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  1. Governing policy

The Student Wellness Procedures (“procedures”) support the Student Wellness Policy. They describe how students may access wellness support, how staff respond to wellbeing concerns, and how support, referrals, records and reporting are managed.

  1. Scope

These procedures apply to all students who seek or require wellness support.

  1. Procedures

3.1 Strategies

The Institutions uses a range of strategies and information from the Board of Examiners to identify and support students who require additional support to achieve their academic potential. These include:

  1. student self-referral by email, face-to-face or online meetings;
  2. identification or referral by staff during the teaching period; and/or
  3. referral by a Residential Leader.

3.2 Access to advice and support

Information, advice, support and referral pathways are available for a range of matters including a student’s course of study, educational experience, personal wellbeing and safety, gender-based violence and sexual harm support, accommodation issues, mental health, legal advice, disability and any other wellness needs.

Type How Support
i. Lecturers and discipline leads Lecturers and discipline leads provide subject-specific support. They are available for at least one hour per week, per subject, for consultations with students on academic matters. In person, online by email or casually before and after class. Students may expect a response from teaching staff within two business days.
ii. Program Managers Program Managers provide general academic advice and support, including guidance where a student is experiencing academic difficulty. Academic intervention for students who fail to maintain satisfactory progress is managed in accordance with the Academic Progression Policy and Academic Progression Procedures. In person, online or by email. Appointments may be scheduled where required.
iii. Senior academic staff Senior academic staff including the Dean/Associate Dean, may provide additional academic advice or support where requested or where escalation is appropriate. By appointment
iv. Student Success Centre Manager The Student Success Centre Manager is the primary contact for student wellness matters, including triage, referral to internal or external support, gender-based violence and sexual harm support and referral, mental health support and referral, disability-related support arrangements, and evidence-based deferred assessment extension requests. Phone 02 9466 1024. In person or online consultations are available by appointment.
v. Wellness Officers Wellness Officers support the Institution’s wellness arrangements by assisting with wellness-related information, resources or initiatives as directed. They are not the primary contact point for student wellness support, triage or referral. Students and staff should contact the Student Success Centre Manager for student wellness support, referral or escalation.
vi. Residential Leaders Residential leaders, who are student volunteers, may provide initial guidance to residential students and refer concerns to the Student Success Centre Manager where further support may be required. In person
ix. External counselling services The Student Success Centre Manager may refer students to an external counselling provider arranged by the Institution. Referrals arranged by the Institution are provided at no additional cost to the students up to the level of support approved by the Institution. Students are responsible for any additional counselling or other external professional services they arrange independently. Referral information is provided as needed.
x. Other external professional services The Institution may provide referral for external professional services including emergency services, health services, legal services and specialist support services. Institutional support is not a substitute for emergency, clinical, legal or specialist professional advice. Referral Information provided as needed.
Resources
xi. Wellness and wellbeing Wellness and wellbeing resources from the Institution and relevant external providers are available to students. Online and through the Student Success Centre.

3.3 Support process

3.3.1 Student wellness matters are triaged by, or referred to, the Student Success Centre according to the nature and urgency of the student’s circumstances. This includes determining whether the matter requires immediate safety action, referral to internal support, referral to external professional services, or academic support through existing policy processes.

3.3.2 Where there is an immediate risk to life, safety or serious harm, staff must contact emergency services and follow the Institution’s Critical Incident Policy, Fitness for Study Policy or other safety or suicide risk response processes. Wellness support does not replace emergency, clinical or specialist services.

3.3.3 Students may disclose a personal wellness circumstance at any time. Disclosure means telling another person about a past or current incident. The purpose of disclosure is to enable the Institution to provide information, support and referral options. Students  may disclose to a trusted staff member (with or without a support person present) or through the Institution’s online confidential student disclosure form or via the student anonymous disclosure form. When disclosures are submitted anonymously, the Institution’s ability to respond may be limited.

3.3.4 For high-risk indicators of gender-based violence or sexual harm refer to the Sexual Harm Policy.

3.3.5 Privacy is upheld during all personal wellness consultations, and all personal information is handled confidentially in accordance with the Institution’s Privacy Policy.

3.3.6 Information may be disclosed if the Institution has reasonable grounds for concern about the health or safety of the student or others, or where disclosure is required or authorised by law.

3.3.7 Where a student’s circumstances relate to disability, reasonable adjustments should be managed in accordance with the Disability Policy, while wellness support may continue as appropriate.

3.3.8 In exceptional cases, evidence-based assessment extensions may be granted for a one-off personal wellness issue at the discretion of the Institution.   Extension requests under this provision are managed in accordance with the Assessment Submission, Extension and Feedback Procedures.

3.3.9 Students who require ongoing extensions over a period of time, including due to an ongoing wellness issue or illness, are required to have an approved Academic Access Plan by completing the Academic Access Plan Form. Academic Access Plans are approved by the DVC (Learning and Teaching).

3.3.10 The Academic Access Plan records the reasonable adjustments approved for a student’s academic studies in response to their documented wellness situation. These may include:

  • alternative presentation delivery;
  • alternative assessment;
  • extra time to complete assessments, including timed assessments;
  • alternative timed assessment arrangements;
  • a separate room to sit a time assessment where appropriate.

3.3.11 Reasonable adjustments must be supported by relevant evidence where evidence is reasonably required to assess and implement the adjustment.

  1. Reporting

4.1 Reporting is used to monitor trends, identify emerging risks, support service planning, and inform continuous improvement, while protecting student privacy and confidentiality.

4.2 Relevant student success information is documented by the Student Success Centre Manager or delegated staff.

4.3 The Registrar (or delegate) is responsible for regular reporting to the Learning and Teaching Committee.

  1. Records management

5.1 Student wellness records are received, recorded and stored by the Student Success Centre Manager or delegated staff, with access limited to staff who require the information to provide support, manage risk or meet legal or institutional obligations.

5.2 Records are handled in accordance with the Institution’s Privacy Policy requirements.

5.3 Records are stored in the Student Management System.

  1. Related documents

Academic Progression Policy

Academic Progression Procedures

Campus Safety Policy

Disability Policy

Diversity, Equity and Inclusion Policy

Fitness for Study Policy

Student Disability Management Procedures

Student Wellness Policy

Support for Students Policy

  1. Version history
Summary of changes Approved by Approval date
New LTC 2 August 2019
LTC 9 October 2020
LTC 29 April 2022
Comprehensive review to reflect current practice, including the Student Success Centre’s primary role in student wellness support, with the Wellness Team providing supplementary support.

 

 LTC 15 October 2026