Student Fitness to Practise Policy | Dublin City University

Introduction

Dublin City University (DCU), referred to as the ‘University’, recognises its responsibility to ensure students are provided with an academic environment that supports them to complete their studies. A number of University programmes lead to a professional qualification and/or licence to practise. These programmes often require students to undertake practical training/placement experiences that entail engagement with patients, clients, young people, or other service users in a professional environment. DCU promotes best practice and seeks to ensure that students who are placed in positions of trust or responsibility with children, young people, vulnerable people, or service users, always act in a professional and ethical manner and are fit to practise while undertaking these placements.

Fitness to Practise means having the necessary skills, knowledge, health, personal resilience and appropriate conduct and dispositions to undertake and complete, safely and effectively, a programme that includes elements of professional practice, experiential learning, or clinical work.

This Fitness to Practise Policy and accompanying Procedures are intended to enable the University both to support students undertaking professional practice as part of their programme of study and to address broad-ranging issues that may arise regarding a student’s professional practice, experiential learning and/or clinical work. In matters relating to a student’s fitness to practise, DCU may also be bound by the relevant competencies or standards as outlined by a Professional Regulatory / Registration Body. In this regard, the University remains particularly mindful of competencies as laid down by the Teaching Council, the Nursing and Midwifery Board of Ireland (NMBI), CORU, the Irish Association for Counselling and Psychotherapy (IACP), and the Psychological Society of Ireland (PSI). Students may also be subject to the fitness to practise policies of other Professional Regulatory / Registration Bodies and to the human resources and fitness to practise policies of the Placement Host Institution such as a School, Hospital or Community-based service provider.

A decision relating to fitness to practise is an academic decision based on the requirements of the student’s programme of study, and the provision of a suitable learning and teaching environment for all students as well as those individuals involved in its delivery. At any stage of the Fitness to Practise process, a case may be referred to be considered under an alternative University Policy and procedure as appropriate. The Vice-President for Academic Affairs / Registrar (or nominee) shall decide which Policy should have priority or be the most appropriate in the circumstances. The Vice-President for Academic Affairs / Registrar (or nominee) may suspend the implementation of a Policy or procedure, pending the outcome of another Policy or procedure.

The University’s expectations regarding a student’s conduct and behaviour are clearly articulated in the Student Code of Conduct and Discipline. Concerns that have arisen in relation to a student’s fitness to practise, are not explicitly covered by the Student Code of Conduct and Discipline or the University’s academic regulations and are appropriately considered under this policy.

The Fitness to Practise Policy should be read in conjunction with all other policies and procedures of the University (see Section 8.0 Related Documentation), in particular, the University’s Student Code of Conduct and Discipline, Child Protection Framework, Garda Vetting regulations and academic and related regulations.

In matters relating to a student’s Fitness to Practise, DCU is guided by relevant legislation as may be amended from time to time. In this regard, the University remains particularly mindful of its obligations under the Equal Status Acts 2000 (and related Acts)and the Child Care Act, 1991.

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Placement in the context of this Policy does not include INTRA (INtegrated TRAining), DCU's internship programme or Erasmus+ exchange programmes.

Purpose

The purpose of the Fitness to Practise Policy, also referred to as ‘the Policy’, is to:

Support students in the attainment of the attributes, competencies and standards which are required for professional practice, experiential learning, or clinical work;
Support students whose behaviour, capacity, welfare, or wellbeing negatively impacts their ability to engage with their programme of study and/or placement to the extent that their fitness to practise is a cause for concern;
Ensure the University fulfils its responsibility to its students, placement host institutions, service users and Professional Regulatory / Registration Bodies, and aligns with the competencies and standards as outlined by a Professional Regulatory / Registration Body;
Provide a framework to effectively identify, manage, and resolve fitness to practise issues which may arise during a student’s programme of study or professional practice, experiential learning, or clinical work; and
Manage risk and protect the public, service users and placement providers.

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The commonly used acronym for Fitness to Practise is “FTP”.

Scope

This Policy applies to all students registered on programmes that are subject to professional practice, experiential learning or clinical work that is governed by a Professional Regulatory / Registration Body. For a full list of relevant programmes, see Appendix 1: Programmes Subject to the Fitness to Practise Policy.

Programmes that are not included in the scope of this Policy include those which have a compulsory / voluntary internship or work placement element but are not governed by a Professional Regulatory / Registration Body. INTRA placements or student self-organised work placements do not come under the remit of the Fitness to Practise Policy.

This Policy applies in the case of students whose behaviour, welfare, conduct, or wellbeing is impacting:

Their capacity to engage in a programme of study which is subject to the Fitness to Practise Policy;
Their ability to adhere to the professional practice standards and expectations specified in the programme’s Fitness to Practise Statement and academic and programme specific regulations; and
Their ability to demonstrate the required conduct, competencies and dispositions and to adhere to standards as outlined by relevant Professional Regulatory / Registration Bodies.

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The relevant Professional Regulatory / Registration Body outlines the competencies required to practise in the specific field.

Policy Statement

The Fitness to Practise Policy provides for concerns in relation to Fitness to Practise to be addressed at three levels, i.e., Level 1 Informal Response at Programme Level; Level 2 Formal Response at School / Faculty Level; Level 3 Formal Response at University Level. Students have the right of Appeal in relation to Levels 2 and 3. See Section 7.0 Definitions.

The University acknowledges that in certain circumstances a concern may arise about a student’s behaviour, capacity, welfare, or wellbeing to the extent that their fitness to practise is a cause of real concern. This Policy is intended to support students who find themselves in such circumstances by identifying steps to be taken if the use of existing supports is not sufficient. To achieve this, staff will ensure the principles of the Fitness to Practise Policy are central to any action taken. In a case where a student may be significantly distressed and therefore not in a position to identify their level of distress, staff should act in accordance with the advice contained in the ‘Working with Students in Distress’ guidelines or contact Student Counselling and Personal Development Service. For a list of services, visit the Student Support & Development website.

In some instances, the behaviour of a student puts not only their study, but themselves or members of the University community at risk. In such cases, staff should respond in line with guidelines on Identifying and Responding to Students in Distress or at Risk, Guidelines for Dealing with Student Psychological and/or Medical Emergencies and DCU’s Contact with Third Parties Policy .

It is recognised that in certain circumstances staff involved in the implementation of the Fitness to Practise Policy and Procedures may need to avail of supports available internally in the University or externally, e.g. DCU Employee Assistance Service (EAS), DCU People Partner Team, DCU EDI and Wellbeing Manager, DCU Dignity, Respect and Sexual Misconduct Response Manager.

4.1 Principles for Implementing the Fitness to Practise Policy

Issues raised under this Policy will be in accordance with the general principles of natural justice and fair procedures. Principles for implementing this Policy are set out below.

4.1.1 Student-Centred Approach

Staff engaging with this Policy should do so in a manner that accords dignity and respect to all those involved and focuses on providing equal opportunity and a positive experience for all students. To this end, the University will endeavour to ensure:

A fair, clear, consistent, and timely approach is applied to all cases dealt with under this Policy;
Notes of Concern related to this Policy are raised early and dealt with promptly at a local level, providing the student with advice and support on how to improve their competencies or standards so that Fitness to Practise issues do not continue or escalate;
Staff implementing the Policy consider all levels of support available internally and externally to a student, e.g. a student's local General Practitioner (GP), Physiotherapist, Counsellor, and outline clearly to the student the importance and/or consequences of engaging or not engaging with those supports;
Students engaging with this Policy can avail of the support of a third party when required to attend a meeting or deliberation; and
Staff will conduct any process as confidentially as possible to protect those involved. Normal standards of confidentiality are applicable unless there are circumstances where a student is at risk to themselves or others.

4.1.2 Fair and Transparent Process

This Policy and associated Procedures will be implemented in a transparent manner; the student will normally be informed of the identity and capacity of any persons with whom the University consults, including third parties, such as professionals from a Professional Regulatory / Registration Body. Therefore

All Procedures are carried out using an evidence-based approach to decision making;
Students have the right to a fair and impartial determination of the issues concerned, considering any relevant or appropriate evidence, factors, or circumstances;
Students are encouraged to avail of appropriate supports throughout the process;
Staff who fulfil a specific supportive role to the student (see Section 5.0 Roles and Responsibilities below) will not participate in any deliberations related to this Policy;
Should a student be unable or unwilling to engage with and/or participate in Procedures associated with this Policy or to attend a related meeting, the University may follow this Policy where it is reasonable to do so. The University may deal with issues on the basis of written reports and/or statements in the absence of the student;
Staff will conduct processes as confidentially as possible to protect those involved. Normal standards of confidentiality are applicable unless there are circumstances where a student is at risk to themselves or others; and
The standard of proof applied at every stage of this Policy with regard to a student’s fitness to practise is the “balance of probabilities”.

4.1.3 Managing Risk

Programmes will promote student understanding of the importance of professional standards and an awareness of the provisions of the DCU Student Fitness to Practise Policy. To this end, the University will endeavour to ensure that:

Programmes will clearly articulate in a timely manner to students what fitness to practise criteria and standards are in place by the Professional Regulatory / Registration Body and outline that the Fitness to Practise Policy and Procedures can be implemented if these standards are not met;
A Programme Fitness to Practise Statement is published which provides clear information to students about the specific standards of behaviour and professionalism required in the context of their programme of study and associated profession; and
Students registered on programmes subject to the Student Fitness to Practise Policy are required to sign or electronically indicate agreement to comply with the relevant Student Fitness to Practise Statement at the start of each academic year.

4.1.4 Professional Case Management

When a fitness to practise concern is raised about a student, a case file needs to be created and a Note of Concern should be compiled with input from relevant parties. The Note of Concern should clearly indicate the reason for concern and any attempts previously made to address the situation or support provisions put in place. The Note of Concern can be compiled by the relevant University staff member, e.g. Placement Coordinator or Programme Chairperson (see Section 5.0 Roles and Responsibilities below) outlining who raised the concern and any evidence to support the concern.

At Level 2 and Level 3, the Notes of Concern from previous levels should be included in the case file. All relevant Notes of Concern raised at any Level must be included in the case file in the event of an Appeal.

Staff should note full details of any case on the file. Details can include supporting documentation made available in relation to the case, correspondence, the outcome of meetings or deliberations, responses from the student, input from third parties, and actions taken. Records should also include evidence for the case and a list of members/attendees of any meetings.

Case files associated with this Policy should be stored in a safe, secure and accessible manner to ensure security and confidentiality in accordance with the University’s Data Privacy Policy. They should be deleted in line with the relevant Data Retention Policy.

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The Fitness to Practise Committee will be convened by the relevant School in the Faculty of Science & Health; the Fitness to Practise Committee will be convened by the Faculty in the DCU Institute of Education.
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The Fitness to Practise Statement may reference relevant external professional code and where necessary such additional standards may also be detailed in the Programme Fitness to Practise Statement itself.

Roles & Responsibilities

Where power, authority or functions are vested in a particular office holder referred to in this Policy, such power, authority or functions may be exercised by a person acting or deputising in such a role from time to time. If an office holder post is vacant at the time that this Policy is being invoked, the Vice President for Academic Affairs / Registrar (or nominee) shall appoint a person to carry out relevant, designated functions under this Policy. Furthermore, where this Policy refers to a particular office holder and where the title of such office or post is changed, any reference to the old title shall be deemed reference to the new title.

The roles and responsibilities of all parties engaging directly with this Policy are set out here.

5.1 Student

Students registered on programmes which are subject to the Student Fitness to Practise Policy will:

Fulfil the professional expectations outlined at programme level including those stipulated by the relevant Professional Regulatory / Registration Body in respect of conduct, competences, and dispositions;
Make themselves available to attend any meetings organised under the Fitness to Practise Policy;
Engage in any informal or formal processes that may be implemented;
Engage in any support or provisions put in place via this Policy;
Fulfil requirements of an agreed action plan;
Engage in all communication and meetings in a professional and timely manner; and
Throughout the process, treat all DCU staff members with respect and dignity.

5.2 Placement Coordinator

The Placement Coordinator will ensure that students who are subject to the Fitness to Practise Policy understand the Policy and sign a Programme Fitness to Practise Statement prior to commencing the Placement or at the commencement of the relevant academic year.

The Placement Coordinator will liaise with the Placement Host Institution in relation to any concerns about behaviour, capacity, welfare or wellbeing that negatively impacts on the student’s ability to engage with their placement.

The Placement Coordinator will submit in writing concerns relating to Fitness to Practise, using the Note of Concern form, to the Programme Chairperson. Depending on the nature of the concern, the Placement Coordinator together with the Programme Chairperson may initiate Level 1 Procedures or escalate to Level 2 or Level 3 as appropriate.

5.3 Programme Chairperson

The Programme Chairperson is responsible for drafting and compiling the Programme Fitness to Practise Statement and ensuring its approval by the Programme Board or equivalent and its referral thereafter to the Faculty Teaching and Learning Committee for final approval.

The Programme Chairperson will receive the Note of Concern relating to fitness to practise from the Placement Coordinator. The Programme Chairperson will review the Note of Concern and, depending on the nature of the concern, the Programme Chairperson may initiate Level 1 Procedures or escalate to Level 2 or Level 3 as appropriate.

The Programme Chairperson will appropriately retain the case file, including the Note of Concern and accompanying documentation, as per the University’s Personal Data Retention Policy and responsibilities under General Data Protection Regulation (GDPR).

When a new Programme Chairperson is appointed, the outgoing incumbent must ensure the transfer of case files for active Fitness to Practise cases to the incoming appointee.

5.4 Student Advice

A named staff member, e.g. an Academic Advisor or member of Student Support & Development, may be available as a neutral point of contact for the student to address questions regarding the process and meeting expectations prior to a Level 2 School / Faculty or Level 3 University Fitness to Practise Committee Meeting. However, the named staff member cannot provide information regarding the outcome of the Meeting.

5.5 Support Officer

A student with a disability or who is undergoing ongoing medical treatment may request to be accompanied to meetings by a Support Officer as appropriate to their needs.

5.6 Head of School / Dean of Faculty

The Head of School / Dean of Faculty will ensure that:

A Programme Fitness to Practise Statement is approved and published for each programme within the School / Faculty that requires a professional practice or placement;
The School / Faculty confirms annually to Academic Council via the Academic Quality Assurance and Governance, Office of the Vice President for Academic Affairs (OVPAA), the list of programmes which will be subject to the Student Fitness to Practise Policy in the following academic year;
Each Programme Fitness to Practise Statement for which the School / Faculty has responsibility provides clear information to students about the specific standards of behaviour and professionalism required in the context of their programme and associated profession;
Each Programme Fitness to Practise Statement references any external professional codes and additional requirements as set out by the relevant Professional Regulatory / Registration Body;
A Programme Fitness to Practise Statement for any newly accredited programme is approved at School / Faculty level and noted by Academic Council prior to the start of the academic year;
An appropriately senior and experienced member of academic staff of the School / Faculty who is familiar with placement and professional practice is appointed as Chairperson of the School / Faculty Fitness to Practise Committee;
The School / Faculty Fitness to Practise Committee has a diversity balance to facilitate an inclusive environment and reflect the student body;
The Faculty Fitness to Practise Committee is appropriately briefed on how to carry out its remit in line with the principles of this Policy;
Through the Head of School, staff engaging with and supporting Fitness to Practise cases have themselves the appropriate supports, e.g. the DCU Employee Assistance Service, DCU People Partner Team and the EDI and Wellbeing Manager; and
When a new Head of School / Dean of Faculty is appointed, the outgoing incumbent must ensure the transfer of case files for active Fitness to Practise cases to the incoming appointee.

5.7 Dean of Students

The Dean of Students is responsible for the provision of personal, academic skills, and professional development support services for all registered students of the University. The Dean of Students will:

Facilitate the referral of a student at any stage of the procedures to a relevant healthcare professional or service including but not limited to the DCU Student Health Serviceor the DCU Counselling & Personal Development Service;
Receive notifications of suspension where the Vice President for Academic Affairs / Registrar exercises the power of suspension;
Nominate a Student Support and Development staff member to sit on a Level 2 School / Faculty Fitness to Practise Committee;
Assign a Support Officer, if requested and as appropriate to needs, to accompany a student with a disability or who is undergoing ongoing medical treatment to meetings convened under this Policy; and
Sit on a Level 3 University Fitness to Practise Committee.

5.8 Vice President for Academic Affairs / Registrar

The Vice President for Academic Affairs / Registrar (or nominee) is responsible for:

Deciding which Policy should have priority or be the most appropriate in particular circumstances;
Suspending the implementation of a Policy or procedure, pending the outcome of another Policy or procedure;
The convening and chairing of the Level 3 University Fitness to Practise Committee;
Authorising a temporary suspension;
The appointment of a person to carry out relevant, designated functions under this Policy if an office holder post is vacant at the time that this Policy is being invoked; and
Authorising termination in studies.

5.9 Deputy President

The Deputy President (or their nominee) is responsible for:

Determining if there are reasonable grounds for an appeal against the outcome of a School / Faculty or University Fitness to Practise Committee hearing to proceed;
Convening and chairing the Fitness to Practise Appeals Committee.

5.10 School / Faculty Fitness to Practise Committee

The School / Faculty Fitness to Practise Committee will:

Be convened as and when necessary, to consider a Level 2 Fitness to Practise case;
Be a committee of the School / Faculty;
Act with the full delegated authority of the University to make decisions and recommendations on behalf of the School / Faculty in relation to Fitness to Practise cases;
Document the decisions in student fitness to practise cases and notify the student of the outcome;
Review and make decisions relating to requests to return to study following pause or cessation of studies arising from Fitness to Practise Procedures; and
Endeavour to ensure meetings held under the Fitness to Practise Procedures are in line with the principles of this Policy.

Details on the membership of the Committee and the manner in which the School / Faculty Fitness to Practise Committee is convened are outlined in the Fitness to Practise Procedures.

5.11 University Fitness to Practise Committee

The University Fitness to Practise Committee shall be convened by the Vice-President for Academic Affairs / Registrar (or nominee) as and when necessary, to consider a Level 3 Fitness to Practise submission. Details on the University Fitness to Practise Committee membership and the manner in which the committee is convened are outlined in the Fitness to Practise Procedures.

The University Fitness to Practise Committee will:

Have a diversity balance to facilitate an inclusive environment and to reflect the student body;
Ensure the comprehensive documentation of the decisions in student fitness to practise cases and notify the student of the outcome; and
Ensure that meetings held under the Fitness to Practise Procedures are in line with the principles of this Policy.

5.12 University Fitness to Practise Appeals Committee

The University’s Fitness to Practise Appeals Committee shall be convened as and when necessary, by the Deputy President or their nominee. See the Fitness to Practise Procedures for full details on the membership of the Committee, how the Committee is convened and the terms of reference.

No member of the relevant School’s / Faculty’s Fitness to Practise Committee or of the University Fitness to Practise Committee or the Students’ Union who has been involved in the case prior to the Appeal, shall be a member of the Appeals Committee.

The University Fitness to Practise Appeals Committee will:

Be a committee of the University;
Consider appeals to the outcome of the School / Faculty Fitness to Practise and University Fitness to Practise cases;
Review and make decisions relating to requests to return to study; and
Endeavour to hold meetings under the Fitness to Practise Policy in line with the principles of this Policy.

5.13 Office of the Vice-President for Academic Affairs

The Academic Quality Assurance and Governance team in the Office of the Vice-President for Academic Affairs (OVPAA) will liaise with the relevant Schools / Faculties to collate a list of programmes that are subject to the Fitness to Practise Policy on an annual basis for presentation to Academic Council for approval in advance of the academic year.

The team will also liaise with the relevant Schools / Faculties to draft a report on Fitness to Practise cases (number of cases at each Level and outcome of same) in the preceding academic year. All data included in the report will be presented on an anonymised basis. This report will be presented at Academic Council.

5.14 Academic Council

Academic Council will approve the list of programmes which will be subject to the Fitness to Practise Policy in the following academic year. See Appendix 1 Programmes Subject to the Fitness to Practise Policy.

Academic Council will receive, at the end of the academic year, a report on Fitness to Practise cases in the preceding academic year. All data included in the report shall be presented on an anonymised basis.

5.15 Office of the Ombudsman

If a student is not satisfied with the outcome of their Fitness to Practise case, they can submit a complaint to the Office of the Ombudsman. The Office of the Ombudsman cannot investigate complaints about academic judgement. The Ombudsman complaint process is not an appeal of a decision of the Fitness to Practise Appeals Committee but an investigation of the administrative actions taken with respect to the Fitness to Practise Appeals process. The Ombudsman is fair, independent, and free to use. Information regarding the role of the Office of the Ombudsman, and how to submit a complaint can be found at www.ombudsman.ie.

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Staff responsible for coordinating placements may have different role titles, depending on the School or Faculty.
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The circumstances and the manner in which a temporary suspension is implemented are set out in the Student Fitness to Practise Procedures.
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The Fitness to Practise Committee will be convened by the Faculty In the DCU Institute of Education; the Fitness to Practise Committees will be convened by the relevant Schools in the Faculty of Science & Health.

Outcomes

There are a number of outcomes that may be applied at each level of the implementation of the Fitness to Practise Policy. The outcome of a fitness to practise case will reflect the judgement on a particular issue, at a particular moment in time, and is not intended to be a judgement about a student’s fitness to practise in the future.

An outcome may be that no concern exists. In this instance, the case will be closed and no further action is necessary under this Policy. However, it may be deemed appropriate for the student to continue in their studies subject to their engaging with an agreed plan of action, and such academic accommodations and supports as the University deems appropriate.

It may be determined that the student will benefit from a temporary break from their studies to focus on health and wellbeing and personal circumstances without the pressure of academic studies. The student will be permitted to resume their programme of studies within a specified timeline subject to specific requirements.

Where appropriate, it may be recommended that the student transfer to another programme of study or avail of an Exit route from their programme of study where this is appropriate and such an option is available.

Termination of registration may be required where it is deemed that no available internal or external supports can mitigate the risks or difficulties the student is experiencing, or when a student refuses to engage with the support process.

Definitions

Fitness to Practise	Fitness to Practise means having the necessary skills, knowledge, health, personal resilience and ongoing appropriate conduct and dispositions to undertake and complete, safely and effectively, a programme that includes elements of professional practice, experiential learning, or clinical work.
Balance of Probabilities	The balance of probabilities principle is based on ‘clear and convincing evidence’ that something is more likely than not to be true. This is less demanding than the legal test of ‘beyond reasonable doubt’.
Evidence- Based Approach	An approach to decision making that requires taking into consideration all evidence, information, facts, data and applying critical thinking to the outcome.
Placement Host Institution	The institution such as a School, Hospital or Service that is hosting the placement and providing the opportunity for the student to practise.
Return to Study	In the context of this Policy, it refers to the return to study of a student who has been suspended, directed to take a leave of absence, or voluntarily took leave of absence under the Fitness to Practise Policy.
Level 1	An informal (but documented) response to a minor concern about a student’s fitness to practise. This can be brought to the attention of the Placement Coordinator of the programme. An informal response is implemented by the Programme Chairperson (University) at Level 1. The concern and resolution at Level 1 is informal but documented. It may be dealt with at this Level or, if necessary, move to Level 2 or 3.
Level 2	A formal response to a persistent or serious concern about a student’s fitness to practise that may be escalated from Level 1. A meeting of the School / Faculty Fitness to Practise Committee will be convened to address the concerns raised. The concern may be dealt with at this level, or, if necessary, move to Level 3.
Level 3	A formal response to a persistent or serious concern about a student’s fitness to practise that may be escalated from Level 1 or 2 or where there is potentially a significant risk. A meeting of the University Fitness to Practise Committee will be convened to address the concerns raised.

Policy Name	Student Fitness to Practise Policy
Unit Owner	Office of the Vice President for Academic Affairs (OVPAA)
Version Reference	Original Version - 2.0	Reviewed Version
Approved by	Academic Council	N/a
Effective Date	2^nd June 2026	N/a