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.  

An appropriate member of University staff (see iv above) should act as the ‘lead person’ to instigate Level 1.

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 or member Student Services staff to consider most appropriate approach.

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.

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.

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 University 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.

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.

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. 

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.

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 Unsatisfactory Progress: Code of Good Practice as an alternative route.

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.

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, Assistant College Manager (Education) or his/her nominee,
• Within Student Support Services, members of staff from Wellbeing Services or AccessAbility
• Where University accommodation is a relevant factor, a member of staff from Residences Team, such as a Residence Life Adviser

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 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
• 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 HWFTS meeting
• 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

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 University 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 University 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

A report of the meeting and agreed actions should be documented by or on behalf of the meeting co-ordinator.

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.  

A copy should be kept in a suitable, confidential place within the University College for the duration of the student’s course.

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.

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.

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.

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.  

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.

The decision to convene a Level 3 meeting will be made by the Head of Student Support 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 member of staff raising the concern.

A Level 3 meeting will bring together staff from the student’s College and from Support Services, which may include representatives from the following:

• The Head of Student Support Services (or his/her representative) as Chair
• The student’s College (usually personal tutor together with Assistant College Manager (Education)or his/her nominee)
• Representatives from Wellbeing Services and/or AccessAbility
• The Students’ Guild
• The Faculty Office
• The Student Health Centre

The student should be encouraged to prepare in advance for the meeting by speaking to key staff and obtaining any necessary documentation and reports, and giving consent for disclosure of medical reports. The student may wish to write a short summary report for the meeting.

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. 

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 University 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.

In the event that the student chooses not to attend the meeting, the aspects outlined in 3.9 above should be considered in his/her absence and those present at the meeting will consider and agree the best course of action.

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

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.

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 Student Support Services 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/

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.  

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.

In cases involving an emergency, where there is a perceived threat to 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 Head of Student Support Services (or nominee).

If the Head of Student Support Services (or deputy) decides 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 a Deputy Vice Chancellor exercises the authority granted under University Statutes to recommend a temporary suspension from the University

To request that the Vice Chancellor exercises authority granted under University Statutes to permanently exclude the student from the University

The student will be informed of the decision in writing as soon as is practicable. The letter will include information regarding the student’s right to request a review of this decision, as outlined in Annex A below

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. 

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

The Health, Wellbeing and Fitness to Study Procedures will be subject to annual review, and will report to the Faculty Boards 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.

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

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 the Faculty Boards for appropriate changes to the procedure.

1

Introduction

A student may appeal to a Review of Health, Wellbeing and Fitness to Study Panel against a decision reached at Level 2 or Level 3. Students should note that a request for review of a decision 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

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.

In the cases of decisions made under the Health, Wellbeing and Fitness to Study Procedure, the right of appeal to a Review of Health, Wellbeing and Fitness to Study Panel replaces the right of appeal under the ‘Procedures Relating to Student Academic Appeals’ .

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.

The student, and any accompanying person, will be called to appear before the Panel and the proceedings will continue as follows:

(b) The Panel will question the student.

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.

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: