1. Governing policy
The Student Wellness Procedures (“procedures”) relate to the Student Wellness Policy. They describe how the policy is enacted and the different aspects of wellness support at the Institution.
2. Scope
These procedures apply to all students who require wellness support.
3. Procedures
3.1 Strategies
There are strategies in place to provide support to students who require additional support to achieve their personal and academic potential. Strategies include:
i. identification through self-referral via email, Zoom, Skype or face-to-face;
ii. identification or intervention in the teaching period by staff and teaching Faculty; and/or
iii. identification through a Residential Leader.
3.2 Access to advice
Information and access to advice, support and/or counselling is available through the following services on a range of matters including, but not limited to, a student’s course of study, educational experience, personal wellbeing and safety, sexual assault / sexual harassment support and counselling, accommodation issues, mental health, legal advice, disability and any other wellness needs.
Type |
How |
Support |
Academic |
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i. Lecturers |
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ii. Program Managers |
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iii. Senior academic staff |
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Non-academic |
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iv. Wellness Officers |
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v. Student Success Centre Manager |
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vi. Residential Leaders |
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viii. Internal counselling services |
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ix. External counselling services |
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x. Other external professional services |
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Resources |
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xi. Wellness and wellbeing |
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3.3 Support process
3.3.1 If a student has a personal wellness circumstance, they are able to make contact with a Wellness Officer from the Wellness Team, to receive the appropriate support. The procedures outlined in the attached Student Wellness Flowchart should be followed for general to low risk indicators and high risk indicators.
3.3.2 For high risk indicators of sexual assault or sexual harassment refer to the Sexual Assault and Sexual Harassment Policy.
3.3.3 Privacy is upheld during all personal wellness consultations and all personal information will be handled confidentially in accordance with the Institution’s Privacy Policy.
3.3.4 Information will be disclosed if the Institution has reasonable grounds for concern about the health and safety of the student or others, or there is a legal requirement to do so.
3.3.5 In exceptional cases, evidence-based assessment extensions may be granted on the basis of a personal wellness issue at the discretion of the Institution. An extension granted under this provision is for one-off cases only. All extension requests due to a personal wellness issue are approved by the Student Success Centre Manager. Extensions may be granted for a maximum of three days in the final two weeks of the study period or up to a maximum of seven days outside of this time period. In rare circumstances where an extension beyond these parameters is required, the Student Success Centre Manager consults with the relevant Program Manager.
3.3.6 Students who require ongoing extensions over a period of time (e.g. due to an ongoing wellness issue or ongoing illness) are required to have an approved Individual Academic Access Plan (Wellness). These Plans are approved by the DVC (Learning and Teaching).
3.3.7 The Individual Academic Access Plan (Wellness) is an agreement, which identifies the student’s wellness situation for reasonable adjustments for their academic studies. These include:
- alternative presentation delivery;
- alternative assessment;
- extra time to complete assessments (i.e. extension requests);
- extra time for time assessments (one-off situation);
- alternative timed assessment;
- room on their own to sit a time assessment (face to face classes)
3.3.8 Any reasonable adjustment requested must be supported with supporting medical documentation / evidence.
3.3.9 Students must formally accept and agree to the terms outlined in the Individual Academic Access Plan (Wellness).
4. Roles and responsibilities
4.1 The Wellness Officers are responsible for supporting and monitoring students with personal wellness circumstances for the duration of their time at the institution.
4.2 The Student Success Centre Manager is responsible for approving evidence-based assessment extension requests for students with personal wellness circumstances within the approved parameters outlined in these procedures. Any extensions beyond these parameters is required, the Student Success Centre Manager consults with the relevant Program Manager.
4.3 The DVC (Learning and Teaching) is responsible for approving wellness and disability Individual Academic Access Plans.
5. Reporting
5.1 The Wellness Officers are responsible for regularly documenting all information related to the students’ personal wellness circumstances.
5.2 The Vice President (Student Life) is responsible for regular reporting to the Learning and Teaching Committee.
6. Records management
6.1 The Wellness Officers will receive, record and store all documents tendered by a student with personal wellness circumstances.
6.2 All documents will be handled in accordance with the institution’s Privacy Policy requirements.
6.3 All documents will be stored within the Student Management System.
7. Related documents
Diversity and Equity Policy
Privacy Policy
Student Wellness Policy
Approved by Learning and Teaching Committee on 29 April 2022