Fitness to Study Procedure

This procedure applies to all registered students and doctoral researchers, with the exception of PGCE students who are subject to a separate Fitness to Teach process. It will normally be invoked only when the Support to Study process has not resulted in a successful outcome or where a student/doctoral researcher’s ability to cope with University life, to study and progress on their programme is very seriously compromised as the result of their health, wellbeing or a disability. 

The University defines Fitness to Study as a student’s or doctoral researcher’s ability to engage adequately with their programme of study in accordance with the expectations set out in the Student Charter, the Attendance and Engagement Policy and the University’s Ordinances and Regulations and in a manner which does not have a negative impact on the individual, other students/doctoral researchers, staff or third parties.

A student/doctoral researcher may be considered unfit to study where they are unable to meet the above definition and/or where one or several of the following criteria apply:

1. The student/doctoral researcher is unable to actively engage in their programme of study: to attend essential in-person teaching events, classes or meetings with tutors or supervisors; make use of online learning resources including Learn interaction and using ReView; progress their research at a satisfactory pace; spend sufficient regular time in other private study in such a way as to enable them to succeed;
2. The student’s/doctoral researcher’s continued study is likely to have a detrimental impact on their physical or mental health and wellbeing;
3. The student’s/doctoral researcher’s continued study is likely to have a detrimental impact on fellow students/doctoral researchers, staff or the University’s external partners;
4. The adjustments required in respect of the student’s/doctoral researcher’s disability (including mental health difficulty) have become unreasonable. 

1. At all times, the intention will be to treat the student or doctoral researcher fairly and transparently. However, the rights of the student or doctoral researcher will need to be balanced against those of others and the University’s statutory responsibilities. Advice on the application of this procedure is available from the Director of Student Services and the Academic Registrar or their nominees.
2. When Stage 2 of the Support to Study process has not been successful and the situation requires escalation.
3. Where serious concerns have emerged about a student/doctoral researcher’s continued active registration on one or more of the grounds set out in paragraph 2. above and action to suspend the student/doctoral researcher temporarily under Section 7 of the Student Disciplinary Procedures (Ordinance XVII) is not appropriate.  

Urgent Situations

When urgent action is required, for example where (not an exhaustive list):

• The student or doctoral researcher is in hospital due to serious illness
• The student or doctoral researcher’s continued registration is having a significant detrimental impact on themselves or others in the opinion of the Director of Student Services (or their nominee)
• The University may otherwise risk a breach to its statutory responsibilities

The Director of Student Services (or nominee) will present a written case for enforced leave of absence to the Academic Registrar (or nominee) including a chronology of the events of concern and evidence of the facts of the situation.

Where possible, the student or doctoral researcher will be given the opportunity to comment in writing on this case before the Academic Registrar considers the recommendation of the Director of Student Services under paragraph 34 of Regulation IX. The Academic Registrar may seek additional information from the student/doctoral researcher, or other members of University staff before deciding to enforce leave of absence or to agree an alternative course of action with the Director of Student Services. The student will be notified and have a right of appeal against any enforced leave of absence in accordance with the provisions of Regulation IX.

The Director of Student Services (or nominee) in consultation with relevant staff from the student/doctoral researcher’s academic School, will set out the requirements which need to be met for the student/doctoral researcher to be deemed fit to return to their studies. Where possible, this information will be provided when notification is sent of enforced leave of absence but it may only be available at a later date and in the light of events, depending on the specific circumstances.

Other Cases

A panel will be appointed to assess the case. The panel should be composed of three or four members identified in accordance with the following:

• One or two senior members of academic staff from another School, nominated by the Pro Vice-Chancellor (Education and Student Experience) or Pro Vice-Chancellor (Research and Innovation) who have no prior knowledge of the case, one of whom shall act as Chair
• One or two senior members of staff from professional services, nominated by the Chief Operating Officer who have no prior knowledge of the case.

A member of Academic Registry staff will act as Secretary.

1. The student/doctoral researcher will be invited to attend the meeting and may be accompanied if they so wish. The student/doctoral researcher should normally be given 7 working days’ notice of the meeting unless there is an urgent reason to call it in a shorter timescale. The accompanying person may present the student’s/doctoral researcher’s case on their behalf.
2. The staff from the School and any relevant professional services staff who referred the case for Fitness to Study following Stage 2 of the Support to Study procedure above, or who have judged a situation to be sufficiently severe that one or more of the early stages of the procedure should be bypassed, will be invited to present documentation regarding the earlier stages of the procedures and their current concerns regarding the student’s/doctoral researcher’s continued study at the University. This documentation should normally be submitted to the Secretary at least 3 working days before the meeting.
3. The student/doctoral researcher will be invited to provide relevant independent medical or other professional practitioner evidence of their health and the potential impact of this on their ability to study and function as a member of the University community. This should be provided to the Secretary at least 3 working days in advance of the meeting. The student/doctoral researcher will normally be expected to bear the cost of this unless the report is requested by the panel to aid its assessment of the case or there are compelling financial hardship grounds in which case the Student Advice and Support team may be contacted for advice on securing financial assistance.
4. The panel should consider the evidence base and give all parties involved the opportunity to give their perspectives of events. The panel may ask questions of all parties to enable it to gain a fuller understanding of the situation and the possible options. The parties involved with the case will be asked to leave at the end of these discussions to allow the panel to consider its decision in private.
5. Given that lower-key interventions are likely to have been investigated and proved unsuccessful in Stages 1 and 2 of the Support To Study procedure, the potential range of outcomes for Fitness To Study are as follows (though this list is not exhaustive):
   1. Recommending to the Academic Registrar that the student/doctoral researcher be permitted to continue immediately with their studies in the current mode of study with no conditions attached.
   2. Recommending to the Academic Registrar that the student/doctoral researcher be permitted to continue immediately with their studies in the current mode of study with specified conditions, intended to safeguard the wellbeing of the student/doctoral researcher and/or the wellbeing of others, attached. If these conditions are not met the panel will be reconvened to reconsider the case.
   3. Recommending to the Academic Registrar that the student/doctoral researcher be permitted to continue immediately with their studies but be required under Regulation IX to adopt a less demanding mode of study (i.e. part-time/stretched degree).
   4. Recommending to the Academic Registrar that the student/doctoral researcher be required to take Leave of Absence under the provisions of Regulation IX, paragraph 34 and setting specific conditions which must be met before they may resume their studies.
6. The student/doctoral researcher will be informed of the decision of the panel and the reasons for it in writing within 3 working days of the meeting.
7. If the student/doctoral researcher is placed on Leave of Absence, they will need to provide written evidence that they now meet the conditions set under section 4 para 5b above. A meeting of the Fitness to Study panel and the attendees under section 4 paras 1 and 2 above should be convened to consider this information and will recommend to the Academic Registrar whether the student/doctoral researcher should be permitted to resume their studies. The student/doctoral researcher should provide the written material at least 10 working days before the date of the meeting and, at the discretion of the Chair of the Panel, written comments on the material submitted by the student/doctoral researcher may be sought from the staff involved in the case or other relevant individuals. Such comments will be made available to the student/doctoral researcher, normally within 5 working days of the meeting.
8. If the student/doctoral researcher is unable to meet the conditions for return from their initial period of Leave of Absence, they may be granted further periods of Leave of Absence in accordance with Regulation IX. Such Leave is unlikely to be agreed for more than a period of two academic years, and the length of the Leave will be the decision of the Dean (or nominee) on academic grounds. Where further Leave is not granted and the student/doctoral researcher is unable to meet the conditions for return, their studies will be terminated in accordance with paragraph 27 of Regulation IX. 

Students/doctoral researchers may appeal against the decisions of the Academic Registrar based on the recommendations set out in paragraph 6.4 above in accordance with the provisions of paragraphs 35 of Regulation IX. 

July 2025