Fitness to Study Policy

The School is committed to supporting its diverse student body by providing a safe and inclusive environment. When physical or mental health conditions impact a student's ability to study or participate effectively, the School will offer reasonable adjustments and support. The Student Success Team oversees the Fitness to Study Procedure, which addresses issues related to health or conduct that may disrupt the student or others.

Students must not engage in activities that endanger themselves or others, or that disrespect members of the School community or the public. The School may become concerned if a student:

• Is unfit to participate in School activities
• Disrupts others’ ability to engage in School life
• Risks their health by continuing their studies

In these cases, School staff may apply the Fitness to Study procedure to identify the most supportive course of action for the student.

The Fitness to Study procedure includes three key stages:

1. Assessment and Evaluation
2. Support Intervention
3. Required Intervention

The process is flexible; the Student Success Team can start at any stage and proceed as needed. They will conduct a risk assessment to decide the most suitable stage to begin. If necessary, the Student Success Team may refer the case to the Executive Committee for additional review under other regulations, policies, or student contracts, which may involve a Learning Support Plan or reasonable adjustments.

The student may be accompanied by a School member or social worker (but not a legal representative) to any meetings held under this procedure. The School aims to provide the student with a written record of the meeting within 10 working days. Additionally, a confidential note of the meeting will be placed on the Automated Governance System (AGS).

• All decisions will be based on the best available information, considering the risks to the student’s and others' health and wellbeing.
• The School will evaluate the context, circumstances, and potential risks to decide whether to engage with the student under this procedure.
• The risk to the individual and others will be assessed by examining whether the student's actions affect their health, the learning or living environment, or others around them.
• The impact of the student’s actions on the School community and wider public will also be considered.
• The Student Success Team may escalate matters to senior leaders based on the situation.
• If there is a serious risk of disruption, a temporary withdrawal from studies may be necessary to support the student’s recovery and facilitate a supported return.
• If all support options are exhausted or deemed insufficient to ensure safety, the matter may be referred to the Executive Committee or Programme Examination Board for possible permanent exclusion. This decision will only be made if it is in the best interest of the student's or others' wellbeing.

• Concerns: If the School has concerns about a student's actions and their effects on the student or others, the Student Success Team may invite the student to meet with their Personal Academic Tutor (PAT) or the Student Success Team.
• Relevant Documents: The student will receive relevant documents prior to the meeting, unless exceptional circumstances, such as medical advice, prevent this.
• Purpose of the Meeting: The meeting aims to assess the situation, allow the student to respond, and address any concerns.
• Non-engagement: If the student does not engage with this stage, it will usually be escalated to Stage 2.
• Discussion: During the meeting, the student will hear the concerns, present any mitigating circumstances, and be informed about relevant School support services.
• Possible Outcomes: Outcomes of the meeting may include no further action, an agreed informal action plan, referral to the School's senior leaders, or escalation to Stage 2.
• Follow-up Meeting: A follow-up meeting may be scheduled to confirm resolution of concerns, review the action plan, or escalate to Stage 2.

• Escalation: If concerns remain unresolved in Stage 1 or if the risk is deemed unmanageable, the staff member will notify the Student Success Team of the concerns and their conclusions.
• Liaison: The Student Success Team will contact the staff member to gather all relevant details to decide whether to escalate the issue to Stage 2.
• Notice: The School will give the student 7 days' notice of the Stage 2 meeting, unless urgent action is needed.
• Purpose of the Meeting: The Student Success Team will explain the School’s concerns, assess the impact of the behaviour on the student and others, evaluate the student’s capability to study, and discuss an action plan.
• Action Plan: The student will be asked to agree to an action plan, which may include weekly meetings with a staff member, engaging with School or external support, and other reasonable steps.
• Review: A review date for the action plan will be set, or the student may choose to take a break from their studies.
• Refusal to Attend: If the student refuses to attend the meeting, the School may make a decision based on the available information and any identified risks.
• Non-compliance: If the student does not follow the action plan or exhibits further concerning behaviour, a required intervention meeting will be scheduled.
• Apprenticeships: For apprentices, action plans will be developed in coordination with the employer to address both on-the-job and off-the-job learning. Decisions about breaks in learning will be made in collaboration with the employer.

The Student Success Team, a senior School leader, or a designated nominee may call a Stage 3 Required Intervention meeting if a student's behaviour continues to pose significant risks or if Stage 2 measures have not sufficiently mitigated concerns. This procedure is followed:

1. Notification: The School will inform the student about the Stage 3 meeting and provide a copy of this procedure. For apprentices, their employer will also be notified. The meeting aims to assess the risk posed by the student's actions and determine necessary steps.

2. Preparation: The School will send relevant documents to the student before the meeting unless exceptional circumstances, such as medical advice, suggest that sharing the evidence could risk harm. The student can submit written or oral statements. If the student does not attend, decisions will be made based on available information.

3. Attendees: The meeting will include:

   • The student, if appropriate
   • At least one staff member from the Student Success Team
   • Two or more staff members from the School, which may include Directors, the Personal Academic Tutor (PAT), or other relevant staff
   • An employer representative, if applicable
   • Relevant external parties or agencies, if necessary

4. Hearing: The meeting will review all relevant information regarding the student's conduct and studies. After presenting all evidence, the student will be asked to leave for deliberation.

5. Deliberation: The panel will assess:

   • The level of risk and whether it is likely to persist, worsen, or improve
   • The student’s ability to study or engage safely with School life
   • Compliance with any previous action plans from Stage 2
   • Potential further action plans to support the student’s continuation of studies

6. Decision: The panel will recommend to the Executive Committee or Programme Examination Board:

   • Developing or modifying an action plan, with a follow-up review meeting scheduled
   • Suspending the student if returning to study may harm their health or pose risks
   • Permanent exclusion if all support options have been exhausted and risks remain

7. Suspension of Studies: If suspension is recommended:

   • The duration will be specified
   • The student must consult with the Student Success Team before returning
   • The School may require a letter from a GP or health professional confirming fitness to study or a report from an Occupational Health adviser, with consent for disclosure
   • The academic implications will be reviewed
   • Additional requirements may be imposed based on individual circumstances
   • Contact points will be established for the student during suspension, and external support information will be provided

8. Decision Notification: The panel will aim to notify the student of the decision on the day of the meeting. If this is not possible, written notification will be sent within 7 days. Confirmation of the decision will follow within 7 days if initially communicated in person.

The School aims to support students returning to their studies after an intermission, ensuring their safety and well-being and that of others.

1. Return Planning: If a student has taken an intermission due to these policies, the School will facilitate their return within their maximum registration period and academic regulations.

2. Tailored Support: Upon return:

   • The student will meet with a member of the Student Success Team for a full assessment of their well-being.
   • A personalised plan will be developed to prioritise the student's well-being and ensure access to appropriate support.

3. Early Engagement: Students should consult the Student Success Team as early as possible when planning their return to study.

   • They must understand how their return could affect their finances, health, immigration status, or other personal matters.
   • It is also important to discuss their return plans with their Personal Academic Tutor (PAT) or equivalent.

4. Regulations: The School will manage the return according to its regulations. Registered students will regain access to the Automated Governance System (AGS).

Revisiting arguments from the original panel will not be sufficient grounds for an appeal. Acceptable grounds for appeal include:

• The panel failed to consider evidence that was submitted.
• New evidence has emerged that was not previously available or was not submitted for valid and exceptional reasons. Evidence that was available but not previously submitted is only considered in exceptional circumstances.
• A procedural irregularity occurred before or during the hearing, affecting the panel's findings. Appeals on this ground must detail the nature of the irregularity.
• The decision is clearly unreasonable or contrary to the weight of the evidence.

Appeals Procedure:

• Students must submit their appeal in writing to the Director of Student Services within 10 working days of receiving the panel’s decision.
• The Director of Student Services will assess whether the appeal meets the criteria and decide whether to grant or deny it.
• If the appeal is not valid, the student will be informed in writing as soon as possible.
• If grounds for appeal are found, the Director of Services will convene an Appeals Panel from the same pool as the original panel, with ideally at least one new member who did not attend the original meeting.
• The student will be notified of the Appeals Panel’s decision promptly.

Office of the Independent Adjudicator for Higher Education:

Students can complain about the Appeals Panel’s decision or any decision that ends the internal process to the Office of the Independent Adjudicator.