Student

DEAKIN UNIVERSITY STUDENT ASSOCIATION INC.

STUDENT ADVOCACY &

TO ACADEMIC PROGRESS

SUPPORT SERVICE

EASY GUIDE

DUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

The Advocacy team can assist you to build your

academic and personal resources and support

systems to help you enjoy your time at Deakin.

HELPING STUDENTS SUCCEED | 2

CONTENTS

Academic Issues 09

SECTION 2.3

Who is this Easy Guide for? 04

SECTION 1

Personal Issues 05

SECTION 2.1

Medical Issues 07

SECTION 2.2

Proposed Conditions Letter Template 12

SECTION 3.1

Proposal to Exclude Letter Template 14

SECTION 3.2

What’s Next? 16

SECTION 4

FAPC Review Meeting Process 18

SECTION 5

DUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

Join DUSA! Although you don’t need a membership to

access the free Advocacy service, joining our community

and becoming a DUSA member provides you with a range

of perks, discounts and opportunities.

HELPING STUDENTS SUCCEED | 4

SECTION 1

This guide is designed for Deakin students who have received an Academic Progress letter from a Faculty Academic Progress Committee. If you’ve received one of these letters and you are thinking of applying for an Academic Progress Review, this is the guide for you.

There are three levels of Academic Progress letters that students may receive depending on their academic results:

1. Letter inviting a student to seek supportThis letter is sent if you are at risk of unsatisfactory progress. It advises you about support services that are available to help you improve your academic performance. This letter may also invite you to attend a meeting with a Deakin staff member (such as a course adviser) for assistance with preparing a plan to address any issues affecting your academic performance or to plan your course.

2. Letter proposing conditions on a student’s enrolmentThis letter is sent if you are making unsatisfactory progress. Conditions are proposed by the committee to help you improve your academic performance. Proposed conditions may include: requiring you to pass certain units, limiting the number of units you can take, specifying which units you can take, and/or requiring you to transfer into another course.

3. Letter proposing to exclude a student from their courseThis letter is sent if you are continuing to make unsatisfactory progress, haven’t met conditions previously placed on your enrolment, or have exceeded the maximum period of study or failed a placement on two occasions. You can accept the exclusion or suggest an alternative action by demonstrating the circumstances that have affected your academic performance and the actions you’ve taken/plan to take to address these factors.

WHO IS THIS Easy Guide FOR? What does this Easy Guide cover?

This guide provides information and advice about how to respond to an Academic Progress letter that proposes either conditions on your enrolment or an exclusion from your course.

We have designed this guide to prompt you to identify issues or circumstances that have impacted your academic performance and to prepare a plan of action to improve your academic performance.

In this guide we explain how to do a Written Submission (i.e. letter and supporting documents) and what to expect at a Review Meeting.

How can the DUSA Advocates help?

This Easy Guide is produced by DUSA’s Student Advocacy and Support Service. DUSA Advocates are professional, experienced staff who provide free, independent and confidential support regarding academic and personal matters to all Deakin students. Advocates provide support to students in face-to-face appointments, by phone and via email.

An Advocate can assist you to understand the Academic Progress letter, assess your situation and consider possible courses of action. If you decide to apply for an Academic Progress Review, an Advocate can review your draft written submission and provide you with suggestions about how to strengthen it. An Advocate can also accompany you to the review meeting as your support person.

Please don’t hesitate to contact the DUSA Advocates to ask for this assistance.

SECTION 1

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DUSA | ADVOCACY – EASY GUIDE TO SHOW CAUSE

SECTION 2.1: PERSONAL ISSUES

Housing Work Family• Do you have unstable accommodation?

• Are you having issues in your share house?

• Do you have issues with your landlord?

• Is your house suitable to study in?

Support: • Consider contacting Deakin’s off campus housing service to explore alternative housing options

• Deakin Student Legal Service can assist in matters to do with your landlord

Evidence:

• Lease agreement

• Letter from Lawyer

• Statutory Declaration

• Are you working full-time and unable to keep up with your studies?

• Have your work hours changed?

• Are you having difficulties finding employment?

• Do you work night shift? Support:

• Consider eligibility for Centrelink payments to support your study. You could also consider studying part time. Could you obtain more regular hours/shifts?

• Consider registering with Deakin Talent to find employment or volunteer opportunities

Evidence:

• Change in work hours; Centrelink statement or payslips

• Letter from your employer

• Letter of resignation

• Trimester and weekly planner

PERSONAL ISSUES

DUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

• Are you having relationship issues?

• Has there been a separation or divorce?

• Are family beliefs or obligations impacting your studies?

• Are you the first to attend University in your family?

Support: • Consider Deakin Counselling service for further support

• Consider linking in with a Faculty Mentor: Business and Law Arts and Education Science, Engineering and Built Environment

Health

Evidence:

• Letter from Counsellor • Letter from Lawyer

• Statutory Declaration • Letter from Doctor

• Correspondance showing contact with mentor program

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SECTION 2.1

SECTION 2.1: PERSONAL ISSUES

Transition Trauma Financial Hardship• Have you had difficulty transitioning to studies at Deakin University either from a high school setting or moving internationally?

• Have you felt isolated and not part of the University Community?

Support:

• Consider your social network; you may want to join a DUSA Club or Society

• Consider seeing a Deakin Counsellor for support

• Consider seeing an International Student Advisor for support in settling into studies at Deakin

Evidence:

• Letter from Counsellor

• Confirmation of membership to a DUSA Club or Society

• Have you experienced the loss of a family member or close friend?

• Have you been the victim of a crime?

• Have you been involved in an accident?

Support:

• Deakin Counselling service for further support

• Consider accessing legal advice

Evidence:

• Police report

• Insurance report

• Court listing

• Letter from Lawyer

• Letter from Counsellor

• Are you experiencing financial hardship?

• Are you dependent on Centrelink?

• Are you struggling with debt?

Support:

• Consider contacting Deakin Financial Assistance

• Utilise the DUSA Survival Centre by speaking with an Advocate

• You may want to see the DUSA Financial Counsellor

• You could consider applying for a Deakin scholarship and/or DUSA scholarship Evidence:

• Letter from Centrelink

• Letter from debt collection agency or bank

• Letter confirming Scholarship

• Letter from Financial Counsellor

PERSONAL ISSUES

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DUSA | ADVOCACY – EASY GUIDE TO SHOW CAUSE

SECTION 2.2: MEDICAL ISSUES

Physical Health• Have you been experiencing Mental Health issues?

• Has your mental health been impacting your studies?

Support Services:

• Consider contacting the Deakin Counselling service for further support

• Consider contacting the DRC for further support

Supporting Documentation/Evidence:

• Letter from Counsellor

• Appointment times with support service

• Copy of Learning Access Plan

Please note: Depression and anxiety or other mental health conditions should be professionally diagnosed.

• Have you been experiencing health issues?

• Has this been impacting your studies?

Support Services:

• Consider visiting the Deakin Medical Centre

• Consider registering with the DRC for further support

Supporting Documentation/Evidence:

• Medical certificates

• Letter from GP/Specialist

• Letter from Disability Support Officer

Mental Health

MEDICAL ISSUES

DUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

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SECTION 2.2

SECTION 2.2: MEDICAL ISSUES

Caring For Family Disability• Have you been caring for a family member?

• Does this take time away from your studies?

Support Services:

• Consider registering with the DRC for further support

• Consider contacting the Deakin Counselling service for further support

Supporting Documentation/Evidence:

• Learning access plan from DRC

• Registration form for DRC

• Letter from Counsellor

• Letter from Disability Liaison Officer

• Centrelink Carer Allowance letter

• Do you have an ongoing disability or health issue that impacts your studies?

• Have you registered with the Disability Resource Centre?

Support Services: • Consider contacting the DRC for further support

Supporting Documentation/Evidence:

• Registration form for DRC

• Letter from Disability Liason Officer

• Copy of Learning Access Plan

• Letter from GP / Specialist / Counsellor

MEDICAL ISSUES

DUSA | ADVOCACY – EASY GUIDE TO SHOW CAUSE

Online Study Assessment• Do you struggle with written assessments?

• Do you find placements challenging?

• What type of assessments do you find the most difficult?

• Have you contacted your Unit Chairs to ask for assistance?

Support Services:

• Consider contacting Study Skills for further support regarding academic issues

Supporting Documentation/Evidence:

• Emails to show who you have sought help from

• Details of contact with Deakin Services

• Letter from Language and Learning Advisor

SECTION 2.3: ACADEMIC ISSUES

• Are you experiencing motivational issues?

• Is this the course you want to be studying?

Support Services:

• Consider the Deakin Counselling service for further support

• Consider contacting a Student Adviser to discuss possible options

Supporting Documentation/Evidence:

• Letter from Counsellor

• Appointment times with support service staff (if in the future)

• Details of contact with Deakin Services

• Do you find studying online difficult?

• Would you consider studying on campus?

• Have you engaged with online discussion forums and boards?

Support Services: • Consider contacting a Student Adviser to discuss possible options

Supporting Documentation/Evidence:

• Proof of enrolment change

• Emails/details showing who you have sought help from

Motivation

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ACADEMIC ISSUES

DUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

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SECTION 2.3

SECTION 2.3: ACADEMIC ISSUES

Motivation Work Life Balance• How many hours a week are you working? Do you need to be working these hours?

• Do you spend an adequate amount of time studying? (The University recommends a minimum 10hrs per unit per week) Support Services:

• Consider the Deakin Counselling service for further support

• You may want to see the DUSA Financial Counsellor

Supporting Documentation/Evidence:

• Proof of reduced work hours

• Course plan (with reduced study load is appropriate)

• Do you struggle with exams?

• Does the stress of exams cause you anxiety?

Support Services:

• Consider contacting Study Skills for exam preparation techniques

• Consider the Deakin Counselling service for further support

Supporting Documentation/Evidence:

• Letter from Counsellor

• Details of contact with Deakin Services

• Appointment times with support service staff

• Feedback from Unit Chair regarding your exam

• Are you struggling with planning and submitting your assessments on time?

• Do you spend an adequate amount of time studying? (The University recommends a minimum 10hrs per unit per week)

Support Services:

• Consider contacting Study Skills for support with time management

Supporting Documentation/Evidence:

• Trimester and weekly planner

• Emails/details showing who you have asked for help

• Details of contact with any Deakin services

Exam StressTime Management

ACADEMIC ISSUES

11 | HELPING STUDENTS SUCCEED

DUSA | ADVOCACY – EASY GUIDE TO SHOW CAUSEDUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

DUSA Clubs & Societies provide you with

opportunities to meet like-minded people and

make new friends!

HELPING STUDENTS SUCCEED | 12

SECTION 3.1

‘PROPOSED CONDITIONS’ Letter TemplateSECTION 3.1

The Secretary The Faculty Academic Progress Committee Faculty of <insert your faculty> Deakin University <insert the address of your campus> <insert date> Dear Committee Members RE: Review of Condition

I, <insert name in here> wish to apply for a review against the condition proposed in my course, <state the name of your course here> pursuant to University Regulation 5.3(1).

Brief Introduction

Provide the committee with some information about yourself, such as the course you are studying, how many years you have been at Deakin and your academic history. You may also like to include some information about how receiving the letter has affected you. This should be kept brief.

FORMAL LETTER

INTRODUCTION

YOUR APPEAL

State the grounds for your review

1. Circumstances that have affected your academic performance

Your circumstances may have impacted on your ability to pass units within the Trimester, such as family, financial, medical, academic or emotional issues (see potential issues in section 2 of this guide) . If you disagree with the condition you can explain why and how it will negatively impact your future studies. If you are accepting the condition, but are required to respond in writing, it is important to identify what caused the unsatisfactory progress.

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DUSA | ADVOCACY – EASY GUIDE TO SHOW CAUSE

SECTION 3.1

State the grounds for your review (cont.)

2. Actions you’ve taken/plan to take

Provide details about the actions you have taken or plan to take to address these problems. This could be seeing a counsellor, a Deakin language and learning adviser, or receiving medical treatment. If relevant, discuss changes in living arrangements, personal relationships and your work commitments etc. if they have impacted on your studies. The main point is to demonstrate to the committee that you are now (or will be next year/trimester) in a much better position to successfully complete your studies. Provide evidence of your change of circumstances.

YOUR APPEAL

Conclusion

Summarise the main points of your submission, and ask the committee to amend the condition to better reflect your capacity. Thank the committee for their time in considering your case.

CONCLUSION

Yours sincerely,

<Your Name>

Student ID: XXXXXX Mailing address: 123 Example Street, Burwood VIC 3125 Telephone number: 0400 000 000 Email: yourname@gmail.com or yourname@deakin.edu.au

Attachments: Provide copies of any documents you think are relevant to your case. Some examples include a current course map/plan, statutory declarations, letters of support from a professional person (counsellor/doctor), academic transcripts, special consideration form, medical certificates etc.

SIGN OFF

DUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

‘PROPOSED CONDITIONS’ Letter Template

HELPING STUDENTS SUCCEED | 14

SECTION 3.2

SIGN OFF

SECTION 3.2

The Secretary The Faculty Academic Progress Committee Faculty of <insert your faculty> Deakin University <insert the address of your campus> <insert date> Dear Committee Members RE: Review against Exclusion

I, <insert name in here> wish to apply for a review against the exclusion proposed in my course, <state the name of your course here> pursuant to University Regulation 5.3(1).

Brief Introduction

Provide the committee with some information about yourself, such as the course you are studying, how many years you have been at Deakin, if you have received any previous conditions etc. You may also like to include some information about how receiving the letter has affected you. This should be kept brief.

State the grounds for your review

1. Circumstances that have affected your academic performance

You need to explain to the committee what has been happening in your life which has impacted on your study that led to the Proposal to Exclude. (e.g. Failed to meet the terms of a previous condition.) Provide details of the circumstances/problems that have affected your academic progress such as personal, financial, medical or emotional issues (see potential issues in section 2 of this guide). You should also discuss any weaknesses in academic skills which led to your unsatisfactory performance.

FORMAL LETTER

INTRODUCTION

YOUR APPEAL

‘PROPOSED CONDITIONS’ Letter Template ‘PROPOSAL TO EXCLUDE’ Letter Template

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DUSA | ADVOCACY – EASY GUIDE TO SHOW CAUSE

SECTION 3.2

State the grounds for your review (cont.)

2. Actions you’ve taken/plan to take

Provide details about the actions you have taken or plan to take to address these problems/ issues, what assistance you have sought from University services (seeing a counsellor, a language and learning adviser, talking to your Unit Chair, or receiving medical treatment) or external providers (see potential solutions and types of evidence in section 2 of this guide). If relevant, discuss changes in living arrangements, personal relationships and your employment commitments. The aim is to convince the committee that you are now (or will be next year/trimester) in a better position to successfully complete your studies. It is extremely important to provide evidence of your efforts to improve your situation.

3. Actions you think are more appropriate for your circumstances

Demonstrate to the committee what plans you have in place to ensure your academic success. Address each of your identified problem areas individually and provide solutions to ensure that they will not impede on your future studies.

YOUR APPEAL

Conclusion

Summarise the main points in a statement and show how the proactive steps you have taken will enable you to be successful in your future studies. Thank the committee for their time in considering your case.

CONCLUSION

Yours sincerely,

<Your Name>

Student ID: XXXXXX Mailing address: 123 Example Street, Burwood VIC 3125 Telephone number: 0400 000 000 Email: yourname@gmail.com or yourname@deakin.edu.au

SIGN OFF

Attachments: Provide copies of any documents you think are relevant to your case. Some examples include a current course map/plan, statutory declarations, letters of support from a professional person (counsellor/doctor), academic transcripts, special consideration form, etc.

DUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

‘PROPOSAL TO EXCLUDE’ Letter Template

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SECTION 4

When you are informed of your meeting, please email the Advocate immediately with the time, date & location. An Advocate will be allocated to you & will contact you regarding attending

your meeting.

STEP 7If you have any further queries, please

respond to the Advocate that has contacted you.

STEP 8

Once you receive feedback, incorporate it into your letter and remove track changes.

STEP 4Complete your reply form and indicate

whether you would like to be accompanied by a DUSA Advocate.

STEP 5Send the final version of your letter,

reply form and any supporting documentation to the Faculty.

STEP 6

Feedback will be given within 1 - 2 working days.

STEP 3Write a draft of your letter and collect any

supporting documentation.

STEP 1After your group appointment the Advocate will email you. You must reply to this email with your draft letter (attach FAPC Academic Progress letter and a copy of your results).

STEP 2

SECTION 4

WHAT’S NEXT? ‘PROPOSAL TO EXCLUDE’ Letter Template

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DUSA | ADVOCACY – EASY GUIDE TO SHOW CAUSEDUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

HELPING STUDENTS SUCCEED | 18

SECTION 5

SECTION 5

Possible Outcomes: - Exclusion - Not excluded but a condition placed on your enrolment (i.e. pass certain units, reduce study load, specify which units to take, require transfer to another course) - You may be required to attend a meeting with a course adviser or other staff, or access support services

The FAPC Secretary invites you and your Advocate into the review meeting. The meeting is chaired by a senior faculty staff member and supported by a committee of 2 - 5 other faculty staff. The FAPC Chairperson introduces the committee and explains the meeting process.

The FAPC Chairperson leads questions/discussion regarding your academic progress. You should be prepared to answer questions honestly and present your circumstances, why the exclusion (or condition) would not be appropriate for you and other actions to improve your academic progress. The FAPC will have your academic history, enrolment details and past review outcomes. Your DUSA Advocate is there as a support to you and may prompt/assist you if required.

When the committee believe they have the information required to make a decision, the FAPC Chairperson will generally ask if you have anything else to add – this is a final opportunity for you to make/reinforce any points relevant to your case. FAPC Chairperson may also ask the Advocate if they have anything to add.

The FAPC Chairperson will ask you and your Advocate to leave the room while a decision regarding an outcome is being reached. The time taken for the FAPC to deliberate can vary significantly, it is important to allow plenty of time for a decision to be reached.

You and your Advocate are invited back into the room and you will generally be informed verbally of the outcome. The FAPC Secretary or Chairperson will advise you of your right to appeal the decision via the University Appeals Committee (UAC), if relevant. The FAPC Secretary will email the formal Outcome Letter to you within 5 working days. If additional time is required for a decision to be reached, the FAPC will advise that they will send the outcome in writing to you.

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Please arrive at least 15 minutes before your scheduled review meeting time or at a time discussed with your Advocate. The meeting may be running late - so it is advisable to reschedule any important commitments e.g. work/family commitments. Please bring copies of any evidence/notes and new information to refer to during the meeting.

FAPC Review Meeting PROCESS

If you wish to discuss your outcome, please arrange an appointment with an Advocate. The Advocate may discuss the appeal process if relevant to you. 8

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DUSA | ADVOCACY – EASY GUIDE TO SHOW CAUSE

NOTESDUSA | ADVOCACY – EASY GUIDE TO ACADEMIC PROGRESS

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DEAKIN UNIVERSITY STUDENT ASSOCIATION INC. 221 BURWOOD HIGHWAY BURWOOD VICTORIA 3125 ABN: 95 022 653 791 REG NO. A0040625Y