Notice of Referral and Hearing

(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. There are three actions the faculty may undertake for students who fall into these categories:

1. they may be excluded from their course and/or faculty for the following academic year; or
2. they may be allowed to continue their studies with enrolment conditions; or
3. they may be allowed to continue their studies with no conditions applied.

The letter will identify why the faculty is reviewing your academic progress and will ask you to explain your academic performance. The information you provide will assist the faculty in considering why you should not 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, please access the Web Enrolment System or fill out a Variation to Personal Details form at your faculty office.

Reality Check

Receiving a Notice of Referral and Hearing 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. This is a chance for you to explain about difficulties that have affected your studies.

Students who are taking Deferred/Supp Exams who may be at risk of unsatisfactory academic progress will receive a special Notice of Referral and Hearing. Your faculty may request you to return the Student Response Form before your results are released in February. If you are needed to attend an APC Hearing, this will be confirmed after your results.;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 and Hearing

• You may receive a letter saying that you do not need to attend an Academic Progress Committee Hearing and that you may continue in your course .
• You may receive a Details of Hearing letter informing you the time, date and venue of the APC Hearing you can attend in person (or by teleconference).
• Contact the Student Advisors at your campus Hub to discuss your visa implications.

You have the choice not to respond to this letter and take no action to provide reasons for your unsatisfactory academic progress.  If you choose not to respond on time, you will not be able to attend a hearing in person. Your academic progress will be considered in your absence by the APC and a decision will be made. You will not be able to appeal to the Exclusion Appeals Committee (EAC).

It is in your best interest to ensure you submit your Student Response Form with as much detail and supporting documentation as possible.  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, please access the Web Enrolment System or fill out a Variation to Personal Details form at your faculty office.