2025-26

Support to Study Procedure

The Support to Study Procedure is governed by Resolution No. 717 of the University Court.

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34.1  Introduction

34.1.1  The Support to Study Procedure aims to help all registered students to participate fully in their higher education experience. It is recognised that at times students may face health or wellbeing challenges which affect their studies and their wider participation in University life.

34.1.2  Where there are concerns from staff members that a student is not able to fully engage in study and to participate in University life more widely due to a health or wellbeing issue, the Support to Study Procedure aims to identify the issues involved and the support available, which can help the student ensure their fitness to study.

34.1.3  There may also be times when a student's health or wellbeing condition means that they pose a risk to themselves, to other students or to the activities of the University. This procedure is designed to support such students while ensuring that the wider student and staff University community is also able to carry on with its normal activities.

34.1.4  The University has other policies and procedures that set out expectations of behaviour and the provision of support[1] which can operate separately or in conjunction with this procedure (see Appendices 1 and 2).

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34.2  Circumstances in which the Support to Study Procedure may apply

34.2.1  The University is committed to supporting the health and wellbeing of all students and recognises that a positive approach to the management of health and wellbeing issues is critical to the student experience and academic outcomes. There may be some instances where additional support is required. For example:

  • Lack of engagement with study[2] (poor attendance, periods of absence, poor participation in coursework, lack of communication with staff, non-submission of multiple assessments).
  • Behaviour or disposition which leads to concerns of underlying problems or ability to meet any inherent requirements, competences or expectations set out in the Student Contract.
  • Disruption to the teaching and learning activities of other students, including placements.
  • Self-referral where the student advises a member of the University of challenges with their health or wellbeing they are experiencing which are affecting their studies.
  • Concerns about a student's health or wellbeing emerging through a third party.

34.2.2  Early intervention and support can help to avoid crisis situations. Any concerns should be addressed as soon as they become known. In many cases an informal, supportive discussion with the student at Stage 1 of this procedure will be sufficient to address concerns and ensure availability of support.

34.2.3  There may be times when efforts to improve a student's situation through informal discussion and planning have not been successful, or where the risks are too high to be managed informally. In such cases, consideration of action under Stage 2 of this procedure may be required. Staff members can get advice and guidance on how best to support a student in such a situation by emailing supporttostudy@glasgow.ac.uk.

34.2.4  If concerns arise when a student is on authorised study away from the University e.g., an exchange programme, University teams will engage and co-operate with the partner institution to identify the most suitable arrangements that can be made to support the situation and address concerns.

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34.3  Stage 1 – Support to Study: Informal Discussion

34.3.1 Where there are concerns about a student’s physical or mental health or wellbeing, initial discussion(s) should take place with the student to understand their circumstances. The approach and discussion may be made by any staff member and should be done in a supportive and understanding manner. The discussion should outline the concerns and encourage the student to share any concerns they may hold or outline any support they may need in their studies. This approach is appropriate in cases where the student's academic position is vulnerable but recoverable and their behaviour does not have a significantly disruptive impact on the individual or others.

34.3.2  The Stage 1 discussion should include consideration of the following:

  • discussion of the issues affecting attendance, engagement or performance;
  • referral to specialist support, e.g. Student Wellbeing or the Disability Service (see Appendix 2);
  • agreed actions for improving attendance, engagement or performance affecting study, e.g. resubmission deadlines, attendance plans, specific help-seeking initiatives;
  • a follow-up date to review progress.

34.3.3  The purpose of the Stage 1 discussion is to agree an approach that will help the student engage effectively with study and ensure they receive the correct support to assist them with the management of any underlying difficulties. If guidance is required at Stage 1, staff members may contact supporttostudy@glasgow.ac.uk.

34.3.4 In some cases, the student may acknowledge themselves that they require time to address more complex issues and at any point during a Stage 1 discussion may self-select to take an interruption to their studies, as follows:

a)  Where an informal support discussion has highlighted the need for an undergraduate or postgraduate taught student to take time away from study to support their treatment or recovery, the student may request an Interruption of Studies with the School or College and agree an action plan, with a provisional return to study date. The process for implementing an Interruption of Studies of this type can be found within the Reasonable Adjustments & Supportive Arrangements Policy.

b)  Interruptions of Studies for postgraduate research students may be implemented through the procedures outlined in Section 9 of the PGR Code of Practice. Approval will be sought from the relevant Graduate School in line with this Code. The terms of any approved leave or suspension of study for a period should include identification of a provisional return date, or a review date for the suspension of study, along with notification of any requirements for return to study, such as medical evidence or the requirement to engage with university support. In cases where an Interruption of Studies is not approved, or where there are concerns about a student's request to return to study following an agreed suspension, the matter should be referred to the University Fitness to Study panel as outlined at Stage 2. Guidance can be sought by emailing supporttostudy@glasgow.ac.uk.

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34.4  Stage 2 – Fitness to Study

34.4.1  Where the University has concerns that a student's health and wellbeing issues require a more formal supportive intervention than provided by Stage 1, or where an Interruption of Study is either thought unlikely to allow resolution of the issues or has not successfully addressed the issues, or where there are continued concerns about a student's health and wellbeing following an Interruption of Studies or other Stage 1 outcomes, the matter will be referred to the Fitness to Study Panel ('the Panel').

34.4.2  The student will be invited to attend a meeting with the Panel[3] and will have the right to be accompanied (see §34.4.6). The purpose of the meeting will be to:

  • explore the difficulties reported by the School or College and allow the student to provide information about the situation from their perspective;
  • ensure that the student is fully aware of the support available to them from the university and/or external services;
  • agree on an action plan with the student to find a way forward;
  • ensure that the student understands the possible outcomes if difficulties remain or the action plan is not followed.

34.4.3  The student will have the opportunity to submit documents, including any medical evidence or other professional assessment documentation. Documents for consideration by the Panel should be submitted at least 10 working days[4] in advance of the meeting. All documents to be considered should be shared with the student at least five working days in advance of the meeting. The timeframes may be compressed to expedite the process if there is agreement with the student.

34.4.4  The student will be invited to the Panel meeting and will usually be expected to attend. If the student does not attend, the Panel may still meet and make a determination of the outcome in the student's absence. Where attendance at the meeting may be detrimental to the student's health, the student may ask for a representative (outlined in §34.4.6) to attend on their behalf.

34.4.5  The Panel will be convened by a senior member of Student & Academic Services (such as the Director of Student Life or Head of Student Wellbeing & Inclusion) and notes will be taken by a member of Student & Academic Services. The Panel will include as a minimum:

  • an academic member of the Advising team from the student’s subject area, e.g. Adviser of Studies or Supervisor;
  • a representative from the Students' Representative Council (SRC) Executive or SRC Council;
  • a representative from the Student Wellbeing & Inclusion Team.

In addition, the following may be invited as required:

  • a medical adviser from the School of Medicine;
  • a School or College representative, e.g. Course Convener;
  • a representative from Disability Services;
  • a representative from the Student Visas team if the student holds a student visa;
  • a representative from the Global Opportunities team if the student is a Study Abroad student.

34.4.6  The student may choose to be accompanied, at the meeting by one of the following: a family member; a friend; a mental health advocate/supporter; an Officer of the SRC Advice Centre, or a member of university staff. It should be noted that legal representation is not appropriate and therefore not permitted in the Fitness to Study meeting. Students are expected to confirm the details at least five working days in advance of anyone attending the Panel meeting with them.

Outcome

34.4.7  Following consideration of the case, the Panel will decide on an appropriate outcome. Exceptionally, the Panel may ask for additional information before making a decision, such as further medical evidence. Possible outcomes of the meeting include, but are not limited to:

  • Approval to continue or return to study, which may be granted subject to conditions or recommendations.
  • An Interruption of Studies to allow the student to engage with treatment or to aid their recovery, accessing support and medical services as needed.
  • Discontinued registration – if the Panel concludes, taking into account the individual circumstances of the case and any supporting medical evidence, that there is no reasonable prospect of the student re-engaging with their programme, they may recommend to the Executive Director of Student & Academic Services that the student's registration be terminated and the student withdrawn from their programme of study. This outcome will only be considered in exceptional circumstances.

34.4.8  The Convener will be responsible for the final decision if the Panel is unable to make a clear majority decision. The outcome and any associated action plan will be detailed in a letter which will normally be sent to the student within 10 working days[4] of the Panel Meeting. The Panel can use its discretion in how best to inform the student of the outcome and the contents of the letter, with consideration of the student’s individual circumstances.

Fitness to Study Interruption of Studies

34.4.9  Where an Interruption of Studies is directed by the Panel, it shall be known as a ‘Fitness to Study Interruption of Studies’. In this situation, the proposed period of time away from study will be outlined in the student's outcome letter. This letter will identify the earliest possible date to resume studies. Any further conditions for return to study will also be outlined. Where a Fitness to Study Interruption of Studies is agreed, the School or College will notify Registry, and a Service Indicator[5] will be added (Fitness to Study - Interruption of Studies) to the student's MyCampus record.

34.4.10  In advance of the provisional return to study date, the Convener of the Panel will arrange a Fitness to Study review meeting, which the student will be invited to attend. To ensure that the Panel can consider how best to support a return to study, the student may be asked to provide evidence to support their return. This could include guidance from a medical professional involved in their care that may confirm their readiness to study and could outline any ongoing requirements to support the student’s success in study. The meeting will cover the following:

  • a review of ongoing/future support needs and engagement with specialist support, e.g. the Disability Service;
  • expectations in relation to attendance, any deadlines, resubmission arrangements or assessments;
  • points of contact at School level and, where appropriate within Student Wellbeing, who will follow up and review progress.

Appeals

34.4.11  If a student wishes to appeal against a decision within the Stage 2 process, they must do so in writing to the Convener of the Panel at supporttostudy@glasgow.ac.uk within 10 working days[4] of the date of the letter advising of the original decision.

34.4.12  An appeal will be considered only on the following grounds:

  • The student has new medical evidence that they were unable, for valid reasons, to provide earlier in the process and which evidence is likely to have had a material bearing on the decision of the Panel.
  • The procedures set out in the Support to Study process have not been followed, to the material detriment of the student.

34.4.13  An Appeal Committee will be convened by the Clerk of Senate and will be comprised of at least two other members of university staff who have not previously been involved in the case and a student representative (the President of the Students' Representative Council or another SRC sabbatical officer). Other staff members may be co-opted where appropriate. If the Clerk of Senate has had prior involvement with the case, an alternative convener of equivalent seniority (i.e. a Vice Principal) will be appointed. The Committee has full powers to decide the appeal and will report its decision to Senate.

34.4.14  If the appeal does not meet the grounds detailed at §34.4.12 or the appeal is out of time, the Clerk of Senate, in consultation with another member of the Appeal Committee, may dismiss the appeal.

34.4.15  The decision of the Appeal Committee will be issued in writing within 10 working days of the appeal meeting.

34.4.16  The decision of the Appeal Committee is final and there is no further opportunity for appeal against that decision within the University.

34.4.17  In accordance with the Further and Higher Education (Scotland) Act, the Scottish Public Services Ombudsman (SPSO) has responsibility for investigating complaints relating to universities. This can include about decisions taken by a university with relation to a student’s fitness to study.

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34.5  Referral to the Student Conduct Team

34.5.1  Where there are concerns that cannot be addressed under the Support to Study procedure and/or a student's behaviour appears to be in breach of the Code of Student Conduct, it may be necessary to refer the matter to the Student Conduct Team for investigation.

34.5.2  The Student Conduct Team (student-conduct@glasgow.ac.uk) will decide on any appropriate action under the Code of Student Conduct. In cases where the student has been considered under this procedure, the Head of Student Conduct, or their nominee, will consult with the referring School and/or Convener of the Fitness to Study Panel to obtain details of the case before taking any action under the Code of Student Conduct.

34.5.3  The Student Conduct Team will advise the student in writing of any referral under the Code of Student Conduct. Thereafter the procedures of that Code will be followed. It is recognised under the Code of Student Conduct that behaviour may be affected by some health conditions, and where health or disability may be a contributing factor in the concerns raised, the Committee will take into account any reports or evidence of the student's condition.

34.5.4  The University may suspend a student from studies pending investigation as outlined in the Code of Student Conduct.

34.5.5  The student has a right of appeal against a decision made under the Code of Student Conduct, as detailed in the procedure.

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34.6  Confidentiality and Data Protection

At all stages of the procedure due consideration will be given to issues of confidentiality and data protection. In cases where a student’s health and safety is considered to be at risk the University may share information with external parties such as next of kin, medical professionals or the Police. See the University's Student Privacy Notice for more information.

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34.7  Appendix 1

Relevant Policies and Procedures

There are a number of policies, procedures and regulations which may also apply or be of relevance to students being considered under this Fitness to Study Procedure.

Assessment

  • Regulations on Incomplete Assessment and Extenuating Circumstances (see Regulation 16 - Code of Assessment §16.45-§16.53)
  • Examination and Other Assessment Arrangements for Students with Disabilities (Regulation 24)

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34.9  Appendix 2

A 24-hour counselling and advice line is provided by the University on 0800 028 3766 to ensure round-the-clock access to support. Further information and emergency contacts can be found at www.gla.ac.uk/myglasgow/students/safetyhealth/.

1.  The University of Glasgow Counselling & Wellbeing Service is here to support students to manage their mental health and to build strategies that will help them successfully complete their course of study. Register online to meet with a member of the team to discuss your needs. The Service offers:

  • Wellbeing consultations.
  • Psychoeducation & guided self help.
  • Short term blocks of therapy, subject to assessment.
  • NHS liaison and referral.

2.  The Disability Service coordinates support for students with a wide range of needs including physical or sensory disabilities, mental health difficulties, long-standing medical conditions, Autism Spectrum Conditions and Specific Learning Differences. Register online to speak with a specialist adviser.

3.  The Financial Aid Team can provide advice and information about fees and funding. The team also distributes funds which aim to benefit students experiencing financial hardship enabling them to complete their studies at the University.

4.  International Student Support is a dedicated team of advisors who are here to guide all our international students through their student journey at the University. From visas and immigration to welcome and orientation, the team is here to support.

5.  Student Learning Development provides academic support and guidance to students across all areas of the University.

6.  The SRC Advice Centre is a free and independent confidential advice, information and representation service provided by the SRC for all students of the University.

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Footnotes

[1] The University is mindful of its obligations under the Equality Act 2010 including the need to make reasonable adjustments for disabled students who may be substantially disadvantaged in their studies compared to students who are not disabled.

[2] This may apply in cases where a student has submitted an Extenuating Circumstances claim in relation to missed learning or non-completion or underperformance in academic assessments.

[3] With the agreement of the student the meeting may not include full attendance of the assigned Panel, but the Panel Convener will always be present.

[4] For the purposes of this Procedure, Monday to Friday are counted as working days except when the University is closed for a Public Holiday. Saturdays and Sundays are not counted as working days. 

[5] Saturdays and Sundays are not counted as working days. The Service Indicator allows the student to be identified as having a permitted absence, but does not alter the student’s registration status, thus allowing flexibility in re-commencement of studies, continued access to University services such as the library, Moodle and support services, and continued administration of assessment results and progression arrangements.

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