Student Capacity Policy

Overview

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. 

What is the Student Capacity Policy?

The primary purpose of this policy is to support students by providing a framework within which to effectively manage capacity issues which may arise during a student’s programme of study including, where possible, supporting a student to continue, or to resume their programme of study.

Fitness to Study Policy

Fitness to Study Guidelines

Initiating the Student Capacity Policy

In most cases, concern about a student’s capacity to be in College will be first spotted by a staff member or the Students’ Union. In some cases, it may be other students. Should this happen it is recommended that the person to contact is the student’s tutor, but staff associated with the course may also be contacted, who will themselves contact the Relevant Person.

When the Relevant Person or Dean of Students receives a Note of Concern the Student Capacity Policy is invoked. The Relevant Person is normally one of the following, as appropriate: the Course or Programme Director, the Head of School, the Head of Discipline, the Director of Teaching and Learning (Undergraduate), the Director of Teaching and Learning (Post Graduate), 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 made by others in relation to the student.

How is the Student Capacity Policy Structured?

The Student Capacity Policy outlines the three levels of engagement where concerns are raised about a student’s capacity to engage with College life. At all Levels, the student will be consulted and can be supported by their Tutor, a student representative, or by the Postgraduate Advisory Service in the case of Postgraduate students. At all levels the Relevant Person may seek input from the Student Capacity Advisory Group by making a request to the Dean of Students.

College Statutes

The Student Capacity 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.

Level 1 - Action Plan and Resolve with a Relevant Person

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 through informal discussions with the student.

The student’s Tutor may also be present, as the student wishes.

Level 2 - Refer to a Decision Maker

Where agreement or resolution cannot be achieved at level 1, the student refuses to engage with the procedure or agreed actions, or there is continued and on-going significant concern about a student’s health, well-being, behaviours, safety and/or ability to study a case is escalated to level 2, and referred to a Decision Maker.

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.

The Decision Maker will consider all the relevant information and documentation, which will include input from the student (if any) and can include inter alia input from the SC Advisory Group before taking action.

Level 3 – Refer to the Academic Appeals Committee

In situations where the student wishes to make representations in relation to actions taken by one or more of the Decision Makers, the case is referred to the Academic Appeals Committee.

The Committee will consider all the relevant information and documentation and can include, inter alia, input from the SC Advisory Group and will include input from the student (if any) before taking action

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, a determination will be made within a reasonable time of the case being referred to it. 

Return to Study

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

If a requirement for a Letter of Certification was an outcome of the Level 2 procedures, the student, or their tutor or supervisor should submit the Letter of Certification to the Decision Maker for consideration. This may be done by emailing a copy of the letter to studcases@tcd.ie.

If the Decision Maker has or continues to have serious concerns which are not allayed by the letter of certification, the Decision Maker will consult with the SC Advisory Group and following such consultation will either:

1. permit the student pursue their course of study or to return to College, to College accommodation, or to their course of study, as appropriate,
2. require the student to go off-books, or refuse to permit the student to return to College, to College accommodation or to their course of study, as appropriate, pending a further medical assessment,
3. require compliance with such conditions as are reasonable and necessary in the circumstance.

Appeals

A student may appeal the outcome of these procedures by having their tutor/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, Section B1.II.70.