Calendar 2013/14

G - The Health, Wellbeing and Fitness to Study Procedure - Penryn Campus (Formerly Fitness to Study Procedure)

(i) General Context

The University of Exeter is committed to supporting students and recognises the importance of a student’s health and wellbeing in relation to his/her academic progression and wider university experience. The University has a responsibility to support students to feel and function well in order to maximize their potential while at university.

This commitment is articulated as a strategic goal in the University’s Education Strategy:

We will encourage, support and enable students to develop as active, independent learners, providing them with excellent resources and facilities to do this

The Health, Wellbeing and Fitness to Study Procedure is intended as a supportive procedure which can be used by staff when a student’s health, wellbeing and/or behaviour is having a detrimental impact on their ability to progress academically and function at university. This procedure should be used for any student whose ability to cope with university life, to study or progress on their course is compromised as the result of their health, wellbeing or a disability.

It is possible that the use of any formal procedure may increase a student’s experience of stress, particularly if the role and purpose of the procedure is not understood. In order to minimize the risk of causing additional stress, the procedure should be used sensitively, ensuring that the student understands the focus on his/her best interests, and that all possible steps are taken to minimize additional concerns and anxieties experienced by the student.

It is the aim of the University to foster independence, self awareness and personal responsibility amongst students. In this context it is also important that students take an active part in the process, and take appropriate steps to manage their own health and wellbeing in order to fulfill their academic potential. It is important that this emphasis on personal responsibility is clearly communicated to students from the outset.

The procedure may be used for all levels and modes of study: undergraduate, postgraduate taught, postgraduate research, and for full time and part time study.

This procedure refers to students at the Penryn Campus. A parallel procedure exists for students at Exeter campuses, to reflect differences in structures and designated responsibilities, but following the same principles and using the same approach.

(ii) How and when should the Procedure be used?

Concerns should be acted on promptly as early intervention and support can result in better outcomes for the student and may avoid the situation becoming more complex.

The Health, Wellbeing and Fitness to Study Procedure should be considered as an alternative to other means of managing concern about academic conduct or progress where there is sufficient concern that a student’s behavior, attendance and academic progress could be the result of mental or physical ill health or disability or have an impact on the health and safety of other people.

The procedure aims to ensure that:

The best interests of the student are considered in relation to their personal situation, their health, wellbeing and/or any disability they may experience
Students are supported to study to the best of their ability, and wherever possible to meet the required learning outcomes and complete their course
Students who are experiencing difficulties in relation to their health, wellbeing and/or disability are supported to address their difficulties at the earliest appropriate point
Students are able to make informed decisions regarding options available
Any reasonable adjustments that the student may be entitled to are considered and where appropriate put in place
Staff from Colleges/departments and from central Support Services work together where appropriate so that students experience a consistent and fair process

If staff are unsure about whether to implement this procedure, they should seek advice and discuss their concerns with the people listed below. In order to work within the boundaries of confidentiality and data protection these initial concerns need to be discussed without using the student’s name.

For advice about use of this procedure please contact:

Student Support Officer, University of Exeter – catriona.bell@exeter.ac.uk
Student Support Services Manager, Falmouth Exeter Plus – lucy.cox@fxplus.ac.uk
Mental Health Advisors: www.admin.ex.ac.uk/academic/disability/
Student Counselling Service:www.services.ex.ac.uk/counselling/
Disability Resource Centre: www.admin.ex.ac.uk/academic/disability/
Assistant College Managers (Education)

Further documentation which may be helpful for staff who are considering the use of Health, Wellbeing and Fitness to Study Procedure can be found at www.exeter.ac.uk/wellbeing

(iii) Structure of the procedure:

The procedure has 3 levels – Levels 1, 2 and 3. The levels represent the degree of concern and/or the perceived seriousness of the situation.

The procedure can be entered at any level; however, in most cases Levels 1 and 2 should be used before escalation to Level 3. If the concerns are not be remedied by the recommended and agreed actions at one level the next level may be instigated. Some student cases may stay at the same level or move between Levels 1 and 2, and may never reach Level 3.

(iv) Who can instigate the procedure?

Levels 1 and 2 of the procedure can be instigated by a member of staff with a direct link or primary responsibility for the student’s needs. Level 3 can only be instigated by the Head of Academic Support, Penryn Campus (or their nominee), following consultation with appropriate staff in College/department. This will usually be the Senior Tutor or a nominee (see Annex B for list of College nominees). Levels 1 and 2 may therefore be instigated by:

An appropriate member of staff from the student’s College, e.g. personal tutor, supervisor, or by the person with designated responsibility for co-coordinating this procedure at the campus level (usually Senior Tutor or their nominee).
A member of staff from one of the campus Student Support Services eg Wellbeing Service, Living Support
Student Support Officer in the Academic Support Unit

Where other members of staff have concerns about a student’s health, wellbeing and behaviour they should contact their manager and/or the Student Support Officer who will consider whether this procedure should be implemented.

1	Health, Wellbeing and Fitness to Study Procedure - Level 1
1.1	Level 1 is used when there are emerging concerns about a student’s health, wellbeing and/ or behavior and the impact this has on his/her ability to progress on a course or at University. 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	An appropriate member of University staff (see iv above) should act as the ‘lead person’ to instigate Level 1.
1.3	The lead person should clarify the situation, including: Identification of the issue(s) arising Collation of any other relevant information about the student (eg non attendance, missed deadlines, isolation). Clarification of what action has been taken so far, and whether anyone has discussed these concerns/issues with the student. Discussion with line manager, Student Support Officer or member of Student Services staff to consider most appropriate approach.
1.4	The lead person 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 HWFTS procedure, with particular emphasis on the fact that it is intended to support the student.
1.5	Other relevant members of staff may be invited to the meeting. 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.
1.6	The meeting with the student 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 in order to support him/her and minimize concerns Signposting the student to any relevant campus Support Services that he/she may benefit from Clarification of agreed actions and options to support the student and minimise the concern (eg extended deadline, accessing Support Services, taking some sick leave). 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, taking into account 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.
1.7	A report of the meeting and agreed action 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.
1.8	A copy of this report should be kept in a confidential place within the student’s College for an agreed period of time, normally for the duration of the student’s course.
1.9	The Assistant College Manager (Education) should be informed of the outcome of the Level 1 meeting, and arrangements for review.
1.10	The Level 1 review meeting should include: Review of how the student has been since the first meeting Explanation/exploration of any further concerns arising Exploration of further /ongoing support required Agreement of 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.
1.11	In cases where the student is invited but fails to attend Level 1 meetings: The situation should be discussed in the student’s 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 Disciplinary Procedures as an alternative route.
2	Health, Wellbeing and Fitness to Study procedure - 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 with the student, and also someone who holds an appropriate level of responsibility and decision making authority for the relevant area within the University. These might be for example: Within the College, Senior Tutor or the College nominee (see Annex B for list of College nominees), Within Student Services, members of staff from the Wellbeing Services and/or the Living Support Manager Where University accommodation is a relevant factor, a senior member of staff from Accommodation
2.3	The student should be informed of the meeting and its purpose in a clear, written statement from the lead person, at least 48 working hours 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 Health, Wellbeing and Fitness to Study procedure. Whether the student needs to provide any specific documents (eg medical evidence) Who will attend the meeting and the reason they will be there Explanation that the student can be accompanied by someone in a supportive capacity (for example a parent, friend 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: Identification/ explanation of the issue / concern (providing clear and specific examples), and any past relevant information 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 Clarification of relevant University boundaries and regulations. Clarification of the student’s responsibility at the University (eg to be ‘well enough’ to study and to be respectful of others) Consideration of what would be helpful or make the difference to the student in relation to his/her support and in order to minimise the concerns Signposting the student to any relevant campus Support Services Clarification of agreed actions and support options to change and improve the current situation (eg extensions, taking some sick leave, deferral, interruption, part time study, accessing campus Support Services) Explicit clarification of the consequences of failing to complete the agreed actions, and/or a continuation of the cause for concern Agreement of any interim monitoring or measures Agreement of a date to meet again to review the situation
2.5	A report of the meeting and agreed actions should be documented by or on behalf of the meeting co-ordinator.
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 should be kept in a suitable, confidential place within the University College for the duration of the student’s course.
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 on 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.
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, 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 issues then it there may be no alternative to using Disciplinary Procedures 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 responsibilities for arranging meetings and obtaining evidence and documentation must be confirmed and included in the meeting notes.
3	Health, Wellbeing and Fitness to Study Procedure - Level 3
3.1	Level 3 of the procedure is used where there is serious or persistent concern about a student’s health, wellbeing and/or behaviour, safety and/or ability to study and cope at university. In most cases escalation to this level will follow 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, well being and ability to study is seriously compromised When all other options to deal with the situations 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.
3.2	The decision to convene a Level 3 meeting will be made by the Head of Academic Support 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 member of staff raising the concern.
3.3	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 the student’s present situation taking into account past relevant experiences, whilst also considering University procedures. However escalation to Level 3 signifies real concern about the student’s current ability to continue studying, and the Level 3 meeting will consider whether it may be in his/her best interest to consider interruption or withdrawal from study.
3.4	A Level 3 meeting will bring together staff from the student’s College and from appropriate Support Services, including the following: Head of Academic Support (or his/her representative) as Chair Student Support Services Manager Representatives from the student’s College (usually personal tutor together with Director of Education or College nominee) Representatives from campus Student Services including Living Support, Wellbeing Service A representative from the FXU The Student Support Officer from the Academic Support Unit In cases where the student lives in University accommodation, a representative from Accommodation as relevant
3.5	The student should be informed of the meeting and its purpose in a clear, written statement from the member of staff coordinating the meeting, at least 48 working hours before the meeting, although wherever possible more notice should be given. The statement should include all the information outlines in section 2.2
3.6	In preparation for the meeting the key University departments / campus Support Services 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.
3.7	It may be considered helpful to convene the meeting without the student for an initial period of 30 minutes, to allow those who have no prior involvement with the student to familiarize themselves with this information prior to the student’s arrival, the process, and in order to understand the issues and the possible options.
3.8	At the meeting the following aspects should be included: Summary of presenting situation, concern(s) being raised, and past relevant information Opportunity for the student to give his/her perspective of current issues and if appropriate history of events, past experiences and helpful strategies or support for managing the issues Clarification of relevant University boundaries and regulations Clarification of the student’s personal responsibility at University (eg to be ‘well enough’ to study and to be respectful of others) Identification of any further information which may be required Clarification of the options available to the student at this stage e.g. part-time study with support, a period of interruption with repeating, or a recommendation for withdrawal of the student. Consideration of what would be helpful or make the difference to the student in relation to the options available. Signposting the student to any relevant campus Support Services Clarification of agreed options/actions and support options that the student is encouraged to access Explicit clarification of the consequences of failing to complete the agreed actions, and/or a continuation of the causes for concern Agreement of any interim monitoring or measures Agreement of a date to meet again to review the situation 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.
3.9	In the event that the student chooses not to attend the meeting, the aspects outlined in 2.9 above should be considered in his/her absence and those present at the meeting will consider and agree the best course of action
3.10	A report of the meeting and agreed actions should be documented by the Chair of the Level 3 Panel
3.11	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.
3.12	Documentation regarding the outcome of the Level 3 meeting and arrangements for review will be held in a secure and confidential location by the Head of Academic Support and by an appropriate person in the College management team, usually Assistant College Manager (Education) in accordance with the University’s Records Management System: www.exeter.ac.uk/recordsmanagement/records/guidance/
3.13	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 responsibilities for arranging meetings and obtaining evidence and documentation must be confirmed and included in the meeting notes.
3.14	In cases where withdrawal of the student is the outcome of the Level 3 meeting, this must be notified to the Vice Chancellor, who will in turn report this to the next meeting of Senate.
4	Returning to Study
4.1	In cases where the outcome of the Health, Wellbeing and Fitness to Study procedures result in an 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.
4.2	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 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.
4.3	The decision to allow a student to return to study will be made by the Head of Academic Support (or his/her nominee) and the senior member of College staff with responsibility for this area at the campus level, usually the Senior Tutor or the College nominee, who may also consult other members of support staff regarding special arrangements and reasonable adjustments that might be needed to support the student on return. This decision will be communicated in writing to the student prior to his/her return, and any requirements and special arrangements will be made clear. The College will determine the ongoing arrangements to support and review of the progress of the student to minimize risk of a recurrence of the original difficulties.
5	Arrangements for Monitoring and Review of the Health, Wellbeing and Fitness to Study Procedures
5.1	The Health, Wellbeing and Fitness to Study Procedures will be subject to annual review, and will report to Faculty Board at the end of summer term. The review will be led by the Head of Student Support Services, in consultation with appropriate staff from Colleges, the Students’ Guild and relevant Professional Services.
5.2	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 number of students who have returned to study following a period of interruption
5.3	The annual review will also consider the perceived effectiveness of the Health, Wellbeing and Fitness to Study Procedures, and where necessary will make recommendations to Faculty Board for appropriate changes to the procedure.

ANNEX A

Health Wellbeing and Fitness to Study

Procedures Relating to Review and Appeal of Decisions

1	Introduction
1.1	A student may appeal to a Review of Health, Wellbeing and Fitness to Study Panel against a decision reached at Level 3. Students should note that a request for review of a decision at Level 3 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 Level 3 Panel.
1.2	Students should lodge any request for review with the Director of Academic Services by submitting a written statement detailing the grounds for request (see paragraph 1.1) within 10 working days of being notified of a decision at Level 3.
1.3	The Director of Academic Services or nominated representative will establish, in consultation with the Dean of the Faculty to which the student belongs, whether there is a prima facie case for considering the case before a Review of Health, Wellbeing and Fitness to Study Panel. If no prima facie grounds for review are found, the Director of Academic Services or representative shall dismiss the request, informing the student in writing of the reasons for doing so. If it is decided that there is a prima facie case for a review, a Review of Health, Wellbeing and Fitness to Study Panel shall be convened.
2	Membership of the Panel
2.1	A Review of Fitness to Study Panel shall be chaired by a Dean of Faculty past or present, and also include a member of the Senate and a student officer of the Students' Guild. No member of the Panel will have previously been associated with the complaint.
2.2	The Secretary of the Panel shall be a member of Professional Services.
3	Attendance at Meetings
3.1	The student shall be informed of the date of the meeting of the Review of Heath, Wellbeing and Fitness to Study Panel not less than 10 working days in advance. He/she may choose to appear before the Panel but the Panel may also hear a case, by mutual agreement, in the absence of the student. The student may be accompanied by a member of the University or partner institution (whose name must be notified to the secretary of the Panel in advance of the meeting). Proxies for students shall not normally be allowed.
3.2	The Panel shall call the Dean of College or Head of academic unit (or appropriate representative) and shall be empowered to call other members of the University or partner institution. The Panel may also consider written comment by the Chair of the Level 3 Panel made during the Health, Wellbeing and Fitness to Study process, or in response to a direct enquiry by the Panel.
4	Documentation
4.1	Documentation in support of the request for review shall be circulated to the Review of Heath, Wellbeing and Fitness to Study Panel and to the student not less than five working days before the meeting.
4.2	Such documentation will normally comprise the documentation and papers relevant to the earlier consideration during the Heath, Wellbeing and Fitness to Study considerations and the reasons of the Director of Student Services and Dean for referring the case to the Panel.
5	Procedure at Meetings
5.1	The meeting will commence with private discussions within the Review of Heath, Wellbeing and Fitness to Study Panel to clarify matters of process.
5.2	The student, and any accompanying person, will be called to appear before the Panel and the proceedings will continue as follows:
	(a) A statement will be requested from the student about the case;
	(b) The Panel will question the student.
	A person accompanying the student may be heard by the Panel subject to the student's approval. The student and Dean of College or Head of academic unit (or representative) are entitled to attend throughout the duration of the review hearing.
5.3	The Panel will then interview in turn:
	The Dean of College or Head of academic unit (or appropriate representative) Other members of academic or other staff involved in the Heath, Wellbeing and Fitness to Study considerations.
5.4	The Panel shall require the student and the Dean of College or Head of academic unit (or representative) concerned to withdraw while it reaches its decision.
5.5	The Panel, having considered the evidence, may uphold or reject the request for review, such a decision being final and exhausting the University’s Heath, Wellbeing and Fitness to Study consideration procedures.
6	Report
6.1	The Review of Heath, Wellbeing and Fitness to Study 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 action and then report to the Senate retrospectively. Such action may include, but it is not restricted to, the following:
	(a) to refer the case back to the Level 3 case conference for reconsideration.
	b) to appoint a new Level 3 case conference to consider the case afresh;
	(c) to annul a decision of the Level 3 case conference and substitute it with an alternative decision (which may be recommended by the Review of Heath, Wellbeing and Fitness to Study Panel) approved by the Senate (or Vice-Chancellor acting on its behalf), where circumstances make it appropriate for it so to do.
6.2	The Secretary of the Panel shall notify the student in writing of the Panel’s decision, giving the reasons for it, within five working days of the meeting. The student shall also be sent a copy of the Panel’s report to Senate.

Annex B – College Leads on the Cornwall Campus

College of Humanities	English	Level 1, 2 Level 3	Senior Tutor – Dr Kate Hext Professor Nick Groom
	History	Level 1, 2 Level 3	Senior Tutor – Prof Alan Booth Prof Philip Payton / Dr Richard Noakes, Director of Education
College of Social Sciences	Politics	Level 1, 2 Level 3	Senior Tutor - Dr Lei Xie ACME - Elaine Davies
College of Life and Earth Sciences	Geography	Level 1, 2 Level 3	Senior Tutor - Andy Pye ACM - Gail Reeves
	Biosciences	Level 1, 2 Level 3	Senior Tutor - Andy Pye ACM - Gail Reeves
College of Engineering, Mathematics and Physical Sciences	CSM	Level 1, 2 Level 3	Senior Tutor - Dr Denise Pascoe ACM - Jamie Horsley
	Renewable Energy	Level 1, 2 Level 3	Senior Tutor - Dr Adam Feldman ACM - Jamie Horsley