UCC Fitness to Practise Policy

Version

Version: 2.00 (applicable for students registered 2026-2027 and beyond)
Approved by: Academic Council 05 June 2026
Policy Owner: Deputy President and Registrar
Next review: Within 3 years subject to national developments

1. Policy Owner

1.1 Deputy President & Registrar

2. Introduction

2.1 Students registered for some programmes leading to professional qualifications which may involve placements in professional settings (e.g. healthcare, education, social work – see Programmes Subject to FTP detailed below) in University College Cork (UCC) are subject to the Fitness to Practise Policy.

2.2 What Fitness to Practise means and what it requires of relevant students

2.3  Fitness to Practise (FTP) means the ability of a student to meet the relevant professional and/or disciplinary standards applicable to their programme of study and to possess the skills, competencies, knowledge, character and health necessary to participate safely and effectively in education, training and placement as a student on a programme subject to Fitness to Practise.

2.4 In the context of this Policy, a student who is deemed Fit to Practise should;

1. Have the capacity to perform the key skills and tasks (Core Competencies) required of a student on the programme, at the appropriate stage of their studies;
2. be of sufficient health, wellbeing and capacity to enable safe and effective participation in education, training and placement (or Work Integrated Learning);
3. Conduct and behave themselves in a manner that does not place Service Users, the public, themselves or others at risk of harm;
4. Conduct and behave themselves in a manner that upholds the standards and reputation of the profession and the University, appropriate to their status as a student.

2.5 The assessment of a student’s Fitness to Practise under this Policy relates to their ability to participate safely and effectively in their programme of study, including placement and professional training.

3. Definitions

3.1.    Character – in the context of FTP refers to a person having the ethical, behavioural and professional qualities necessary for entry into a profession and ongoing professional practise. Concerns about character may arise in relation to a criminal matter uncovered during initial Garda Vetting or a subsequent criminal matter or safeguarding concern. Certain behaviours and activities such as substance abuse; violent or threatening behaviour; disciplinary matters; and academic integrity matters may impact character.

3.2.    Core Competencies - In the context of education and training, Core Competency involves more than the possession of knowledge about a subject or area of practise. It also involves the possession of skills and the ability to complete profession-specific tasks which are collectively known as Core  Competencies. These Core Competencies are specific to the School, discipline or programme of study. These Core Competencies as well as the standard or level of performance needed to be achieved are outlined by each School, discipline or programme and approved by Academic Council. 
The list of Core Competencies are made available to students at Fitness to Practise | University College Cork

3.3.    Conduct Matter - Certain acts of misconduct and behaviour and indicative Fitness to Practise concerns have the potential to directly harm Service Users. Misconduct and poor behaviour also have the potential to harm the reputation of the University and the professions. This may damage and undermine public confidence in the ability of the profession/University to undertake its professional responsibilities. A pattern of behaviour/misconduct, a series or sequence of events or a single act of serious misconduct or misbehaviour may be considered as causing concern as to a student’s Fitness to Practise and so be subject to assessment under this Policy. Conduct matters are assessed in the context of a student’s role and the University’s responsibility to educate and train students safely and effectively. If a student has a criminal conviction (or prosecution pending) prior to or during their registration at UCC and/or a disciplinary sanction from the University or other relevant external organisation, this will not necessarily give rise to Fitness to Practise proceedings, but it may do so.

3.4.    Fitness to Practise (FTP) – the ability of a student to meet the relevant professional and/or disciplinary standards applicable to their programme of study and to possess the skills, competencies, knowledge, character and health necessary to participate safely and effectively in education, training and placement as a student on a programme subject to Fitness to Practise (as per Definition and requirements above).

3.5.    Health Matters, Disability Disclosures and Reasonable Accommodations - Good health in the context of Fitness to Practise means that a student’s health status is such that they are well enough to participate safely and effectively in education, training and placement, appropriate to their stage of study and scope as a student on a programme subject to Fitness to Practise. Good health does not necessarily mean the absence of any disability/ specific learning difficulty or health condition. Students with disabilities learning differences/ significant ongoing health conditions may be able to participate in education, training and placement with or without reasonable accommodations, and are legally supported in this by the Equal Status Act 2000 – 2015.

3.6.    However, students may be rendered temporarily, or in rare cases, permanently unable to participate safely and effectively in education, training and placement as a result of a health matter, and/or disability disclosure.

3.7.    To ensure that, where possible, the University can make reasonable accommodation to support students with a health and/or disability and/or specific learning difficulty , as well as ensuring protection for Service Users and the public, the University requires all students subject to this Policy to make a Fitness to Practise Health and Character Declaration in respect of any health matter that they believe it may impact on their ability to participate safely and effectively in the programme, placement or professional practice setting, or where they may require reasonable accommodations or supports.

• at first registration;
• annually at registration; and
• at any time during programme (or on return from any leave of absence, if applicable) where a student’s health status changes, a disability emerges, or the level or impact of a previously declared condition changes or where the student is directed by the Head of School or a Nominee to update their Health and Character Declaration.

Students must have the ability to demonstrate core competencies, with appropriate reasonable accommodations in place where necessary. Where additional support is necessary, it must be practicable within the current sphere of professional practice. Some students may be unable to complete elements of the programme required for professional registration for reason of health or physical ability.

3.8.    Indicative Fitness to Practise Concerns - For the purposes of this Policy, indicative Fitness to Practise concerns refer to behaviours, issues or circumstances which may call into question a student’s Fitness to Practise and which may warrant consideration under this Policy. Such matters may include, but are not limited to:

1. concerns relating to health, wellbeing or capacity which may impact a student’s ability to participate safely and effectively in education, training or placement;
2. conduct or behaviour that places, or has the potential to place, Service Users, the public, other students or staff at risk of harm;
3. failure to meet the Core Competencies, standards of conduct or professional requirements applicable to the programme at the appropriate stage of study
4. behaviour or actions which may adversely affect the reputation of the profession or the University, or which are inconsistent with expected standards of integrity and professionalism;
5. criminal, and/or honesty concerns, including failure to make a complete and accurate Health and Character Declaration;
6. persistent failure to engage appropriately with Fitness to Practise processes, including agreed management plans, reasonable accommodations or required reviews.

3.9.    The identification of an indicative Fitness to Practise concern does not, of itself, determine that a student is not Fit to Practise. Each case shall be assessed on an individual basis, having regard to the student’s circumstances, stage of study, available supports and the objectives of this Policy.

3.10.    Management Plan – a structured, supportive plan designed to address concerns relating to a student’s health, wellbeing, behaviour, capability or other issues that impact or may impact, the student’s Fitness to Practise. A management plan is developed in consultation with the relevant School and the student and may include agreed supports, actions, or reasonable accommodations, as well as clear objectives, review points, and indicators for monitoring progress. A Management Plan is intended to support the student in meeting programme and professional requirements and does not of itself constitute a disciplinary sanction.

3.11.    PRSB – Professional, Regulatory or Statutory Body involved in regulation, ethics and standards-setting for a profession, e.g. CORU, The Teaching Council, Irish Medical Council.

3.12.    Programme Subject to FTP – a programme of study which has;

1. been approved by Academic Council as being subject to the Fitness to Practise Policy. These programmes generally involve interaction with Service Users (as defined below)  and:
2. involves training and practice in clinical or professional settings, or, permit graduates to register with a Professional, Regulatory or Statutory Body (PRSB).

3.13.    Reasonable Accommodation – the range of supports and services available in UCC or on placement (Work Integrated Learning Placements) to assist students with disabilities/ learning differences/ significant ongoing health conditions to fully participate in their studies. In the education sector, Reasonable Accommodations are described as any action that helps alleviate a substantial disadvantage due to a disability/ significant ongoing health condition. Reasonable Accommodations Policy | University College Cork 

3.14.    Service Users – means individuals with whom a student interacts in the course of educational, clinical, placement or professional practice activities, including but not limited to clients, patients or members of the public who receive or are affected by services provided as part of a programme subject to this Fitness to Practise Policy, the student themselves, other students or staff. For the avoidance of doubt, where interaction with children, vulnerable adults or other protected groups occurs, relevant safeguarding and vetting requirements (including UCC’s Student Garda Vetting Policy) also apply.

3.15.    Urgent Temporary Suspension - The behaviour or actions of a student may give rise to concerns regarding the safety of the student, other students, staff, Service Users or members of the public, such that consideration may need to be given to the student’s temporary exclusion from the University pending further investigation and/or management of the situation under this or a related University policy. See Section 13 (Temporary suspension and emergency situations) and Appendix A (Urgent Temporary Suspension).

3.16.     Work Integrated Learning
Work-Integrated Learning is an educational approach involving three parties - the student, educational institution, and an external stakeholder – consisting of authentic work-focused experiences as an intentional component of the curriculum. Students learn through active engagement in purposeful work tasks, which enable the integration of theory with meaningful practice that is relevant to the students’ discipline of study and/or professional development.” (International Handbook for WIL 3rd edition 2023)

3.17.    Note of Concern 
The Note of Concern is a document completed by the Head of School in respect of the Fitness to Practise issue raised (Appendix 20).

4. Purpose and objectives

4.1.    UCC offers programmes which may lead to a professional qualification and eligibility for registration as a practitioner with a Professional, Regulatory or Statutory Body (PRSB).

4.2.    The purpose and objectives of this Policy are to:

1.  Protect the public, Service Users, Students, Staff and the reputation of the University;
2. Ensure students develop and demonstrate the qualities, competencies and standards required to participate safely and effectively in education, training and placement, and to support and guide students who experience issues that may impact upon their Fitness to Practise;
3. Identify and support students whose behaviour, capacity, wellbeing or welfare are of concern to themselves or others; or whose behaviour or actions are impacting adversely on, or pose a risk to, the learning, working or living experience of themselves or others;
4. Provide a framework for identifying, managing and determining instances where a student’s Fitness to Practise is in question.
5. Provide a mechanism for managing cases where, following a process, students may need to transfer to an alternative programme or, in exceptional circumstances, exit the University.
   
   

5. Scope

5.1   This Policy applies to programmes which have been approved by Academic Council as being subject to the University’s Fitness to Practise Policy. The following Schools and Disciplines are currently approved by Academic Council for FTP: see also Fitness to Practise | University College Cork

5.2.    The Fitness To Practise Policy applies to students registered on these programmes; students returning to these programmes (after any leave of absence), and students who were registered on these programmes in the current or previous academic year. Prospective students for these programmes are made aware of the Policy.

5.3.    Registered students subject to this Policy shall be required to confirm their agreement to adhere to the Fitness to Practise Policy, and they must read and accept the Fitness to Practise requirements relevant to their Programme at registration and annually thereafter at re-registration.

6. Roles and responsibilities

6.1.    Academic Council and University Governance:

6.1.1 Academic Council has overall governance responsibility for this Policy and for the designation of programmes subject to Fitness to Practise.

6.1.2 Academic Council is responsible for approving this Policy, approving material revisions to it, and approving the designation of programmes as being subject to Fitness to Practise requirements.

6.1.3 Academic Council shall approve, on an annual basis or from time to time, a panel of persons eligible to serve on University-level Fitness to Practise Committees and Appeal Committees.

6.1.4 Academic Council delegates authority to University-level Fitness to Practise Committees, convened in accordance with this Policy, to consider Fitness to Practise matters and to make findings, determinations and/or recommendations within the scope of this Policy, subject to the student’s right of appeal.

6.1.5 Where a determination or recommendation requires implementation under University statute, regulation or another University procedure, the matter shall be referred to the appropriate University authority for implementation. Such referral shall normally occur only after the student has been notified of the outcome and any internal appeal has concluded or the time for appeal has expired, save where urgent protective measures are required.

6.1.6 Academic Council shall receive anonymised annual reports on the operation of this Policy and may receive such additional reports as are necessary for governance, quality assurance, statutory compliance and policy review. Individual student cases shall not normally be reported to Academic Council except where required for statutory implementation, urgent suspension oversight, or other lawful and necessary governance purposes.

6.1.7 Academic Council shall receive reports on the exercise of urgent temporary suspension powers by the Deputy President & Registrar for governance oversight. Such reporting shall not constitute a determination by Academic Council of the student’s Fitness to Practise and shall not prejudice any subsequent investigation, hearing or appeal.

6.1.8 Decisions made under this Policy are subject to the appeal provisions set out in section 14.

6.2.    Students:

6.2.1.    Students are responsible for:

1. Familiarising themselves with, and complying with, the competencies of the discipline, the standards of conduct, capacities and behaviours and the professional requirements applicable to their programme of study and, where relevant, to entry into the profession.
2. Reading, understanding and accepting the Fitness to Practise requirements applicable to their programme at registration and annually at re-registration
3. Familiarising themselves with the types of behaviours, issues or circumstances that may give rise to Fitness to Practise concerns under this Policy, including (but not limited to):
1. concerns relating to health, wellbeing or capacity which may impact a student’s ability to participate safely and effectively in education, training or placemen
2. conduct or behaviour that places, or has the potential to place, Service Users, the public, other students or staff at risk of harm;
3. failure to meet the Core Competencies, standards of conduct or professional requirements applicable to the programme at the appropriate stage of study
4. behaviour or actions which may adversely affect the reputation of the profession or the University, or which are inconsistent with the standards of integrity and professionalism expected of students
5. criminal, safeguarding or honesty concerns, including failure to make a complete and accurate Health and Character Declaration see Section 9.2)
6. persistent failure to engage appropriately with Fitness to Practise processes, including agreed management plans, reasonable accommodations or required reviews;
4. Completing any required Fitness to Practise declaration accurately and in a timely manner, including declaring criminal, safeguarding, conduct or other character matters relevant to Fitness to Practise, and disclosing any health condition, disability, learning difference or other circumstance where the student considers that it may affect safe and effective participation or where reasonable accommodations or supports may be required
5. Keeping their Health and Character Declaration up to date, including notifying the University promptly of any material change in health status, disability or impairment, safeguarding issue, or criminal status during their programme;
6. Engaging and cooperating in good faith with Programme Directors, Heads of School and other University staff involved in Fitness to Practise and Fitness to Continue in Study processes, including attendance at meetings, assessments or referrals where required;
7. Engaging constructively with any agreed Management Plan or reasonable accommodations, and complying with monitoring and review arrangements established under this Policy.

The presence of any matter referred to above does not, of itself, mean that a student is not Fit to Practise. Each case shall be considered having regard to the student’s circumstances, stage of study, available supports and the objectives of this Policy.

6.3.    Schools:

6.3.1.    Schools are responsible for:

1. Providing clear, timely information to applicants, prospective students and registered students on the competencies of the discipline, standards of conduct, Fitness to Practise obligations applicable to the programme, including at admission, registration and re-registration, and, where relevant, for subsequent professional registration;
2. Creating and maintaining a professional educational environment, and modelling behaviours, values and standards consistent with the discipline, profession and the objectives of this Policy;
3. Fostering a supportive, culturally sensitive and collaborative environment to facilitate students’ engagement, development and progression, and to support students in addressing issues that may impact on their Fitness to Practise;
4. Working with students and, where appropriate, Disability Services and other relevant supports, to put in place reasonable accommodations, and support for students’ health, capacity and/or disabilities, learning differences, significant ongoing health conditions, in accordance with the University’s Reasonable Accommodations Policy
5. Advising students on alternative academic pathways, where appropriate, including transfer to an alternative programme, where a student is unable to continue on a programme which is subject to Fitness to Practise due to a health, behaviour, capacity, competence or criminal matter.

6.3.2.    Annual Reports

1. Each School with programmes subject to Fitness to Practise shall submit an anonymised annual report to Academic Council, in a format approved by the Academic Secretary, addressing the operation of the Policy, numbers and categories of cases, outcomes, systemic issues, equality and reasonable accommodation themes, and any recommendations for policy or process improvement. Reports shall not include personally identifiable student information unless expressly required and justified.

6.4.    Heads of Schools:

6.4.1.    Heads of Schools are responsible for;

1. The implementation of the Fitness to Practise Policy within their School, including ensuring that the competencies of the discipline, standards of conduct, capacities, behaviours and professional requirements applicable to the programme are clearly defined, maintained and communicated to students and staff (e.g. programme directors, year leaders, placement and allocation officers etc.), as relevant to the students’ stage of study and participation in education, training and placement. 
2. Heads of School are responsible for ensuring that appropriate processes and staff are in place within the School to identify, manage and escalate Fitness to Practise concerns in accordance with this Policy, including matters relating to health, conduct, capacity, competence and other indicative Fitness to Practise concerns.
3. Heads of School may require students to submit or update a Health and Character Declaration where appropriate, and are responsible for overseeing student engagement with agreed Management Plans and other supports implemented under this Policy.

6.5.    Fitness to Practise Investigator

6.5.1.    Where the University deems it necessary or appropriate, it may appoint a senior staff member (internal to UCC)or external (to UCC) investigator to investigate matters arising under this Policy. Any investigator so appointed shall be impartial, and independent of the matter under investigation, and shall be approved in accordance with the University’s authorisation procedures. The Investigator shall undertake the investigation in accordance with the procedural guidelines for the conduct of investigations at Appendix B (Procedural guidelines for the conduct of investigations and Fitness to Practise Committee Hearings) of this Policy, ensuring that the investigation process is fair, transparent and conducted in a timely manner.

6.5.2.    On completion of the investigation, the Investigator shall produce a written investigation report for submission to the Head of School, which includes a summary of the issue(s) of concern, the investigative process undertaken and the factual findings arising from the investigation, for consideration in accordance with this Policy.

6.5.3.    Where, in the course of an investigation, the Investigator considers that the issues of concern may warrant consideration of temporary suspension, the Investigator may make a recommendation in accordance with the Temporary Suspension provisions of this Policy. Any decision to suspend a student shall be made by the Deputy President & Registrar in accordance with University procedures.

7. Legislation and other University policies

7.1.    In matters relating to a student’s Fitness to Practise, the University is guided by relevant legislation, as amended from time to time. This policy is subject to the provisions of the Equal Status Act 2000-2015, and shall be applied in a manner consistent with those Acts. The University is also guided, where relevant, by professional codes of conduct relevant to programmes of study, as appropriate to students, and their stage of education, training and placement.

7.2.    This Policy should, where relevant, be read in conjunction with other University Policies, (including, without limitation) the UCC Student Rules,  Fitness to Continue in Study, Student Garda Vetting, Infectious Disease Screening and Immunisation Policy, Reasonable Accommodations Policy, Academic Integrity Policy, Research Integrity Policy, and UCC Child Protection Policy, together with programme regulations and guidelines and conditions of registration. This policy should, where relevant, also be read in conjunction with professional accreditation and professional codes of conduct for each of the relevant disciplines and professions. Non-compliance with such policies or requirements may give rise to concerns regarding a student’s Fitness to Practise under this Policy.

7.3.    The operation of this Policy shall be consistent with the requirements of the UCC Conflict of Interest Policy.

8. Notification of programmes and information for students and prospective students

8.1.    Schools shall submit to Academic Council for approval the designation of programmes as being subject to the University’s Fitness to Practise Policy, together with the relevant Core Competencies applicable to each programme, and shall notify Academic Council of any material changes thereto on an annual basis. Information on Core Competencies may include reference to, or links to, relevant Professional, Regulatory or Statutory Body (PRSB) standards and code of conduct, as applicable to students, and their stage of education, training and placement.

8.2.    Schools and Programme Directors (where applicable) shall ensure that clear and accessible information is provided to applicants, prospective students, and registered students, including through the course catalogue and other programme information, indicating where a programme is subject to Fitness to Practise requirements under this Policy.

9. Student registration and Fitness to Practise declarations

9.1.    To ensure that, where possible, the University can make reasonable accommodations to support students with health, disabilities,  learning differences/ significant ongoing health conditions, or other relevant needs, while also ensuring the protection of Service Users, the public, the University community and the student, all students subject to this Policy are required to make a Health and Character Declaration. The declaration shall require students to disclose criminal, safeguarding, conduct or other character matters relevant to Fitness to Practise. Students are encouraged, to disclose any disability, learning difference, health condition or other circumstance where they believe it may affect their ability to participate safely and effectively in programme, placement or professional practice activities, or where reasonable accommodations or supports may be required.

9.2.    A Health and Character Declaration shall be made:

• at first registration
• annually at registration; and
• at any time during the academic year where there is a material change in the student’s health status, disability or impairment, behaviour, safeguarding status, criminal status, or any other matter that may impact on the student’s ability to participate safely and effectively in education, training or placement.

9.3.    Health and Character Declarations are normally made as part of the University’s online registration process. Students are under a continuing obligation to update their Health and Character Declaration promptly where circumstances change and communicating this to a member of staff such as their Programme Director, Head of School, Allocations Officer, Placement Officer, Personal Tutor etc.

9.4.    Without prejudice to this obligation, the Head of School may require a student to submit a new or updated Health and Character Declaration at any time where concerns arise under this Policy. In addition, and where appropriate, a request for re-submission of a Health and Character Declaration may be made by the Deputy President & Registrar, an appointed investigator, or the University Fitness to Practise Committee, having regard to the nature of the concerns and the requirements of fair procedures.

9.5.    A requirement to submit a new or updated Health and Character Declaration under this Policy may arise in conjunction with, or as a preliminary to, a referral to UCC’s Occupational Health Services Provider and/or at any stage of a Fitness to Practise assessment or investigation. The submission of a Health and Character Declaration does not, of itself, constitute a finding or determination under this Policy and is intended to inform the University’s consideration of appropriate supports, reasonable accommodations, or next procedural steps.

9.6.    The mechanism for submission, storage, review and escalation of Fitness to Practise declarations shall be approved by the appropriate University authority following consultation with the Academic Secretary, Student Records, Disability Support, Data Protection, relevant Schools and Occupational Health. Schools shall not operate local declaration processes unless approved under that mechanism.

9.7.    Management of Health and Character Declarations

9.7.1.    Any Health and Character Declarations made under this Policy shall be managed as follows:

9.7.2.    Health Matter: If the self-declaration relates to a health matter, disabilities, learning differences or significant ongoing health conditions, the student will be required to indicate the primary health matter during registration. The returned completed Health Disclosure Form details will be reviewed by the Head of School (or nominee), who shall meet with the student (either virtually or in-person) to consider the matter.

9.7.3.    Following this review, the Head of School (or nominee) may decide that:

1. no further action is required under the Fitness to Practise Policy, and the student may be advised of appropriate University and/or external supports; or
2. the matter can be addressed under the informal stage of the Fitness to Practise Policy (Section 11.9), with the development of a management plan; or
3. the student should be referred to an external Occupational Health Services Provider for an independent assessment and medical opinion regarding the student’s fitness to participate in education, training and placement.

9.7.4.    Where a referral is made to an external Occupational Health Services Provider, the provider may be given relevant additional contextual information, including Programme Core Competencies; applicable professional standards (as relevant to students); Note(s) of Concern; by the Head of School. The Occupational Health Services Provider shall provide an opinion and recommendations to inform the University’s consideration of the matter (as above – i.e. independent assessment and medical opinion regarding the student’s fitness to participate in education, training and placement).

9.7.5.    Schools are expected, where practicable, to support students who disclose disabilities, learning differences or significant ongoing health conditions by working with the student and relevant support services to develop and implement reasonable accommodations and agreed Management Plans, and to monitor progress in accordance with this Policy. Refer also to Placements and progression (Section 12)

9.7.6.    Criminal Matter: Where the student’s Declaration relates to a criminal conviction or pending prosecution, the concern will be notified to the University’s Admissions Officer and considered in accordance with the University’s Student Garda Vetting Policy and any other relevant procedures.

9.7.7.    The outcome of the vetting process will be communicated to the relevant Programme Director or Placement Coordinator pursuant to UCC’s Student Garda Vetting Policy. 
10.    Referral to a Healthcare Practitioner

10. Referral to a Healthcare Practitioner

10.1.    A student may, following a Health or Character disclosure during registration or at any stage of this Fitness to Practise Policy, be referred to a relevant healthcare professional which may include, but is not limited to, an Occupational Physician, Psychiatrist and/or a Psychologist where it is considered necessary to inform the consideration of the student’s ability to participate safely and effectively in education, training and placement. See also Section 11.3 Raising a Concern

10.2.    Any such request for referral will be made through the Head of School (or nominee), or the Deputy President & Registrar, or the Fitness to Practise Investigator, or the Fitness to Practise Committee to the Academic Affairs and Governance Office (AAGO). AAGO will liaise with the University’s external Occupational Health Services Provider to commission an independent medical opinion or advisory service.

10.3.    Students are expected to engage and cooperate with any healthcare referral made under this Policy. Where a student, without reasonable justification, declines to attend or engage with a required healthcare assessment, the University may proceed to consider the Fitness to Practise matter on the basis of the information available.  A failure to attend or cooperate with any such healthcare professional shall be dealt with in accordance with this Policy.

10.4.    Reports obtained from healthcare professionals for the purposes of this Policy shall be used solely to inform consideration of Fitness to Practise matters and shall be made available only to those involved in the relevant Fitness to Practise processes, including the Fitness to Practise Investigator, Head of School (or Nominee) and/or the Fitness to Practise Committee, and in accordance with data protection requirements.  Data Protection Notice (Fitness to Practise) | University College Cork

11. Levels of response

11.1.    The University is committed to supporting students on programmes subject to Fitness to Practise to enable their progression and successful completion of their studies. Programme teams and Schools will work with students to address concerns through pastoral support, reasonable accommodations and agreed Management Plans, where appropriate.

11.2.    Where concerns persist, escalate, or are of sufficient seriousness, they may require formal consideration under the Fitness to Practise procedures.

11.3.    Raising Concerns

11.4.    Concerns regarding a student’s Fitness to Practise may be raised with the Head of School (or nominee), by Programme Directors, teaching or placement staff, or by external stakeholders, such as Placement Providers (also referred to as Work Integrated Learning Placement Providers). The person raising the concern should provide a written summary outlining the nature of the concern, relevant communications, and any steps taken to address the matter at programme level.

11.5.    In exceptional circumstances, when a matter has been considered under the Student Rules, and the Disciplinary Committee is of the view that Fitness to Practise issues arise, the outcome of that process may be referred to the Head of School for consideration under this Policy.

11.6.    Initial Consideration by the Head of School

11.6.1.    Save where a matter arises by way of a Student Self-Declaration, all concerns shall in the first instance be considered by the relevant Head of School (or nominee) who shall determine, on a prima facie basis, whether the matter is most appropriately addressed under the Fitness to Practise Policy or the Student Rules or another University policy.

11.7    School-level Fitness to Practise Responses 

11.7.1.    School level Response comprises three phases; 

11.8    Head of School (or nominee) review

1. Informal (Phase 1)
2. Investigation (Phase2)
3. Determination (Phase 3)

11.9    Informal Phase

11.9.1.    Where concerns arise regarding a student’s Fitness to Practise, the School may seek to address the matter informally in the first instance, where appropriate. The purpose of the informal stage is to resolve concerns early through supportive and proportionate measures, without recourse to Phase 2 or Phase 3. 

11.9.2.    The informal stage can include, where appropriate, discussion with the student, clarification of expectations, advice or guidance, agreed Management Plans, or referral to appropriate support services. Any informal action taken will be documented, and the student will be informed of the nature of the concerns and the steps agreed.

11.9.3.    If the concerns are not resolved through informal measures, or if the nature or seriousness of the concerns warrants it, the matter may be addressed under Phase 2 and/or Phase 3. 

11.10    Investigation Phase

11.10.1.    It is intended for circumstances where: 

• the Informal Phase has not resolved concerns;
• the Informal Phase is not feasible or has not been engaged with by the student as part of the student self-declaration and/or the Informal Phase of the Fitness To Practise Policy;
• the nature of concerns or seriousness of concerns raised warrants it; or
• a disciplinary process has identified potential Fitness to Practise issues.

11.10.2.    Where this School-level Response is invoked, the Head of School shall:

1. Collate relevant information, including any declarations, reports, relevant correspondence or documentation;
2. appoint a Fitness to Practise Investigator, in accordance with this Policy, and should notify the Academic Secretary in advance of any such appointment being finalised;
3. issue a Note of Concern; and
4. notify the student in writing of the concerns, the process to be followed, and their procedural rights.

11.10.3.    The Fitness to Practise Investigator shall conduct the investigation in accordance with Appendix B (Procedural guidelines for the conduct of investigations and fitness to practise committee hearings) and submit a written investigation report to the Head of School.

11.10.4.    The scope of the investigation will depend on the nature of the concerns and may include health, conduct or criminal matters, managed in accordance with this Policy and relevant University procedures.

11.11    Determination Phase

11.11.1.    On receipt of the Fitness to Practise Investigation Report, the Head of School shall decide to:

1. close the matter where no ongoing Fitness to Practise concerns are identified; or
2. agree and implement a Management Plan with the student, including arrangements for monitoring and review; and/or;
3. escalate the matter to a Fitness to Practise Committee Hearing; and/or;
4. refer the matter for consideration under another University Policy.

11.11.2.    The decision and rationale shall be notified to the student in writing by the Head of School. Where the matter is referred to the Fitness to Practise Committee, the student shall be provided with full details of the hearing process, their rights of representation and accompaniment, and the documentation to be considered. The letter of notification shall be sent by UCC email to the student’s UCC email account, and registered post, shall clearly specify the concern/issue that shall be subject to consideration by the committee and shall include standard clauses concerning:

1. the right to make a representation to the Committee either orally or in writing, if the student wishes;
2. the right to invite witnesses to attend the Hearing to substantiate the student’s representation;
3. the right to be accompanied by a friend, colleague or SU representative;
4. that advice regarding this Policy may be sought from the Education Office of the UCC Student Union or the Student Ombudsman;
5. Enclosures including the Fitness to Practise Investigator’s Report and appendices and other papers being submitted for consideration by the Fitness to Practise Committee.

11.11.3.    The letter should also advise the student that should they fail to attend the Committee hearing, or fail to provide a written submission within the specified timeframe, without reasonable justification, the Committee may determine the matter based on the Investigator’s report and relevant document/information available to it.

11.11.4.    Student Support and Representation

11.11.5.    Students may be accompanied in a supportive capacity at each stage of the Fitness to Practise process by a friend, family member, UCC staff member or Students’ Union representative. Requests for legal representation shall be considered by the Committee in advance of a hearing at University-level stage only.

11.12    University-level FTP Response – Fitness to Practise Committee

11.12.1.    A University-level Fitness to Practise Response is intended for circumstances where:

1. the Head of School, having considered the Fitness to Practise Investigation Report, determines that the concerns cannot be appropriately resolved at School level and should be referred for consideration by a University-level Fitness to Practise Committee;
    or
2. concerns persist or escalate following a School-level Response, including where an agreed Management Plan has not been implemented, has not been engaged with, or has not resolved the identified concerns.

11.12.2.    The Investigation of concerns regarding a student’s Fitness to Practise, and any subsequent hearing by the University-level Fitness to Practise Committee, shall be conducted in accordance with having regard to the Procedural guidelines for the conduct of investigations and Fitness to Practise Committee Hearings  (Appendix B).  

11.12.3.    The Fitness to Practise Investigation Report, together with any appendices, shall form the primary documentation before the University-level Fitness to Practise Committee. The Committee may also consider any additional relevant evidence, including submissions from the student, an open or previous Note of Concern, and other materials as appropriate. A non-exhaustive list of materials that may be considered by the Committee is set out at Appendix C (Materials and Issues Considered for Fitness to Practise)

11.13.    Determinations, Outcomes and Recommendations

11.13.1.    Following consideration of the evidence, the University-level Fitness to Practise Committee may make findings and determinations within its delegated authority and/or recommendations for implementation by the appropriate University authority. The written outcome issued to the student shall clearly identify which matters are determinations of the Committee and which matters are recommendations requiring implementation under University statute, regulation or other University procedure;

1. that the student may continue on the programme of study with no further action under this Policy;
2. that permit the student may continue on the programme, subject to specified conditions or monitoring, including the implementation or continuation of a Management Plan;
3. that the student be required to repeat specified components of the programme or undertake additional educational or remedial measures;
4. that the student be required to interrupt their programme of study for a specified period to allow identified concerns to be addressed;
5. that the Committee recommend to the Deputy President & Registrar  that the student be suspended from specified activities, placements, or elements of the programme;
6.  that the student is not currently fit to progress to the next academic year, and that specified remedial or support measures be completed and reviewed by University-level Fitness to Practise Committee prior to progression (this would be reported to Academic Council at its next meeting);
7. that the student transfer to an alternative or exit degree Programme, where continued participation in a programme subject to Fitness to Practise is not appropriate (this to be reported to Academic Council at its next meeting);
8. that the student’s registration be terminated or that the student be excluded from the programme, in accordance with University statute and/or procedures). (this to be reported in accordance with section 6.1.6 and, where relevant, implemented in accordance with section 6.1.5),

11.14.    Appeals 

11.14.1.    Appeals are governed by section 14 below.

11.15.    Composition of the University-level Fitness to Practise Committee

11.15.1.    The University Fitness to Practise Committee shall normally be convened as and when necessary by the Deputy President & Registrar or their nominee from the Academic Council-approved panel. 
11.15.2.    The Deputy President and Registrar shall not normally be a member of the Committee and shall not act as Chair where they have exercised, or may be required to exercise, decision-making, suspension or implementation functions under this Policy. In that instance, the Chair shall be an appropriately senior member of academic staff, approved by Academic Council or appointed from an Academic Council-approved panel, and shall be independent of the School and matter under consideration. 

11.15.3 The Committee shall normally comprise

Chair: The Deputy President & Registrar (with exception where the instance above arises)
Members:

• 3 senior or experienced members of academic staff, at least one of whom shall be drawn from the relevant College.
• 2 senior or experienced members of academic staff from Schools in another College with programmes subject to Fitness to Practise.
• A suitable specialist representative from the profession associated with the student’s programme of study, external to UCC.
• The Academic Secretary (or nominee)
• The President of the Student Union or their nominee. (ex-officio)

11.15.4 The Secretary to the FTP Committee: Nominated by the Chair and will not be entitled to vote.

11.15.5 The Deputy President & Registrar shall receive the Committee’s determinations and/or recommendations and shall be responsible for notifying matters to Academic Council (for  governance reporting where required) and for referring matters for implementation  in accordance with this Policy and University statutes, as appropriate. 

11.15.6 The composition of the Committee shall ensure independence, appropriate expertise and compliance with the UCC Conflict of Interest Policy.

11.16.    Quorum and Voting

11.16.1.    The quorum for a meeting of the University-level Fitness to Practise Committee shall be five members, including the Chair. The composition of the quorum shall ensure appropriate expertise and independence, and should normally include the external specialist representative of the profession associated with the student’s programme of study.

11.16.2.    Decisions and recommendations of the Committee shall be reached by simple majority of those members present and entitled to vote. In the event of an equality of votes, the Chair shall have a casting vote. Any member who has declared a conflict of interest shall not be counted for quorum or voting purposes.

11.16.3.    All parties will endeavour to carry out their duties and respond to requests for information promptly and within a reasonable timeframe.

12. Placements and progression

12.1    Placements and Work-Integrated Learning

12.1.2.    Students undertaking placements or work-integrated learning as part of their programme are also subject to the policies, procedures and requirements of the Placement Provider. Placement providers may, in accordance with their own procedures, suspend or terminate a placement if it is believed that the safety of the public, Service Users, or others may be at risk.

12.1.3.    However, before any suspension or termination is imposed, the University will endeavour to consult with the Placement Provider to discuss the matter and consider the University's input. Alternatively, or in addition to the Placement Provider's procedures, the University may invoke its Fitness to Practise Policy if an issue arises during the placement that is relevant to this policy. The continuation of the placement, where possible at any stage of these procedures, is contingent upon mutual agreement between the Placement Provider and the University.

12.1.4.    A decision affecting a placement does not of itself determine a student’s academic status or progression, which shall be considered separately in accordance with University procedures.

12.2    Progression and Academic Records (including Transcripts)

12.3.1.    Progression to the next academic year of their programme subject to this Policy is contingent upon a student meeting the required academic standard and there being no determination or recommendation under this Policy that prevents progression. 

12.3.2.    A student shall be presumed Fit to Practise for progression purposes unless:

1. A temporary suspension is in place (see Appendix A: Urgent temporary suspension); or;
2. The University-level Fitness to Practise Committee has made a determination or a recommendation requiring implementation by the University ,that affects progression; or
3. a determination in respect of the student’s progression or registration. 

12.3.3.    The existence of an ongoing Fitness to Practise investigation or the operation of a Management Plan does not, of itself, prevent progression unless an interim or final decision to that effect has been made in accordance with this Policy and, where necessary, in consultation with the School.

12.3.4.    Where a student’s registration is terminated, or the student is excluded from a programme following a determination or recommendation made under this Policy by the University-level Fitness to Practise Committee, (and implemented in accordance with University procedure) an appropriate note may be recorded on the student’s academic record and transcript in accordance with applicable University statutes and procedures. 

13. Temporary suspension and emergency situations 

13.1.    Urgent Temporary Suspension

13.1.1.    The behaviour or actions of a student may give rise to concerns regarding the safety of the student, other students, staff, Service Users or members of the public, such that consideration may need to be given to the student’s temporary exclusion from the University and placement settings pending further investigation and/or management of the situation under this or a related University policy.

13.1.2.    Where a Head of School considers that a concern may constitute a Fitness to Practise issue and that the circumstances warrant urgent consideration, the Head of School may refer the matter to the Deputy President & Registrar, who shall determine whether temporary suspension is necessary and appropriate in accordance with this Policy and Appendix A (Urgent Temporary Suspension) 

13.1.3.    The power to impose temporary suspension rests solely with the Deputy President & Registrar. Any such suspension is a protective and precautionary measure, is temporary in nature, and shall not be regarded as a determination of a student’s Fitness to Practise.

13.2.    Emergency Situations

13.2.1.    The safety of individuals is paramount. In exceptional circumstances, a student’s behaviour or actions may place themselves or others at immediate or proximate risk, requiring urgent intervention.

13.2.2.    In such emergency situations, it may be necessary for the University to take immediate action in accordance with relevant University procedures, including those outlined in the Student Mental Health Policy, before there is time to invoke the Fitness to Practise procedures under this Policy. The steps set out in the flowchart provide guidance in responding to urgent situations involving students in distress.

13.2.3.    The use of emergency or student welfare procedures shall not prejudice the University’s right to subsequently invoke the Fitness to Practise Policy, where appropriate. The Student Mental Health Policy is intended to provide guidance on identifying and supporting students in distress and operates alongside, but distinct from, the Fitness to Practise framework.

14. Appeals

14.1.    A student may appeal a determination, recommendation or outcome of the University-level Fitness to Practise Committee that affects them.

14.2.    An Appeal must be made in writing and lodged with the Academic Secretary within 10 business days from the date of the issuing of a decision notification by the University-level Fitness to Practise Committee to the student. The Appeal must clearly state in sufficient detail the grounds of the appeal and shall not include extensive or repetitive documentation beyond what is necessary to substantiate those grounds

14.3.    Appeals may be made on one or more of the following grounds only:

1. There has been a material procedural irregularity which has demonstrably affected the outcome.
2. The outcome is unreasonable or disproportionate having regard to the facts of the case.
3. There is material new information which, for valid reasons, was not available at the time of the investigation or hearing and which would have reasonably affected the outcome.

14.4.    Effect of Appeal

14.4.1.    Subject to the provisions below, where an Appeal is lodged in accordance with this section, the implementation of the recommendation of the University-level Fitness to Practise Committee shall be deferred pending the determination of the Appeal.

14.4.2.    This deferral does not apply to;

• a temporary suspension imposed or maintained by the Deputy President & Registrar under this Policy , where such that suspension is considered necessary on grounds of safety or duty of care.
• decisions affecting placement participation, where immediate action is required in accordance with Placement Provider requirements. (see Placements above).

14.5.    Appeal Procedure

14.5.1.    On receipt of an Appeal, the Academic Secretary shall as soon as practicable notify the Appeal Committee and the Chair of the University-level Fitness to Practise Committee and shall request a summary of the evidence and submissions, and outcomes considered by the Committee. The Chair of the University-level Fitness to Practise Committee, or their nominee, shall furnish this to the Appeal Committee as soon as is practicable and normally within 10 business days.

14.5.2.    The Appeal Committee shall consider the appeal having regard to the stated grounds, principles of fairness and proportionality, and the materials before it. The Appeal Committee is not obliged to hear further submissions but may, where it considers it appropriate, invite written or oral submissions from the student, giving reasonable notice.

14.5.3.    The Appeal Committee may determine the appeal by:

1. dismissing the appeal and confirming the decision or recommendation;
2. allowing the appeal in whole or in part and remitting the matter to the University-level Fitness to Practise Committee for reconsideration; or
3. making such other direction as is appropriate within the scope of this Policy and University statutes.

14.5.4.    The Appeal Committee shall not normally substitute its own decision on Fitness to Practise where the matter is more appropriately determined by the University-level Fitness to Practise Committee. 

14.5.5.    The decision of the Appeal Committee shall be final within the University and shall be reported to the Deputy President & Registrar as Secretary of Academic Council.

14.6.    Appeal Committee – Composition, Authority and Quorum

14.6.1.    The Appeal Committee shall comprise of 5 members of Academic Council appointed by Academic Council from time to time. The Appeal Committee acts under delegated authority from Academic Council. The quorum of the Appeal Committee for any meeting or hearing shall be 3 members. No person shall sit on an Appeal Committee where they have had any prior involvement in the matter, including as a member of the relevant School, investigator, University-level Fitness to Practise Committee member, adviser, decision-maker, or recipient of case-specific information in a governance or implementation capacity

15.  Review and approval

15.1.    This policy was approved by Academic Council on 05-06-2026. Any changes or revisions, apart from minor typographic changes, will be approved by Academic Council each year, in advance of the following academic year.

16. Contact for Further Information

The Academic Secretary: academicsecretary@ucc.ie

17. Appendix A: Urgent temporary suspension 

 17.1.    This Appendix forms part of, and shall be read subject to, the University Fitness to Practise Policy. In the event of any inconsistency, the provisions of the Fitness to Practise Policy shall prevail. Temporary suspension is a precautionary and protective measure and does not constitute a determination of a student’s Fitness to Practise.

17.2.    For the purposes of this Appendix, Fitness to Practise has the meaning assigned to it in the University Fitness to Practise Policy and relates to a student’s ability to participate safely and effectively in education, training, and placement.

17.3.    Power to Impose Urgent Temporary Suspension

17.3.1.    Where, in the opinion of the Deputy President & Registrar (DPR), urgent concerns arise regarding a student’s Fitness to Practise and there is an immediate or proximate risk to safety or duty of care, the DPR may impose a temporary suspension. Such suspension is protective and precautionary in nature.

17.3.2. The DPR, having sought such advice as they deem appropriate, shall be entitled to suspend a student on the following basis:

1. That suspension is temporary and necessary to protect the University community, Service Users, the student and/or general public and that, on balance, the DPR is of a view that there is an immediate or proximate risk to safety or duty of care.
2. Prior to suspending any student, the student will be notified of the reasons for the proposed suspension and, where practicable and appropriate, will be given an opportunity to make representations in respect of the proposed suspension.  
3. A suspension may be verbal and to take effect as the DPR deems appropriate and shall be confirmed in writing by email to the student’s UCC email address as soon as is practicable.  
4. That any such suspension is reported to the next scheduled meeting of Academic Council by the DPR and is reviewed by the DPR, in consultation as may be appropriate, at least fortnightly thereafter. The DPR will update the Academic Council at scheduled meetings for the duration of the temporary suspension.   Reports to Academic Council under this Appendix are for governance oversight only. Such reporting shall not constitute a determination by Academic Council of the student’s Fitness to Practise and shall not prejudice any subsequent investigation, hearing, decision or appeal. Reports shall contain only such personal information as is necessary for Academic Council to discharge its oversight function.
5. That suspension shall not be regarded as an indication as to whether or not the grounds for concern are proven.  
6. That suspension may be limited to certain premises, placements or University activities or modules of studies.  
7. That reasonable effort is made to continue to support the student’s academic studies so that, where practicable, the student is not disadvantaged academically. Where temporary suspension causes a student to miss examinations or assessments, they may be required to repeat examinations or assessments at the next available session.
8. In the case of suspension due to a health matter, continuation of support for the student’s academic studies during the temporary suspension may not be possible.  The student should be referred to appropriate counselling and health services for ongoing support.  
9. In cases of suspension due to health issues, the suspension may be for a longer period and in such cases should be reviewed by the DPR and a specialist health professional and reported to the Academic Council at each scheduled meeting of the Academic Council while the suspension remains in place.  
10. That suspension shall be for no longer than is necessary. A full review shall occur within 7 days of the initial suspension to ensure the suspension is not extended unnecessarily.) 
11. That this power shall be exercised with caution and with due regard to natural justice and fair procedures.   
12. That the DPR shall be accountable to the Academic Council in respect of the exercise of their power of suspension.  
13. Where the DPR exercises the power of suspension, they shall, as soon as practicable, notify the Head of the relevant School and/or Chairperson of the University Fitness to Practise Committee (if applicable, and as appropriate) and refer the matter accordingly. The Chairperson shall call a meeting of the relevant Fitness to Practise Committee or Appeal Committee as soon as practicable from the date of the suspension.  
14. In the event a temporary suspension will have a duration beyond three weeks, a student can request that the decision of temporary suspension be referred to the President for review. The President’s decision shall be final.

18. Appendix B: Procedural guidelines for the Conduct of Investigations and Fitness to Practise committee hearings

18.1.    Status and Purpose of this Appendix

18.1.1.    This Appendix forms part of, and shall be read subject to, the University Fitness to Practise Policy. In the event of any inconsistency, the provisions of the Policy shall prevail.

18.1.2.    The purpose of an investigation conducted under this Appendix is to establish relevant facts and gather evidence in a fair, transparent, and timely manner. An investigation does not determine outcomes or impose sanctions; those decisions are made in accordance with the Fitness to Practise Policy.

• Guidance for Fitness to Practise Investigators in commencing an investigation 
•  Interviewing parties concerning the issues of concern
• General conduct of an investigation
• Conduct of Fitness to Practise Committee hearings

18.2.    Guidance for Fitness to Practise Investigators in commencing an investigation

18.2.1.    The Head of School may instigate an investigation into a student’s Fitness to Practise as part of the School-level Response and request the appointment of an Investigator. The Investigator shall be appointed by the relevant Head of School (following consultation with relevant unit within UCC). The University may appoint an internal or external Investigator, where appropriate. Any Investigator appointed shall be suitably qualified, impartial, and independent of the matters under investigation. The Investigator shall adopt and follow procedures consistent with these Procedural Guidelines. The Investigator should not have been previously involved with the student in relation to the case in hand and should observe the requirements of the UCC Conflict of Interest Policy. 

18.2.2.    The Investigator shall be a senior staff member (or external investigator, as above) responsible for leading the investigation into the FTP matter(s) raised. The Investigator will undertake their investigation having regard to these procedural guidelines, ensuring that the investigation process is fair, transparent and conducted in a timely manner. The Investigator shall produce an investigation report to include a summary of the issue(s) of concern, the investigative process undertaken and the findings of the investigation. The Investigator’s role is limited to fact-finding and does not include determining whether a student’s Fitness to Practise is impaired or recommending outcomes and/or sanctions. 

18.2.3.    All actions undertaken under Fitness to Practise procedures must be communicated to the student and formally recorded. The record is required to support the Fitness to Practise Investigator so that they can:

1. Follow an agreed process that ensures consistency and fairness when investigating issues of concern/allegation(s) regarding a student’s Fitness to Practise.
2. Produce a report, including relevant evidence and findings for the Head of School and any subsequent University-level Fitness to Practise Committee hearing.

18.2.4.    The Investigator shall ensure that their investigation follows the principles outlined below:

1. Relevant parties should be given the opportunity to provide evidence to substantiate their version of the issues of concern/allegation/incident.
2. The Investigator, where reasonably possible, shall discuss the issues/concerns with all the parties considered relevant by them and produce statements for any subsequent Committee hearing.
3. Full disclosure relating to issues of concern/allegation(s) and associated evidence shall be made to the parties involved, subject to data protection and confidentiality requirements

18.2.5.    The investigation process shall be fair and transparent. This entails affording all parties the opportunity to give their evidence, normally in an interview, and to be informed as to the other parties being interviewed as part of the investigation.

18.2.6.    Where, during the course of an investigation, urgent concerns arise relating to safety, risk, or duty of care, the Investigator may bring such concerns to the attention of the Head of School and/or the Deputy President & Registrar. Any decision to impose temporary suspension rests solely with the Deputy President & Registrar and shall be made in accordance with the Fitness to Practise Policy Appendix A (Urgent Temporary Suspension).

18.2.7.    The investigation shall be conducted in a timely manner. Issues of concern and allegation(s) shall be investigated and conclusions reached with the minimum of delay.

18.2.8.    All information provided regarding issues of concern/allegation(s) which question a student’s Fitness to Practise shall remain confidential for use within the process and is subject to GDPR, the Data Protection Act 2018,  and University data protection policies retention schedules. Only persons directly involved with the matter will be given access to confidential information.

18.3.    Interviewing parties concerning the issues of concern

18.3.1.    Having initially reviewed the issues of concern, the Investigator shall meet with the student and other relevant parties, where possible including witnesses. The Investigator shall decide who they deem relevant to interview. In exceptional circumstances, (e.g. where there may be significant delays due to availability of parties), the Fitness to Practise Investigator may request signed witness statements to be provided in lieu of interview. Notes must be taken during the interview – this will form the Interview Summary. The interviewee will be given a copy of the Interview Summary and asked to confirm or amend for factual accuracy following the interview.

18.4.    General conduct of the investigation

18.4.1.    At the interview with the student, the Investigator shall ensure:

1. That the student was notified as required in this Policy sections 8 and 9, is aware of the procedure being followed and that full disclosure of any issues of concern/allegation(s) or evidence will be made to the relevant parties to the issues of concern/allegation(s), including the interview summaries.
2. That the student understands that the interview stage is designed to establish events and not to make judgments and that the Investigator will refer the matter back to the Head of School for a decision in accordance with this Policy.
3. That the student is informed with respect to the powers granted to the University-level Fitness to Practise Committee.

18.5.    The Fitness to Practise Investigator shall produce a Student Interview Summary that shall:

• Detail the events/circumstances in chronological order, including a timeline of events and provide all documents in chronological order.
• Cross-refer relevant documents which support the account of the issues of concern/allegation(s).
• Ensure the summary is accessible to others with no prior knowledge of the case. 

18.6.    Other interviews shall be conducted upon the principles outlined above.  Interview summaries shall follow the format outlined in section 18.5

18.7.    Once the investigation has been completed the Investigating Officer shall submit a report to the Head of School. This shall include a summary of the issues of concern/allegation(s) and the findings of fact arising from  the investigation. The report shall not recommend outcomes or sanctions. 

18.8.    Conduct of a University-level Fitness to Practise Committee Hearing

18.8.1.    The Committee Secretary shall make the necessary arrangements to convene the committee in consultation with the Chair of the Committee.

18.8.2.    The student should also be given a reasonable period in which to seek advice and prepare their response, normally no more than 15 business days.

18.8.3.    The Committee Secretary shall notify all parties of the names and roles of the attendees, including any witnesses. 

18.8.4.    The Fitness to Practise Investigator shall attend the Fitness to Practise Committee and shall formally present the case using the Report as a basis. The Investigator shall not be a member of the Committee but may respond to questions of fact or clarification with the permission of the Chair. 

18.8.5.     The Committee may consider evidence from a range of sources including relevant UCC student support services, reports from external Healthcare professionals of UCC’s choosing which may include one or more of the following: Consultant in Occupational Health, Psychiatrist or Psychologists or others as deemed appropriate.

18.8.6.    Evidence to be considered by the Committee shall be made available to the student except where disclosure would contravene Data Protection legislation.

18.8.7.     The Committee shall reach a decision and impose outcomes and/or make recommendations based upon all the available evidence.

18.8.8.    A summary note recording the decisions and recommendations relating to the case presented to the Committee, and the basis for these, will be produced and made available to the student. Verbatim minutes shall not be recorded.
18.8.9.    Where necessary, the Chair may decide to suspend the deliberations of the Committee and reconvene pending further information.

18.8.10.    The Committee shall determine whether the student’s Fitness to Practise is impaired or not and shall determine the most appropriate recommended outcomes.

18.8.11.    In the absence of a unanimous decision by the Committee the decision of the majority shall prevail, the Chair shall have the casting vote in the event a tied vote. The Secretary to the Committee in each case shall not be entitled to vote.

18.8.12.    The Chair of the Fitness to Practise Committee shall inform the student in writing of the outcome and the recommendations of the Committee. The letter shall include advice about the applicable appeals process.  

18.8.13.    Where the Committee recommends suspension from study, or if its outcome is that the student should be excluded from the programme and/or the University this recommendation and/or outcome will be referred to the Deputy President & Registrar for action, as appropriate. The referral shall include the rationale for the decision and the Committee’s summary note.

18.8.14.    The Committee Secretary shall ensure that the Head of School, relevant UCC staff and offices are notified of the Committee decision as appropriate for implementation and the maintenance of the student record.

19. Appendix C. Material and issues considered for Fitness to Practise

19.1.    When assessing a student’s Fitness to Practise, the Fitness to Practise Committee may consider the following:

19.1.1.    Information

• Medical information or psychological reports provided by the student and/or subsequent health examinations.
• Other information provided by the student, the University or other professional organisations/institutions.
• Criminal and disciplinary records.
• Findings against a student by a professional body regulator either in this country or overseas.

19.1.2.    Health: When assessing a student’s health, the following may be taken into consideration:

• The nature and seriousness of any condition and how it might impact on the student’s ability for safe and effective practise.
• How it is managed and controlled by the student.
• Any reasonable accommodations to the degree programme or assessments which can be made.
• The risk to the public, colleagues or the profession.
• Any supporting information about the student condition and its impact on future practise.
• The report and/or opinion of a relevant healthcare professional of UCC’s choosing, e.g.   Consultant   Occupational    Physician, Consultant Psychiatrist, Consultant Psychologist or other as deemed necessary by the committee.

19.1.3.    Conduct: When assessing a student’s conduct or behaviour, the following may be taken into consideration:

• Conduct relevant to Indicative Fitness to Practise Concerns (as defined in the Policy) and the professional codes of conduct
• Potential harm to the reputation of the University and the profession.
• Pattern of previous behaviour or any series or sequence of acts of behaviour, misbehaviour, inaction or omission.
• The Committee or Head of School may also consider the evidence regarding:
  • Safeguarding vulnerable groups
  • Child protection and safety
  • Public protection and safety
  • Professional codes of conduct
  • The student’s academic progress on the programme
  • Any potential risk to the University, staff or students, or other individuals.
  • The standards required in the Core Competencies of concern, where applicable 

20. Appendix D: Note of Concern

Downloadable Word Template: Appendix D Note of Concern (template)

Flowchart FTP level 1 - School management of student disclosures process map

Flowchart FTP level 1 - School management of student disclosures process map (downloadable JPEG)

Useful Resources

UCC Student Policies Page: Academic Policy and Document Portal

UCC Corporate and Legal Affairs Policies Page

UCC Reasonable Accommodations Policy for Students with Disabilities

UCC Academic Integrity Policy

Revision History

Revision History

Academic Council originally approved the FTP policy in June 2012 for implementation in 2013-2014

Consultation History

Revision History