Proof of the situation

Supporting letter (impact statement)

Unforeseen financial difficulties View

Proof of the situation

Family violence or relationship breakdown View

Proof of the situation

Victim of crime or unexpected trauma View

Proof of the situation

Detailed GP statement

Specialist’s letter for physical Injury

Hospitalisation with supporting impact letter

Statutory declarations

Employment-related circumstances View

Course-related circumstances View

Other extreme circumstances View