Supporting documentation guidelines

When you lodge various requests at Charles Sturt University, you may be asked to provide supporting documentation. This documentation is essential and will give you the best chance of your request being approved.

General requirements for file uploads

  • The maximum combined size for all uploaded attachments is 8Mb. If your files are larger than this, please contact Student Central for an alternative way to supply them.
  • Avoid using special characters in file names, like: + ! & # % ^ * ? @ = / \ | ` ; ~ ,
  • The document file types must be PDF, DOC, DOCX, JPG, JPEG, RTF, BMP or PNG. See below for circumstances when word documents will not be accepted.
  • Unfortunately we cannot accept compressed (ZIP) files.

Specific form requirements

Medical Circumstances

Please note: A non-Charles Sturt University medical certificate will only be accepted if it outlines:

  • Impact on studies
  • The duration of the illness
  • How the information was provided (via assessment or information provided by the student)
  • Is signed by the medical professional
  • Is not a word document

Please note: A photograph of a positive COVID-19 or Influenza test result is not acceptable as supporting documentation.

Non-Medical Circumstances

  • Letter from your employer
  • Letter from a person in the community -not related to you - who is aware of your situation
  • Statutory declaration
  • Death Certificate, Funeral Notice or letter from the Funeral Home
  • Flight Itineraries

Please note: Documents should be in English and the translation must be verified - see Verify Documents.

Study Access Plan

  • A Study Access Plan can now be used as supporting documentation.
  • Exacerbation of an existing, ongoing disability or condition for which a student has a study access plan in place.
  • The current, valid study access plan (SAP).

Please note:

  1. The special consideration request must be related to the condition(s) covered by the SAP.
  2. The SAP may only be accepted as evidence where the special consideration request is for an extension.

Exemptions

In the following circumstances documentation is optional:

  • If affected by a critical incident (as defined in the form such as a specifically identified natural disaster)
  • If applying for an exemption or partial exemption from a compulsory intensive (residential) school on the basis that you have completed the work to be taught at the intensive school previously

If Student Administration or Faculty require more information they will get in touch.

  • Transcript/s from previous institution/s
  • Subject Outline/s of the subject/s studied from previous institution/s
  • Proof of proficiency e.g. Letter from Employer

Exceptions

Not required for subjects previously studied at Charles Sturt University. Documentation must be verified if studying Bachelor of Teaching or if documentation is from outside of Australia. English translations must be provided.

No supporting documentation required, however you must consult with the Subject Coordinator prior to submitting the form.

  • Transcript/s from previous institution/s
  • Subject Outline/s of the subject/s studied from previous institution/s
  • Proof of proficiency e.g. Letter from Employer

Exceptions

Not required for subjects previously studied at Charles Sturt University. Documentation must be verified if studying Bachelor of Teaching or documentation is from outside of Australia

The same for Special Consideration form

Exceptions

None. All Review of Grade applications require an explanation of the reasons for applying.

No requirements, however you must consult with your Course Coordinator or Course Director prior.

Medical Circumstances

  • Charles Sturt University Medical Certificate
  • Medical Report from your treating practitioner (for chronic/ongoing conditions)
  • If a family member -
    • a brief but clear explanation of the health issue
    • where possible, a detailed letter of support from a medical practitioner for the family member
    • evidence of the relationship
    • evidence of return flights

Please note: A non-Charles Sturt University medical certificate will only be accepted if it outlines:

  • Impact on studies
  • The duration of the illness
  • How the information was provided (via assessment or information provided by the student)

Non-Medical Circumstances

  • Letter from a person in the community - not related to you - who is aware of your situation
  • Statutory declaration
  • Death Certificate, Funeral Notice or letter from the Funeral Home
  • Marriage Certificate or invitation
  • Compulsory military service notice
  • Flight Itineraries

Please note: Documents should be in English and the translation must be verified - see Verify Documents.

Medical Circumstances

Please note: A non-Charles Sturt University medical certificate will only be accepted if it outlines:

  • Impact on studies
  • The duration of the illness
  • How the information was provided (via assessment or information provided by the student)
  • Is signed by the medical professional
  • Is not a word document

Please note: A photograph of a positive COVID-19 or Influenza test result is not acceptable as supporting documentation.

Non-medical documentation includes:

  • Letter from Employer (on official letterhead)
  • Police reports
  • Death certificates, Funeral Notices and/or letter from the Funeral home
  • Flight Itineraries
  • Statutory declaration

Documentation should clearly outline the situation/circumstances. Be date-specific in terms of when the situation occurred and duration of the situation/ circumstances.

Medical Circumstances

  • Charles Sturt University Medical Certificate
  • Psychologist report
  • Medical Report from your treating practitioner (for chronic/ongoing conditions)
  • If a family member:
    • a brief but clear explanation of the health issue
    • where possible, a detailed letter of support from a medical practitioner for the family member
    • evidence of the relationship

Please note: A non-Charles Sturt University medical certificate will only be accepted if it outlines:

  • Impact on studies
  • The duration of the illness
  • How the information was provided (via assessment or information provided by the student)

Non-Medical Circumstances

  • Statutory declaration
  • Death Certificate, Funeral Notice or letter from the Funeral Home
  • Evidence of engagement with support services
  • Evidence of engagement with academic staff
  • Copies of emails, letters, promotional materials, contracts or agreements, provided by Charles Sturt University, Partners or an education agent

Please note: Documents should be in English and the translation must be verified – see Verify Documents.

Medical Circumstances

Please note: A non-Charles Sturt University medical certificate will only be accepted if it outlines:

  • Impact on studies
  • The duration of the illness
  • How the information was provided (via assessment or information provided by the student)
  • Is signed by the medical professional
  • Is not a word document

Non-Medical Circumstances

  • Letter from your employer
  • Letter from a person in the community -not related to you - who is aware of your situation
  • Statutory declaration
  • Death Certificate, Funeral Notice or letter from the Funeral Home
  • Flight Itineraries

Please note: Documents should be in English and the translation must be verified - see Verify Documents.

Study Access Plan

  • You can submit a valid Study Access Plan (SAP) that demonstrates the reasonable adjustments that are in place for your study, as part of your show cause against exclusion.

Please note:

  1. The special consideration request must be related to the condition(s) covered by the SAP.
  2. The SAP may only be accepted as evidence where the special consideration request is for an extension.

What supporting documentation do I need to submit with my application?

  • Current Centrelink income statement or,
  • Three recent payslips showing year to date income.

If you're currently in a de facto relationship or are financially dependent on your parent/s, please complete the Supporting Financial Declaration form and provide the documentation requested in the form.

Individual scholarships may required additional documentation to support the eligibility criteria. Please read carefully through the 'Eligibility', 'Guidelines' and 'How to Apply' tabs for the scholarship you wish to apply for.

How to verify your documents

Do you need to include official documentation with your application? If so, it may need verification as a true and accurate copy. Check below to see if your documents need to be verified.

You may need to have official documentation included with your application verified as a true and accurate copy. The following information explains if your documents do need to be verified. This is important, as documents not correctly verified will result in delays in the processing of your application and its consideration for admission. Please don't send originals as we don't return documents.

Here are some important changes to the requirements to have your supporting documents verified.

  • If you are an Australian citizen or permanent resident, the Australian documents supporting your application (e.g. transcripts of previous studies), no longer need to be verified as a true copy.
  • If you are an Australian citizen or permanent resident with overseas qualifications, you must submit verified copies only of your official overseas documents.
  • If you’re an international applicant, you can submit scanned verified copies or scanned original copies of all your official documentation, except for the courses listed here.

If you're applying for the following courses, you must submit verified copies of your previous awards and transcripts:

  • Bachelor of Teaching (Primary)
  • Bachelor of Teaching (Secondary)
  • Master of Teaching (Primary)
  • Master of Teaching (Secondary)

Documentation that has been issued by My eQuals does not require additional verification.

For Australian documents/qualifications only:

  • the official records department of the institution that originally issued the document(s)
  • anyone currently employed as a professional person
  • a bank manager or credit union branch manager; accountant (must be a member of a professional organisation); barrister, solicitor or patent attorney; police officer of the rank of sergeant and above; postal manager; principal of an Australian secondary college, high school, primary school or TAFE college
  • a Justice of the Peace with a registration number.

For international documents/qualifications:

  • your employed agent submitting your application and documents on your behalf
  • Australian Embassy official
  • High Commission or Trade Mission official
  • Public Notary
  • Australian Justice of the Peace with a registration number.

On each page you are submitting, they must write:

'This is a true copy of the original document sighted by me.'

Then sign and print the following details:

  • name
  • address
  • business hours telephone number
  • profession, occupation or organisation
  • the current date.

They must include the official stamp or seal of the verifier's organisation on the copy if the organisation has such a stamp.

In addition to the above, a Justice of the Peace must also print their registration number and the state in which they are registered as a Justice of the Peace.

Charles Sturt University is not permitted to process:

  • documents that have been verified by an immediate relative or a person residing at the same address as an applicant
  • photocopied documents that have not been verified
  • documents that have not been correctly verified
  • documents verified by a Justice of the Peace without a registration number.

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