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Show Cause

Updated: 4 days ago

Responding to a Show Cause Notice 


If you have received a Show Cause Notice from Swinburne, it is important to take action as soon as possible. SSA Advocacy Service (SAS) can support you through this process and help you prepare a strong response. 


What is a Show Cause Notice? 


A Show Cause Notice is issued when Swinburne determines that your academic progress is unsatisfactory. You are being asked to "show cause"—that is, explain why your enrolment should not be cancelled due to continued poor academic performance. 


If you are a part time local student, you may receive Show Cause Notice if: 


  • You have been previously identified as ‘at risk’ and your academic progress has not improved. 

  • You failed more than 50% of your enrolled units for two consecutive progress review periods, or 

  • You failed the same unit for a third time. 


If you are a full-time local or international student, you may receive Show cause Notice if: 


  • You have been previously identified as ‘at risk’ and your academic progress has not improved. 

  • You have failed 50% or more of your units across two consecutive progress review periods, or 

  • You have failed the same unit for a third time. 


If you are an ELICOS student, you may receive Show Cause Notice if: 


  • You failed your ELICOS unit for a second time. 


You have failed Work Integrated Learning (WIL) or placement units. 


The notice will provide a deadline by which you must submit your response.


Failing to respond may result in your enrolment being cancelled. 


More information is available in the Swinburne Academic Progress Procedure 

 

What Does "Show Cause" Mean? 


To "show cause" means to submit a written statement and evidence explaining: 


  • Why your academic progress has been unsatisfactory. 

  • What personal, academic, health, or other factors affected your performance. 

  • What steps you have taken, or will take, to improve your performance moving forward. 

  • Why you should be allowed to continue your course. 


SSA Advocates can help you understand what to include and how to present your case. 


What are the grounds for a strong response? 


A strong Show Cause response will usually: 


  • Acknowledge your academic performance and take responsibility where appropriate. 

  • Explain the factors that contributed to the unsatisfactory progress (e.g., illness, personal hardship, mental health challenges). 

  • Provide supporting documents (e.g., medical certificates, counselling letters, statutory declarations). 

  • Demonstrate that you are now in a position to improve your academic performance. 

  • Include a clear plan of action for how you will succeed in future study periods. 


How do I prepare my Show Cause Response? 


Follow these steps to prepare your response: 


  1. Read the Notice Carefully Understand the reasons you have been asked to show cause and the deadline for your response. 

  2. Write Your Statement Explain the challenges you faced, how they affected your studies, and what changes you have made. Be honest and reflective. 

  3. Gather Supporting Documents Include any relevant evidence, such as: 

    1. Medical certificates 

    2. Letters from counsellors or support professionals 

    3. Police reports or legal documents 

    4. Statutory declarations 

    5. Academic plans or learning access plans. 

  4. Create an Action Plan Show how you plan to improve. This may include: 

    1. Reducing your study load 

    2. Accessing support services 

    3. Time management strategies 

    4. Ongoing health or counselling treatment 

  5. Submit by the Deadline Submit your full response, including your statement and all supporting documents, through the Swinburne portal or as instructed in the notice. 


Is there a template for the statement? 


Yes! SSA Advocates can provide a template to help you structure your response clearly and effectively. We can also review your draft and give feedback before you submit it. 


What happens after I submit my Show Cause Response? 


Your response will be reviewed by the panel and the panel will consider: 


  • The reasons you provided for your academic performance. 

  • The evidence you submitted. 

  • Whether your plan for improvement is realistic and achievable. 


You may be: 


  • Allowed to continue in your course (with or without conditions). 

  • Required to take a break from study (e.g., suspension for a period). 

  • Excluded from your course (enrolment cancelled). 


What If I am excluded from my course? 


If your enrolment is cancelled, you have the right to appeal the decision. SSA Advocates can support you in preparing your appeal. 

It is important to act quickly—appeals must be submitted within 21 working days from the date of the exclusion notice. 


Where can I get help? 


SSA Advocates can: 


  • Help you understand the Show Cause process. 

  • Provide a statement template. 

  • Review your draft and suggest improvements. 

  • Help you prepare supporting documents. 

  • Support you if you need to appeal a decision. 


If you have received a Show Cause Notice, contact SSA Advocacy Service (SAS) as soon as possible to book an appointment. We are here to support you every step of the way.







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