1. Purpose	2. Scope and Limitations	3. Overview
4. Guidance for Level 2 Meetings	5. Level 2 Panel Review Meeting Guidance	6. Review of Decision Requests
7. Return to Study	8. Emergency Situations/Serious Incidents Involving a Student	9. Meeting Etiquette
10. Record Keeping, Roles & Responsibilities	11. Support for Staff Leading on Cases	12. Annexes

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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 Participate Fully in Studies and/or University Life 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 and / or Conditions of Occupancy for students residing in University accommodation.

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 safely at the University. This includes their ability to keep themselves and others around them safe.

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2. Scope and Limitations

2.1 Support to Participate Fully in Studies and/or University Life 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 may be 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 student’s 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 and/or staff

Note: the behaviours of a student displayed within the context of Support to Participate Fully in Studies and/or University Life  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 condition, or behaviours deemed consistent with a long-term condition or disability consideration should be given as to the appropriateness of enacting disciplinary procedures. Having a condition is not an excuse of behaviours which may constitute misconduct though could be a factor for consideration in some circumstances. The decision to use Support to Participate Fully in Students and/or University Life is at the discretion of the University and does not preclude a referral to the Student Conduct Regulations.

2.4 Where a long term condition or disability is known or anticipated, decisions should be based on all information known 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).

Note: The procedure for use in emergency situations is set out in 6 below.

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3. Overview

This process is in place to ensure that where possible students are supported to fully engage in their studies and/or student life. The process outlined below comprises two distinct formal levels of intervention and is underpinned by the principle that early intervention is key. While early intervention significantly reduces the number of cases that escalate to Level 2, inevitably in a small number of cases support will be required at Level 2 from the outset.  

Support to Participate Fully in Studies and/or University Life 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 Student Wellbeing and Accessible Learning Support (formerly Disability Services).  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 Queen’s Accommodation or Student Wellbeing and Accessible Learning Support Team as the concerns are not academic related or not yet having an impact on a student's ability to study.  

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 (i.e., 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. 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.

Note: A suite of resources and template documents are available to support staff with communication and record keeping through the process.  

It is important to clearly communicate to students that once they have a Level 1 meeting that they are part of a formal process.   In certain very serious cases, this could result in implementing Level 2 with immediate temporary withdrawal under the Interim Measures Regulations to safeguard the student and/or others and mitigate risk.

3.1 Informal Student Support (pre implementation of Level 1)

3.1.1 School staff responsible for supporting students with academic or personal issues are encouraged where possible to address concerns raised about students at an informal stage before proceeding to Level 1. 

3.1.2 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.  It is good practice to share in writing any actions and timelines agreed with the student.

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 Students who might benefit from additional support from Student Wellbeing and Accessible Learning Support can be referred directly by staff via the Staff Contact Us form or alternatively signposted to the daily student Drop-in to find out more about support through Accessible Learning Support (formerly Disability Services) or to access support for their mental health and wellbeing

3.2 Level 1 – Initial Concerns

3.2.1 Where informal discussions have not resolved the situation, a Level 1 intervention should be initiated. A Level 1 intervention requires a meeting with the student to discuss any unresolved concern(s). This meeting should ideally be led by a relevant person who knows the student (e.g., Personal Tutor, Adviser of Studies or Supervisor).

3.2.2 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 Participate Fully in Studies and/or University Life

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 Student Wellbeing and Accessible Learning Support for advice and guidance on how to manage the situation. A member of staff from Student Wellbeing and Accessible Learning Support can attend the meeting. If deemed appropriate, the student should be notified of this in-advance of the meeting.

3.2.3 At the meeting, the staff member should:

1. explain the concern(s)
2. discuss the perceived impact/implications on the student’s wellbeing and fitness to study
3. gather an initial understanding of the student’s perception of the matter
4. allow the student the opportunity to respond to the concern(s)
5. identify with the student any related support needs the student may have
6. explore if the student may be eligible to access additional support on health grounds and explain the process for accessing support through Accessible Learning Support or the Short Term Impairments process and possible reasonable adjustments available.
7. agree an appropriate time-bound action plan with the student, 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 they should seek)
8. identify and agree review date and follow-up arrangements
9. recognise this is Stage 1 of a formal process around the student’s ability to participate fully in University life. While a full range of support is available, it is important that the student takes ownership and fully engages in these supports.

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 Wellbeing and Accessible Learning Support for further advice and guidance as in line with the Student Support Protocol.

3.2.4 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 Participate Fully in Studies and/or University Life Level 2 intervention should be considered and followed if deemed appropriate.

3.2.5 Refer to Annex 1 for Level 1 Process Overview.

3.3 Level 2 – Serious and/or Continuing Concerns

3.3.1 As a general rule, a Level 2 Intervention of the Support to Participate Fully in Studies and/or University Life  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, which may include behaviours which are causing significant disruption to normal University business for staff and/or other students,
• 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 and/or staff
• 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

3.3.2 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, and that of others.

3.3.3 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 Participate Fully in Studies and/or University Life

3.3.4 No student should be supported under Level 2 of the process without input from Student Wellbeing and Accessible Learning Support for advice and guidance and involvement in subsequent meetings. The School can request that a member of staff from Student Wellbeing and Accessible Learning Support can attend the meeting. If deemed appropriate, the student should also be notified of this in-advance of the meeting. The role of Student Wellbeing and Accessible Learning Support 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.

Note: The Wellbeing Service works closely with a range of external 3^rd  party organisations including a counselling agency contract to provide psychological and counselling services which are free to students. The University has a relationship with the University Health Centre and other statutory agencies who have the primary responsibility for providing specialist support to students. Students who are unwell or becoming unwell, either mentally or physically, may be referred to the NHS or other statutory agencies who have the primary responsibility for this kind of specialist care. The University’s primary role is to provide education, however Wellbeing Services aim to provide guidance and direction to student who find it difficult to understand the local health care system or identify the most appropriate community based organisation to contact.

3.3.5 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.

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4. Review of Decision

4.1 Level 2 Meeting Preparation

4.1.1 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.

4.1.2 Meeting preparations should consider:

• Purpose and background to the meeting
• any reasonable adjustments required for the student to fully participate in the in
• time / location and staff members likely to be present
• an appropriate Notetaker for the meeting

4.1.3 The student should be informed:

• of the purpose and background to the meeting
• time / location and staff members likely to be present
• a secretary for the meeting will be present to collate a meeting record (this non-verbatim record will be made available for all meeting attendees post-meeting)
• any reasonable adjustments required for the student to fully participate
• 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.
• of the need to confirm their attendance and any further reasonable adjustments required

4.1.4 At the meeting, the staff member who has raised concerns should:

1. introduce the attendees
2. remind the purpose of the meeting, that it is in relation to concerns raised about the student’s fitness to continue in study/university life and that resolution is being sought at Level 2 intervention as per the Support to Participate Fully in Studies and/or University Life Procedure
3. explain and/ or review the concern(s), including supports identified at Level 1 (if appropriate)
4. discuss and/or review the perceived impact/implications on the student’s wellbeing and fitness to study
5. gather or get an up-to-date understanding of the student’s perception of the matter
6. allow the student the opportunity to respond to the concern(s)
7. Review any evidence the student has provided prior to or during the meeting
8. identify with the student any related support needs the student may have
9. explore if the student may be eligible to register with Accessible Learning Support and highlight potential reasonable adjustments
10. Wellbeing Services to consider implementing Level 2 with immediate temporary withdrawal under the Interim Measures Regulations to safeguard the student and/or others and mitigate risk. A referral to Occupational Health may be considered if urgent issues are unresolved and there remains doubt regards withdrawal.
11. agree any further interim time-bound actions to help manage concerns while the student engages in any additional supports, registers with Accessible Learning Support 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.

4.1.5 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.

5. Level 2 Panel review Meeting Guidance

5.1 Level 2 Panel Review Meeting

5.1.1 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 Chaplain for support).

5.1.2 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;

1. Implementation of reasonable adjustments and appropriate support arrangements to be reviewed periodically
2. 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)
3. A decision is made that requires the student to take a temporary withdrawal from their studies, placement, overseas study or other University related activity
4. The student is permitted to continue their studies on a part-time basis or to study away from the University if this is practicable
5. Imposing on the student a formal suspension from study for a stated period of time to manage students who cannot live independently and safety at university. This may include exclusion from specified University facilities/activities, with or without conditions for any subsequent return to study or re-admission to those facilities of activities
6. 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 meeting note of key discussion points and the resulting determination. This should be held as a formal record by the School.

5.1.3 Where possible, the final determination should be clearly communicated to the student at the meeting and in writing thereafter.

5.1.4 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.

5.1.5 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.

5.1.6 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.

5.1.7 Refer to Annex 2 for Level 2 Process Overview.

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6. Review of Decision Requests

6.1.1 Review of Decision

6.1.1 A student can request a review of the outcome of the Level 2 Support to Participate Fully in Studies and/or University Life  Process. Requests should be submitted (in writing) to Student Wellbeing and Accessible Learning Support (SW&ALS) (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 Student 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.

6.2 Review Meeting

6.2.1 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 given 5 working days’ notice of the meeting, should they wish to attend.

6.2.2 The student is required to confirm whether they intend to attend the meeting of SW&ALS.  If the student fails to confirm attendance within the specified time, the Review will be deemed to be withdrawn by the student.

6.2.3 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.

6.2.4 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.

6.2.5 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/SW&ALS or University Accommodation to attend the meeting to provide information relating to the students course or concerns about their wellbeing or behaviour.

6.2.6 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.

6.3 The Review Panel Decision

6.3.1 The Review Panel may:

Accept the outcome of the School/ Student Wellbeing and Accessible Learning Support service/Professional Support Service decision to invoke Level 2 Support to Participate Fully in Studies and/or University Life and recommendations,

Reject the outcome of the School/ Student Wellbeing and Accessible Learning Support service/ Professional Support Service Level 2 Support to Participate Fully in Studies and/or University Life recommendations and impose new recommendations.

6.3.2 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. 

6.3.3 Refer to Annex 3 for Review of Decision Process Overview.

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10. Record Keeping, Roles and Responsibilities

10.1 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.

10.2 Records and information relating to specific students will be held as follows:

1. Individual support services accessed by a student should maintain their own records, in accordance with the University’s Data Protection Policy.
2. Records and information of interactions with Student Wellbeing and Accessible Learning Support are stored in the service CRM. However, information relating to a student’s interactions with other services and Accommodation and Hospitality will be held within their service, shared with the Student Wellbeing and Accessible Learning Support Team, as appropriate, in line with the University’s Student Privacy Notice.
3. Records and information relating to School Support to Participate Fully in Studies and/or University Life meetings will be held within the respective School.
4. Records and information relating to Appeals will be held within the office of the Director of Campus Life and Student Experience

10.3 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.

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