SHOW CAUSE – A Helpful guide

SHOW CAUSE EXPLANATION

You have received a “Show Cause” letter from the University because every semester the
university computer system generates a list of students with an unusual number of fails. Most
likely you have either:

ƒ Failed 50% or more of your enrolled subjects in your last two semesters (not including
summer semester).

ƒ Failed at least one subject on three occasions.

Some specific courses, and particularly postgraduate students, have slightly different criteria.

WHAT HAPPENS NOW?

If you do not reply to the University’s letter within the specified time frame the University will
assume that you no longer wish to study at Swinburne and remove you from the system. It is
therefore essential that you reply as soon as possible.

Although the University may provide you with a form on which to reply this form is not
compulsory. Feel free to use the form if you find it helpful but otherwise a letter to the
University in your own words is perfectly okay.

Presenting your case well in writing can make your job significantly easier when it comes to a
meeting with your Progress Review Committee. Indeed, if your case is sufficiently strong it
might even mean that you don’t need to meet with the committee at all.

THE BASICS

The letter must include:

ƒ The date
ƒ Your name and student number
ƒ A contact telephone number and email address
ƒ A contact mailing address

If you choose to write a letter instead of using the University’s form it is important to explain
the purpose of the letter. For example, “I am writing in response to the letter of December 6th
2006 asking me to show cause as to why I should not be excluded from the Bachelor of
Communication Design” course of which I am enrolled.

Explain why you think your results have not met University standards and why you think that
your performance will improve in the future.

Ensure you structure your letter properly with the address of the person you are sending it to
and the date at the top and that you sign and print your name at the bottom.
The address to send your reply to is listed in your show cause notification letter, however you
may also hand the reply in personally to your faculty administration office.

Once you have completed your letter it is a good idea to show it to either a Student Academic
Advisor at the Swinburne Student Amenities Association (SSAA) or someone you trust to
make sure it is clear and comprehensive. SSAA may also be able to make some suggestions
about things to add. Ensure that you make an appointment as you may not be able to see an
advisor on the spot, so don’t leave it until the last minute.
THE IMPORTANT STUFF

1. Provide an explanation for your performance

It is important that you give the committee a sense of why your performance has been poor.
It may be that you have experienced illness, a relationship breakdown, family problems,
difficult work commitments, financial problems, difficulties with English, taken some time
adjusting to University life or simply spent to much time partying – you wouldn’t be the first
student who got distracted by a social life!

Go into as much detail as necessary to make your situation clear to the committee however
remembering not to ramble, make sure it is clear and concise. For most people a few
sentences or a paragraph is sufficient.

Try and draw a link between any issues you have been dealing with and your academic
performance. If you have had family problems did you find it difficult to study at home? If you
had problems with childcare did you miss lectures as a result?

When you write your reply be polite and avoid blaming anyone else for your situation. If it is
someone else’s problem it’ll be hard to show what you can do to change that!

Be realistic with yourself about your circumstances and use the opportunity to think hard
about where you want to be in the future, including whether Swinburne is the best option for
you. The main value in talking about your circumstances is that it gives both you and the
university an opportunity to consider some ways to help you minimise or avoid any problems
you otherwise may experience in the future, so it’s important to be honest.

2. Say what you have done, or will do, to improve your performance

Once you have discussed any circumstances that have affected your performance the
committee will be looking for ways to ensure that these circumstances cease to interfere with
your studies.

If your problems have already been resolved and you are confident that they will not recur
then say so. For example, if you were in hospital during the semester but are now better the
problem has been resolved and you can get on with your studies. Alternatively, if you’ve
been having problems keeping up with a job outside of university you may have now reduced
your hours or shifts.

If your circumstances have not yet changed you need to explain what you are planning to do
to change things in the future. For example, you might plan to see a counsellor or maybe
take some study skills workshops. In some cases you may need to manage your situation
better and agree to receive more support.

Take some time to think about your needs and what services are available at Swinburne and
in the community. Consider things such as counselling, study skills training, stress
management sessions, housing advice, financial advice and disability support services (for
students with disabilities, medical or mental health conditions).

FINAL HINTS

If you can supply evidence to support any of your claims then do so. For example you may
include medical certificates or a letter form your employer.

Keep a copy of your letter and any supporting documentation. We recommend that you
attach photocopies to your reply and bring originals with you if you are asked to attend a
Progress Review meeting.
Start now, don’t wait. Make sure you are clear about deadlines.

Continue attending classes and handing in any paperwork required of you including
assignments and reenrolment forms at least until your case is finalised.

SSAA employs Student Academic Advisors to assist you to write your reply and help you with
your case. They can also attend with you if you are asked to meet the Progress Review
Committee.

Regardless of how confident you feel about your case, in our experience students always do
better if they seek support.

For further assistance and information contact the SSAA on one of the following numbers:

Hawthorn – 9214 5445