1. The purpose of our procedure
Our procedure explains how students may request:
- a formal decision review of appealable decisions made by Adelaide University
- a formal student appeal of appealable decisions made by Adelaide University.
This procedure outlines the eligible appealable decisions, how we assess decision review and appeal applications and determine an outcome, and how we continuously improve our processes under this procedure.
Please read this procedure in conjunction with the Student Complaints and Appeals Policy.
2. Who our procedure applies to
This procedure applies to:
- current and past students (all referred to in this document as ‘students’) who, in the course of their interactions with Adelaide University, wish to seek a review of, or appeal, an appealable decision
- University staff with responsibility for an appealable decision that is under decision review or appeal (respondents), and staff with responsibility for managing a decision review or appeal process.
2.1 Inclusions
A student may seek decision review of, or appeal (as applicable, see section 3.1 below), a decision regarding the following:
- academic misconduct, under our Academic Misconduct Procedure
- academic progress, including preclusion, under our Academic Progress Procedure
- application for transfer or release under our Student and Program Transfers Procedure
- coursework assessment, for:
- a denial of an application for variation, under our Variations to Assessment Procedure
- a denial of a re-mark or re-submission, under our Assessment Procedure
- a dispute about a final grade, under our Grading Procedure.
- enrolment under our Enrolment Procedure, including amendment to enrolment and fees and, for international student visa holders, notice of intention to cancel a Confirmation of Enrolment (CoE)
- an examination outcome in a graduate research program, under our Graduate Research Candidature Procedure
- medical leave, under our Student Health Assessment and Leave Procedure
- an outcome of a Student Misconduct Tribunal, under our [Student Misconduct Procedure]
- a refund of First Tuition Payment for commencing international students, under our Student Refund Procedure
- a suspension or termination of candidature for graduate research students, under our Graduate Research Candidature Procedure
- any other matter where an Adelaide University policy or procedure identifies a decision as being formally appealable under our Student Appeals Procedure.
2.2 Exclusions
This procedure does not apply to:
- past students where more than 12 months have passed since the relevant appealable decision occurred
- prospective students
- matters under the jurisdiction of external regulators
- student appeals covered by another University policy or procedure
- student complaints, which are covered by our Student Complaints Resolution Procedure
- matters that are otherwise not designated as appealable decisions.
This procedure authorises the Executive Director - Student and Academic Services to maintain associated protocols.
3. Our student appeals procedure
For each decision review and appeal process in this procedure, consult the [Student Complaints and Appeals] webpages for process maps, support services, lodgement and outcome timeframes, contact information and online forms.
Some appealable decisions require a student to apply for decision review before appeal. Others require a student to proceed directly to appeal.
3.1 What we consider under our student appeals procedure
Section 2.1 (above) lists appealable decisions eligible to be considered under this procedure.
3.1.1 Matters for decision review
The following appealable decisions require a student to apply for a decision review before being eligible to appeal:
- an academic misconduct decision taken by an Academic Integrity Officer, under our Academic Misconduct Procedure.
- an application for transfer or release under our Student and Program Transfers Procedure.
- an assessment decision, for:
- a denial of an application for variation, under our Variations to Assessment Procedure
- a denial of a re-mark or re-submission, under our Assessment Procedure
- a final grade dispute, under our Grading Procedure.
- conditions applied to a continued enrolment decision, under our Academic Progress Procedure.
- an enrolment decision under our Enrolment Procedure, including as regards amendment to enrolment and fees and, for international student visa holders, notice of intention to cancel a CoE.
- a refund of First Tuition Payment for commencing international students, under our Student Refund Procedure.
- a suspension of candidature decision, under our Graduate Research Candidature Procedure.
3.1.2 Matters for appeal
The following appealable decisions require a student to proceed directly to an appeal:
- an academic misconduct decision by an Academic Integrity Review Committee, or a Formal Inquiry decision, under our Academic Misconduct Procedure
- an examination outcome decision in a graduate research program, under our Graduate Research Candidature Procedure
- a medical leave decision, under our Student Health Assessment and Leave Procedure
- a preclusion decision, under our Academic Progress Procedure
- an outcome of a Student Misconduct Tribunal, under our [Student Misconduct Procedure]
- a termination of candidature decision for graduate research students, under our Graduate Research Candidature Procedure.
3.2 Grounds that allow a student to seek decision review or appeal
Before applying for decision review or appeal, a student may seek clarification or feedback on the decision from the respondent.
Unless an Adelaide University policy or procedure specifically provides otherwise, we limit grounds for decision review or appeal to the following:
- new evidence, not previously available, which would have materially impacted the decision
- relevant University policy or processes were not followed
- the penalty applied is disproportionate or unreasonable in the circumstances.
Applications that do not specify relevant grounds will not be accepted.
3.3 Decision review and appeals timeframes
A student must lodge their application using the online application form via our Student Forms webpage within 20 working days of the date of the appealable decision. Where the decision relates to an assessment or grading outcome, the student must lodge their application within 10 working days (or five working days for six-week online teaching periods).
We may accept late applications where a student can demonstrate that extenuating circumstances prevented them from making a timely application, and they have since applied as soon as they reasonably could.
We begin assessment of a decision review or appeal within 10 working days of the application being lodged in accordance with this procedure and aim to finalise its outcome as soon as practicable.
Detailed timeframe information is available on the [Student Complaints and Appeals] webpages. If we expect to exceed a standard timeframe - for example, due to the complexity of a matter - we will inform the student and respondent and provide progress updates at agreed intervals.
3.4 How we protect privacy and seek a student’s informed consent to share information
We inform students at the outset that their personal information will be handled in accordance with Adelaide University’s Privacy Policy.
We treat matters in the strictest confidence and only disclose information where necessary to assess or resolve the case, or to meet our legal obligations.
We seek a student’s consent, through the appeal lodgement form, to share the information they provide confidentially with others involved in the decision review or appeal process.
3.5 How we ensure students can access advocacy and support
Students are entitled to draw on our student advocacy and support services at any stage in the decision review or appeal process, and we encourage them to do so.
We direct students to information about relevant internal services such as our Student Care Advocates and, where appropriate, to relevant external services. Students may bring a support person with them when attending meetings with the University during the decision review or appeal process.
3.6 Our decision review/appeal process
The process comprises three main steps:
- a student lodges their application
- we consider the application’s eligibility to be assessed. If eligible, it proceeds to assessment by a designated decision review officer (or delegate) or appeal assessor as applicable. In the case of an appeal, the appeal assessor may recommend its referral to the Student Appeals Committee
- once an outcome has been determined, we inform all parties, with reasons (and direct the student to further available avenues for their appeal if applicable). We lodge a written record of the case on our student appeal management system.
3.6.1 Lodgement of a decision review or appeal application
A student must lodge their application within the required timeframe (see section 3.3 above).
They may lodge their application directly via the online appeal lodgement form accessed via our Student Forms webpage. Where they are unable to use the online form, they may contact Student Complaints and Appeals by phone or email to discuss alternative options for lodging their application. A student may seek assistance from a Student Care Advocate to complete and submit their application.
An application must include all relevant information and clearly set out the grounds for the decision review or appeal.
3.6.2 Assessment of a decision review or appeal application
We begin assessing an application within the required timeframe (see section 3.3 above), and follow the steps outlined below:
- acknowledgement of receipt of the lodged application
- check eligibility to confirm the application was submitted on time, meets the criteria for decision review or appeal, and is complete. The staff member responsible may contact the student for clarification, request further information, or make additional enquiries
- if the application is ineligible for assessment, the staff member will notify the student in writing via their Adelaide University email, explaining the reasons for this outcome
- if the application is eligible, we will appoint a decision review officer or appeal assessor, as appropriate. They will:
- inform the student and the respondent that the application will be considered
- direct the student to information about the decision review or appeal assessment process, the scope of what can be considered, and potential outcomes
- direct the student to information about suitable advocacy and/or support services, including our Student Care Advocates
- assess the student’s submission and supporting evidence alongside any other relevant information and the applicable Adelaide University policies and/or procedures, to determine whether grounds are apparent. Where needed, they may make further enquiries – such as speaking with the student or the respondent – to clarify or verify key points.
- for appeals, the appeal assessor will recommend referral to the Student Appeals Committee when:
- the appeal raises complex issues that require committee consideration
- the appeal relates to a Formal Inquiry decision under our Academic Misconduct Procedure or a Student Misconduct Tribunal decision.
- For all other appeals, the appeal assessor will explore whether a mutually agreeable resolution can be negotiated between the student and the respondent.
If a decision review is successful or, if an appeal results in a negotiated outcome, the process concludes. We will then:
- confirm the outcome in writing to the student and relevant parties via their Adelaide University email, including reasons for the decision
- notify the appropriate staff responsible for implementing any required actions promptly.
3.6.3 When a decision review application is not successful
When a decision review officer determines that an application does not meet the stated grounds, they will inform the student in writing via the student’s Adelaide University email, provide reasons and outline the available options - including the option to appeal within 20 working days of the decision review outcome via a new application using the online appeal lodgement form.
If the student does not appeal, the original decision will be implemented after 20 working days have elapsed following the outcome.
3.6.4 When an appeal resolution is not reached by negotiation
When a mutually agreeable resolution of an appeal is not reached through negotiation between the student and the respondent, but the appeal assessor has determined that there may be grounds, the Senior Manager, Complaints, Appeals and Conduct will determine whether the appeal will be referred to the Student Appeals Committee.
3.6.5 Student Appeals Committee
The Student Appeals Committee is a standing committee of Academic Board.
Decisions of the Committee are final within Adelaide University.
A meeting of the Committee (which may be in person and/or online) will convene in accordance with its Terms of Reference. The meeting will be held within 20 working days of the referral being received, or otherwise as soon as practicable.
The Committee will give the student a minimum of five working days’ written notice of the meeting via the student’s Adelaide University email or other designated email account. The student will be invited (but not obliged) to attend to present their appeal in person. They may bring a support person, who may be a Student Care Advocate. Where an in-person meeting is scheduled, the student and their support person (if applicable) may attend online at the discretion of the Chair. The Committee will take any reasonable action necessary to accommodate any special needs of the student to participate in the meeting.
The notice of the meeting will advise the student of the names and roles of the panel members participating in the meeting, and of the information that will be provided to it (and provide copies of relevant documents that were not produced or submitted by the student).
The Committee may invite the respondent (and/or, where applicable, the decision review officer) to respond to the stated appeal grounds or key points in the appeal, either in writing or by attending part of the meeting.
In assessing an appeal, the Committee may make further enquiries. It has the authority to affirm, overturn, or vary an appealable decision, or refer matters back to the respondent for reconsideration, with recommendations. The Committee will:
- inform the student in writing of the outcome of the appeal, with reasons, within 10 working days of its decision
- advise the student of any impact on their enrolment (for international student visa holders, on their CoE and student visa conditions) and, where the Committee has denied an appeal, their option to consult the Adelaide University Student Ombud and seek external review by a relevant external agency
- notify the appropriate staff responsible for implementing any required actions promptly.
Where the Committee denies a student’s appeal, the decision that was appealed will be implemented (except where section 3.7.1 below applies).
3.7 Our guidance on external review
A student may seek an external review of their appeal with an external agency once all internal appeal processes described above have been completed. We encourage students to first contact the Adelaide University Student Ombud to discuss their options. The Student Ombud is authorised to respond to student appeals only after all internal appeal processes have been exhausted.
We will inform the student, within 10 working days of finalising the internal appeal, of how to access the National Student Ombudsman and any other relevant external review avenues. External reviews typically focus on whether the University followed its policies and procedures, rather than reconsider an appeal outcome.
3.7.1 International students on a student visa
An international student on a student visa who has been precluded from their coursework degree or who has been suspended or terminated for unsatisfactory progress in their graduate research degree, and who intends to raise an external complaint, must notify the Student Appeals team in writing via their Adelaide University email, within 10 working days of the outcome, that they have done so. This is to ensure their CoE is maintained during the external complaint process. However, the student will not be permitted to enrol in additional courses at this time and will be unenrolled from any future teaching period. A failure to notify within the required timeframe that they have raised an external complaint will result in the implementation of the appeal outcome and cancellation of the student’s CoE, which may affect their student visa.
We will report international students with a student visa who have been suspended or expelled for misconduct (including academic, research or student misconduct) to the Australian Government immediately following the outcome, and their CoE will be cancelled, even if they intend to make an external complaint.
3.8 Our approach to the withdrawal of an application
A student may withdraw their decision review or appeal application at any time. They must communicate their withdrawal of a decision review or appeal in writing from their Adelaide University email address to the decision review officer or appeal assessor (as applicable), who will inform all parties.
We reserve the right to continue to investigate a withdrawn decision review or appeal and to act in response to the outcome of investigations, if this aligns with our broader duty of care and responsibilities.
3.9 Our record-keeping processes
We maintain a written record of all decision reviews and appeals on our student appeal management system, including relevant documentation, the outcome (including withdrawals), and follow-up actions (See [Records Management Procedure]).
3.10 Our approach to continuous improvement
We use information provided by students during a decision review or appeal process as feedback to inform continuous improvement of Adelaide University services and processes. We review decision review and appeals data regularly. We report deidentified data analysis and how we are addressing decision review and appeals trends and issues to relevant University governance forums for review.
To inform the continuous improvement of our decision review and appeals processes, we routinely monitor them and encourage students to provide written feedback on their experience.
Adelaide University Council receives a report every six months. The report includes:
- analysis of decision review/appeals trends
- identification of underlying causes of trends and actions taken to address them
- description of the review and improvement activities undertaken relating to student appeals management.
4. Who holds a responsibility within this procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
4.1 A student applying for a decision review or appeal is required to:
- follow the relevant processes outlined in this procedure and set out in further detail in the [Student Complaints and Appeals] webpages
- adhere to designated timeframes.
4.2 Respondents and staff responsible for the management and assessment of a decision review or appeal are required to:
- follow the relevant processes as outlined in this procedure and as set out in further detail in the [Student Complaints and Appeals] webpages
- adhere to designated timeframes.
Responsible staff include:
- appeal assessors:
- staff in our central Complaints and Appeals team who are authorised to assess whether an appeal has grounds, negotiate outcomes with decisionmakers, and recommend referral of an appeal to the Student Appeals Committee (referral must be authorised by the Senior Manager, Complaints, Appeals and Conduct).
- decision review officers:
- senior University staff with responsibility for assessing a decision review application. They may be a supervisor of the respondent or have responsibility for the local area in which the decision was made. We publish information about decision review officers via the [Student Complaints and Appeals] webpages.
4.3 The Student Appeals Committee is required to:
- convene in accordance with its Terms of Reference and determine the outcome of an appeal within the designated timeframe.
4.4 The Adelaide University Student Ombud may:
- investigate matters if raised with them by a student, once all internal appeal processes have been exhausted.
5. Definitions used in our procedure
Please refer to our Adelaide University glossary for a full list of our definitions.
Appealable decision means a decision made by Adelaide University that is eligible to be formally reconsidered under our Student Appeals Procedure.
Confirmation of Enrolment (CoE) means an official document issued by Adelaide University to international students to confirm enrolment status, required for student visa holders by the Australian Government.
Decision review means a formal reconsideration, requested by a student, of a designated appealable decision made under an Adelaide University policy or procedure, which is required before proceeding to appeal.
National Student Ombudsman means the free and independent external service established under the Commonwealth Ombudsman for students to resolve complaints about their higher education provider in Australia.
Preclusion (from a program) means cancellation of a student’s enrolment in that program and, for 12 months, a prohibition on enrolment in that program, any cognate program at the same level, or any program at a higher level.
Prospective student means a person who has contacted Adelaide University, or an agent representing Adelaide University, with the intent of becoming a student.
Respondent means an individual with responsibility for the alleged experience that is the subject of a student complaint, or for the appealable decision that is the subject of a student appeal.
Student means a person enrolled in an Enabling Program, award or non-award coursework study, a research program, or a short course or microcredential at Adelaide University.
Student appeal means a formal reconsideration requested by a student of a designated appealable decision made under an Adelaide University policy or procedure.
Student Care Advocate means an Adelaide University Student Association staff member who can provide independent advice, information and support to facilitate informed student engagement with University processes. Student Care Advocates can assist students in preparing informal and formal responses to the University, and can accompany them to any informal or formal University meeting or process. With student consent, they may speak and advocate for students at meetings with the University.
Student complaint means an expression of dissatisfaction by a student about an aspect of their experience at Adelaide University or with agents or other related parties who act on behalf of the University; under our Student Complaints and Appeals Policy, we take the terms ‘complaint’ and ‘grievance’ to be synonymous.
Student Ombud means the Adelaide University staff member who acts as an independent, confidential and impartial dispute resolution officer for students after all other internal complaint processes or avenues of appeal have been exhausted. The role is an ‘advocate for fairness’, not an advocate for an individual or for the University. On some occasions, the Student Ombud may make recommendations to the University for improvements or request reconsiderations of resolutions. The service can offer students an assessment of their complaint or appeal and the extent to which the University has followed its own policies and procedures, before they contact an external agency.
Support person means any individual who is not a legal practitioner who provides support and assistance to a student during a student complaint or appeal process.
Working days means the weekdays from Monday to Friday inclusive, excluding public holidays.
6. How our procedure is governed
This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.
| Parent policy | Student Complaints and Appeals Policy |
|---|---|
| Policy category | Academic |
| Approving authority | Co-Vice Chancellors / Vice Chancellor and President |
| Policy owner | Deputy Vice Chancellor - Student Experience and Success |
| Responsible officer | Executive Director - Student and Academic Services |
| Effective from | 19 December 2025 |
| Review date | [6 months after the date this version is approved] |
| Enquiries | Interim Central Policy Unit / [Central Policy Unit] staff.policy.enquiries@adelaideuni.edu.au |
| Replaced documents | None |
7. Legislation and other documents related to our procedure
Refer to the Delegation Policy for all delegations at Adelaide University.
| Category | Documents |
|---|---|
| Associated procedures |
Graduate Research Candidature Procedure [Investigating and Managing Research Conduct Procedure] [Records Management Procedure] [Staff Misconduct Procedure] Student Complaints Resolution Procedure Student Health Assessment and Leave Procedure [Student Misconduct Procedure] |
| Related policy documents | [Academic Freedom and Freedom of Speech Policy] [Code of Conduct and Values (Staff)] [Student Code of Conduct] [Equity and Inclusion Policy] [Gender-Based Violence and Sexual Harm Policy] [Information Governance Policy] Student Complaints and Appeals Policy |
| Referenced legislation | Freedom of Information Act 1982 (FOI Act) (Cth) Higher Education Standards Framework (Threshold Standards) 2021 Sections 2.3.3, 2.4.1, 5.3.5, 6.1.1, 6.2.1.j, 7.2.2.f, 7.3.1.l |
| Related legislation |
National Code of Practice for Providers of Education and Training to Overseas Students 2018, Standard 10: Complaints and Appeals (latest version 5 May 2025) Ombudsman Act 1976 (latest version 15 February 2025) |
| External references | Statement of Regulatory Expectations: student grievance and complaint mechanisms, Tertiary Education Quality and Standards Agency (TEQSA), 3 October 2025 |
8. History of changes
| Date approved | To section/clauses | Description of change |
|---|---|---|
| 19 December 2025 | N/A | New procedure |
At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.