Overview of the Fitness to Study Policy

What is the Fitness to Study Policy: The University is committed to supporting and responding to student needs, seeking to ensure a positive student experience, and promoting opportunities for students to develop to their full potential. The primary purpose of this policy is to support students by identifying concerns and putting in place actions and supports, where possible, to help the student continue in College. This Fitness to Study Policy will come into full effect in the academic year 2017-18. It is to be used to respond to and manage concerns regarding a student’s fitness to perform all activities associated with attending College, concerns regarding a student’s capacity or concerns regarding a student’s mental health.

Please click here for the Fitness to Study Policy and here for the Fitness to Study Guidelines

Initiating the Fitness to study Policy: In most cases, concern about a student’s fitness to be in College will be first spotted by a staff member or the Students’ Union. In some cases, it may be other students. The most likely person to contact is the student’s tutor, but can be staff associated with the course, who will contact the Relevant Person. When the Relevant Person or Dean of Students receives a Note of Concern the Fitness to Study Policy is invoked. (Link to template?) The Relevant Person is the person who first receives a Note of Concern relating to a student. The Relevant Person is one of the following, as appropriate: the Course Director, the Head of School, the Director of Undergraduate Teaching and Learning, Director of Post Graduate Teaching and Learning, the Warden of Trinity Hall, Director of the Health Service, Director of Student Counselling Service, Director Disability Service, or other College officers where appropriate.

The Note of Concern states the student involved, describes the nature of the concern and provides a brief factual description of the concern. It includes who the concern was raised by and may contain comments/observations of College Staff (Academic or Professional Staff).

How is the Fitness to Study Policy Structured? The Fitness to Study Policy outlines the three levels of engagement where concerns are raised about a student’s fitness to engage with College life. At all Levels, the student will be consulted and can be supported by his/her Tutor or the Postgraduate Advisory Service in the case of Postgraduate students. At all levels the Relevant Person may seek input from the Fitness to Study Advisory Group by making a request to the Dean of Students. At each level, the Decision maker will appoint a person to monitor the agreed Fitness to Study Action Plan and attend the Fitness to Study Action Plan review meetings.

College Statutes: The Fitness to Study Policy is provided for in Schedule 4 of the Chapter on Student Conduct and Capacity of the 2010 Consolidated Statutes of Trinity College Dublin. It replaces the previous procedure whereby the Dean of Students Consultative Group provides recommendations to various College Officers on fitness to study cases.

Procedure

Please note that at all Levels the Relevant person must send a copy of the Note of Concern to fitnesstostudy@tcd.ie

Level 1 - Concern: Emerging or initial concerns about an individual student’s health, behaviour or mental wellbeing and the impact this has are raised. Following receipt of a ‘Note of Concern’, the Relevant Person will notify the student of the nature of the concerns expressed.

The Relevant Person is the decision maker at Level 1 & will attempt to resolve the matter by informal discussions with the student.

The student’s Tutor/Postgraduate Support Officer may also be present.

Level 2 - Serious Concern: Continued and on-going significant concern about a student’s health, well-being, behaviours, safety and/or ability to study and where Level 1 has already been implemented or is judged to be inappropriate or unnecessary.

The decision maker at Level 2 is the Senior Lecturer/Dean of Undergraduate Studies or Dean of Graduate Studies.

Undergraduate students can be supported by their tutor or another representative of their choosing. Postgraduate students can be supported by the Postgraduate Advisory Service or another representative of their choosing.

Level 3 – Formal stage – Serious or persisting concern Serious or persistent concern about a student’s health, wellbeing and/or behaviours, safety and/or ability to study and cope at University or where there are considered to be serious concerns about risk to the student and/or others.

The Decision maker at Level 3 is the Fitness to Study Panel

Undergraduate students can be supported by their tutor or another representative of their choosing. Postgraduate students can be supported by the Postgraduate Advisory Service or another representative of their choosing.

When will you know the outcome? For all Levels, the decisions will be sent to the student and tutor/Postgraduate Advisory Service in writing within 10 working days of the decision being made.

Return to Study

Student wishes to return to study were a Letter of Certification is required:

If a Fitness to Study - Letter of Certification was an outcome of the Level 2 procedures, the student should submit the Letter of Certification to the Case Coordinator for consideration. This may be by emailing a copy of the letter to fitnesstostudy@tcd.ie Or alternatively you can post or drop the letter to: The Case Coordinator - Disability Service, Room 2054, The Arts Block, Trinity College, Dublin 2. Please email fitnesstostudy@tcd.ie to say that you will be posting your documentation.

Please note the College with only accept a completed 'Fitness to Study - Letter of Certification' form as evidence that a student is fit to return to their studies if one has been requested.

If a of Letter of Certification was an outcome of the Level 3 procedures, the student should submit a Letter of Certification to the FTS Panel who will consult with the Director of the Health Service and/or the Director of the Counselling Service and the Certification Section shall apply. Please find the Letter of Certification here

Appeals

A student may appeal the outcome of Level 1 or Level 2 procedures by informing the Relevant Person in writing as soon as possible, but within ten working days of the meeting taking place.

For a Level 1 appeal the Relevant Person will contact the Senior Lecturer or the Dean of Graduate Studies as appropriate.

For a Level 2 appeal the Relevant Person will contact the College Registrar

If you disagree with the outcome of Level 3, you may appeal to the Visitors, as provided for in the Statutes. Unless the Fitness to Study Panel decides otherwise, any decision being appealed to it will retain full force and effect during the currency of any appeal.

This appeal process is described in the College Statues which can be found here

Forms

Please click here for the Certificate of Fitness form. This form is used for all students wishing to return to College & provides detailed information for Student Services to offer appropriate supports.

Note of Concern - please see the Fitness to Study Guidelines for how to complete this from and return to the Dean of Students and Case Coordinator.

For a Level 1 case please use the Level 1 Note of Concern form.

For level 2 case please use the Level 2 Note of Concern form.

For Level 3 case please use the Level 3 Note of Concern form.

Agreed Action Plan - please see the Fitness to Study Guidelines for information on how to use this form

Fitness to Study Advisory Group Feedback Form - this form must be completed if a FTSAG is availed of and there are recommended actions for individuals. Each named individual must complete the form and return it to fitnesstostudy@tcd.ie

Relevant Policies Etc.

This policy is to be consider in conjunction with other College polices such as the Fitness to Practice Policy and the College Mental Health Policy.

This policy should also be read in conjunction with the College Statues which can be found here