Notice of Referral

(previously called a Show Cause letter)

Definition

This is a letter sent in December to the registered address of all students who have passed less than 50% of their enrolment for the year or failed a compulsory unit twice or who have not met conditions previously set. Students who fall into these categories may be excluded from their course if they do not satisfy the faculty that they should be allowed to continue. The letter asks the student to explain their academic performance in order not to be excluded.

Please note: You must ensure that your current postal address is recorded on the university student system. If you are going to be away from this address during the university vacation period you must ensure that you provide the university with a postal address where you can be reached during this time. To change your address use your My.Monash portal or fill out the change of details form at your faculty office.

Reality Check

Receiving a notice of referral does not mean you are being excluded.
You have been sent this letter because your faculty is asking you to explain your performance in the last year. You MUST reply to this letter within the specified timeframe or you will be automatically excluded. This is a chance for you to explain about difficulties that have affected your studies.

Students who will be taking deferred/supp exams are not required to formally respond to the notice of referral until after the results of these exams are available in February. But we suggest you start preparing your response now just in case.

Reflect

Think about what you want to say to the university about your studies. Start considering where you are and where you want to be.

Contact

• Letter writing guide

If your campus holds Academic Progress Committee group advice sessions these will be indicated in your Notice of Referral or advertised on this website, and will be most useful for you.

If you need further assistance contact:

• Student Rights at your campus:
  • Berwick
  • Caulfield
  • Clayton
  • Gippsland
  • Peninsula
  • Pharmacy
• Counselling
• Faculty Administration
• Student Adviser Hubs (for international students)

Explain

What information/advice/assistance do you need in order to write your letter?

What does the Academic Progress committee want to see in the letter?

• An explanation for your performance which indicates that you have a clear understanding of why you failed.
• An explanation of how your issues have affected your study?
• Details of steps you have taken to ensure that your performance will improve in the immediate future.
• An explanation of why do you want to continue in the course you are enrolled in.
• Supporting documentation for your personal circumstances, particularly documentation which provides evidence that you are actively seeking to prevent a re-occurrence of the circumstances that contributed to your poor performance.

Prepare

You may need to

• Review your study techniques
• Take the first steps to deal with personal issues

So that you can explain to the APC how things will be different next year.

Implications

Possible outcomes following your response to the Notice of Referral

• You may receive a letter saying that you do not need to attend an Academic Progress Hearing and that you may continue in your course
• You may receive a letter saying you may continue but “on specific conditions” which will be outlined in the letter. You must comply with these conditions if you do not wish to appear before the APC in the following year.
• You may receive a letter asking you to present in person to an Academic Progress Committee hearing.
• International students - Visa implications.

If you ignore this letter the committee will consider your case in your absence and there is a very real possibility that you will be excluded.

Please note: You must ensure that your current postal address is recorded on the university student system. If you are going to be away from this address during the university vacation period you must ensure that you provide the university with a postal address where you can be reached during this time. To change your address use your My.Monash portal or fill out the change of details form at your faculty office.