1. Purpose
1.1 Queen’s University is committed to providing a supportive environment to empower healthy learners and takes a positive attitude to the management of students’ physical and mental health. The University recognises that the wellbeing of students is critical to their learning, academic achievement and wider student experience.
1.2 Support to Continue in Study relates to a student’s capacity to participate fully and satisfactorily as a student in relation to their academic studies, placements and student life generally at the University. This includes being able to take the responsibility expected of all students in upholding the University’s regulations and engaging with relevant procedures as outlined in the Student Charter.
1.3 These Guidelines apply in situations where the student’s health, wellbeing and/or behaviour are having a detrimental impact on their ability to progress academically and function effectively and/or safety at the University. This includes their ability to keep themselves safe.
2. Scope and Limitations
2.1 Support to Continue in Study applies equally to any person currently enrolled as a student at Queen’s University Belfast, where there is concern for their wellbeing impacting on the health and safety of themselves or others around them. The Procedure also applies where the support and interventions required to support a student may be beyond that which the University can reasonably be expected to or qualified to provide. However, where a student is undertaking a placement or period of study abroad, the relevant organisation or institution may have their own policies and procedures which need to be followed.
2.2 This policy has been developed with the underlying principle that a student leads the management of their own wellbeing and 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 deemed not well enough to continue. In such instances this process may recommend or require the student to withdraw from studies for a period of time, to concentrate on their wellbeing.
2.3 The process outlined in these Procedures should be used where a student’s fitness to study and/or participate in University life and/or keep themselves safe is giving cause for concern to the students School and / or University Support services and other procedures are not considered appropriate at the time or have already been exhausted. Examples of such situations include (but are not limited to) those where:
i. There is evidence of significant non-engagement by the student with their studies which have not been satisfactorily addressed through other interventions and processes
ii. There are serious concerns about a student’s safety and/or wellbeing, including cases where a student may otherwise be performing well academically or is engaging with their studies
iii. A student’s support needs are beyond the type or level of support which the University can reasonably be expected to provide (including, but not limited to, the student’s health, wellbeing or financial needs)
iv. A student’s behaviour is adversely affecting the activities of the University or placement provider
v. A student’s behaviour is perceived to pose a risk to the health, safety or wellbeing of themselves or others
vi. A student’s behaviour is adversely affecting the teaching, learning and/or experience of other students.
Note: the behaviours of a student displayed within the context of Support to Study on the grounds of health and/or safety sit alongside the University’s Conduct Regulations. There are occasions where a student’s behaviour is such that, under normal circumstances, they may be subject to disciplinary procedures. However, if there is evidence that the issues of concern may relate to the manifestation of a diagnosed condition, or to behaviours deemed consistent with a long-term condition or disability consideration should be given as to the appropriateness of enacting disciplinary procedures.
2.4 Where a long-term condition or disability is involved, decisions should be based on evidence and assumptions about a condition or disability must be avoided. Such assumptions may give rise to instances of direct unlawful discrimination on the grounds of a student’s disability.
2.5 The University will make reasonable efforts to engage the student at all steps of the process. If the student fails to co-operate or to engage with the University at any point in the procedure the University has the right to continue with the process in their absence.
2.6 A student who voluntarily withdraws, or who is required to withdraw temporarily on health and safety grounds, is subject to the University’s Regulations for Students, including limits on temporary withdrawals and accommodation regulations.
2.7 Variance from these Procedures may be undertaken with agreement from the Director of Education and Student Services (or senior nominee). Also see Other Regulations: Student Health Regulations.
Note: The procedure for use in emergency situations is set out in 6 below.
3. Overview
The process outlined below comprises two distinct levels of intervention. This process has been revised to ensure that where possible students are supported to engage in their studies and student life at Level 1, therefore reducing the number of cases that escalate to Level 2.
Support to Study cases can be complex and each situation will be dealt with depending on the circumstances. Normally the Procedure will be led by the School with support from the Disability and Wellbeing Service. However, there will be occasions where the circumstances of the case may mean that it is more appropriate that the Procedure is led by a Professional Support Service such as the Disability and Wellbeing Team.
In cases where there are serious concerns about a student’s behaviour, or risk to self or others, a senior staff member in the School (ie Head / Deputy of School, Director of Education or equivalent) should be informed immediately. The senior staff member should speak to a senior manager in Wellbeing Services to consider implementing Level 2 with a possible urgent referral to Occupational Health or immediate temporary withdrawal under the Interim Measures Regulations to safeguard the student and/or others and mitigate risk.
Level 1 meeting is likely to be facilitated by the Advisor of Study and/or Personal Tutor. Level 2 Panel should consist of a senior staff member ie Head /Deputy of School or Director of Education. Student Wellbeing can offer guidance and support to both the School and the student concerned.
School staff responsible for supporting students with academic or personal issues may endeavour to address concerns raised about students at an informal level before proceeding to Level 1. Where appropriate, students should be provided with clear actions to address concerns within a specific timeline and the situation should be monitored by the School. Students may be referred by staff to Disability and Wellbeing Drop-in to find out more about registering with Disability Services or to access support for their wellbeing (here)
This process has been revised to be as supportive as possible for students and staff, therefore Wellbeing Services staff are available to guide and support staff as they hold potentially difficult conversations with students.
3.1 Level 1 – Initial Concerns
3.1.1 Ordinarily when initial concerns are raised about a student’s ability to continue in study, a Level 1 intervention should be initiated. A Level 1 intervention requires a meeting with the student to discuss the concern(s). This meeting should ideally be led by a relevant person who knows the student (e.g. personal tutor, course leader, or supervisor).
3.1.2 The lead staff member should notify the student of the meeting in writing; confirming that the meeting is in relation to initial concerns raised about their fitness to continue in study and that a resolution is being sought at Level 1 of the Support to Continue in Study process.
Note: It is imperative that the meeting is convened in a timely manner to reduce the likelihood of the concerns increasing. If unsure if this is the correct course of action, staff can contact the Student Disability and Wellbeing Service for advice and guidance on how to manage the situation in accordance with the Student Support Protocol (which can be found at:http://www.qub.ac.uk/directorates/sgc/wellbeing/PoliciesProcedures/). A member of staff from Student Disability and Wellbeing Service can attend the meeting. If deemed appropriate, the student should be notified of this in-advance of the meeting.
3.1.3 At the meeting, the staff member should:
- explain the concern(s)
- discuss the perceived impact/implications on the student’s wellbeing and fitness to study
- gather an initial understanding of the student’s perception of the matter
- allow the student the opportunity to respond to the concern(s)
- identify with the student any related support needs the student may have
- agree an appropriate time-bound action plan setting out the ways in which the concerns will be managed including any obligations on the part of the student (e.g. in respect of their engagement with their studies, conduct, or additional supports the they should seek)
- identify and agree review and follow-up arrangements.
Note:
- A written record of the meeting, agreed actions, follow-up and review outcomes should be recorded by the lead staff member and shared with the student and any other attendees at the meeting;
- If deemed appropriate information can be shared with appropriate University staff, their GP or external organisation, as in line with the University’s Student Privacy Notice.
- If the student does not attend the meeting, the lead staff member should notify a senior member of staff in the School or Directorate and then contact Student Disability and Wellbeing Services for further advice and guidance as in line with the Student Support Protocol.
3.1.4 Following the meeting and implementation of the agreed actions, if effective resolution of the concerns is not reached under Level 1, escalation to a Support to Continue in Study Level 2 intervention should be considered and followed if deemed appropriate.
3.1.5 Refer to Annex 1 for Level 1 Process Overview.
3.2 Level 2 – Serious and/or continuing Concerns
3.2.1 As a general rule, a Level 2 Intervention of the Support to Continue in Study process will only be invoked when the student’s personal circumstances or behaviours;
- continue to be of concern despite Level 1 intervention, and/or;
- are perceived to be of a serious or potentially serious nature,
- are perceived to pose a risk to the health, safety or wellbeing of themselves or others
- are adversely affecting the teaching, learning and/or experience of other students.
- is not able to keep themselves safe including instances where students may be receiving significant external support
- The level of ongoing support needed is beyond that which the University can reasonably be expected to or qualified to provide
3.2.2 Because of the continuing or serious nature of the behaviour leading to instigation of a Level 2 intervention, it is recognised that consideration must be given at all times to the wellbeing of the student, and how the process is impacting on their wellbeing.
3.2.3 In such instances the lead staff member raising concerns should speak with a senior member of staff in the School to agree instigation of a Level 2 intervention under the Support to Continue in Study process.
3.2.4 No student should be supported under Level 2 of the process without input from Student Disability and Wellbeing Service for advice and guidance and involvement in subsequent meetings. The School can request that a member of staff from Student Disability and Wellbeing Service can attend the meeting. If deemed appropriate, the student should also be notified of this in-advance of the meeting.
3.2.5 The role of Disability and Wellbeing staff in the meeting is to support and advise the School or Professional Support Service in seeking the best outcome for the student in their context of the situation.
3.2.6 The senior staff member should consider if it is appropriate to arrange a Level 2 meeting with the student or move to implement an emergency suspension under the Interim Measures regulations to safeguard the student and mitigate risk whilst reviewing the information and evidence available. When an emergency suspension has been implemented, the next step would be ensuring the student has the relevant support in place to address the concerns in order to be considered for Fitness to Return to Study. This information should be shared with the student in person (if possible) and Wellbeing Services should be informed to support the student during or after the meeting.
Level 2 Initial Meeting
3.2.7 Where a Level 2 meeting has been agreed at a senior level the staff member raising concerns should schedule a Level 2 meeting with the student (where possible, within 5 working days). It is imperative that the meeting is convened in a timely manner to reduce the likelihood of the concerns increasing.
Please note: The student should be advised that they are entitled to be accompanied to the meeting by another University student or staff member including; a Sabbatical Officer or University Chaplain for support.
3.2.8 The student should be informed that the meeting is in relation to concerns raised about their fitness to continue in study/university life and that resolution is being sought at Level 2 intervention as per the Support to Continue in Study Procedure.
3.2.9 At the meeting, the staff member who has raised concerns should:
- explain and/ or review the concern(s), including supports identified at Level 1 (if appropriate)
- discuss and/or review the perceived impact/implications on the student’s wellbeing and fitness to study
- gather or get an up-to-date understanding of the student’s perception of the matter
- allow the student the opportunity to respond to the concern(s)
- Review any medical evidence the student has provided prior to or during the meeting
- identify with the student any related support needs the student may have
- explore if the student may be eligible to register with Disability Services and explain the reasonable adjustments available.
- consider if a referral to the University’s Occupational Health Service (OHS) on the grounds of Fitness to Study is necessary, as per the OHS Student at Risk of Support to Continue in Study/Practise Referral Pathway
- agree any further interim time-bound actions to help manage concerns while the student engages in any additional supports, registers with Disability Services or awaiting the OHS referral and assessment process is undertaken
Note:
- A written record of the meeting, agreed actions, follow-up and review outcomes should be recorded by the lead staff member and shared with all attendees at the meeting;
- If deemed appropriate information can be shared with appropriate University staff, their GP or external organisation, as in line with the University’s Student Privacy Notice.
3.2.10 The student should be notified that if a referral is made to OHS and they do not attend the appointment with OHS that a determination on their fitness to continue in study will be made in the absence of any independent medical evidence. On receiving the OH report the senior staff member should convene a follow-up meeting with the student and a Level 2 Panel.
Level 2 Panel Meeting
3.2.11 The student should be notified of the meeting in writing and details of who will be in attendance should be included. The student should also be reminded that they can be accompanied to the meeting (by another University student, or staff member including a Sabbatical Officer or University Chaplaincy for support).
3.2.12 At the meeting the Panel will review actions that have been agreed, medical evidence or reports from internal or external departments and any recommendations outlined in the OHS Assessment Report. A determination will be made on the student’s ability to continue on their chosen course of study. Determinations include but are not limited to;
- Implementation of reasonable adjustments and appropriate support arrangements to be reviewed periodically
- A recommendation is made that the student takes a voluntary temporary withdrawal from their studies or the relevant area of activity (e.g. student accommodation)
- A decision is made that requires the student to take a temporary withdrawal from their studies, placement, overseas study or other University related activity
- The student is permitted to continue their studies on a part-time basis or to study away from the University if this is practicable
- Imposing on the student a formal suspension from study for a stated period of time and/or exclusion from specified University facilities/activities, with or without conditions for any subsequent return to study or readmission to those facilities of activities
- Termination of the student’s studies at the University.
Note: The School / Professional Support Service should appoint a secretary for the Level 2 Panel review meeting to take a minute of key discussion points and the resulting determination. These minutes should be held as a formal record by the School.
3.2.13 Where possible, the final determination should be clearly communicated to the student at the meeting and in writing thereafter.
3.2.14 Where a final determination cannot be reached at the meeting, the reasons for this should be clearly communicated to the student and an agreed timeframe for the determination to be made should be given. Thereafter, the student should be notified of the determination within the agreed timeframe by an agreed means and this determination should also be formally communicated in writing.
3.2.15 If the student does not or cannot attend the meeting the University has the right to continue with the process in their absence and confirm the determination in writing thereafter.
3.2.16 All students who have agreed a contract for accommodation with the University are subject to the regulations relating to Student Accommodation, including those relating to withdrawal from the University and requesting release from contracts.
3.2.15 Refer to Annex 2 for Level 2 Process Overview.
4. Review of Decision
4.1 A student can request a review of the outcome of the Level 2 Support to Continue in Study Process. Requests should be submitted (in writing) to Student Disability and Wellbeing Services (SD&WS) (studentwellbeing@qub.ac.uk) no later than 10 working days after the receipt of the outcome of the process. Students should state the basis on which they are requesting a review. The decision will be reviewed by the Vice-President for Students and Corporate Services (or nominee), the Director of Education and Student Services (or nominee) and a member of academic staff. Note: No member of the Review Panel should have any previous knowledge of the case.
4.2 Review meeting
Students will have the right to present their request for review and can be accompanied to the meeting, (see 3.2.4). The student will be will given 5 working days’ notice of the meeting, should they wish to attend.
Note: Time frames may vary depending on the time of year, the availability of University staff and / or the student. However, the University will endeavour to hear the appeal as quickly as possible.
4.3 The student is required to confirm whether they intend to attend the meeting of SD&WS. If the student fails to confirm attendance within the specified time, the Review will be deemed to be withdrawn by the student.
4.4 If a student fails to attend, without showing good cause to the satisfaction of the Panel, then the Review will be considered on the papers in the student’s absence. In this event, the student shall not have grounds for a further Review, or for seeking a further hearing, solely on the basis of their non-attendance at the earlier meeting.
4.5 Where the student establishes ‘good cause’ to the satisfaction of the Chair, then the Review meeting may be re-scheduled unless the student has indicated that they wish the case to be considered by the Panel in their absence.
4.6 The Panel may request the Lead Staff member or Nominee to attend the meeting of the Panel or to provide a written response to the student’s Review. The Panel may also require a representative(s) of the relevant School/SD&WS or Accommodation to attend the meeting to provide information relating to the students course or concerns about their wellbeing or behaviour.
4.7 The student, the Chair of the Review (or nominee) (if in attendance) and the School / Professional Support Service representative(s) (if in attendance) shall be present while the other presents evidence. The Chair reserves the right to request additional information required in order to reach a decision.
4.8 The Review Panel Decision
The Review Panel may:
Accept the outcome of the School/Student Disability and Wellbeing Services/Professional Support Service decision to invoke Level 2 Support to Continue in Study and recommendations,
Reject the outcome of the School/Student Disability and Wellbeing Services/ Professional Support Service Level 2 Support to Continue in Study recommendations and impose new recommendations
4.9 The Panel outcome is final. Upon notification of the University’s final internal decision, a student may make a complaint about maladministration to the , Northern Ireland Public Services Ombudsman (NIPSO) (https://nipso.org.uk/nipso/about-us/who-we-are/) within six months of notification of the University’s final decision.
4.10 Refer to Annex 3 for Review of Decision Process Overview.
5. Return to Study
5.1 Any student who as part of a Support to Continue in Study process is:
- required to withdraw
- withdraws before there is an outcome
- withdraws temporarily from study
should be subject to informal periodic review. The frequency and format of this informal periodic review should be agreed with the student by the school staff member raising concerns and leading on the Fitness to Continue in Study Process.
Email or telephone contact is recommended and a record of discussions and any updates on the student’s wellbeing should be kept by the staff member. This information will help inform the student’s progress towards fitness to return to study.
5.2 As every student’s situation is different, a ‘withdrawal review date’ will be agreed with the student, their School and the University’s Occupational Health Service (if appropriate) at the time of withdrawal.
5.3 Where a student has been required to withdraw or has withdrawn voluntarily, following the Level 2 stage of this process, their fitness to return to the University must be medically assessed by a suitably qualified representative from the University’s OHS. The student may also be required to attend for examination by a specialist medical professional, if deemed necessary by the University’s OHS. The recommendation of medical assessment for fitness to return to study will be shared by OHS with the student and the student’s School in the form of a report.
Return to Study Panel Meeting
5.4 On receipt of the OHS report the School must appoint a Return to Study Panel and convene a Return to Study Panel meeting to consider the student’s fitness to return to study. This should include input from Student Disability & Wellbeing services.
Note: The School should appoint a secretary for the panel meeting to take a minute of key discussion points and the resulting determination. These minutes should be held as a formal record by the School.
5.5 The student will be invited to attend the Fitness to Return to Study Panel meeting and may be accompanied by another student or member of staff of the University (including a Sabbatical Officer) or University Chaplain for support.
Note: If the student chooses not to attend the panel meeting. The meeting can go ahead in their absence and a decision made as to their fitness to return to study.
5.6 The Fitness to Return to Study Panel meeting should discuss and review the student’s situation and consider:
i. the actions the student has taken to improve their situation;
ii. the support they have accessed;
iii. the outcome of University’s OHS medical assessment
iv. any support they would find helpful in ensuring a successful return to study, including a re-referral to the Disability and Wellbeing Team;
v. Appropriate information sharing/GDPR.
5.7 Outcomes from this meeting may include:
i. Recommend to the Head of School that the student’s return to study be approved;
ii. Seek further medical information before considering any further action;
iii. Continue the student’s temporary withdrawal and review student progress after a set period of time.
5.8 Approval from the student’s Head of School must be obtained before re-registration.
5.9 The student should be informed of the decision and any specific recommendations or suggestions about the support that they are recommended to access if they return to studies (in writing, within 5 working days of the Panel meeting). The student will also remain under the monitoring of the Student Disability and Wellbeing Team for the remainder of the academic session, subject to ongoing review.
5.10 The student may request a review of the Panel’s decision by the Director of Academic and Student Affairs or nominee. This request should be submitted in writing.
5.11 All withdrawn students are subject to University regulations relating to withdrawals defined under Regulations for Students. This may include limits on applications for temporary withdrawal.
5.12 Refer to Annex 4 for Return to Study Process Overview.
6. Emergency Situations/Serious Incidents Involving a Student
6.1 Emergency incidents involving students are rare and the immediate situation should be dealt with by calling the University’s Safety Team on extension 2222 or 028 9097 5099. The Safety Team will contact appropriate emergency services, respond to the scene and contact other relevant support providers, including the Head of Student Disability and Wellbeing.
6.2 To prevent reoccurrence of any action and to protect the members of the University community in general, or a particular member or members, the University may apply Interim Measures as set out in the Interim Measures Regulations, where it is urgent and necessary to take such action pending outcomes from the formal process. This may include temporarily suspending a student’s access to University information systems or buildings, or prohibit contact with specific students or members of staff, on health and safety grounds.
7. Meeting Etiquette
7.1 Meetings under the Support to Study Process can be concerning for students. Consideration should be given to timing of communication, meetings and outcomes. Where possible, difficult news should be avoided on a Friday afternoon where support is limited over a weekend period.
8. Record Keeping
8.1 Record keeping throughout the process is important. Meetings should be minuted with clear actions, staff and student responsibilities and timelines identified throughout. For example at Level 2 Panel meeting, a nominee should be identified to review if actions / recommendations previously agreed have been completed.
8.2 Records and information relating to specific students will be held as follows:
- Individual support services accessed by a student maintain their own records, in accordance with the University’s Data Protection Policy.
- Records and information held under the Student Support Protocol are normally kept in the office of the Head of Student Disability and Wellbeing. However, information relating to a student’s interactions with support services and Accommodation and Hospitality will be held within the service, shared with the Student Disability and Wellbeing Team, as appropriate, in line with the University’s Student Privacy Notice.
- Records and information relating to School Support to Continue in Study meetings will be held within the respective School.
- Records and information relating to Appeals will be held within the office of the Director of Academic and Student Affairs.
8.3 All information held about a specific student is subject to Data Protection and Freedom of Information legislation. Information will be stored and destroyed in line with University records management policies.