F - Health Wellbeing and Support for Study Procedures (HWSSP) – Exeter and Penryn Campuses

1.1

When there are emerging concerns about a student’s health, wellbeing and/or behaviour and the impact this has on their ability to progress on a course and/or behave appropriately, students can be supported via an initial meeting with the Education Welfare Team (EWT). Such concerns may include significant deterioration in the student’s health, appearance, attitude (particularly where there is an impact on attendance or engagement), ability to meet deadlines, succeed academically, or to participate in normal student life.  For research students, missed meetings with supervisors or pastoral tutors, and/or failing to submit work may be a sign of an emerging issue.  This meeting may take the form of a one-off signposting meeting with the Education Welfare team, or may require a second follow-up meeting or further email communication.  

1.2

Any requests for interruption should be considered in the context of this Procedure, in order to identify difficulties which may have led to the request for interruption and to consider support needs on the student’s return.

1.3

Levels 1 and 2 of the Procedure can be recommended by any member of academic or Professional Services staff who is closely involved with the student. The Procedure itself can be instigated by the Education Welfare Advisor or Officer for taught students. For PGR students the Procedure can be instigated by the PGR Education Welfare Advisor or Officer. They are named as the ‘lead person’.

1.4

The lead person should:

• Gather information on the issue(s) and concerns that have been raised
• Collate of any other relevant details about the student (eg non attendance, missed deadlines, isolation).
• Clarify what action has been taken so far, and whether anyone has discussed these concerns and/or issues with the student.
• Consider whether the situation should be discussed with their line manager and/or other members of staff working in student support services (in line with relevant confidentiality policies).

1.5

The lead person should contact and/or approach the student, doing so in a sensitive and understanding way, to request a meeting as a result of the concerns being raised about them in relation to their health, wellbeing and/or studies. This could be done by email or letter, but where appropriate a face-to-face discussion may precede a written communication.  The student should be given clear information that the process is intended to support the student. The meeting may take place in person, by video call, or by telephone.

1.6

The student should be informed if anyone  else will be present at the meeting and the reason for them being  in attendance. For students on Degree Apprenticeship programmes, the University Mentor and/or the Employer Mentor should be informed of the meeting and given the opportunity to attend.

1.7

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

• Identifying/explaning of the concern(s) being raised. (Clear examples should be used).
• The opportunity for the student to give their perspective on what has happened/is happening.
• Clarifying whether this has happened before and, if so, what was helpful previously. 
• Making the student aware of the relevant University regulations that they need to be aware of.
• Advising the student of their personal responsibility (e.g. to be ‘well enough’ to study, and to be respectful of others). 
• Considering what would be helpful to the student and make a difference to the student in order to support them and minimize concerns.
• Discussing consent to share information with the student’s parent(s)/next of kin.
• Signposting the student to any relevant University support services that they may benefit from engaging with.
• Clarifying the agreed actions/targets (if appropriate), including responsibility for each action and clear timescales for completing each action following the meeting.  
• Clarifying the options open to support the student and minimise the concerns (g. assignment extensions, taking sick leave, deferral of assessments, interruption, part time study, accessing University support services).  
• Agreeing a date to meet again to review the situation, if necessary. The length of time between the initial meeting and the review should be agreed by all present, taking into account any relevant academic and personal factors.
• Explaining that a continuation of the same concerns, or any additional concerns, could result in escalation to Level 1 of the HWSS Procedure.

1.8

A report of the initial meeting and any agreed actions should be documented by the lead person, and a copy sent to the student no more than five working days after the meeting has taken place.

1.9

A copy of the meeting report should be kept in a confidential place within the Wellbeing Service’s case files for an agreed period of time, according to the University’s Information Retention Policy: Policies | Information Governance | University of Exeter

1.10

If a review meeting is necessary, it should include:

• A review of how the student has been since the initial meeting, and if recommended actions have been completed.
• Explanation/exploration of any further concerns arising.
• Exploration of further /ongoing support required.
• An agreement on whether further action is necessary. If the concerns have been resolved, no further action may be necessary.; if concerns continue or have increased, should be agreed and/or consideration given to escalating to Level 2.

1.12

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

• If options for how to proceed are straightforward, any agreed expectations, support options and plans should be communicated to the student with a timescale for completion of each action and date of review given.
• Should the student be considered vulnerable or at risk of harm to self or others, or if they are at risk of academic failure, all reasonable steps should be taken to contact the student to rearrange the meeting. It may be necessary to escalate to Welfare/Wellbeing colleagues if there are any concerns over non-engagement with support.
• If the situation is more complex or unclear, steps should be taken for escalation to a Level 2 meeting.
• The student should be made aware that if they fail to take the opportunity to meet to discuss concerns about their health and wellbeing and/or they fail to provide any supporting evidence of an underlying issues, then it may be necessary to consider addressing the concerns through  the Code of Good Practice for, (15 - Unsatisfactory Student Progress and Engagement - Teaching Quality Assurance Manual - University of Exeter)  or through the Disciplinary Procedures (Disciplinary Procedure | Calendar 2023/24 | University of Exeter ) (as appropriate) as an alternative route to investigate the concerns raised.

2

Health, Wellbeing and Support to Study Procedure - Level 2 (ongoing concern)

2.1

Level 2 of the Procedure is used where there are continued and ongoing concerns following Level 1, or when there are significant concerns about a student’s health, wellbeing, behaviour, safety and/or ability to study, and where a higher level response from the Faculty and/or the wider University is required. In cases where it is unclear whether the student’s situation presents a serious risk of harm to themselves and/or others, advice should be sought from the Head of Wellbeing and Welfare Services (Exeter), Cornwall SEPs,), PGR Managers, Head of Student Services (Exeter), Head of Student Support (Cornwall), or an alternative member of Professional Services staff with appropriate experience and authority, to consider how best to apply the Procedure (which may include direct referral of the student to Level 3.)

2.2

A Level 2 meeting should include relevant people who have an academic or student support role who have involvement with the student, and also someone who holds an appropriate level of responsibility and decision making authority for the relevant area within the University. In most cases, escalation to Level 2 suggests the need to seek input from Student Services or PGR Support. Attendees may include:

• Senior academic staff, PGR Support Officers/Managers and/or Education Support Managers, or an alternative member of Professional Services staff with appropriate experience and authority. 
• Members of staff from Wellbeing, AccessAbility  and Welfare Consultant Services Cornwallor other Professional Services staff in the University where appropriate.
• Where University accommodation is a relevant factor, a member of staff from Residences Team, such as a Residence Life Advisor or Living Support (Cornwall).
• For students on Degree Apprenticeship programmes, the University Mentor and/or the Employer Mentor should be informed of the meeting and given the opportunity to attend where appropriate provided that the student has consented to this.

2.3

The student should be informed of the meeting and its purpose by email to their University of Exeter student email account. They will be informed in a clear, written statement from the  lead for the Education Welfare Team meeting at least two working days before the meeting, but where possible a longer period of notice should be given, especially where medical evidence is required. The meeting may take place in person, by video call, or by telephone.
This statement should include:

• The purpose of the meeting.
• A web link to the Health, Wellbeing and Support for Study Procedure.
• Advice on whether the student needs to provide any specific documents.
• Details of who will attend the meeting and the reason that they will be there.
• An explanation that the meeting will be confidential and that personal information relating to the health and wellbeing of the student will only be shared with those who have a direct involvement in the HWSS meeting.
• An explanation that, if they choose, the student can be accompanied by someone who will attend in a supportive capacity (e.g. a friend, a member of staff from the University, or a member of staff from the Guild/Students’ Union), but not normally by someone acting as an advocate for the student. Students with disabilities may also be accompanied by a support worker (e.g. sign language interpreter, mental health worker) as appropriate to their needs.
• The date, time, and venue of the meeting.

2.4

The meeting should cover the following:

• Identifying/explaining the issue(s)/concern(s) (providing clear and specific examples), and any past relevant information.
• The opportunity for the student to give their perspective on what has happened/is happening and, if appropriate, a history of events and/or past experiences and/or helpful strategies or support for managing the issues that have arisen.
• Clarifying relevant University regulations that the student needs to be aware of.
• The consideration of realistic academic timelines in relation to outstanding assessments.
• Advising the student of their personal responsibility (e.g. to be ‘well enough’ to study, and to be respectful of others).
• Considering what would be helpful to the student in supporting them, which would make a difference to the student in order minimize concerns.
• Signposting the student to any relevant University support services that they may benefit from engaging with.
• Clarifying agreed actions, and the support options available to the student to change and improve the current situation (e.g. assignment extensions, taking sick leave, deferral of assessments, interruption, part time study, accessing University support services).
• Clarifying agreed actions and/or targets, including responsibility for each action and clear timescales for completing each action/target following the meeting. Explicit clarification of the consequences of failing to complete the agreed actions, and/or a continuing to engage in the behaviours which led to there being a cause for concern.
• Where appropriate, agreeing any interim monitoring and/or measures to be put in place.
• Agreeing a date to meet again to review the situation.

2.5

A report of the meeting and the agreed actions should be documented on behalf of the meeting Lead.

2.6

A copy of the report and the agreed actions should be sent to the student and to all other attendees of the meeting no more than five working days after the meeting taking place.  

2.7

A copy of the report should be kept in a suitable, confidential place within Wellbeing Services case files according to the University’s Information Retention Policy: Policies | Information Governance | University of Exeter.

2.8

The Level 2 meeting will also designate responsibility to monitor the HWSS process and to ensure that 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:

• A review of how the student has been since the last meeting.
• Reviewing whether agreed actions have been undertaken.
• An explanation/exploration of any further concerns that have arisen.
• Considering any new or ongoing mitigating evidence that is relevant.
• Exploring further/ongoing support and/or adjustments that may be necessary for the student.
• Agreeing whether a plan of further action is necessary.  If the concerns have been resolved no further action will be necessary; if concerns continue or have increased an action plan may be put in place for further review at Level 2, or a Level 3 meeting may be considered should there be any significant concerns over risk to self or others, or concerns that the University environment is causing a deterioration in the student’s health.

2.10

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

• The situation will be discussed in the student’s absence.
• If there are straightforward options about how to proceed, then agreed expectations/support options/ plans will be communicated to the student with a timescale for completion and date for review.
• If the situation is more complex or is unclear, steps will be taken to consider escalation to a Level 2 meeting.

The student should be made aware that if they fail to take the opportunity to meet to discuss the concerns about their health and wellbeing and/or if they fail to provide any supporting evidence of any underlying issues then there may be no alternative to using the Disciplinary Procedures (15 - Unsatisfactory Student Progress and Engagement - Teaching Quality Assurance Manual - University of Exeter), as appropriate, in order to address the concerns.

2.11

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

2.12

Students who are interrupting should be clearly advised of the impact of the interruption on their anticipated programme completion date, whether they are registered on a taught programme or a research programme.  In the case of international students, advice from the International Student Support Office must be sought for any interruption which is likely to exceed two months, as this may have implications on the student’s visa.

3

Health, Wellbeing and Support for Study Procedure - Level 3 (ongoing)

3.1

Level 3 of the Procedure is used where there are serious or persistent concerns about a student’s health, wellbeing and/or their behaviour, safety and/or their ability to study and cope with life at  the University. In most cases escalation to this level will follow attempts to address such concerns through Levels 1 and 2, and where all other options for support have been exhausted. However, in some cases it may be appropriate to proceed directly to Level 3.

A Level 3 meeting may be appropriate in one or more of the following circumstances:

• Where health, wellbeing, behaviour  and/or the ability to study is seriously compromised.
• Where attendance at University is having a negative impact on the student’s health and/or wellbeing.
• When all other options to deal with the situation have been explored locally and all reasonable adjustments have been put in place and a wider University perspective is required.
• Where the student has been given sufficient time and opportunity (usually through Stages 1 and 2 of the HWSS Procedure) to benefit from any adjustments put in place.
• Where there is no possibility of successful completion of study.
• When a higher level of decision making and authority is required.
• Where there are serious concerns regarding the risk to the health and safety of the student and/or where there is a perceived threat and risk to others.

3.2

The decision to convene a Level 3 meeting will be made by the Head of Wellbeing and Welfare (Exeter) or the Head of Professional Services (),  the Assistant Director - Research Environment and Doctoral College or, in their absence, this decision can be made by an appropriate senior manager of the University with responsibility for student welfare and support.  This decision will be made in consultation with the member of staff raising the concerns, and may follow a Case Management Conference (CMC) to seek advice from colleagues in Student Cases and Legal Services.

3.3

Where possible, the objective of a Level 3 HWSS meeting will be to ensure that the University has considered all possible options to enable the student to continue at the University. The meeting will consider the student’s present situation, taking into account any past academic and/or personal circumstances and any relevant internal and external regulations. However, escalation to Level 3 of the Procedure signifies real concern about the student’s current ability to safely function in the University environment and successfully progress with their studies.  The Level 3 meeting may therefore consider whether it may be in the student’s best interests for the meeting to consider a non-voluntary interruption or withdrawal from study as an outcome. 

3.4

A Level 3 meeting panel will be convened and will include a Chair (Director of Faculty Operations), a representative from Wellbeing/Welfare, and medical professionals/representatives from the University Community Mental Health team where appropriate. It will also bring together staff from the student’s Faculty and from Professional Services. Consideration needs to be given as to who else needs to attend, which may include representatives from the following:

• Academic representation from the student’s Faculty, e.g senior tutor, DESE, Department DPGR or another academic representative appropriate to the situation.
• Additional representatives from Wellbeing/Welfare.
• AccessAbility (where appropriate).
• The Students’ Guild (Exeter)/Students’ Union (Cornwall).
• The Doctoral College (for Postgraduate Research students).
• The Student Health Centre (Exeter) or Penryn Surgery (Penryn), or other GP or medical professional if appropriate.
• In cases where the student lives in University accommodation, it may be appropriate to include a representative from Residence Life (Exeter) or Living Support (Cornwall).
• For students on Degree Apprenticeship programmes, the University Mentor and/or the Employer Mentor.

3.5

In considering membership of the Level 3 panel, care should be taken to balance the need to bring together the right combination of people to consider the student’s case. In all cases, the student needs to be made aware of who will be included in the panel from the outset. In order to prevent unnecessary distress, the student will not normally be invited to attend a Level 3 meeting, but they will be given the opportunity to provide a written statement in advance to be considered at the meeting. However, if a student wishes to, they may request to attend the. In exceptional cases, where the student wishes to attend and there is a clear indication that attendance at a full formal meeting would be seriously detrimental to a student’s health, the Chair may consider the possibility of arranging a two stage process, where the student has the opportunity to meet a smaller number of people after the first meeting. The role of the initial meeting (if the student is not present) is to present key information to the Chair and to debate potential options regarding the student’s health, wellbeing, behaviour and academic progress. Final decisions are made after the smaller meeting when the student is present.

3.6

The student should be informed of the meeting and its purpose in a clear, written statement from at least two working days before the meeting, although wherever possible more notice should be given. Where appropriate, the likelihood of escalation to a Level 3 meeting (and potential consequences to study) should have been clearly explained to the student in any preceding meetings at Level 2. The statement should include all the information outlined in Section 2.3 of this Procedure.  In cases where there is an indication that the student may be vulnerable and that the formal written invitation may exacerbate underlying health condition, steps should be taken to meet the student personally to explain why the meeting is necessary and reassure them of the intention to offer support.  However, it is important to also indicate to the student that escalation to Level 3 represents a serious concern about their Health, Wellbeing and behaviour, and the impact this is having on their time at the University, and/or the impact that studying at University is having on their health or wellbeing. The meeting should take place in person, but the meeting may be conducted via video call or telephone if this is deemed appropriate by the Chair.

3.7

The student should be encouraged to prepare in advance for the meeting by speaking to key staff such as the Education Welfare Team Pathway Lead or the meeting Chair, and obtaining any necessary documentation and reports, and giving consent for the disclosure of medical reports such as a GP letter, report from medical staff at hospital or other medical practitioner involved in the student’s care. The student may also wish to write a short summary report for the meeting. The student should also be encouraged to seek advice from the Students’ Guild Advice Service/Students’ Union regarding any financial implications arising from potential outcomes of HWSS, and the Chair of the panel should ensure that either an appropriate person is present at the Panel to advise, or that sufficient advice has been sought in advance.

3.8

In preparation for the meeting, the key University departments may be invited to write individual summary reports of past and present relevant/key issues. The contributions of representatives will be subject to General Data Protection Regulation (GDPR) legislation and/or professional codes of confidentiality. This information will be sent to the meeting coordinator, and it may also be circulated to people attending the meeting. 

3.9

At the meeting the following aspects should be included:

• A summary of the presenting situation, the concern(s) being raised, and any past relevant information.
• An opportunity for the student to give their perspective of the issues and, if appropriate, a history of events, past experiences, and helpful strategies and/or support for managing the issue(s). This will normally be done via a written statement that the student has submitted in advance.
• Clarification of the relevant University regulations.
• Clarification of the student’s personal responsibility at University (e.g. to be ‘well enough’ to study and to be respectful of others).,
• Clarification of the options available to the student at this stage of the Procedure, along with potential consequences of each (i.e. visa costs or limitations or funding implications), such as continuing at the University with clear deadlines/agreements in place, part-time study with support, a period of interruption, repeating study (taught students), a programme extension (PGR students) or a recommendation for the student to be withdrawn from their programme of study. 
• Consideration of what would be helpful and/or make a difference to the student in relation to the options available.
• Signposting the student to any relevant University support services.
• Clarification of agreed options/actions, with clear responsibilities and timelines, as well as any support options that the student is encouraged to access.
• Explicit clarification of the consequences of failing to complete the agreed actions, and/or if the causes for concern continue.
• Agreement of any interim monitoring or measures.
• Agreement of a date to meet again to review the situation, if appropriate.
• In cases where an interruption of study is the outcome, the meeting should consider what is required to happen before the student is permitted to return to study and make this explicit.
• Identification of any further information which may be required.

3.10

The aim of the HWSS Procedures is to consider all possible options to support the student, in order that they have the best chance of completion.  However there may be some occasions when all available reasonable support options have been exhausted, and where the Panel considers the student is not well enough to remain at University or where there is no possibility of successful completion of study.  In this case the Panel may recommend an interruption or withdrawal from studies, and where appropriate and necessary, the Chair will seek authorization from a Deputy Vice Chancellor or Vice Chancellor to exercise the authorities granted through University Statutes to confirm this decision.

3.11

A report of the meeting and agreed actions should be documented by the Chair of the Level 3 Panel.

3.12

A copy of the report should be sent to the student, by post and by email, and to all other attendees of the meeting no more than  five working days after the meeting has taken place. In cases where there is an indication that the student may be vulnerable and that the formal written outcome may exacerbate an underlying health condition, steps should be taken to meet the student personally to explain the outcome of the meeting and the consequences, and appropriate follow-up contact should be put in place subsequently to support the student.

3.13

Documentation regarding the outcome of the Level 3 meeting and arrangements for review will be held in a secure and confidential location by Wellbeing Services in accordance with the University's Records Management policies:   https://www.exeter.ac.uk/departments/cgr/ig/policy/

3.14

In cases where an interruption of studies is agreed, it must be made clear to the student what needs to happen in order for a return to study to be considered. This may include the Education Welfare team’s  for arranging further meetings with the student, obtaining evidence, and completing any relevant documentation.  These actions need to be confirmed and included in the meeting notes.  

3.15

Students should be clearly advised of the impact of the interruption on their anticipated programme completion date, whether for a taught programme or a postgraduate research programme.  In the case of international students, advice from the International Student Support Office (must be sought for any interruption which is likely to exceed two months, as this may have implications on the student’s visa.

3.16

In cases where withdrawal of the student is the outcome of the Level 3 Panel, this must be notified to the President and Vice Chancellor, who will in turn report this to the next meeting of Senate.

3.17

Where withdrawal is an outcome, appropriate arrangements will be made to support the student on his/her/their exit from University.

4

Taking action under the Wellbeing and Support for Study Procedures in the event of an emergency

4.1

In cases involving an emergency, where there is a perceived threat to the health and safety of the student and/or to other students and/or staff, the Head of Wellbeing and Welfare (or nominee) will undertake a risk assessment. Decisions about any immediate actions that may be required as a result will be delegated to a CMC.

The CMC may consist of the following staff (or nominees):

- Director of Education and Student Support (for taught students)/Faculty Director of PGR (for postgraduate research students)
- General Counsel and Deputy Director of Compliance, Governance and Risk
- Representatives from the following departments if appropriate:
- Student Cases
- Wellbeing Services
- The student’s Faculty (usually a member of the Education Welfare Team)

4.2

If the CMC decides that there is a risk to the health and safety of the student, and/or other students and/or staff, they may take one of the actions set out below:-

4.2.1

To request that a Deputy Vice Chancellor exercises the authority granted under University Statutes to recommend a temporary suspension from the University in the form of an interruption of studies.

4.2.2

To request that the President and Vice Chancellor exercises the authority granted under University Statutes to permanently withdraw the student from the University.

4.3

The decision to temporarily suspend or withdraw the student from all or part of the University, and the reasons why this action is being taken may be communicated verbally in the first instance. When this is the case, written confirmation, sent to the student by email, outlining the reasons for this decision and notice of the student’s right of appeal, as set out in Annex A, should be provided within five working days of the decision being made. This letter will state the criteria that the student must meet for a temporary suspension to be lifted (including provision of up to date medical evidence, if relevant) and the timescales for review of the decision and potential return to study (see Section 4.4). The letter should also contain details of support options available to the student while they are temporarily suspended/withdrawn.

4.4

The decision to temporarily suspend a student will be reviewed by the University at regular intervals so as to ensure that any relevant change in circumstances are considered in a timely manner. Whilst a temporary suspension is in place, the student may request a review of the decision if there is a relevant change to their circumstances. This request should be made in writing to the using the HWSS Appeal Review Form to be sent to the University Cases office, and the Vice Chancellor’s nominee will respond within calendar days of the receipt of the student’s appeal.

4.5

The student may appeal against the decision to temporarily suspend and/or withdraw them from all or part of the University, by submitting a written request using the HWSS Appeal Form stating the reason for the appeal to the office of the Vice Chancellor within ten working days of the date issued on the letter giving notice of the temporary suspension/withdrawal. All relevant evidence which the student wishes to be  considered must be submitted with the appeal application. The University will not gather evidence on a student’s behalf.

4.6

A nominee of the Vice Chancellor will consider the appeal and may take action as follows:

• Uphold the original decision and confirm the terms of the temporary suspension and/or withdrawal
• Uphold the original decision but reduce or restrict the terms of the temporary suspension and/or withdrawal
• Overturn the original decision and remove the temporary suspension and/or withdrawal

In cases where additional information presented as part of the appeal suggests that the level of risk is higher than previously assessed. the Vice Chancellor may also increase or extend the terms of the temporary suspension and/or withdrawal.

4.7

The student will be notified of the decision within thirty calendar days of the HWSS Appeal Form being received by the University.

5

Returning to Study

5.1

In cases where the outcome of the HWSS Procedure (at any Level) result in an interruption to the student’s studies, the Procedure for considering a return to study should be made clear to the student at the time of beginning their period of interruption.

5.2

In all cases the student will be asked to provide satisfactory evidence that they are fit to return to study. This evidence must include an independent medical report, and may also include other evidence e.g. submission of a piece of academic work, or further evidence presented by the student to demonstrate their fitness 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 recognized 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

Where a decision to interrupt was taken at Faculty level, the consideration of return to study arrangements will be dealt with by appropriate Faculty-based staff.  Where the interruption was instigated at Level 3, the Head of Student Services (Exeter or Cornwall), Head of Wellbeing and Welfare, Head of Professional Services (Cornwall), Senior Educations Partner, Head of Postgraduate Research Support, or another appropriate senior manager with responsibility for student support and welfare, will make arrangements for the student’s return to study.  In both cases, consideration should be given to the ongoing support needs of the returning student.

5.4

For students who interrupt their studies as a result of the HWSS Procedure, a HWSS review should resume early in the student’s return to the University to ensure that their needs are being considered, support options explored and put in place, and that any relevant boundaries and expectations discussed.  

6

Arrangements for Monitoring and Review of the Health, Wellbeing and Support to Study Procedures

6.1

The Health, Wellbeing and Support for Study Procedure will be subject to annual review, and will report to the Eduaction and Postgraduate Research Boards at the end of summer term.  The review will be led by the Head of Student Services, in consultation with appropriate staff from Faculties, the Students’ Guild and relevant Professional Services.

6.2

The review will report on the following:

• The number of Health, Wellbeing and Fitness to Study cases over the period
• The outcome of cases where an interruption to study has been recommended
• The outcome of cases where withdrawal has been recommended
• The number of students who have returned to study following a period of interruption

6.3

The annual review will also consider the perceived effectiveness of the Wellbeing and Support for Study Procedures, and where necessary will make recommendations to the Education and Postgraduate Research Boards for appropriate changes to the Procedure.

Introduction

1.1

A student may appeal against a decision reached at Level 3. Students should note that an appeal against a decision reached at a Level 3 meeting will only be accepted if there is evidence of the following:
a) Procedural irregularity,
b) Bias, or failure to reach a reasonable decision in handling the process,
c) Evidence of further material circumstances which could not reasonably have been expected to have been submitted for consideration by the Panel.

1.2

Students should lodge any appeal via the Student Cases team by completing and submitting an HWSS Appeal Form confirming the grounds and explaining the reasons for your appeal (see paragraph 1.1) within 10 working days of being notified of a decision reached by a HWSS panel at Level 3.

1.3

The University Cases team will obtain a copy of the relevant procedural records from the student’s Faculty. The Student Cases team and  the Director of Education Services and Student Experience (for taught students), Faculty Director of Postgraduate Research (for postgraduate research students), or a nominee, will establish, in consultation with the Pro-Vice Chancellor and Executive Dean of the Faculty to which the student belongs, whether there is on the face of it a case for a Health, Wellbeing and Support to Study Appeal Panel to consider. . If on the face of it there are no grounds for appeal found, the Director of Education Services and Student Experience (for taught students), Faculty Director of Postgraduate Research (for postgraduate research students), or nominee shall dismiss the request, informing the student in writing of the reasons for doing so. If it is decided that there is on the face of it a case for appeal , a panel shall be convened to review the decision reached by the original HWSS panel who made the decision at the Level 3 meeting.

1.4

For decisions made under the HWSS Procedure, the right of appeal to a Health, Wellbeing and Support to Study Appeal Panel replaces the student’s right of appeal under the Procedures Relating to Student Academic Appeals.

2

Membership of the Health, Wellbeing and Support to Study Appeal Panel

2.1

A Health, Wellbeing and Support to Study Appeal Panel shall be chaired by a Pro-Vice Chancellor and Executive Dean of Faculty (past or present), and the panel will also include a member of the University (either an academic or non-academic member) and a sabbatical officer of the Students' Guild/Students' Union. No member of the Appeal Panel must have been associated with the case previously. The Secretary to the Appeal Panel shall be an appropriate member of Professional Services.

3

Attendance at Meetings

3.1

The student shall be informed of the date of the meeting of the Health, Wellbeing and Support to Study Appeal Panel not less than ten working days in advance – the meeting may take place in person or virtually (e.g. via MS Teams). The student may choose to appear before the Appeal Panel, but the case may also be heard, by mutual agreement, in the absence of the student. If the student attends, they may be accompanied by a member of the University or a partner institution who will attend in a supportive capacity (the name of any supporter attending must be notified to the Secretary to the Panel ).  Proxies shall not normally be allowed to attend a meeting of a Appeal Panel in place of the student.

3.2

The Appeal Panel shall call theor a nominee, and the Appeal Panel shall also be empowered to call other relevant members of the University (or partner institution, where appropriate).  The Appeal Panel may also consider written comment by the Chair of the Level 3 Panel made during the HWSS process, and/or written comment provided in response to a direct enquiry made by the Appeal Panel.

4

Documentation

4.1

Documentation in support of the appeal shall be circulated to the Heath, Wellbeing and Support for Study Appeal Panel and to the student not less than five working days before the meeting.

4.2

Such documentation will normally comprise papers relevant to the earlier consideration during the original HWSS Procedure, and the reasons for the Director of Education Services and Student Experience, or Faculty Director of Postgraduate Research, or nominee for referring the case to the Appeal Panel.

5

Procedure at Health, Wellbeing and Support to Study Appeal Panel Meetings

5.1

The meeting will commence with private discussions within the Health, Wellbeing and Support to Study Appeal Panel to clarify matters of process.

5.2

If attending, the student (and any accompanying persons), will be called to appear before the Appeal Panel and the proceedings will continue as follows:
(a) A statement will be requested from the student about the case;
(b) The Appeal Panel will question the student.
A person accompanying the student may be heard by the Appeal Panel subject to the student's approval. Both the he student and the Faculty representative are entitled to attend for the duration of the  meeting, prior to the Appeal Panel making its private deliberations.

5.3

The Panel will then interview in turn:

• The Faculty representative
• Other members of
• University staff involved in the HWSS considerations.

5.4

The Appeal Panel shall invite the student and the Faculty representative to leave the meeting prior to making their deliberations privately.

5.5

The Panel, having considered the evidence, may uphold or reject the appeal, with such a decision being final and exhausting the University’s Health, Wellbeing and Support for Study Procedure.

6

Report

6.1

The Health, Wellbeing and Support for Study Appeal Panel shall minute its deliberations and decisions and submit a report to the Senate. If the Panel report includes a recommendation requiring action before the next meeting of the Senate, it shall be for the Vice Chancellor to authorize any action(s) and then report to the Senate retrospectively. Such action(s) may include the following:
(a) To refer the case back to the Level 2 or Level 3 Panel for reconsideration.
(b) To appoint a new Level 2 or Level 3 CMC to consider the case afresh;
(c) To annul a decision of the Level 2 or Level 3 HWSS panel and substitute it with an alternative decision (which may be one recommended by the Health, Wellbeing and Support for Study Appeal Panel) which has been approved by Senate (or by the Vice Chancellor acting on Senate’s behalf), where the circumstances are appropriate for it to do so.

6.2

The Secretary to the Panel shall notify the student of the Appeal Panel’s decision in writing, giving the reasons for the decision, within five working days of the meeting taking place. The student shall also be sent a copy of the report made by the Appeal Panel to Senate.