APC Hearing Hints
The information in this leaflet is to help you prepare for your APC hearing. You should think about what you will do in 2024 if you are allowed to continue and also if you are not allowed to continue. Work out your plan and your back-up plan, and start working towards both of these.
1. To Prepare for the Hearing
- Did you submit a letter which you uploaded to My Academic Progress Response (MAPR)? Re-read your letter and/or your responses to MAPR and summarise what you want to say to the Committee. You should concentrate on:
- what went wrong in each year that you failed subjects
- what went wrong in 2023
- what you will do differently to make sure you pass in 2024
- your desire to stay in the degree
- an apology for your poor performance
- Gather evidence to take to the hearing.
- Write a list of any other evidence you could not get and why you could not get it.
- Do as much of what you said you would do in your letter or MAPR before the hearing. Bring evidence if you can. For example, if you said that you would go to Counselling or the Doctor – make the appointment and bring evidence of making an appointment.
- Practice what you are going to say – you need to convince the Committee that you will not fail again.
- Write a list of all the questions you think the Committee will ask you and write answers to these questions.
- Arrange a time to meet with your Student Advocacy and Support Advisor before the hearing to discuss all of this.
- Bring all of this into Student Advocacy and Support to be reviewed.
- NB: If you object to any member on the Committee you may make a written request (to the Faculty) that they are removed/replaced. You must provide the reason(s) you object.
2. On the Day of the Hearing
- Dress as you would for an important job interview (neat and smart). This is to show respect and that you are taking the hearing seriously.
- Bring all relevant documents with you (including notes for yourself).
Videoconference Hearing
- Be ready 30 minutes before your hearing starts. A Student Advocacy and Support Advisor will contact you (via phone or Zoom if you are located in Australia, or Zoom if you are located overseas according to Monash’s records).
- Bring all relevant documents with you (including notes for yourself).
- Dress as you would for an important job interview (neat and smart). This is to show respect and that you are taking the hearing seriously.
In-Person Hearing
- Arrive early – at least 30 minutes before your hearing starts so that you can have a discussion with your Student Advocacy and Support Advisor
- Find your Student Advocacy and Support Advisor in the corridor or the Student Advocacy room (near the hearing room).
3. At the Hearing
At the start of the hearing the Chair will introduce the Committee members and explain the process of the hearing. You will then be asked if you have any justifiable objection to the hearing proceeding at that time. The Chair will then invite you to make a submission as to why you should not be excluded, and you should consider the following points when responding:
- Listen to what the committee wants from you and respond accordingly.
- Apologise for your bad performance.
- Admit your mistakes, unless the circumstances causing your academic problems were clearly beyond your control. If the circumstances were beyond your control, what action plan do you have in place if things are once again out of your control in 2024 (for example seek counselling, contact Unit Coordinator etc).
- Answer the Committee’s questions clearly and in a way that shows the Committee you will do better in 2024.
- Make a summary statement of the above, that is, reasons for poor academic performance, and what will be different in 2024 to show that you are able to pass units and complete your degree in the maximum time period allowed.
You are entitled to make written submissions as well as be heard personally.
Committees range in size depending on the Faculty but should have no more than 6 people. The Committee is there to give you a fair hearing, and should have no preconceived ideas about you before you present your case. Remember also that you are not alone – your Student Advocacy and Support Advisor is there for moral support as well as to help you get your information out and to take notes during the hearing which may become relevant to an appeal.
Once you have had the chance to say everything you need to, the Committee will ask you and your Student Advocacy and Support Advisor to temporarily leave the Hearing room for up to 5 minutes. In this time, you can decide if you would like the Committee to go ahead and make their decision, or if you think it is best to withdraw from your course (to avoid exclusion). If it’s a videoconference held on Zoom you will go into a Zoom ‘breakout room’ with your Student Advocacy Support Advisor.
You will then be invited back into the Hearing. If you decide to tell the Committee to continue with the Hearing (and determine if you are allowed to continue or be excluded) then you will be asked to leave the hearing while they deliberate.
In most instances you will be told of the Committee’s decision at the end of the hearing or within seven days by email/registered mail. The committee should keep a record of the decision and the reasons why they came to the decision.
4. After the Hearing
Discuss the outcome with your Student Advocacy and Support Advisor; you may feel stressed and tired- this is not unusual as it can be a draining experience. Monash Counselling is available to students after the hearing, please talk to your Student Advocacy and Support Advisor if you feel you need to talk to a counsellor.
If you are allowed to continue:
Make sure that you understand and arrange to do all the things the faculty has asked you to do. Your Student Advocacy and Support Advisor can advise you or provide you with an appropriate referral.
If you are excluded:
Your Student Advocacy and Support Advisor can refer you to support services and discuss your options with you. Read carefully through the Student Advocacy and Support Leaving Monash webpage.
Contact us: msa-advocacy-l@monash.edu
