Fitness to Study

Going through the Fitness to Study process can be stressful, so we’ve simplified the University’s policy to make things a bit easier. The information below explains your rights and responsibilities, what to expect, and how you can be supported throughout the process.

You can view the full policy here and download a list of FAQs about the policy in action here.

What is Durham's Fitness to Study policy?

Fitness to Study is used in exceptional circumstances where the University is concerned about a student’s ability to engage in their studies or other University-related activities. These concerns usually must be ongoing and can be raised by you or your peers, your college, or your academic department. These concerns usually must be ongoing and can be raised by you or your peers, your college, or external services such as the NHS, partner institutes, your employer or your academic department.

These concerns may be about your:

• Academic studies
• Health and wellbeing
• Relationship with your college community

How is a meeting called?

The decision to undertake a Fitness to Study meeting will be made by the Head of the Counselling and Mental Health Service and Head of Disability Support, or delegates, and approved by the student’s Faculty Deputy Executive Dean.

If a Fitness to Study meeting is called, you will always be notified by letter. In some cases, a staff member may verbally notify you before the formal letter is delivered. The letter will:

• Address the concerns
• Provide a copy of any medical evidence that the University has received in relation to Fitness to Study concerns.
• Outline the possible meeting outcomes
• State who will be attending the meeting
• Address your right to be accompanied
• List the date, time, and location of the meeting
• Provide contact details
• Request any necessary evidence (this might be medical evidence, letters, etc.)
• copy of the Fitness to Study Policy
• A copy of your suspension letter, if applicable

You will then have at least seven days’ notice before a meeting, unless in severe circumstances where shorter notice may be given. You are not required to attend, but the University may still hold the meeting whether or not you are there.

You are not required to attend the meeting. However, if you are not able to or do not wish to attend, or if you leave before the meeting has concluded, the University may proceed in your absence and may consider the matter based on written reports and/or statements.

Can I have support in the meeting?

Yes, you are allowed to bring someone from the Durham University community to support you in a personal capacity. This support can be another Durham University student or member of the University.

Please see the following to understand their role within the meeting.

What happens at the meeting?

• The Chair will invite the staff representatives present to describe their involvement and concerns as outlined in their report.
• Your academic Department will also comment on your academic progress.
• You will be invited to query anything that has been said, and to present your view of your fitness and academic situation.
• Staff may ask further questions, however it is impossible to anticipate what these might be as they will be individual to your situation.

The meeting is used to decide any necessary outcomes. The following people will attend the meeting:

• A senior college representative
• A representative from the student’s academic department
• The Director of Wellbeing and Support
• At least one senior representative from the Counselling Service and/or Disability Support

It may also include, as necessary:

• A representative from the Academic Support Office
• An external health practitioner who works with the student (dependent on you giving consent)
• External stakeholders if necessary and subject to data protection legislation

What are the possible outcomes?

There are three possible outcomes:

1. No further action will be taken
2. The group will recommend further support arrangements, more evidence, and might formally monitor you for a period of time
3. A grace period of up to three weeks, a concession to suspend studies, or a withdrawal from studies

Do I have the right to appeal?

You might not be satisfied with the outcome of the meeting. You can appeal any decisions reached by the Fitness to Study group if:

• New evidence is available which was not reasonably available at the time the original decision was made.
• Evidence of procedural irregularity.
• Evidence of bias.
• The outcome is disproportionate in relation to the concerns.

Any appeal must be in writing and given to student.cases@durham.ac.uk 14 days of the student being advised in writing of the outcome of the Fitness to Study meeting.

Your College Support Office or an advisor from the Students’ Union can provide assistance with making an appeal. If you would like assistance form the Students’ Union, please fill out our enquiry form found here.

How do I return to study?

The Fitness to Study policy also allows students to return to their studies after a concession or suspension under the policy. At the original Fitness to Study meeting, you will be informed of the necessary evidence or requirements needed to return to your studies.

The requirements will be outlined in the your concession letter.

Requirements to return to study will depend on the individual situation, but may include:

• A personal statement
• Evidence that supports the personal statement
• Engagement in an assessment and support planning sessions with the University Mental Health Advisor

If it has been decided, you are not fit to return to study, or where the decision is uncertain, the report and recommendation will be considered by the relevant Head of Service, with ratification by a chair of the Fitness to Study panel pool.

You have the option to appeal this decision to the Academic Registrar who will review the decision to ensure that a reasonable assessment was reached:

• In accordance with the University policy; and
• In the light of all relevant information.

Going through the Fitness to Study process can be daunting, so we want to be sure to help you along the way. If you need further clarification on any of the above information, or for support through the process, you can get in touch with our Advice Service here.