Fitness to Study - Student Services Protocol

1. Level 1
2. Level 2
3. Level 3
4. Emergency Situations
5. Return to Study

About 'fitness to study'

'Fitness to study' is defined as a student's fitness to participate and function in University life.

The University is committed to supporting student wellbeing. We recognise that a positive approach to the management of physical and mental health issues is crucial to student learning, academic achievement and to the wider student experience.

Should a situation occur where there are concerns about their fitness to study, this is a procedure that allows for appropriate help and support to be put in place. The primary concern is for the health and wellbeing of the student, and finding a supportive pathway forward.

Level 1

1.1 Level 1 is used when there are emerging concerns about a student’s health, wellbeing and/ or behaviour and the impact this has on their ability to progress. Such concerns may include significant deterioration in health, appearance, attitude, particularly where there is an impact on attendance, ability to meet deadlines, succeed academically, or participate in normal student life.

1.2 The initiating member of staff should clarify the situation and should refer their concern to Head of Student Services or Student Support Manager. The Head of Student Services or Student Support Manager will:

Explore the reason(s)for raising a concern.
Collate other relevant information about the student (e.g. non-attendance, missed deadlines, isolation, etc.).
Clarification of what action has been taken so far, and whether anyone has discussed these concerns/issues with the student.
Discussion with appropriate Faculty Academic Advisor (FAA) to consider most appropriate approach.

1.3 The Head of Student Services or Student Support Manager (or, when appropriate a Mental Health Advisor) should contact and/or approach the student, in a sensitive and understanding way, to request a meeting, as a result of concerns being raised about them in relation to their health, wellbeing and studying. This could be done by email or letter. The student should be given clear information about the Fitness to Study protocol, with particular emphasis on the fact that it is intended to support the student.

1.4 Other relevant members of staff may be invited to the meeting (for example, Mental Health Advisor, Student Advisor, Student Support Manager, Faculty Academic Advisor, etc.). However, as Level 1 is intended to be relatively informal, it is recommended numbers attending are kept to a minimum, and efforts should be made to make sure the student does not find the meeting intimidating. The student should be informed who else will be present and the reason they will be there.

1.5 The meeting with the student¹ should take place in a private space and the following points should be considered and included as appropriate:

Identification/ explanation of the concern being raised. (Clear examples can be helpful).
Opportunity for the student to give their perspective of what is happening, and (if appropriate) clarification of whether this has happened before and if so what previously was helpful.
Clarification of relevant University boundaries and rules that the student needs to be aware of.
Clarification of the student’s personal responsibility (eg. to be ‘well enough’ to study and to be respectful of others).
Consideration of what would be helpful and make the difference to the student to support him/her/they and minimise concerns.
Signposting the student to any relevant University Support that he/she may benefit from.
Clarification of agreed actions and options to support the student and minimise the concern (e.g. extended deadline[s], accessing Support, speaking with their GP, taking time out from their studies, etc.).
Agreement of a date to meet again to review the situation and who needs to attend. The length of time between the meeting and the review should be agreed by all present, considering relevant academic and personal factors.
Explanation that a continuation of the same or any additional concerns could result in escalation to Level 2 of this procedure.

1.6 A short note of the meeting, agreed action(s) and date of review should be documented by the lead person in the meeting, and a copy sent to the student no more than 5 working days after the meeting has taken place.

1.7 A copy of this report will be held by the Head of Student Services. The report will be kept confidentially on the University’s electronic student records system for an agreed period of time, normally for the duration of the student’s course and in accordance with the University Data Protection Policy.

1.8 The Faculty Academic Advisor (FAA) should also be informed of the outcome of the Level 1 meeting.

1.9 The Level 1 review meeting should include:

A review of how the student has been since the meeting.
Explanation/exploration of any further concerns arising.
Exploration of further /ongoing support required.
Agreement regarding whether further action is necessary. If the concern has been resolved, no further action may be necessary. If concerns continue or have increased, escalation to Level 2 should be considered.
A note of the meeting should be taken with actions.

1.10 In cases where the student is invited but fails to attend Level 1 meetings:

The situation should be discussed in the students’ absence.
If there are straightforward options about how to proceed, agreed expectations, support options and plans should be communicated to the student with a timescale for completion and date of review.
If the situation is more complex or unclear, steps should be taken to escalate to a Level 2 meeting.
The student should be made aware that if he/she fails to take the opportunity to meet to discuss concerns about his/her health and wellbeing then it may be necessary to consider using other University policies and procedures.

^{1. Students should be encouraged to bring a person (i.e. fellow student, SA representative, etc.) with them to support them in and through the process.}

Level 2

2.1 Level 2 of the procedure is used where there is continued and ongoing concern following Level 1, or when there is significant concern about a student’s health, wellbeing, behaviour, safety and/or ability to study, and where a response from the University is required.

2.2 A Level 2 meeting should include relevant people who have a direct link or support role (actual or potential) with the student (see 1.4), and someone who holds an appropriate level of responsibility and decision-making authority for the relevant area within the University. These might be, for example:

Head of Student Services or representative (Chair).
SAA or School/Division representative.
Student Support Manager or representative.
Counselling and Mental Health Service Manager or representative.
SA Representative (if appropriate, see note)².

The administration and coordination of the meeting will be undertaken by Student Services.

2.3 The student should be informed of the meeting and its purpose in a clear, written statement from the lead person, at least 2 working days before the meeting, but where possible a longer period of notice should be given.

This statement should include:

The purpose of the meeting.
A web link to the Fitness to Study protocol.
Whether the student needs to provide any specific documents (eg. medical evidence)
Who will attend the meeting and the reason for their attendance at the meeting.
An explanation that the meeting will be confidential and that personal information relating to the health of the student will only be shared with those who have a direct involvement in the meeting.
Explanation that the student can be accompanied by someone in a supportive capacity (for example a parent, friend, SA representative or support worker), but not by someone acting as an advocate. Disabled students may also be accompanied by a support worker. e.g. sign language interpreter or mental health worker/disability adviser as appropriate to their needs.
Date, time and venue of the meeting.

2.4 The meeting should cover the following:

a. Identification/ explanation of the issue/concern (providing clear and specific examples), and any past relevant information.

b. Opportunity for the student to give his/her perspective on the issues and, if appropriate, a history of events, past experiences and helpful strategies or support for managing these issues.

c. Clarification of relevant University boundaries and regulations.

d. Clarification of the student’s responsibility at the University (e.g. to be ‘well enough’ to attend and engage with curriculum activities, and to be respectful of others).

e. Consideration of what would be helpful or make the difference to the student in relation to his/her/their support and to minimise concerns.

f. Signposting the student to any relevant University Support.

g. Clarification of agreed actions and support options to change and improve the current situation (e.g. extensions, taking time out of studies, deferral, interruption, part-time study, accessing University Support).

h. Explicit clarification of the consequences of failing to complete the agreed actions, and/or a continuation of the cause for concern.

I. Agreement of any interim monitoring or measures.

j. Agreement of a date to meet again to review the situation.

2.5 A note of the meeting and agreed actions should be documented by or on behalf of the meeting coordinator.

2.6 A copy should be sent to the student and to all other attendees of the meeting no more than 5 working days after the meeting has taken place.

2.7 A copy of this report should be sent to the Director of Student and Academic Services and the relevant FAA. The report will be kept confidentially on the University’s electronic student records system for an agreed period of time, normally for the duration of the students’ programme of study, and in accordance with the University Data Protection Policy.

2.8 The Level 2 meeting will designate responsibility to monitor the process and ensure the review meeting takes place. This will usually be the lead person in the Level 2 meeting.

2.9 The Level 2 review meeting should include:

Review of how the student has been since the first meeting.
Review of whether agreed actions have been undertaken.
Explanation/exploration of any further concerns arising.
Consideration of new or ongoing relevant mitigating evidence.
Exploration of further /ongoing support/adjustments that may be necessary.
Agreement of whether a further action plan is necessary. If the concern has been resolved, no further action will be necessary. If concerns continue or have increased, a further action plan may be put in place, or a Level 3 meeting may be suggested.
A note of the meeting should be taken with any actions recorded.

2.10 If the student does not attend any of the agreed meetings:

The situation will be discussed in the student’s absence.³
If there are straightforward options about how to proceed, agreed expectations, support options and plans will be communicated to the student with a timescale for completion and date of review.
If the situation is more complex or unclear, steps will be taken to escalate to a Level 3 meeting.
The student should be made aware that if he/she fails to take the opportunity to meet to discuss concerns about his/her health and wellbeing and/or fail to provide any supporting evidence of an underlying issue, then there may be no alternative to using Disciplinary Procedures and/or academic regulations to address the concerns.

2.11 In cases where a suspension/interruption to studies is agreed by the panel, it must be made clear what needs to happen for a return to study to be considered and responsibilities for arranging meetings and obtaining evidence and documentation must be confirmed and included in the meeting notes.

^{2. To be invited as ’in attendance’ in case of student non-attendance.}

^{3. In cases of non-attendance, a Students’ Association representative should be ‘in attendance’ at a meeting to witness the process on behalf of the student.}

Level 3

3.1 Level 3 of the procedure is used where there is an emergency or serious or persistent concern about a student’s health, wellbeing and/or behaviour, safety and/or ability to study and cope at university.

3.2 In most cases escalation to this level will have followed attempts to address concerns through Levels 1 and 2. However, in some cases it may be appropriate to proceed directly to Level 3. For example:

Where health, wellbeing and ability to study are seriously compromised.
When all other options to deal with the situation have been explored locally, and a wider University perspective is required.
When a higher level of decision making and authority is required.
Where there are serious concerns regarding risk to the health and safety of the student and/or where there is a perceived threat and risk to others.

3.3 The decision to convene a Level 3 meeting will be made by the Head of Student Services, or in his/her absence by his/her nominee (an appropriate senior manager of the University with responsibility for student welfare and support). This decision will be made in consultation with the members of staff raising the concern.

3.4 Where possible the objective of a Level 3 meeting will be to ensure that the University considers all possible options to enable the student to continue with his/her studies. The meeting will consider a student’s present situation, past relevant experiences, whilst also considering University procedures. However, escalation to Level 3 signifies real concern about a student’s current ability to continue studying or there are significant concerns about the health, safety and wellbeing of other students/staff. The meeting will consider whether it may be in a student’s best interest or other affected individuals (based on health, safety and wellbeing) to consider suspension/interruption or withdrawal from study.

3.5 A Level 3 meeting will bring together appropriate staff from across the University and the students’ Faculty. These may include:

Director of Student and Academic Services (or representative) as Chair
Head of Student Services (or representative)
FAA and other relevant Faculty staff (i.e. Head of Department)
Counselling and Mental Health Service Manager
Student Support Manager or other relevant support staff (e.g. student advisor), where appropriate.
SA Representative.⁴

^{4. To be invited as 'in attendance' in case of student non-attendance.}

3.6 The student should be informed of the meeting and its purpose in a clear, written statement from the members of staff coordinating the meeting, at least 2 working days before the meeting, although wherever possible more notice should be given. The statement should include all the information outlined in point 2.3

3.7 In preparation for the meeting the key staff may be invited to write a summary report of the present and past relevant/ key issues. The contribution of representatives will be subject to Data Protection legislation and/or professional codes of confidentiality. This information will be sent to the meeting co-coordinator and may be circulated to people attending the meeting.

3.8 At the meeting the following aspects should be included:

a. Summary of presenting situation, concern(s) being raised, and past relevant information.
b. Opportunity for the student to give his/her perspective of current issues and, if appropriate, a history of events, past experiences and helpful strategies or support for managing the issues.
c. Clarification of relevant University boundaries and regulations.
d. Clarification of the student’s personal responsibility at university (e.g. to be ‘well enough’ to study and to be respectful of others).
e. Identification of any further information which may be required.
f. Clarification of the options available to the student at this stage e.g. part-time study with support, a period of suspension/interruption from studies, or a recommendation for withdrawal of the student.
g. Consideration of what would be helpful or make a difference to the student in relation to the options available.
h. Signposting the student to any relevant University support.
I. Clarification of agreed options/actions and support options that the student is encouraged to access.
j. Explicit clarification of the consequences of failing to complete the agreed actions, and/or a continuation of the causes for concern.
k. Agreement of any interim monitoring or measures.
l. Agreement of a date to meet again to review the situation
m. In cases where interruption is the outcome, the meeting should consider and make explicit what is required to happen before the student is permitted to return to study.

3.10 If the student chooses not to attend the meeting⁵, the aspects outlined in 3.8 above should be considered in his/her absence, and those present at the meeting will consider and agree the best course of action.

^{5. In cases of non- attendance, a Students’ Association representative should be ‘in attendance’ at a meeting to witness the process on behalf of the student.}

3.12 A note of the meeting and agreed actions should be documented by or on behalf of the meeting Chair. A copy should be sent to the student and to all other attendees of the meeting no more than 5 working days after the meeting has taken place.

3.14 The report will be kept confidentially on the University’s electronic student records system for an agreed period of time and in accordance with the University Data Protection Policy.

3.15 In cases where an interruption to studies is agreed, it must be made clear what needs to happen for a return to study to be considered and responsibilities for arranging meetings and obtaining evidence and documentation must be confirmed and included in the meeting notes.

Emergency Situations

4.1 In cases involving an emergency, where there is a perceived threat to the health and safety of the student or to other students or staff, decisions about any immediate actions that may be required will be delegated to the University Secretary, Director of Student and Academic Services, relevant Head of Division, Head of Student Services and FAA (or nominee).

4.2 If the University Secretary, Director of Student and Academic Services, relevant Head of Department, Head of Student Services and FAA decide that there is a risk to the health and safety of the student, other students or staff, he or she may take the actions set out below:-

To request that the Principal sanction a temporary suspension/interruption from the University.
To request that the Principal exercises their authority to permanently exclude the student from the University.

4.3 The student will be informed of the decision in writing as soon as is practicable. The letter will include information regarding the students’ right to request a review of this decision.

Return to Study

5.1 In cases where the outcome of the Fitness to Study results in a suspension/interruption to study, the procedure for considering a return to study should be made clear to the student at the time of his/her interruption.

5.2 In all cases the student will be asked to provide satisfactory evidence that he/she has overcome the original difficulties and is well enough to return to study. The precise nature of the evidence required from the student will be dependent on the individual circumstances in each case. But in all cases it is expected that this will involve a report from a recognised independent health professional with sufficient knowledge about the health and wellbeing of the student during the period of interruption, and the potential impact that returning to study might have.

5.3 The decision to allow a student to return to study will be made by the Director of Student and Academic Services and the senior member of School staff with responsibility for this area, usually the relevant Head of Department or Faculty Head of TQLE who may also consult other members of staff regarding arrangements for support and reasonable adjustments that might be needed to support the student on return. This decision will be communicated in writing to the student before his/her return, and any requirements and arrangements or progress reviews will be made clear.