Calendar 2015/16

Health Wellbeing and Support for Study Procedures (HWSSP) – Exeter and Penryn Campuses (Formerly Health Wellbeing and 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.

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 Support for 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 cause stress and anxiety, 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 is intended to be used at both Exeter and Penryn campuses, and where appropriate reference is made to different campus-based structures and individual roles that exist in relation to the application of the procedures.

(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 Support for Study Procedure should be considered as an alternative to other means of managing concern about academic conduct or progress (for example Disciplinary Procedures or Code of Conduct for Unsatisfactory Academic Progress) where there is sufficient concern that a student’s behaviour, 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 support students to remain on their programme of study wherever possible; however, it is acknowledged that there are occasions where all options of support have been exhausted, and the student is not well enough to continue. In such instances the Procedure may recommend interruption or withdrawal from studies.

Interruption from studies may sometimes be the outcome of Health, Wellbeing and Support for Study Procedures, but there are occasions where a student’s own request for an interruption may be an indicator that he/she is experiencing health and wellbeing difficulties. Staff should consider whether to use the Procedures to explore support arrangements to facilitate successful return to study.

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:

Head of Student Support Services (Exeter): e.murphy@exeter.ac.uk
Student Support Officer (Penryn): Catriona.bell@exeter.ac.uk
Wellbeing Services (Exeter): www.exeter.ac.uk/wellbeing
Wellbeing Services (Penryn): lucy.cox@fxplus.ac.uk
Assistant College Managers (Education) or designated senior Professional Services Staff within Colleges

Further information which may be helpful for staff who are considering the use of the Health, Wellbeing and Support for 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 considered before escalation to Level 3. If the concerns are not 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 Student Support Services (Exeter) or Head of Academic Support Unit (Penryn) or in their absence by an appropriate member of Professional Services staff with relevant experience and authority, following consultation with appropriate staff in the College/department.
Levels I and 2 may therefore be instigated by:

An appropriate member of academic or Professional Services staff; for taught programmes: this may be personal, senior or module tutor, for research programmes this may be a supervisor or mentor. Colleges may choose to designate an appropriate member of staff to advise and handle referral of Level 2 cases to ensure consistency of approach
A member of staff from one of the University Student Support Services eg AccessAbility, Wellbeing Services, Student Support Officer (Penryn)
Residence Life Advisor within student residences
Head of Student Support Services (Exeter), Head of Academic Support Unit (Penryn) or nominee

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

1	Wellbeing and Support for Study Procedure - Level 1 (emerging concern)
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. For research students, missed meetings with supervisors or mentors, and/or failure to submit work may be a sign of an emerging HWSS issue.
1.2	Any requests for interruption should be considered in the context of these procedures, in order to identify difficulties which may have led to the request for interruption, and consider support needs on return.
1.3	An appropriate member of University staff (see iv above) should act as the ‘lead person’ to instigate Level 1.
1.4	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. Consideration of whether the situation should be discussed with line manager, Student Support Services staff, or Student Support Officer (Penryn)
1.5	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, but where appropriate a face to face discussion may precede a written communication. The student should be given clear information about the HWSS procedure, with particular emphasis on the fact that it is intended to support the student.
1.6	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.
1.7	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 limited time out). 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.
1.8	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.
1.9	A copy of this report should be kept in a confidential place within the student’s College or within the service undertaking the level 1 meeting for an agreed period of time, normally for the duration of the student’s course.
1.10	The Assistant College Manager (Education), or another designated member of staff in the College with appropriate experience and authority, should be informed of the outcome of the Level 1 meeting, and arrangements for review.
1.11	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.
1.12	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.
2	Health, Wellbeing and Support to Study procedure - Level 2 (ongoing concern)
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, behavior, safety and/or ability to study, and where a response from the University is required. In cases where it is unclear whether the student’s situation presents a risk of harm to themselves or others advice should be sought from Head of Student Support Services (Exeter) or Head of Academic Support Unit (Penryn) or alternative member of Professional Services staff with appropriate experience and authority, to consider whether referral to Level 3 may be merited.
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. In most cases escalation to Level 2 suggests the need to seek input from Student Support Services. Attendees may include: Within the College, senior academic staff and/or Assistant College Manager (Education), or alternative member of Professional Services staff with appropriate experience and authority 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 or Living Support
2.3	The student should be informed of the meeting and its purpose in a clear, written statement from the lead person, at least 2 working days before the meeting, but where possible a longer period of notice should be given, especially where medical evidence is required. 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 (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 HWSS meeting Explanation that the student can be accompanied by someone in a supportive capacity (for example a friend or a member of staff from the University or the Guild/FXU), 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 University Support Services Clarification of agreed actions and support options to change and improve the current situation (e.g. 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
2.5	A report of the meeting and agreed actions should be documented by or on behalf of the meeting coordinator.
2.6	A copy should be sent to the student and to all other attendees of the meeting no more than 5 working days after the meeting has taken place.
2.7	A copy 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.
2.12	Students should be clearly advised of the impact of the interruption on their anticipated completion date, whether of a taught or research programme. In the case of international students, advice from the International Student Support Office should 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 is serious or persistent concern about a student’s health, wellbeing and/or behavior, 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, wellbeing 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 Student Support Services (Exeter) or Head of Academic Support Unit (Penryn), or in their absence 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 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 Support Services. Consideration needs to be given as to who should attend and who needs to attend, which may include representatives from the following: The Head of Student Support Services (Exeter) or Head of Academic Support Unit (Penryn), or appropriate senior manager with responsibility for student support and welfare as Chair The student’s College (usually personal tutor together with Assistant College Manager (Education) and/or senior academic Representatives from Wellbeing Services and/or AccessAbility The Students’ Guild / FXU The Taught or Research Faculty Office The Student Health Centre (Exeter) In cases where the student lives in University accommodation, it may be appropriate to include a representative from Residence Life (Exeter) or Living Support (Penryn)
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 the round’, with the possible risk of additional stress and anxiety caused by a large and formal Panel. In all cases, the student needs to be made aware at the outset of who will be included. In exceptional cases where there is a clear indication that attendance at a full formal Panel meeting would be seriously detrimental to a student’s health, the Chair of the Panel may consider the possibility of arranging a two stage process, where the student has the opportunity to meet a smaller number of people in advance of the full Panel hearing, which would then consider the case in the student’s absence. However, the student would need to be made aware of and accept the fact that the Panel may reach conclusions such as interruption or withdrawal in their absence.
3.6	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 2 working days before the meeting, although wherever possible more notice should be given. The statement should include all the information outlined in section 2.3. 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 and Wellbeing, and the impact this is having on their studies.
3.7	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. The student should also be encouraged to seek advice from the Guild / FXU 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 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.
3.9	It may be considered helpful to convene the meeting without the student for an initial period of 15 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.
3.10	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.
3.11	The aim of the HWSS procedures is to consider all possible options to support the student, in order that he/she has the best chance of completion. However there may be some occasions when all available support options have been exhausted, and where the Panel considers the student is not well enough to remain at University. In this case the Panel may recommend an interruption or withdrawal from studies, and where appropriate and necessary, will seek authorization from a Deputy Vice Chancellor or Vice Chancellor to exercise the authorities granted through University Statutes to confirm this decision.
3.12	In the event that the student chooses not to attend the meeting, the aspects outlined in 3.10 above should be considered in his/her absence and those present at the meeting will consider and agree the best course of action.
3.13	A report of the meeting and agreed actions should be documented by the Chair of the Level 3 Panel.
3.14	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.
3.15	Documentation regarding the outcome of the Level 3 meeting and arrangements for review will be held in a secure and confidential location by the Chair of the Panel 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/
3.16	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.
3.17	Students should be clearly advised of the impact of the interruption on their anticipated completion date, whether of a taught or research programme. In the case of international students, advice from the International Student Support Office should be sought for any interruption which is likely to exceed two months, as this may have implications on the student’s visa.
3.18	In cases where withdrawal of the student is the outcome of the Level 3 Panel, this must be notified to the Vice Chancellor, who will in turn report this to the next meeting of Senate.
3.19	Where withdrawal is an outcome, appropriate arrangements will be made to support the student on his/her 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 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).
4.2	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 :-
	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.
	4.2.2	To request that the Vice Chancellor exercises authority granted under University Statutes to permanently exclude the student from the University.
4.3	The student will be informed of the decision in writing as soon as is practicable. The letter will include information regarding the student’s right to request a review of this decision, as outlined in Annex A below.
5	Returning to Study
5.1	In cases where the outcome of the Health, Wellbeing and Support for 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
5.2	In all cases the student will be asked to provide satisfactory evidence that he/she has overcome the original difficulties and is well enough to return to study. This evidence must include an independent medical report, and may also include other evidence, for example submission of a piece of academic work, or further evidence presented by the student to demonstrate their recovery. 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 the decision to interrupt was taken at College level, the consideration of return to study arrangements will be dealt with by appropriate College based staff. Where the interruption was instigated at Level 3, the Head of Student Support Services (Exeter) or Head of Academic Support (Penryn), or appropriate senior manager with responsibility for student support and welfare, will make arrangements for return to study. In both cases, consideration should be given to the ongoing support needs of the returning student.
6	Arrangements for Monitoring and Review of the Health, Wellbeing and Fitness to Study Procedures
6.1	The Health, Wellbeing and Support for 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.
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 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 Faculty Boards for appropriate changes to the procedure.

ANNEX A

Health, Wellbeing and Support for Study

Procedures Relating to Review and Appeal of Decisions

1	Introduction
1.1	A student may appeal to a Review of Health, Wellbeing and Support for 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 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 request for review with the Director of Education and Student Experience 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 2 or Level 3.
1.3	The Director of Education and Student Experience 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 support for Study Panel. If no prima facie grounds for review are found, the Director of Education and Student Experience 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 Support for Study Panel shall be convened.
1.4	In the cases of decisions made under the Health, Wellbeing and Support for Study Procedure, the right of appeal to a Review of Health, Wellbeing and Support for Study Panel replaces the right of appeal under the ‘Procedures Relating to Student Academic Appeals’.
2	Membership of the Panel
2.1	A Review of Health, Wellbeing and Support 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 / FXU. 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 Support for 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 Support for 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 Support for 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 Support for Study considerations and the reasons of the Director of Education and Student Experience 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 Support for 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 Support for 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 Support for Study procedures.
6	Report
6.1	The Review of Heath, Wellbeing and Support for 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 2 or Level 3 Panel for reconsideration. (b) to appoint a new Level 2 or Level 3 case conference to consider the case afresh; (c) to annul a decision of the Level 2 or Level 3 Panel and substitute it with an alternative decision (which may be recommended by the Review of Heath, Wellbeing and Support for 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.