Overview

The University is committed to fostering a supportive community of learning where students are able to participate fully in their academic studies and wider student experience. The University aims to provide a positive and supportive approach to the management of physical and mental health to support academic achievement and student experience. We expect our students to act responsibly and to behave in ways that do not compromise either their own wellbeing or that of other members of the University community. We also recognise that, in some circumstances, students may experience difficulties or have conditions that may require additional support in order for them to meet their responsibilities. 

We provide a range of support services that help students in our academic community deal with aspects of student life that can inhibit learning. These support services do not equate to those provided by medical/therapeutic services such as those offered within the NHS, as the University is primarily an educational institution. 

The University recognises that there are sometimes circumstances where it is in the best interest of a student and of the community for a student not to be studying, even if the student does not agree. 

This policy describes how we will discharge our duties of care in response to concerns about students’ fitness to study and/or attend. It enables the University to respond appropriately to situations where there are substantial concerns about a student’s welfare and/or their impact on the safety or welfare of others.

In applying this policy we will keep the student at the heart of the process, make every effort to involve them at every stage and will communicate in a clear and timely fashion about how the process is being progressed. 

When should the Support to Study procedure be used?

The Support to Study procedure may be applied when, allowing for any adjustments required under equality legislation: 

• There are significant concerns about a student’s ability to fulfil academic progress requirements without serious detriment to their own physical or mental health or the safety and wellbeing of other members of the University community;

• Other support processes within the University have been offered and/or have been exhausted; or

• A student is experiencing mental health difficulties which are adversely impacting on their day to day functioning. This may include students who are in hospital and who may have been detained under the Mental Health Act.

Procedure

Stage 1: Review and Support Planning

Where ongoing concerns have been raised with the student but the expected improvements to engagement in support and the student have not taken place, or where an ongoing Support to Study process is thought to be necessary. 

The student is to be invited to a meeting with a Support to Study Panel Chair, Departmental Representative and College Representative, usually a College Life Co-ordinator or Deputy College Manager. 

The student can, if they wish to, be accompanied by a representative from University of York Students’ Union advice services. If deemed appropriate and by prior agreement of the Panel Chair, students may be accompanied by another member of the University or other appropriate supporter, including the representative from Student Life and Wellbeing who convened the Access Meeting. 

During the meeting:

1. The concerns about support to study will be outlined to the student, who will have an opportunity to respond.  
2. A written action plan will be produced by the College representative.
3. A review period will be agreed.

After the meeting the written action plan is shared with the student after approval from the Panel Chair and all invited to attend a review meeting next semester or typically within three months. 

At the review meeting the action plan will be revisited and the outcome should be documented and indicate whether the situation has been resolved. The outcome of this review meeting should be conveyed to the student in writing. 

If concerns are ongoing and progress is being made a further review meeting will be scheduled the case will continue to be reviewed.

If, following review(s), the concerns have been resolved, the case will be closed. 

If the support at Stage 1 does not address the concerns after two review meetings or new information regarding active risk or concerns are presented then the case may escalate to Stage 2. These should be sent to the Deputy Head of Student Support to consider.

All case communications should be logged on Salesforce.

Stage 2: Formal Stage

StageTwo Support to Study cases should be reserved for the most high risk of cases that have either been escalated through Stage One or have been directly referred to or supported by a member of the Student Life And Wellbeing Management Team, usually after being heard at Students of Concern.

At Stage 2 there should be a Support to Study Panel Chair, Minute Taker, Departmental Representative and College Representative, usually the student’s College Manager. Where appropriate, there may also be specialist professionals from external and / or specialist teams.

The meeting will hold a discussion of the case and will, where possible, agree actions which will be captured in an enhanced written action plan, shared with the student, to include: 

• a date for review (6-8 weeks but typically no more than twice per semester depending on the risk)
• support for the student 
• agreed measures relating to the student adhering to the action plan and engaging with the procedure 
• consequences of the failure of the action plan, eg actions arising which may include recommendation for an agreed Leave of Absence, suspension, termination of studies or the student’s failure of their programme.

At the review meeting the outcome should be documented and indicate whether the situation has been resolved. The outcome of this review meeting should be conveyed to the student in writing.  

If, following review, the concerns have been resolved, the case will be closed. 

If following review concerns remain, but progress is being made the case may continue at this Stage or may be stepped down to Stage 1 if risks have reduced or remained constant over two consecutive review meetings. This decision is made by the Panel Chair in consultation with the Panel.

If support at Stage 2 does not address the concerns, for example the student does not agree to the action plan or engage with the support services offered; the panel will review the known risks to the student and any risks that might be posed to the broader community and determine if the case warrants a recommendation of an enforced leave of absence or withdrawal from the programme of study.  The student will be able to submit information or documentation to inform the process at any Stage.

An enforced Leave of Absence or Withdrawal may be considered, where:

• There are serious concerns about a student’s mental or physical ability, or behaviour which we have reason to believe to be the result of an underlying physical or mental health difficulty and there is a significant impact on the health, safety or wellbeing of themselves or others and which compromise their ability to live, study or work in the University environment;
• A student refuses or is unable independently to engage with the range of support with which we expect them to connect (for example in situations where they themselves do not recognise that they are not fit to study and/or to attend). The University requires this independence to ensure that all our students have the opportunity to attain the degree or qualification for which they are studying;
• Other avenues are not appropriate or have been exhausted. Typically, the procedure will be applied where it can be demonstrated that all other reasonable adjustments have been made or exhausted and concerns remain.

This should be proposed in consultation with a member of the Student Life And Wellbeing Management Management team before submitting the recommendation to the Academic Registrar or a nominated deputy.

All case communications should be logged on Salesforce.

Return to study

If the student has taken a voluntary Leave of Absence, an Access meeting will be convened shortly after they have returned to their studies to assess the student’s current situation and ensure all support is in place to help with the transition back into University.

This meeting should involve a member from the previously opened Support to Study case, either the Panel Chair or a member of the student’s College, where possible as well as a Departmental Representative.

Following the meeting the representative from Student Life and Wellbeing will prepare a brief summary, containing actions for the student and will recommend whether:

• No further need for another Access meeting
• A follow-up meeting to take place
• To invoke the Success at York pathway
• Resume the Support to Study case

This should be sent to the Deputy Head of Student Support who will review these and decide whether to resume the Support to Study. This summary should be added to the Support to Study case file and captured within Salesforce.

If a student has been on an enforced Leave of Absence, prior to their return, they must be deemed fit to return to study. In order to fulfil this obligation, the University requires certification from the University Medical Advisor with regards to the student's physical/mental health and level of functioning. Once this has been received, a meeting with the Support to Study Panel should be arranged to discuss the reasons for the Leave of Absence/suspension, the student's current state of health, and the coping strategies the student expects to employ in their return to study. 

A Return to Study Plan should then be created with agreed actions to assist the student in their transition back to University life. The action plan will then be monitored by a designated member of the Panel and reviewed following the student recommencing their studies. Where there are new concerns or active risk then this can be referred for further consideration under Support to Study.

If the Panel does not determine the student fit to return to study then they will make a recommendation that the period of Enforced Leave of Absence is further extended.

All case communications should be logged on Salesforce.

Appeals

Appeals for decisions made through the Support to Study Procedure can be made under the Student Academic Appeals Procedure.