Calendar 2018/19

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 behaviour 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

Levels 1 and 2 of the procedure can be recommended by any member of staff who is closely involved in student support or academic progression. The procedure itself can be instigated by the Education Support Advisor (Welfare) for taught students. For PGR students the procedure can be instigated by a designated member of staff with appropriate experience and authority.They are named as the ‘lead person’.

1.4

• The lead person should ::
• Gather information on the issue(s) and concerns
• 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/issues with the student. Consider whether the situation should be discussed with their line manager, Student Support Services staff

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/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 this meeting takes place within the HWSS procedures, 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 on what is happening
• 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 Level 1 review meeting should include:

• Review of how the student has been since the first meeting and if recommended actions have been completed
• Explanation/exploration of any further concerns arising
• Exploration of further /ongoing support required
• Agreement regarding whether further action is necessary. If the concern has been resolved no further action may be necessary. If concerns continue or have increased, new targets should be agreed and/or consideration given regarding escalation to Level 2 .

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 and/or fails to provide any supporting evidence of an underlying issues, then it may be necessary to consider using Unsatisfactory Academic Progress or Disciplinary Procedures, as appropriate, as an alternative route to investigate concerns.

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, behaviour, safety and/or ability to study, and where a higher level response from the College and/or wider university is required. In cases where it is unclear whether the student’s situation presents a serious risk of harm to themselves or others advice should be sought from Head of Wellbeing and Welfare Services (Exeter), Education and Student Experience Business Partners (Exeter and Penryn), Head of Professional Services (Penryn) or alternative member of Professional Services staff with appropriate experience and authority, to consider how best to apply these procedures.(including direct referral to Level 3.)

2.2

A Level 2 meeting should include relevant people who have an academic 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 Services. Attendees may include:

•  Senior academic staff and/or ESE Team Leaders , or an  alternative member of Professional Services staff with appropriate experience and authority.  
• Members of staff from Wellbeing, AccessAbility  and Welfare Caseworker Services, Living Support (Penryn) or other university professional services where appropriate
• Where University accommodation is a relevant factor, a member of staff from Residences Team, such as a Residence Life Adviser or Living Support (Penryn Campus.)

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
• 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.
• Consideration of realistic academic timelines in relation to outstanding assessments.
• 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 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 of new or ongoing relevant mitigating evidence
• Exploration of further /ongoing support/adjustments that may be necessary
• Agreement regarding 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 an action plan may be put in place for further review at Level 2, 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 fails to provide any supporting evidence of an underlying issues  then there may be no alternative to using Disciplinary Procedures or Unsatisfactory Academic Progress procedures, as appropriate, 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 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, and all other options for support have been exhausted. However, in some cases it may be appropriate to proceed directly to Level 3: For example

• Where health, wellbeing, behaviour  and/or ability to study is seriously compromised
• When all other options to deal with the situation 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 Services; Head of Wellbeing and Welfare (Exeter) or Head of Professional Services (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 has considered all possible options to enable the student to continue at university. The meeting will consider the student’s present situation taking into account any past academic/personal circumstances and any other relevant internal and external regulations. However escalation to Level 3 signifies real concern about the student’s current ability to safely function in the University environment and successfully progress studying.  The Level 3 meeting may therefore consider whether it may be in the best interests of the student for the meeting to consider as an outcome a non-voluntary interruption or withdrawal of the student from study. 

3.4

A Level 3 meeting will bring together staff from the student’s College and from Professional Services. Consideration needs to be given as to who should attend and who needs to attend, which may include representatives from the following:

• A senior University Professional Services authority to act as Chair from amongst the following: The Head of Student Services (Exeter or Penryn), Head of Wellbeing and Welfare (Exeter), Head of Professional Services (Penryn), an Education and Student Experience Business Partner, or otherwise an appropriate senior manager with responsibility for student support and welfare.
• Academic representation from the student’s College, e.g senior tutor, DoE or other academic representative appropriate to the situation.
• Representatives from Wellbeing, Living Support, AccessAbility and Welfare Caseworker Services
• The Students’ Guild / FXU
• The Taught or Research Faculty Office
• The Student Health Centre (Exeter) or Penryn Surgery (Penryn)
• 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 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 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, Wellbeing and behaviour, and the impact this is having on their time at university. 

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 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. 

3.10

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 which could include options such as  continuing at university with clear deadlines/agreements in place, 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, if appropriate.
• 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 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, 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, by post and email, 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 ESE Business Partners 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. This may include responsibilities for arranging further meetings, obtaining evidence and completing relevant documentation.  These actions need to 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 Services (or nominee).

4.2

If the Head of Student  Services (or nominee) 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 (any Level) 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 Services (Exeter or Penryn); Head of Wellbeing and Welfare, Head of Professional Services (Penryn), ESE Business Partner 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.

5.4

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

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 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.

Introduction

1.1

A student may appeal to a Review of Health, Wellbeing and Support for Study Panel against a decision reached at 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 via the Student Cases team 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 Student Cases team will obtain a copy of the relevant procedural records from the College concerned and with 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.