1. Document Control
Policy Owner: Student Services Lead / Head of Quality
Responsible Committee: Academic Board (or Student Experience and Quality Committee)
Approval Authority: Principal / Director and Academic Board
Effective From: [Insert date]
Review Date: [Insert date, typically 12 months]
Version: 1.0
Applies To: All students of Equra College London across all programmes and delivery modes, including partner delivered provision where applicable.
2. Purpose
Equra College London is committed to supporting student wellbeing, academic success and equal access to learning. This policy sets out how the College provides student support, promotes wellbeing, and implements reasonable adjustments for students with disabilities, long-term health conditions, temporary impairments, or other support needs. It also explains expectations for student conduct and engagement where support is in place, and how the College works to remove barriers to learning while maintaining academic standards.
3. Scope
This policy applies to:
a. All students enrolled on Equra College London programmes and short courses with structured learning.
b. All staff involved in student support, teaching, assessment, programme management and academic quality.
c. All delivery modes including in person, blended and online learning.
d. All stages of the student lifecycle including pre-entry enquiries, admission, induction, ongoing study, assessment periods and exit.
Where Equra College London delivers provision under a partner arrangement, this policy operates alongside partner requirements. Where there is a conflict, the stricter requirement will apply.
4. Principles
The College’s student support and reasonable adjustments approach is based on the following principles:
4.1 Early support and proactive engagement
Students are encouraged to disclose support needs early so that appropriate support can be arranged in a timely way.
4.2 Confidentiality and dignity
Support is handled sensitively and confidentially, with information shared only with relevant staff on a need to know basis.
4.3 Fair access and inclusion
The College aims to remove barriers to learning and assessment through inclusive teaching, accessible materials and reasonable adjustments.
4.4 Shared responsibility
The College provides support within its remit and resources, and students are expected to engage with support arrangements and communicate needs promptly.
4.5 Maintaining academic standards
Reasonable adjustments enable access; they do not lower academic standards or change learning outcomes.
5. Types of Support Available
Support may include, depending on needs and feasibility:
5.1 Academic support
a. Academic skills support, including academic writing, referencing and study skills.
b. Tutorials or support sessions for academic progression.
c. Study planning and time management guidance.
d. Signposting to learning resources, library access where applicable and digital learning support.
5.2 Wellbeing and pastoral support
a. Wellbeing check-ins and signposting.
b. Referral guidance to NHS services, counselling providers, community services or emergency support where appropriate.
c. Support with managing study alongside personal circumstances.
5.3 Practical and access support
a. Support for accessibility of learning materials.
b. Support with assistive technology signposting and reasonable use of technology to support learning.
c. Support in liaising with relevant staff regarding agreed adjustments.
Equra College London is not a medical provider. Where specialist clinical or therapeutic support is required, the College will provide signposting and referrals to appropriate external services.
6. Disclosure of Support Needs
6.1 How students disclose
Students may disclose support needs at application stage, enrolment, induction, or during study by contacting the designated Student Support contact point.
6.2 Encouraging early disclosure
Students are encouraged to disclose support needs as early as possible, particularly where adjustments may be required for assessments, teaching delivery or attendance expectations.
6.3 Confidential handling
Information is handled in line with the College’s Data Protection Policy. Only relevant staff will be informed of agreed adjustments, and only the minimum necessary information will be shared.
7. Reasonable Adjustments
7.1 What are reasonable adjustments
Reasonable adjustments are changes to teaching, learning, assessment methods or the learning environment that help remove barriers for students with disabilities or health-related needs.
7.2 Examples of adjustments
Examples may include, subject to academic standards and feasibility:
a. Additional time for timed assessments or examinations.
b. Rest breaks during assessments.
c. Alternative formats for learning materials.
d. Adjusted seating or room access arrangements.
e. Permission to record lectures where appropriate.
f. Flexibility around presentation formats where learning outcomes can still be met.
g. Extensions where justified through the Mitigating Circumstances and Extensions Procedure.
7.3 What is not a reasonable adjustment
The following are not generally considered reasonable adjustments:
a. Changes that remove or fundamentally alter programme learning outcomes or professional competence requirements.
b. Automatic unlimited extensions without process.
c. Adjustments that compromise assessment integrity, fairness or academic standards.
7.4 Evidence
Where needed, students may be asked to provide appropriate evidence of a disability, health condition or support need. The College will take a proportionate approach and will not request excessive evidence.
7.5 Timeframes
The College will implement agreed adjustments as soon as reasonably practicable. Students are encouraged to request assessment-related adjustments well in advance of deadlines and scheduled examinations.
8. Student Support Plan
8.1 Individual support planning
Where appropriate, the College will agree a Student Support Plan or Reasonable Adjustments Plan which may include:
a. The support need and the barriers identified.
b. The agreed adjustments.
c. The staff roles responsible for implementing adjustments.
d. Review arrangements and timeframes.
8.2 Communication to staff
The College will communicate the plan to relevant staff on a need to know basis. Staff are expected to apply the plan consistently.
8.3 Review
Support plans will be reviewed periodically, and earlier if circumstances change.
9. Attendance, Engagement and Fitness to Study
9.1 Engagement expectations
Support arrangements are intended to enable engagement. Students remain responsible for meeting engagement and attendance expectations, except where agreed adjustments apply. Engagement expectations are set out in the Student Engagement and Attendance Policy.
9.2 Where wellbeing affects ability to study
If a student’s wellbeing or health is significantly affecting their ability to study safely or effectively, the College may consider additional support measures or use the Fitness to Study process where appropriate, ensuring fairness and a supportive approach.
9.3 Emergency situations
If there is an immediate risk to life or safety, staff and students should contact emergency services. The College may take immediate safeguarding action where necessary.
10. Mitigating Circumstances, Extensions and Interruptions
10.1 Extensions and mitigating circumstances
Students may request extensions or mitigating circumstances consideration in line with the College’s Mitigating Circumstances and Extensions Procedure. Adjustments do not replace the need to follow required processes where deadlines must be formally changed.
10.2 Interrupting or deferring studies
Where appropriate, students may discuss interruption or deferral options. Any such arrangements must comply with programme rules and partner requirements where applicable.
11. Complaints and Appeals
Students who believe appropriate support has not been provided may raise concerns promptly through:
a. Informal resolution via Student Support or Programme Leaders where appropriate.
b. The Student Complaints Procedure for formal complaints.
c. The Academic Appeals process where the concern relates to an academic decision and appeal grounds are met.
12. Roles and Responsibilities
12.1 Student Services Lead / Student Support Lead
a. Oversees student support operations and coordinates support plans.
b. Maintains appropriate records and confidentiality.
c. Supports staff understanding and implementation of agreed adjustments.
12.2 Programme Leaders / Module Leaders
a. Implement agreed adjustments in teaching and assessment design.
b. Ensure students are signposted to support.
c. Raise concerns where engagement or wellbeing issues escalate.
12.3 Teaching Staff
a. Deliver inclusive teaching and apply agreed adjustments.
b. Provide supportive communication and signposting.
c. Maintain academic standards and assessment integrity.
12.4 Students
a. Disclose support needs in a timely manner.
b. Engage with agreed support plans.
c. Communicate changes in circumstances promptly.
d. Follow College processes for extensions, mitigating circumstances or complaints as needed.
13. Record Keeping and Confidentiality
All records relating to student support and reasonable adjustments will be stored securely and handled in line with the Data Protection Policy, privacy notices and records management requirements. Information will be shared only where necessary and proportionate.
14. Monitoring and Review
The College monitors effectiveness of this policy through:
a. Student feedback and support service monitoring.
b. Retention, progression and achievement patterns.
c. Themes emerging from complaints, appeals and fitness to study cases.
d. Quality assurance and enhancement processes.
This policy will be reviewed annually or sooner if regulatory, partner or operational changes require updates.
15. Related Policies and Documents
This policy should be read alongside:
a. Equality, Diversity and Inclusion Policy
b. Student Engagement and Attendance Policy
c. Fitness to Study Policy and Procedure
d. Safeguarding Policy and Procedure
e. Mitigating Circumstances and Extensions Procedure
f. Student Complaints Procedure
g. Academic Appeals Policy and Procedure and Consolidated Student Appeals Procedure
h. Assessment and Feedback Policy
i. Data Protection Policy and relevant privacy notices