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. 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. 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 or Programme Director, the Head of School, the Director of Teaching and Learning (Undergraduate), Director of Teaching and Learning (Post Graduate), the Warden of Trinity Hall, Director of the Health Service, Director of the Student Counselling Service, Director of Trinity DisAbility Service, or other College officers where appropriate.

The Note of Concern states the details of the student in question, 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 Student Capactiy 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 3 of the Chapter on Student Conduct and Capacity of the 2010 Consolidated Statutes of Trinity College Dublin.

Procedure

Please note that at all Levels the Relevant person must send a copy of the Note of Concern to studcases@tcd.ie for undergraduate cases, and pgcases@tcd.ie for postgraduate cases

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.

At level 1 the the Relevant Person will attempt to resolve the matter by informal discussions with the student.

The student’s Tutor/Postgraduate Support Officer may also be present, as the student wishes.

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 or 3 is one of the following, dependent on circumstance: Senior Lecturer/Dean of Undergraduate Studies, Dean of Graduate Studies, Registrar of Chambers, Warden of Trinity Hall, or the College Secretary.

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.

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 where a Letter of Certification is required:

If a Fitness to Study - Letter of Certification was an outcome of the Level 2 procedures, the student's tutor or supervisor should submit the Letter of Certification to the Case Coordinator for consideration. This may be done by emailing a copy of the letter to studcases@tcd.ie if the matter relates to an undergraduate student, or pgcases@tcd.ie if the matter relates to a postgraduate student.

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 Academic Appeals Committee who will consult with the Student Capacity Advisory Group and the Certification Section shall apply. Please find the Letter of Certification here

Appeals

A student may appeal the outcome of these procedures by having their tutur/representative inform the Academic Appeals Committee in writing as soon as possible, but within ten working days of the meeting taking place.

This appeal process is described in the College Calendar, Part II, page 40.

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

Student Capacity Advisory Group Feedback Form - this form must be completed if the SCAG is availed of and there are recommended actions for individuals. Each named individual must complete the form and return it to studcases@tcd.ie if the matter relates to an undergraduate student, or pgcases@tcd.ie if the matter relates to a postgraduate student.

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 section on Student Capacity and Conduct.