Equra College London
Version: 1.0
Approved by: Governing Body / Academic Board (as applicable)
Effective from: 20/01/2026
Review date: 15/01/2026 (annual review)
Owner: Safeguarding Lead / Head of Student Services / Quality Lead
1. Purpose
Equra College London (“Equra”) is committed to student wellbeing, safety, inclusion, and academic success. This procedure provides a structured, supportive route where a student’s health, wellbeing, or related behaviour may be affecting their ability to engage with study safely and effectively.
The aims are to:
- Provide early support and reasonable adjustments;
- Maintain academic standards while supporting access;
- Make proportionate decisions based on evidence and risk; and
- Support return to study where a break is needed.
2. Scope
This procedure applies to all students across HE pathways (where applicable), diplomas, short courses and CPD where relevant, including learning on campus, online, and at Equra-related activities.
3. Definitions
- Fitness to Study: the student’s ability to participate in learning safely and effectively, with or without reasonable adjustments.
- Support Plan: a written plan setting out agreed actions, adjustments and review points.
- Interim measures: temporary steps to manage risk and support participation while reviews are ongoing.
- Working day: Monday–Friday excluding public holidays.
4. Principles
Equra will apply this procedure using:
- Support-first intervention and early help;
- Proportionate and least restrictive measures;
- Clear communication and fair process;
- Student involvement wherever possible;
- Confidentiality on a need-to-know basis;
- Reasonable adjustments and accessible practice.
5. When Fitness to Study may be considered
Fitness to Study may be considered where there is credible evidence or sustained concern that a student’s wellbeing is affecting safe/effective study, for example:
- Significant deterioration in wellbeing impacting participation;
- Repeated crises affecting attendance, engagement or assessment completion;
- Impaired functioning that creates safety concerns;
- Behaviour linked to wellbeing needs that affects safe learning for the student or others;
- Current support measures are not enabling safe and effective study.
A disability or health condition alone is not a trigger. The focus is on support needs, capability to study, and proportionate risk management.
Stage 1: Early Support
6. Trigger and initial contact
Concerns may be identified through the student, staff, or support services. Equra will contact the student to offer a supportive meeting and discuss barriers, adjustments and support options.
7. Stage 1 meeting and Support Plan
Equra will normally:
- Discuss the concerns and how they affect study;
- Identify reasonable adjustments and support;
- Agree a Support Plan with clear actions for Equra and the student;
- Set a review date.
Equra will aim to offer a meeting within 5 working days where practicable.
Stage 2: Formal Fitness to Study Review
8. When Stage 2 is used
Stage 2 may be used where:
- Stage 1 support has not stabilised engagement or safety concerns; or
- The concerns are serious enough to require a structured review.
9. Notice of review
Equra will provide written notice stating:
- The reason for the review and a factual summary of concerns;
- Any interim measures (if needed);
- The meeting date/time and format;
- Who will attend;
- What information can be submitted;
- The right to be accompanied by a friend/adviser (non-legal).
Equra will normally give at least 5 working days’ notice.
10. Information considered
Equra may consider:
- Attendance/engagement and assessment-related participation records;
- Relevant communications and support records;
- The student’s statement;
- Professional evidence where available and proportionate;
- Adjustments already implemented and their impact.
Equra will not request unnecessary medical detail.
11. Review meeting
A review meeting will normally include:
- Chair (independent where feasible)
- Student Services representative
- Academic representative (where relevant)
- Note-taker
The meeting will consider whether study can continue safely and effectively with support and adjustments, and agree proportionate next steps.
12. Outcomes
Possible outcomes include:
A) Continue studies with an updated Support Plan and review date;
B) Continue studies with proportionate conditions that support safe participation (time-limited);
C) Agree a temporary break from study (deferral/suspension) with a planned return pathway;
D) Apply interim restrictions to manage risk while support is implemented;
E) Withdraw/terminate only as a last resort where safe/effective study is not possible even with adjustments and support.
Equra will confirm outcomes in writing, including reasons and next steps.
13. Interim measures
Where necessary, Equra may apply interim measures such as timetable changes, learning-mode changes, structured contact routes, or restricted access to specific environments. Interim measures are not disciplinary findings.
14. Return to study
Where a break from study is agreed, Equra will support a structured return which may include a return meeting, updated adjustments and a phased return plan. Where proportionate, Equra may request brief evidence of readiness to engage in study.
15. Relationship with other procedures
This procedure is supportive in nature. If issues indicate a different route is required (for example, assessment integrity, conduct, or significant welfare risk), Equra will direct the matter to the appropriate procedure and confirm this in writing.
16. Confidentiality and records
Equra will handle information confidentially on a need-to-know basis, store records securely, and retain records in line with a retention schedule and the Privacy Notice.
17. Review and appeal
The outcome letter will confirm whether the student may request a review/appeal under Equra’s published appeals route and the applicable deadline.
Appendix A — Timescale targets (summary)
- Stage 1 support meeting: within 5 working days where practicable
- Stage 2 notice period: 5 working days minimum
- Stage 2 outcome letter: within 10 working days of meeting
- Appeal deadline: 10 working days from decision letter