Student Health Assessment and Medical Leave Procedure

1. The purpose of our procedure

This procedure outlines the process for addressing health-related concerns about students by initiating student health assessment and medical leave where necessary. It ensures a compassionate, fair and legally compliant approach to managing serious health conditions that may impact a student’s wellbeing, academic progress, or the safety of the Adelaide University community. Please read this procedure in conjunction with:

• Student Health Assessment and Medical Leave Policy
• Student Safety and Wellbeing Policy
• Student Safety and Wellbeing Procedure
• Work Integrated Learning Procedure
• [Student Critical Incident Policy]
• Student Critical Incident Procedure
• [Student Misconduct Procedure]
• [Student Code of Conduct]
• [Reasonable Adjustments Procedure].

2. Who our procedure applies to

2.1. Inclusions

This procedure applies to all enrolled Adelaide University students.

2.2. Exclusions

There are nil exclusions.

3. Our student health assessment and medical leave procedure

This procedure outlines the steps for identifying, assessing and responding to serious health conditions that may pose a risk to the safety or wellbeing of a student or others. It includes reporting concerns, conducting initial enquiries, and making and reviewing decisions about student health and medical leave. Student health assessment and medical leave procedure applies where a student’s health or wellbeing affects their ability to engage safely or effectively in University-related activities, including learning, assessment, placements, and campus participation.

All decisions relating to [student health and medical leave] are made in accordance with the principles of procedural fairness and relevant University policies and procedures.  

3.1 Responding to a serious health condition   

• Where a staff member identifies or is made aware of concerning behaviour or welfare issues that may be linked to a serious health condition that may pose a risk to the safety or wellbeing of the student or others, they refer the matter to the [authorised officer] from Adelaide University’s list of designated positions (see Appendix 1) or directly to the [Student Conduct Intervention Group (SCIG)] if urgent action is required. These officers include staff in Student Wellbeing & Safety, Access & Inclusion, Counselling, Complaints and Conduct, First Nations Student Support, International Student Support and senior academic leaders. This ensures that staff have multiple entry points for referral, while avoiding confusion about the correct pathway.
• Where the student is under 18, the referral and any subsequent actions must also comply with the [Under 18 Student Support Procedure] and relevant child safety and welfare reporting obligations.
• Serious or critical incidents that require an immediate response are managed in accordance with the University’s [Student Critical Incident Policy and Procedure]. Following the immediate response, where ongoing health-related concerns remain, the student matter may be referred to the Student Health Assessment and Medical Leave process for continued management and support.
• Where a student’s behaviour poses an imminent risk to self or others, the [University’s By-laws] or safety processes may be invoked to deny the student access to the University premises as an immediate safety measure until it is safe to resume standard processes.
• The [authorised officer] is responsible for initiating enquiries as soon as possible (generally within two business days), including gathering relevant information and liaising with appropriate support services (such as Access & Inclusion or Counselling) to obtain any specific health-related information, in accordance with confidentiality requirements.
• Where preliminary enquiries indicate that referral to the [SCIG] is warranted, the [authorised officer] will make the referral directly, ensuring information already obtained is shared to avoid duplication of engagement.
• The student is invited to meet the [authorised officer] and respond to the concerns raised as soon as practicable, with the timeframe adjusted to reflect the urgency and level of risk involved.  
• In situations where a student cannot be engaged, such as if they are missing, detained, or otherwise unable to participate, a referral to the [SCIG] can proceed without the student’s initial input. Once the student is able to participate, engagement should occur as soon as possible.  
• The purpose of this meeting, led by the [authorised officer], is to address any identified risks to self or others, or concerns about the student’s capacity to meet the inherent requirements of their program.
• If the student does not respond within the specified timeframe, the matter cannot be resolved or risks remain unmitigated, it may also be escalated to the [SCIG] for further consideration.
• Where there has already been sufficient engagement between the student and the [authorised officer], the [SCIG] may proceed to consider the referral without a further meeting with the student, to avoid unnecessary repetition of processes.
• The student may be accompanied by a support person at this meeting, led by the [authorised officer], including an [advocacy officer] or representative from [Adelaide University Student Association (AUSA)].
• At any stage of this process, students may also be referred to, or encouraged to access, University and external support services (such as Counselling or Access & Inclusion). This support can occur alongside, and independently of, any consideration of health-related or other voluntary leave.
• Where concerns arise specifically in relation to a student’s fitness to participate in Work Integrated Learning (WIL) placements, these will be managed in accordance with the Work Integrated Learning Procedure. Where broader wellbeing or behavioural concerns are identified, referral through the Student Health Assessment and Medical Leave process may also be appropriate.

3.2 Initiating assessment and implementing leave   

• Where initial enquiries indicate that the student’s behaviour or condition may pose a risk to their own safety or the safety of others, the [authorised officer] formally refers the matter to the [SCIG].   
• The [SCIG] will assess the referral in accordance with its [Terms of Reference], with input from appropriately qualified staff (such as a health or wellbeing professional), and make a recommendation to the relevant [authorised officer] on whether a period of [student health and medical leave] is appropriate or whether the matter is more appropriately managed under another policy or procedure (such as the [Student Misconduct Procedure] or other support arrangements).  
• Adelaide University will seek to discuss [student health and medical leave] with the student and, wherever possible, arrange for this to occur voluntarily before any formal decision is made.
• [Student health and medical leave] is distinct from a general leave of absence. Unlike a leave of absence, which is an administrative pause in enrolment, medical leave is a formal agreement (voluntary or non-voluntary) that includes conditions for return to study to ensure the student is fit to study and supported to resume their program. 
• The decision will be made by the relevant [authorised officer], on the recommendation of the [SCIG]. The standing membership of the [SCIG] includes College Pro Vice Chancellors, ensuring that academic leadership informs the process.
• Before the decision is confirmed, the student will be provided in writing with the proposed terms and conditions of the leave and given an opportunity to respond or provide comment within a specified timeframe (normally five working days).
• Once the [authorised officer] approves the recommendation of the [SCIG], the [Chair/Convenor] of the [SCIG], in consultation with the relevant College Pro Vice Chancellor, will coordinate the issuing of a written notification to the student outlining the duration of leave, conditions for return, and any changes to enrolment status.  
• Where the referral relates to an international student visa holder, the [SCIG] will consult with [International Student Support] prior to making any recommendation or decision. This ensures that the management of the matter complies with the Education Services for Overseas Students (ESOS) Act 2000, the National Code of Practice 2018, and all relevant University policies and procedures.
• Notifications are also provided to relevant administrative units, including [International Student Support] and the [Graduate Centre], where applicable.
• Students will not usually be placed on [student health and medical leave] for a period longer than one year.
• Where a student is placed on [student health and medical leave] (voluntary or non-voluntary), their enrolment will typically be adjusted so that fees are remitted or refunded and courses withdrawn. Where courses are withdrawn as a result of [student health and medical leave], the University will ensure the student is not academically disadvantaged, including by applying the appropriate administrative outcome so that the withdrawal is not recorded as an adverse result on the student’s academic transcript. This ensures that students are not financially or academically disadvantaged by taking medical leave.
• During the period of [student health and medical leave], the University may maintain contact with the student to monitor progress, provide information about available support services, and assist with planning for a safe and supported return to study.
• A copy of the [student health and medical leave] outcome, including conditions for return, will be retained on the student’s record in accordance with the [Records Management Procedure].

3.3 Appeals and review of decisions  

• Students may appeal the decision to impose [student health and medical leave] through Adelaide University’s [Student Appeal Procedure].
  International students will be provided 20 working days to lodge an appeal, in accordance with the Education Services for Overseas Students (ESOS) Act 2000, and the National Code of Practice for Providers of Education and Training to Overseas Students 2018.
• During the appeal, the student’s enrolment may continue, subject to conditions determined by the [SCIG], such as a conduct agreement, engagement with support services, compliance with medical or allied health advice, regular progress check-ins, or providing evidence of fitness to study.
• Where a serious risk to the student or others is identified during the appeal period, additional risk-mitigation measures may be applied, such as restricting campus access, modifying study activities, or implementing a safety or support plan.
• Any health-related information considered as part of the appeal will only be shared with the student’s informed consent, unless disclosure is necessary to prevent an immediate risk to the student or others.

3.4 Managing the return to study

• Before the agreed return date, the student provides evidence to [SCIG] that all conditions for return have been met. Conditions for return apply to all students placed on [student health and medical leave], whether the leave was voluntary or non-voluntary. These conditions will have been outlined in the written notification of [student health and medical leave] or within a new or existing conduct agreement and recorded on the student’s file.
• The [SCIG] will assess the documentation and determine whether the student is eligible to resume their studies. Where conditions have not been met or risks remain, the [SCIG] may discuss and renegotiate the terms of return in consultation with the student or recommend an extension of leave to the relevant [College Pro Vice Chancellor (or delegate)/College Dean Academic] or Dean, Research (or delegate) for decision.  
• If an extension of leave is recommended, the decision will be confirmed by the relevant College Pro Vice Chancellor or Dean, Research, communicated in writing to the student and recorded on the student’s file. Where the student is an international visa holder, the [International Student Support team] will be consulted to ensure compliance with ESOS and visa requirements. Students will be advised of their right to appeal this decision in accordance with the [Student Appeal Procedure], and international students will be provided 20 working days from the notification date to lodge an appeal, in line with ESOS requirements. Any extension will reflect the student’s individual circumstances and level of risk. Any extension will reflect the student’s individual circumstances and level of risk.
• Any breaches of conditions, whether conditions set as requirements for return or conditions imposed as part of ongoing enrolment following return (such as conduct agreements), may be referred for consideration under the [Student Misconduct Procedure].

3.5 Record keeping and compliance  

• The [Chair/Convenor] of the [SCIG] is responsible for ensuring that all actions taken under this procedure are documented in accordance with the [University Records Policy].  
• A confidential [central student register] will be maintained to record and track decisions, conditions, and outcomes related to [student health and medical leave], and will be accessible only to authorised staff.

4. Who holds a responsibility within this procedure

4.1 The College Pro Vice Chancellor is required to:

• endorse decisions regarding [student health and medical leave] as part of Adelaide University’s governance framework
• sign-off on formal determinations where required under delegated authority, which are then communicated to students by the [Chair/Convenor] of the [SCIG] or a designated [central administrative unit]
• participate in appeal and return-to-study decisions only at the final sign-off stage, with coordination managed by [Student Services].

4.2 The [Chair/Convenor] of the [Student Conduct Intervention Group (SCIG)] is required to:  

• coordinate the activities and meetings of the [Student Conduct Intervention Group (SCIG)]
• ensure referrals are assessed in accordance with the group’s [Terms of Reference]
• facilitate input from appropriately qualified staff (such as health or wellbeing professionals) as required
• ensure students are provided with the opportunity to respond and are afforded procedural fairness throughout the process
• prepare recommendations for consideration by the relevant [authorised officer] regarding [student health and medical leave]
• maintain accurate records of recommendations, decisions, conditions, and outcomes relating to [student health and medical leave].

4.3 The [authorised officer] is required to:

• receive and review reports of student behaviour or welfare concerns
• coordinate initial enquiries (without directly collecting or accessing health records), ensuring that any health-related information is obtained through appropriate support services such as [Access & Inclusion] or [Counselling], in line with confidentiality requirements
• refer the matter to the [SCIG] where a serious health condition or risk to self or others is indicated
• ensure timely communication and documentation of actions taken
• upon receiving recommendations from the [SCIG], make a decision (within a specified timeframe) to endorse or approve the recommended actions, in consultation with the relevant College Pro Vice Chancellor as required.

5. Definitions used in our procedure 

Please refer to our Adelaide University glossary for a full list of our definitions. 

Adelaide University community means a broad range of stakeholders who engage with Adelaide University and includes (but is not limited to) all students, staff, and nonstaff members of Adelaide University including alumni, honorary titleholders, adjuncts, visiting academics, guest lecturers, volunteers, suppliers, and partners who are engaging with and contributing to the work of Adelaide University.

International Student means a person who is not an Australian or New Zealand citizen and does not hold Australian permanent residency.  

Leave of absence means a time period during which Adelaide University permits a student to remain unenrolled from courses but retain their place in a program.

Serious health condition means an illness, injury, impairment, or physical or mental health condition which results in behaviour that poses a significant risk to the student themselves and/or to others while the student is engaged in University related activities.

Student health and medical leave means a temporary period of leave from study, agreed with or directed for a student whose health or wellbeing significantly affects their ability to participate safely or effectively in Adelaide University activities. It is intended to support recovery and enable a safe return to study.

Student means a person enrolled in an enabling program, award or non-award coursework study, a research program, or a short course or microcredential at Adelaide University.

Support person means a person chosen by a staff member or student to provide personal support during a university process. A support person may attend meetings and take notes but must not advocate, answer questions or speak on the person’s behalf. A support person is not a legal representative; a lawyer may attend only where the relevant procedure permits and then in a non-advocacy role.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

Appendix 1

• [Senior Manager, Complaints, Appeals and Conduct]
• [Senior Manager, Student Wellbeing & Safety]
• [Associate Director, Student Wellbeing & Safety]
• [Director, Student Wellbeing & Safety]
• [Senior Manager, Counselling]
• [Triage Counsellor]
• [Director, Specialist Student Support]
• [Manager, Access & Inclusion]
• College Pro Vice Chancellor

(Note: This list will be updated as Adelaide University’s structures are finalised.)