Procedure: Fitness to study

Support to Study Procedure

 

6.4 Procedural introduction and support

6.4.1 We are committed to supporting your health, wellbeing and academic success throughout your studies and take a positive approach to the management of your physical and mental health issues.

6.4.2 This procedure will be used in circumstances where your current fitness to study gives us cause for concern. There may be occasions where we become concerned about whether you are able to achieve your best, or whether you are compromising those around you to achieve their best.

6.4.3 We recognise that sometimes you might behave unacceptably because you are ill. In these circumstances, it may be inappropriate to follow our Student Disciplinary or Fitness to Practise procedures. Instead, we will use our Support to Study procedure.

6.4.4 Many students receive support whilst they complete their studies, and we encourage all students to access support from the earliest opportunity, be that from the University or external services.

  • Use our Wellbeing Support website to seek specific support or contact the Wellbeing Team for support by emailing studentwellbeing@hud.ac.uk
  • Access the University’s online support network at home or on campus, Togetherall. This service is available 24 hours a day
  • Contact the Students’ Union Advice Centre (SUAC) who provide free, independent, confidential and impartial advice to everyone on their rights and responsibilities.
  • If you are experiencing mental health or emotional difficulties, you can contact your GP to discuss how you are feeling.
  • If you require urgent support, access our emergency contact information. This includes mental health services and emergency services information.
  • In an emergency, please call 999

6.4.5 We understand that our use of any procedure may increase your experience of stress, particularly if you do not accept the role and purpose of the procedure. At all times during the procedure, we will attempt to minimise any stress caused and help you to understand that our main purpose is to support you. The support available to you is outlined below; 

  • Contact the Students’ Union who provide free, independent, confidential and impartial advice to everyone on their rights and responsibilities either by telephone 01484 473555 or email advice-centre@hud.ac.uk 
  • The Wellbeing support website to seek specific support or contact the wellbeing team for support on studentwellbeing@hud.ac.uk
  • Access the University’s online support network at home or on campus, Togetherall. This service is available 24 hours a day. 

6.4.6 The procedure has two stages as listed below and an opportunity to appeal the outcome at either stage. You are not permitted to appeal the escalation of a case from stage 1 to 2.

  • Stage 1 (Local Meeting): Initial and/or emerging concerns
  • Stage 2 (Support to Study Panel Meeting): Continuing and/or serious concerns

6.4.7 We explain this in detail below and encourage you to be accompanied and/or represented at all stages of the procedure by a supporter. This might be a Students’ Union Adviser, a member of staff, friend, relative, health professional or disability support worker.

6.4.8 A variety of different people may raise concerns about you, for example, University staff, other students, health professionals, placement providers or members of the wider community. We will take any such concerns seriously because your wellbeing is our main concern. We will deal with these reports sensitively and non‐judgmentally and in a coordinated manner across the University.

6.4.9 We have a duty to the whole University community to meet their health, safety and wellbeing needs, as well as the same duty to you. Therefore:

  • We cannot assure you of complete confidentiality throughout this procedure;
  • We may need to share your information with others in order to help you and keep everyone safe;
  • We will only share personal information with a limited number of people who need to know. This may include the police or NHS if we believe that you are a risk to yourself or others;
  • We will normally inform you of the identity and capacity of anyone we consult with, unless we believe their safety to be at risk.

6.4.10 We will deal with your case according to your individual circumstances. In exceptional cases, we may vary this procedure in the interests of fairness and/or health and safety. For example, in crisis situations, or where we are concerned that your attendance at a meeting would be unduly stressful, or where you are in hospital.

6.4.11 If you are unwilling or unable to participate at any stage of this procedure or to attend a meeting, we may still follow this procedure where it is reasonable to do so. We may also deal with issues and make decisions based on written reports and statements, if you and/or your supporter are absent from meetings.

6.4.12 In rare cases where we think it is in your own and/or others’ best interests, we may escalate immediately to stage 2 without completing the procedure at the lower stage. If this is the case, you will be provided with an explanation as to why it has been escalated.  

 

6.5 Supporting information

6.5.1 If you are being asked to meet with us as part of the support to study procedure, you will receive a statement of concern in advance of the meeting itself. This will inform you of the grounds and context for our concern. As part of the paperwork, we will also provide you with any additional supporting information the University have to help further explain the requirement to meet under this procedure.    

6.5.2 Supporting information could be for example, but is not limited to; email trails or relevant documentation related to the concern, attendance records, witness statements etc.

 

6.6 Precautionary measures

6.6.1 If we decide to impose precautionary measures, you may be prevented from carrying out certain activities temporarily. These are explained in Section 14.

 

6.7 Stage 1 Local Meeting – Initial and/or emerging concerns

6.7.1 We expect to deal informally with initial or emerging concerns about your ability to study, wherever possible. You will be invited to an informal meeting as soon as possible to discuss the concerns raised. Where possible we will try and give you 5 working days’ notice of the meeting but dependent on the nature of the concerns it may be sooner. You will be issued with supporting information as outlined in 6.5 before we meet with you. 

6.7.2 The staff present at a stage 1 meeting will be;

  • A member of staff who you know. It will most likely be your personal academic tutor or course leader or a member of staff with responsibility for student support as part of their role; this could be a professional services or an academic member of staff. This individual will lead the meeting;
  • Although it is an informal meeting, you may bring a supporter with you. If you are having difficulty expressing yourself due to your illness, the supporter will be allowed to speak on your behalf.
  • A notetaker

6.7.3 In the meeting, we will discuss the concerns and any support needs you may have. We will ask for your views and give you an opportunity to respond to our concerns. You will be able to disclose if you have an underlying health condition that might be relevant. If you have not already done this, we may encourage you to seek support from the Wellbeing Service. We can also refer you directly to this service, if you give your permission.

6.7.4 We will explain why we are concerned. As an outcome to support you, we may:

  • Suggest support arrangements and/or reasonable adjustments to be put in place for you;
  • Agree an action plan with you, setting out how the matter will be managed and any requirements on you (for example, in respect of your conduct or the support you should seek);
  • Suggest and agree with you a voluntary period of interruption;
  • In cases where the concerns have been considered too serious to be concluded at stage 1, refer the matter to stage 2 of the procedure.

6.7.5 Where we draw up an action/study plan under stage 1, we will arrange a date to review the plan with you. Normally, the initial review period is 10 working days. After review, we will decide whether the action/study plan should continue and, if so, whether we need to amend it.

6.7.6 If a positive resolution is achieved at stage 1, then no further action will be needed. However, if you refuse to engage with us or we are not satisfied with your progress, we may refer you to stage 2 of this procedure. If this is the case, we will inform you of the next steps in writing within five working days of the meeting. We will give you our reasons and explain any actions you need to take.

 

6.8 Stage 2 Support to Study Panel Meeting – Continuing and/or serious concerns

6.8.1 If we have serious and/or continuing concerns about your fitness to study, or if the support provided at stage 1 was not successful, we will arrange a support to study panel meeting.  An explanation of the purpose of the meeting along with stage 1 paperwork and/or additional information related to the concern will be issued to you upon invitation. This could be a summary or update of any actions set at stage 1, for example. This will help to contextualise the referral as per the information outlined in section 6.5.

6.8.2 Before the meeting takes place, your School will seek help from Registry and may consult a range of people to help us understand your case.

6.8.3 Where possible we will try and give you 5 working days’ notice of the meeting with the venue, time and date, but dependent on the nature of the concerns it may be sooner.

6.8.4 At the meeting, we will explore any support needs you may have, and ask you to tell us what has happened.

6.8.5 The panel membership will usually comprise;

  • The Director of Registry or nominee (who will act as chair),
  • A Students’ Union Officer (or nominee)
  • The staff member who led the stage 1 meeting or made the referral
  • A representative from Student Services.

If it is appropriate in the circumstances, a medical professional and/or a police officer may be present and asked to provide information. A note taker will also be present.

6.8.6 During the meeting, we will ask you to respond to our concerns. We will also consider records of previous meetings with you, any support or action plans, medical reports, etc. We will then determine whether your fitness to study is impaired or may become impaired and any actions that we need to take. This may include, but is not limited to, one or more of the following outcomes;

  • Support arrangements and/or reasonable adjustments for you to continue your studies;
  • An action/study plan, setting out how we will manage the matter and what you need to do, for example, in respect of your future conduct or the support that you must seek;
  • Referral to stage 1 of this procedure;
  • Withdrawal from overseas study or other university related activity;
  • Alternative modes of study;
  • Restriction from university premises for a stated period of time, with reasonable arrangements put in place to support your study;
  • An interruption of study for a stated period of time;
  • Stipulate any conditions you should meet prior to a return to study on campus;
  • Withdrawal from your course.

6.8.7 If you are following an action/study plan, we will give you a copy of it and arrange a review date. Normally, the initial review period is 10 working days. The review group will usually comprise of the same individuals who met with you at the stage 2 meeting. They will discuss your progress with you and decide whether you should continue to follow the action plan and, if so, whether we need to amend it. They will consider whether you have complied with the requirements of the action plan and, if not, if another outcome should be considered. The panel may require to meet with you again in these circumstances. If so, it will be explained to you why.

6.8.8 We will normally communicate the outcome of the stage 2 meeting to you in writing within 5 working days.

 

6.9 Return to study meeting 

6.9.1 If your studies have been interrupted or you have been withdrawn under this procedure, you will normally be asked to attend a Return to Study meeting in advance of your proposed return. This is so the Panel can assess whether you are now fit to study. The Panel will usually comprise of the same individuals who met with you at either stage 1 or 2.

6.9.2 Any conditions set of you as part of the procedure will be reviewed and we may ask you to provide evidential assurance that returning to your studies will not be detrimental to your health. This includes if you were withdrawn due to your fitness to study. You may also be required to make an appointment with the Student Service team, your PAT and/or a member of the student support team before you are allowed to re-enrol.

6.9.3 We will normally communicate the outcome of the meeting within 5 working days.

 

6.10 Support to Study appeals procedure

6.10.1 You can appeal against the outcome applied at either stage with the exception that you cannot appeal a decision to refer the matter from stage 1 to 2 of the procedure. You can appeal on one or more of the following grounds and will be expected to provide supporting information where possible; 

  • The University has failed to follow its own procedure;
  • The decision is unreasonable and/or a disproportionate sanction has been imposed;
  • You have relevant new information/evidence that you could not reasonably have provided before.

6.10.2 The Students’ Union Advice Centre can support you through the appeal process.

6.10.3 You should email your appeal to studentconduct@hud.ac.uk within 10 working days of receiving your outcome, and a member of the Registry team will consider it. This individual, who will not normally have had any previous connection with your case, will review the decision.

6.10.4 If we receive your appeal after the deadline has passed and you have not provided a good reason, with independent evidence, about why your request is late we will not uphold your request on the basis that it has been submitted late.

6.10.5 If your appeal is not successful the original decision will stand

6.10.6 If your appeal is successful, we will either;

  1. Refer the matter back to an earlier stage of this procedure for reconsideration. We will do this, for example, if the correct process has not been followed or relevant new information or evidence is available; or
  2. Apply an alternative outcome.

6.10.7 If you are appealing a stage 2 support to study panel outcome and the reviewer decides that another panel should be held, we will ensure that the panel contains new members who have not been involved in the previous decision. The note taker may be the same person as before. Please note that it is the panel that makes the decision, not the note taker.

6.10.8 We will notify you of the outcome together with our reasons within 20 working days of receipt of the appeal. Once your appeal has been considered, if not successful, this decision is final and a completion of procedures letter will be issued so that you can request an independent review of the outcome.   

6.11 OIA: Independent review of the Support to Study appeal decision

6.11.1 Our appeal decision is final and there are no further appeal stages within the University. If you wish to request an independent review of our final decision, you should contact the Office of the Independent Adjudicator (OIA) within 12 months of the date of the completion of procedures letter.