Student Fitness to Practise

The safety of individuals is paramount and overrides our obligation to confidentiality. If a staff member is very concerned about a student, they should contact the student support services immediately, irrespective of whether this breaches a student’s confidentiality or not. This approach is supported by and is consistent with the University’s Contact with Third Parties Policy.

Occasionally, the behaviour or actions of a student can put themselves or others in proximate danger. It is important that appropriate and timely actions are taken in response. The Procedures outlined here are those recommended in such instances. In urgent / emergency situations these steps may need to be taken before there is time to invoke the Fitness to Practise Policy. The fact that the University may invoke other policies shall not prejudice its right to also invoke the Fitness to Practise Policy and apply the procedures set out herein. 

REMEMBER: If there is an immediate concern for the safety of any person, this should be reported to the National Emergency Services on 999. DCU Emergency & Security should also be informed via the DCU Emergency Number: Tel. 01 700 5999. 

A student may be recommended at any stage of these procedures to a relevant healthcare professional or service including but not limited to the DCU Student Health Service or the DCU Counselling & Personal Development Service. Any such referral will be made through the Dean of Students. The student shall be recommended under these procedures to attend such medical consultation and examination as required and shall cooperate with the healthcare professional concerned in the provision of a medical report to the University. Failure to attend or a failure, in the opinion of the healthcare professional, to cooperate with any such healthcare professional shall be deemed to be a failure to cooperate with the University’s procedures.

Where a concern is raised about a student’s capacity to engage in their professional programme or placement, a mutually acceptable solution should be sought at a local level and through informal means. A concern could potentially be raised by email, by letter, by phone or in person. However, all details should be noted in writing using the Note of Concern and addressed to the Placement Coordinator or Programme Chairperson as appropriate.¹ 

The Note of Concern will be reviewed by the Placement Coordinator to identify an appropriate plan of action.

For minor concerns or infringements, informal discussions between the University and the student can be implemented through Level 1 Initial Response and Support at a Local Level (see 2.5 Level 1 Initial Response and Support at Local Level). The aim is to resolve the emerging concerns locally, at School or programme level. However, it may require a discussion with the placement host institution. In these cases, suitable solutions should be identified that will support the student and rectify the situation.

For more persistent or serious Fitness to Practise concerns or where there is potentially a more significant risk, formal procedures can be considered through Level 2 – School / Faculty Fitness to Practise Committee (see 2.6 Level 2 Formal Response - School / Faculty Fitness to Practise Committee) or Level 3 - University Fitness to Practise Committee (see 2.7 Level 3 Escalated Response - University Fitness to Practise Committee). 

All decision making should be made using an evidence-based approach.² Effective decision-making is based on considering the best available evidence combined with critical thinking. When deliberating at any level, the following questions should be considered:

• What evidence is available?
• Where and how is evidence gathered?
• Is the evidence sufficient to reach a conclusion?
• Might the evidence be biased in a particular direction? If so, why?

1. Staff responsible for coordinating placements may have different role titles, depending on the School or Faculty.
2. Ref: CIPD.org

The behaviour and actions of a student may be a cause of concern for the safety of the student and / or the safety of others, prompting consideration of the need to immediately suspend the student from the University pending further investigation and / or management of the situation. Where it appears in the opinion of the Vice President for Academic Affairs / Registrar that there are such grounds for concerns, then he / she, having sought such advice as he / she deems appropriate, shall be entitled to suspend a student on the basis that suspension is temporary and necessary to protect the University community on the basis that:

• On balance, the Vice President for Academic Affairs / Registrar is of the view that the duty of care owed to others is overriding in the particular circumstances;
• Suspension may be communicated verbally and take effect as the Vice President for Academic Affairs / Registrar deems appropriate and shall be confirmed in writing as soon as is practicable;
• Suspension shall not be regarded as an indication as to whether or not the grounds for concern are proven;
• Suspension may be limited to certain premises, or University activities or modules of studies;
• Every reasonable effort is made to continue to support the student’s academic studies so that, in so far as possible, the student is not disadvantaged academically; 
• The period of time of the suspension may vary but it shall be for no longer than the time necessary for a matter to have been considered and decided upon under this Fitness to Practise Policy or for an appeal to have been heard and decided upon; and
• This power shall be exercised with caution and with due regard to natural justice and fair procedures; 
• Where the Vice President for Academic Affairs / Registrar exercises the power of suspension, he / she shall, as soon as practicable, notify the Head of School, Dean of Faculty and / or the Dean of Students and shall call a formal meeting of the University Fitness to Practise Committee as soon as practicable from the date of the suspension; and
• Temporary Suspension of this kind is not a disciplinary sanction and does not imply that any decision has been made about a student’s fitness to practise.

2.5.1 Level 1 Circumstances 

Third party reports of concern are disclosed. The third party may be family members, classmates, flatmates, student support services staff, lecturers or other University staff, work, or research placement supervisors or even on occasions, members of the public. 

2.5.2 Level 1 Procedures

At Level 1, a student can continue in placement or begin a placement until a case has been discussed and resolved in full. In any circumstances where a risk to the welfare of children, young people, vulnerable people or service users is identified, a Level 3 procedure shall be implemented (see Section 2.7). 

When a Fitness to Practise concern is raised about a student, a case file must be created and a Note of Concern compiled by the Placement Coordinator outlining who raised the concern and any evidence to support the concern. The Note of Concern should clearly indicate the reason for the concern and any attempts made to address the concern and / or support provisions put in place. 

2.5.3 Convening Level 1 Meeting

The Placement Coordinator will inform the student in writing that a concern has been raised and a meeting arranged to discuss the nature of the concern and to identify potential actions or supports. The meeting shall be convened normally within 5 working days of the concern being raised. A copy of the Note of Concern is attached to the written communication for the student’s information. In the written communication to the student, it should be indicated that:

• The student is strongly recommended to make themselves familiar with the Student Fitness to Practise Policy and Procedures and to attend the meeting in person. However, as per the Student Fitness to Practise Policy, the meeting may proceed if they are unwilling or unavailable to attend.
• The student may bring a friend or a member of their family to provide them with support in a personal capacity. The role of this individual is strictly limited to providing necessary personal support; they are not permitted to represent the student or participate in the meeting discussion.
• The student may bring a Support Officer if they require assistance due to a disability or ongoing medical treatment. The role of this individual is strictly limited to providing necessary personal support with respect to the student’s disability or ongoing medical treatment; they are not permitted to represent the student or participate in the meeting discussion.
• The student must inform the Placement Coordinator in writing at least 3 working days prior to the meeting if they plan to bring a friend, a member of their family, and / or a Support Officer appropriate to their needs with respect to a disability or ongoing medical treatment to the meeting.

• The meeting will be conducted in a supportive manner, ensuring that all parties have sufficient opportunity to explore the issues raised. 

   

2.5.4 Level 1 Meeting Attendees

• Student; 
• Programme Chairperson;
• Placement Coordinator; and

• Third-party(s) identified by student as support person(s) as per Section 2.5.3 above.

   

2.5.5 Level 1 Meeting Objectives

The objectives of the Level 1 Meeting are to:

• Present the Note of Concern and supporting evidence;
• Hear the student’s perspective and response to the Note of Concern. This may include consideration of additional evidence;
• Discuss the concern and agree on an outcome;
• Agree on an action plan to resolve the concern;
• Identify supports to be put in place for the student or any actions to be taken by the student;
• Agree on responsibility for the supervision of the action plan if required; and

• Agree a timeline for the action plan.

   

2.5.6 Level 1 Potential Outcomes

The Programme Chairperson, in consultation with the Placement Coordinator, shall consider one or more of the following outcomes:

• No ongoing Fitness to Practise concerns exist. The Note of Concern shall be closed and no further action is necessary;
• The development of an agreed action plan or recommendations with the student is required. The Note of Concern remains open until the concerns are addressed. A time in the future to review the outcomes of the action plan is agreed;
• The matter is deemed persistent, serious, or involves increased risk which, after due consideration, requires escalation to Level 2; and

• Where a concern over the welfare of children, young people, vulnerable people or service users is identified, the case will be escalated to Level 3.

   

An initial response and action plan may include a recommendation that the student be provided with, and / or be encouraged to avail of a programme of support. 

Where a programme of support is put in place as part of an agreed action plan, it may include one or more of the following indicative but non-exhaustive support options:

• Appropriate academic advice, e.g., Module Coordinator, Academic Adviser, Placement Coordinator;
• Counselling and Personal Development;
• Student Health Service;
• Student Advice and Learning Support;
  • Student Adviser
  • Learning Skills Adviser
  • Academic Coaching
• DCU Chaplaincy
• Submission of Extenuating Circumstances 

• Postponement of Examinations/Assessments

   

The outcome of the Fitness to Practise Level 1 deliberations will be communicated in writing to the student.

All case files including Notes of Concern and accompanying documentation should be retained in a safe, secure and accessible manner to ensure the security and confidentiality in accordance with the University’s Data Privacy Policy and as per the relevant Data Retention Policy.

If the student demonstrates no improvement and / or their fitness to practise continues to be a cause for concern, the case may be escalated to Level 2 for further consideration. 

2.6.1 Level 2 Circumstances

A Level 2 procedure is intended for the following circumstances:

1. Level 1 procedures have been implemented and the Programme Chairperson and the Placement Coordinator consider that the case requires further escalation.
2. The Programme Chairperson and the Placement Coordinator are concerned that the agreed action plan is not being carried through.
3. There are persistent or serious Fitness to Practise concerns expressed by staff in the University or staff in the placement host institution that warrant the escalation directly to a Level 2 procedure. 

Where Level 2 is an escalation from Level 1 procedures:

• The Level 2 Note of Concern is compiled by the Programme Chairperson and Placement Coordinator. The Note of Concern is submitted along with supporting documentation (including the Level 1 Note of Concern) to the Chairperson of the School / Faculty Fitness to Practise Committee. This is normally the relevant Head of School or Dean of Faculty. The Note of Concern will indicate the reason for the concern and any attempts made at Level 1 to address the situation or support provisions put in place. 

Where Level 2 is the entry level for implementing procedures:

• The Programme Chairperson and Placement Coordinator having consulted with the Head of School or the Dean of Faculty, given the nature of the concerns raised, it may be determined that a case should be escalated directly to Level 2.
• If the concern is being raised for the first time, a case file needs to be created and shared with the relevant staff involved in the case. The case file will include the Note of Concern and any supporting documentation. 
• The Note of Concern should be compiled by the Programme Chairperson and the Placement Coordinator. If a Level 2 concern is raised by another member of staff, they should be recorded as a witness and all details recorded on the Note of Concern prior to convening a meeting.

2.6.2 Level 2 Procedures

At Level 2, the student can continue in placement or begin a placement until a case has been discussed and resolved in full, unless there is a risk to the welfare of children, young people, vulnerable people or services users, in which case, Level 3 procedures shall be implemented (see Section 2.7).

When a Fitness to Practise concern is raised about a student, a case file must be created and a Note of Concern completed by the Programme Chairperson and Placement Coordinator outlining who raised the concern and any evidence to support the concern. The Note of Concern should clearly indicate the reason for the concern and any attempts made to address the concern and / or support provisions put in place.

2.6.3 Convening Level 2 Meeting

The Chairperson of the School / Faculty Fitness to Practise Committee will inform the student, normally within 10 working days of receipt of the documentation, in writing, that a concern has been raised and a meeting of the School / Faculty Fitness to Practise Committee will be convened to discuss the nature of the concern and to identify potential action or support. A copy of the Note of Concern is to be attached to the written communication for the student’s information. In the written communication to the student concerning the meeting, it should be indicated that:

• The student is strongly recommended to make themselves familiar with the Student Fitness to Practise Policy and Procedures and to attend the meeting in person. However, as per the Student Fitness to Practise Policy, the meeting may proceed if they are unwilling or unavailable to attend.
• A named staff member, e.g., Student Adviser or member of Student Support & Development staff, may be available as a support contact for the student prior to a School / Faculty Fitness to Practise Committee Meeting. This allows the student to have a neutral person to ask questions about the process or what to expect during a meeting. The named staff member cannot provide information regarding the outcome of the Meeting.
• The student may bring a Support Officer to the School / Faculty Fitness to Practise Committee Meeting if they require assistance due to a disability or ongoing medical treatment. The role of this individual is strictly limited to providing necessary personal support with respect to the student’s disability or ongoing medical treatment; they are not permitted to represent the student or participate in the meeting discussion. 
• The student may bring a friend, or a member of their family to the School / Faculty Fitness to Practise Committee Meeting to provide them with support in a personal capacity. The role of this individual is strictly limited to providing necessary personal support; they are not permitted to represent the student or participate in the meeting discussion.
• The student must inform the Committee Chairperson in writing at least 3 working days prior to the School / Faculty Fitness to Practise Committee Meeting if they plan to bring a friend, a member of their family, and / or a Support Officer appropriate to their needs with respect to a disability or ongoing medical treatment to the meeting.
• The meeting will be conducted in a supportive manner, ensuring that all parties have sufficient opportunity to explore the issues raised. 

2.6.4 Level 2 Meeting Attendees

School / Faculty Fitness to Practise Committee Membership

The School / Faculty Fitness to Practise Committee shall be a Committee of the School / Faculty and it will be constituted as follows:

• Chairperson of the Committee: Head of School or Dean of Faculty or nominee. The nominee is a senior and experienced member of academic staff in the School / Faculty who is familiar with placement and professional practice.
• A senior and experienced member of academic staff who is a member of another School’s / Faculty’s Fitness to Practise Committee.
• Two senior members of Academic Staff of the School / Faculty, one of whom has direct responsibility for placements.
• Students’ Union Welfare Officer or nominee.
• Nominee of the Dean of Students, Student Support and Development.
• A suitable representative or representatives from the profession, external to the University.

NOTE:        No individuals involved in decision-making at Level 1 will be involved in Level 2 decision-making.

In attendance at the School / Faculty Fitness to Practise Committee Meeting

• Student 
• Third-party(s) identified by student as support person(s) as per Section 2.6.3 above.
• Any witnesses presented by the School / Faculty or the Student.

The Head of School / Dean of Faculty may nominate a secretary to the Committee. The Secretary’s role is to record the outcome of the meeting, not to participate in deliberations. They do not have voting rights.

2.6.5 Level 2 Meeting Objectives

The objectives of the School / Faculty Fitness to Practise Committee Meeting are to:

• Present the Note of Concern and supporting evidence.
• Hear the student’s perspective and response to the concerns raised. This may include consideration of mitigating circumstances or additional evidence.
• Discuss the concern and agree on an outcome, providing a reason for decision.
• If the case is to remain open, agree on an action plan to resolve the concern:
  • Identify supports to be implemented for the student or by the student;
  • Agree a timeline for the action plan or future review.

Decision Making

Decisions are reached by consensus of the School / Faculty Fitness to Practise Committee Membership with a vote taking place if consensus cannot be reached. In the case of a vote, a simple majority will determine the outcome, with the Chairperson having a casting vote in the event of a tied vote.

The outcome of the deliberations of the meeting will be recorded.

2.6.6 Level 2 Potential Outcomes

The School / Faculty Fitness to Practise Committee shall have the authority to impose one or more of the following outcomes:

• No ongoing Fitness to Practise concerns exist. The case shall be closed and no further action is necessary.
  • Permit the student to continue on the programme of study / placement with no further action.
• Permit the student to continue on the programme of study / placement, subject to review, under certain conditions and for a specified timeframe.
  • The development of an agreed action plan or recommendations with the student is required. 
  • The action plan should be signed by the student and the Committee Chairperson and stored in the case file.
  • Agree a time in the future to revisit the outcomes of the action plan.
  • Once the Committee is satisfied the student has completed the action plan, the case will be closed and all files retained in a secure folder until the student graduates.
• Require the student to repeat certain elements of the programme placement which may result in the student having to repeat the year. 
• Require the student to interrupt their programme of study / placement for a specified / unspecified period of time to resolve the issues and engage in a relevant programme of support agreed with the University. The case remains open until the concerns are addressed.
• Decide that the student be suspended with immediate effect from the placement or programme of study. 
• The matter is deemed persistent, serious or potentially a more significant risk, thus warranting the escalation to Level 3 Procedures, and referral to and convening of the University Fitness to Practise Committee. 
• The matter is deemed persistent, serious or potentially a more significant risk and requires a temporary suspension with immediate effect in which case the matter will be referred to the Vice-President for Academic Affairs/Registrar.

Where a programme of support is put in place as part of an agreed action plan, it may include one or more of the following indicative, but non-exhaustive support options: 

• Appropriate academic advice, e.g., Module Coordinator, Academic Adviser
• Counselling and Personal Development
• Student Health Service
• Student Advice and Learning Support
  • Student Adviser
  • Learning Skills Adviser
  • Academic Coaching
• DCU Chaplaincy
• Submission of Extenuating Circumstances 
• Postponement of Examinations/Assessments
• Deferral of Academic Year
• Leave of Absence 

In certain circumstances, potential meeting outcomes could include the following:

• Application to transfer to another programme;³ 
• Voluntary withdrawal with an Exit Award;⁴  and
• Voluntary withdrawal from their programme of study.

In circumstances where the Level 2 Fitness to Practise Committee considers that potentially the student’s registration should be terminated, the case must be referred to Level 3.

The outcome of the Fitness to Practise Level 2 deliberations will be communicated in writing to the student by the Chairperson of the Committee. 

All case files including Notes of Concern and accompanying documentation should be retained by the Head of School / Dean of Faculty in a safe, secure and accessible manner to ensure the security and confidentiality in accordance with the University’s Data Privacy Policy and as per the relevant Data Retention Policy.

The student may exercise their right to appeal any of the above outcomes, apart from the decision to refer the case to the University Fitness to Practise Committee. The Appeals procedure is documented in Section 2.8.

3. Note that DCU does not permit new first year undergraduate students to transfer to another DCU programme. See Application Procedure for Internal Transfer Applicants (Transferring within DCU) Internal Transfer Procedure.

4. Not all programmes have the option to withdraw with an exit award.

2.7.1 Level 3 Circumstances

A Level 3 procedure is implemented in the following circumstances:

• If there is a concern for the welfare of children, young people, vulnerable people or service users;
• Level 2 procedures were implemented but the School / Faculty Fitness to Practise Committee is concerned that the agreed action plan is not being carried through and continuing concerns merit not allowing a student to progress to the next academic year of their programme of study;
• There are persistent or serious Fitness to Practise concerns expressed by staff in the University or staff in the placement host institution and warrants the escalation straight to a Level 3 procedure; and
• At Level 3, the student can continue in placement or begin a placement until the case has been discussed and resolved. However, where the Vice-President for Academic Affairs / Registrar or nominee determines that a student’s health, behaviour or actions pose a significant risk to their own health, safety or wellbeing, or that of others, the Vice-President Academic Affairs / Registrar may, without prejudice, impose a temporary suspension of the student from the University.

2.7.2 Level 3 Procedures

If Level 3 is an escalation from Level 1 or Level 2:

• A Note of Concern is completed and submitted to the Chairperson of the University Fitness to Practise Committee and added to the case file, along with any new supporting documentation. The Note of Concern should indicate the reason for escalation, any attempts previously made to address the situation and / or support provisions put in place. The Level 1 and / or Level 2 Note of Concern should be included.

   

• The Note of Concern can be completed by the Head of School or Dean of Faculty (Chairperson of the School / Faculty Fitness to Practise Committee) on behalf of the Committee. The form is submitted along with supporting documentation to the Chairperson of the University Fitness to Practise Committee. The Chairperson is the Vice-President for Academic Affairs / Registrar or nominee.

If Level 3 is the entry level for implementing procedures:

• If the concern is being raised for the first time, a case file needs to be created and shared with the relevant staff involved in the case. This will include the Note of Concern and any supporting documentation. 

• The Note of Concern should be completed by the Head of School / Dean of Faculty. If a Level 3 concern is raised by another member of staff, they should be recorded as a witness and all details recorded on the report form prior to convening a meeting.

2.7.3 Convening a Level 3 Meeting

The Chairperson of the University Fitness to Practise Committee will inform the student, normally within 10 working days of receipt of the documentation, in writing, that a concern has been raised and a meeting of the University Fitness to Practise Committee will be convened to discuss the nature of the concern and to identify potential action or support. A copy of the Note of Concern is to be attached to the written communication for the student’s information. In the written communication to the student, it should be indicated that:

• The student is strongly recommended to make themselves familiar with the Student Fitness to Practise Policy and to attend the meeting in person. However, as per the Student Fitness to Practise Policy, the meeting may proceed if they are unwilling or unavailable to attend. 

• A named staff member, e.g., Student Adviser or member of Student Support & Development staff, may be available as a support contact for the student prior to a School / Faculty Fitness to Practise Committee Meeting. This allows the student to have a neutral person to ask questions about the process or what to expect during a meeting. The named staff member cannot provide information regarding the outcome of the Meeting.

• The student may bring a Support Officer if they require assistance due to a disability or ongoing medical treatment. The role of this individual is strictly limited to providing necessary personal support with respect to the student’s disability or ongoing medical treatment; they are not permitted to represent the student or participate in the meeting discussion. 

• The student may bring a friend or a member of their family to provide them with support in a personal capacity. The role of this individual is strictly limited to providing necessary personal support; they are not permitted to represent the student or participate in the meeting discussion.

• The student must inform the Committee Chairperson in writing at least 3 working days prior to the meeting if they plan to bring a friend, a member of their family and / or a Support Officer appropriate to their needs with respect to a disability or ongoing medical treatment to the meeting. 

• The meeting will be conducted in a supportive manner, ensuring that all parties have sufficient opportunity to explore the issues raised. 

NOTE:        If a Progression and Awards Board involving the student is held before the outcome of the Level 3 Meeting is known, the Chairperson may notify Registry to withhold the student’s examination results until the outcome is known and, where necessary, to amend the results in the light of the outcome.

2.7.4 Level 3 Meeting Attendees

University Fitness to Practise Committee Membership

The University Fitness to Practise Committee shall be convened as and when necessary by the Vice President for Academic Affairs / Registrar and will be constituted as follows:

• The Chairperson is the Vice-President for Academic Affairs / Registrar or nominee;
• Two senior and experienced members of academic staff who are members of any School / Faculty Fitness to Practise Committee who have not been involved in a Level 1 or 2 meeting;
• One member of academic staff from the relevant School / Faculty but not connected to the student in any way or involved in a Level 1 or 2 Fitness to Practise Committee meeting related to this case;
• Dean of Students;
• A suitable specialist representative from the profession, external to DCU who has not been involved in a Level 1 or 2 Fitness to Practise meeting related to this case; and
• Students’ Union President or nominee. 

NOTE:        No individuals involved in decision-making at Level 1 or Level 2 will be involved in Level 3 decision-making.

Attendees of the University Fitness to Practise Committee Meeting

• The student ;
• Third-party(s) identified by student as support person(s) as per Section 2.7.3 above;
• Any witnesses presented by the University or Student:
  • This should be notified in advance of the meeting, and all parties must be informed that witnesses will be present; and
• University legal adviser in the case where the student indicates that they are bringing legal representation to the meeting. 

The Chairperson will nominate a Secretary to the University Fitness to Practise Committee. The Secretary’s role is to record the outcome of the meeting, not to participate in deliberations. They do not have voting rights.

2.7.5 Level 3 Meeting Objectives 

• Present the Note of Concern and supporting evidence;
• Hear the student’s perspective and response to the concerns raised. This may include consideration of mitigating circumstances or additional evidence;
• Discuss the concern and agree on an outcome, providing a reason for decision; and 
• If the case is to remain open, agree on an action plan to resolve the concern:
  • Identify supports to be implemented for the student or by the student;
  • Agree a timeline for the action plan or future review.

Decision Making

Decisions are reached by consensus with a vote taking place if consensus cannot be reached. In the case of a vote, a simple majority will determine the outcome, with the Chairperson as a casting vote in the event of a tied vote.

The outcome of the deliberations of the meeting will be recorded.

2.7.6 Level 3 Potential Outcomes

The University Fitness to Practise Committee shall have the authority to impose one or more of the following outcomes:

• No ongoing Fitness to Practise concerns exist. The case shall be closed and no further action is necessary.
  • Permit the student to continue on the programme of study / placement with no further action.

• Permit the student to continue on the programme of study / placement, subject to review, under certain conditions and for a specified timeframe.
  • The development of an agreed action plan or recommendations with the student is required. 
  • The action plan should be signed by the student and the Committee Chairperson and stored in the case file.
  • Agree a time in the future to revisit the outcomes of the action plan.
  • Once the Committee is satisfied the student has completed the action plan, the case will be closed and all files retained in a secure folder until the student graduates.
  • All case files including Notes of Concern and accompanying documentation should be retained by the Head of School / Dean of Faculty and the Vice-President for Academic Affairs / Registrar in a safe, secure and accessible manner to ensure security and confidentiality in accordance with the University’s Data Privacy Policy and as per the relevant Data Retention Policy.

• Require the student to interrupt their programme of study / placement for a specified/unspecified period of time to resolve the issues and engage in a relevant programme of support agreed with the University. The case remains open until the concerns are addressed. 

Where a programme of support is put in place as part of an agreed action plan, it may include one or more of the following indicative, but non-exhaustive support options: 

• Appropriate academic advice, e.g., Module Coordinator, Academic Adviser
• Counselling and Personal Development
• Student Health Service
• Student Advice and Learning Support
  • Student Adviser
  • Learning Skills Adviser
  • Academic Coaching
• DCU Chaplaincy 
• Submission of Extenuating Circumstances 
• Postponement of Examinations/Assessments
• Deferral of Academic Year
• Leave of Absence 
• Direct the student to seek professional support from a relevant practitioner or undertake a relevant self-development programme at their own cost and in their own time, to address their Fitness to Practise issues.

Where it is determined that the student’s studies shall be suspended and their place deferred to a specified / unspecified future time, consistent with DCU Marks and Standards, the maximum period of registration will be extended by one year. When returning from a suspension of study of an academic year, the student is returned to the same year of study.

The University Fitness to Practise Committee will review the case on completion of this programme of support and determine if:

• The student is deemed not fit to practise and the case is sufficiently serious, the Committee may consider the following:
  • Application to transfer to another programme of study;⁵ 
  • Voluntary Withdrawal with an Exit Award;⁶ 
  • Voluntary Withdrawal from programme of study; and 
  • Termination of Registration, direct that the student’s registration be terminated and / or that the student be excluded from the programme. 

• There is a concern over the welfare of the children, young people, staff, students or service users in the placement host institution. In this case, the University Fitness to Practise Committee may decide on temporary suspension or termination of registration of the student from the placement or programme of study. 
• The student is suspended with immediate effect from the placement or programme of study.

In cases of temporary suspension or termination of registration, the following actions need to be taken:

• The Committee Chairperson will notify Registry regarding the student record as appropriate; and
• The Committee Chairperson will notify the Chairperson of the Programme, Head of School / Dean of Faculty.

The outcome of the Fitness to Practise Level 3 deliberations will be communicated in writing to the student by the Chairperson of the Committee normally within 5 working days after the meeting. The communication will include reasons, a timeline for future actions or steps, as appropriate and copying in the Chairperson of the Programme, Head of School / Dean of Faculty, and Registry in the case where it is necessary to update the student record.

All case files including Notes of Concern and accompanying documentation should be retained by the Office of the Vice-President for Academic Affairs / Registrar in a safe, secure and accessible manner to ensure the security and confidentiality in accordance with the University’s Data Privacy Policy and as per the relevant Data Retention Policy. 

5. DCU does not permit new first year undergraduate students to transfer to another DCU programme. See Application Procedure for Internal Transfer Applicants (Transferring within DCU) Internal Transfer Procedure.

6. Not all programmes have the option for a student to withdraw with an exit award.

2.8.1 Appeal Circumstances

A student has the right to appeal a decision of the School / Faculty (Level 2) or the University Fitness to Practise Committee (Level 3) on the following grounds:

• That there is new evidence or evidence which was for a valid reason, not presented to the Fitness to Practise Committee which might reasonably have resulted in a different decision;
• That there were procedural irregularities (including administrative error) such as might give rise to reasonable doubt as to whether the Fitness to Practise Committee would have reached the same decision had that not occurred;
• That the findings of the Fitness to Practise Committee do not warrant the resolution that there was a Fitness to Practise concern; and
• That the outcome approved by the Fitness to Practise Committee was unreasonable and disproportionate having regard to all the circumstances of the case.

2.8.2 Fitness to Practise Appeals Procedures

• The student lodges an appeal in writing to the Deputy President within 7 working days of the outcome of the School / Faculty (Level 2) or University (Level 3) Fitness to Practise Committee having been issued to the student. A Fitness to Practise Appeal Form must be completed by the student outlining the grounds for appeal and supporting argument and / or evidence that was not presented in any previous deliberation. 
• Where an appeal is lodged in accordance with the above, the implementation of the decision made by the School / Faculty Fitness to Practise Committee or the University Fitness to Practise Committee will be deferred until the outcome of the appeal is determined. The provision for deferral of the decision does not apply to students who have been temporarily suspended from the programme, based on a decision that suspension was necessary to protect the welfare of service users in the placement host institution.

2.8.3 Convening a Fitness to Practise Appeals Committee

• On receipt of the Appeal, the Deputy President will ask the Chairperson of the School / Faculty Fitness to Practise Committee or the University Fitness to Practise Committee to furnish them with all relevant documentation pertaining to the case within 10 working days of the request.
• It is at the absolute discretion of the Chairperson of the Fitness to Practise Appeals Committee to decide whether there are reasonable grounds for an appeal to proceed.
• The Fitness to Practise Appeals Committee shall not be obliged to receive further submissions (orally or in writing) from the student but, if it decides to do so, must receive such information within 10 working days of the request to do so from the student.
• The Fitness to Practise Appeals Committee meets and discusses the case. The Committee may request the student to be present but is not obliged to do so.

2.8.4 Fitness to Practise Appeals Committee Membership

• Chairperson: Deputy President, or their nominee;
• Two senior and experienced members of academic staff who are members of Academic Council;
• One member of a School / Faculty Fitness to Practise Committee outside of the School / Faculty where the student is registered;
• President of the Students’ Union or their nominee.

NOTE:        No individuals involved in decision-making at Level 1, Level 2 or Level 3 will be involved in decision-making in relation to the Fitness to Practise Appeals Committee.

The Chairperson nominates a Secretary to the University Fitness to Practise Committee. The Secretary’s role is to record the outcome of the meeting, not to participate in deliberations. They do not have voting rights.

2.8.5 Fitness to Practise Appeals Committee Meeting Objectives 

• Present the Fitness to Practise Appeals Form and supporting evidence. 
• Present the original case and committee final decision that led to an appeal.
• Deliberate the student’s perspective and response to the concerns raised. This may include consideration of mitigating circumstances or additional evidence.
• Deliberate the case and agree on an outcome, providing a reason for decision.

Decision Making

Decisions are reached by consensus of the Fitness to Practise Appeals Committee Membership with a vote taking place if consensus cannot be reached. In the case of a vote, a simple majority will determine the outcome, with the Chairperson having a casting vote in the event of a tied vote.

The outcome of the deliberations of the Fitness to Practise Appeals Committee will be recorded.

2.8.6 Fitness to Practise Appeals Committee Potential Outcomes

• Revoke or amend any decision made by the School / Faculty Fitness to Practise Committee or the University Fitness to Practise Committee or ask them to reconsider the case further. This does not override the right of the placement host institution to refuse to take the student back on placement.
• Uphold the outcome approved by the School / Faculty Fitness to Practise Committee or the University Fitness to Practise Committee.
• The decision of the Fitness to Practise Appeals Committee is final.

The decision of the Fitness to Practise Appeals Committee will be communicated to the student in writing within 30 days (where practical) after the original appeal was received by the Deputy President. The Chairperson of the Fitness to Practise Appeals Committee will notify Registry of the outcome of the Appeal so that the student’s record can be updated as or if required. 

All case files including Notes of Concern and accompanying documentation should be kept by the Chairperson of the University Fitness to Practise Appeals Committee in a safe, secure and accessible manner to ensure the security and confidentiality in accordance with the University’s Data Privacy Policy and as per the relevant Data Retention Policy.