The Fitness to Practice Process

If you go into the Fitness to Practise process, we strongly recommend you also read Fitness to Practise procedure. Here you can familiarise yourself with the different sets of professional standards for each programme, including the ones that are questioned in your referral.

If you are told that a referral has been made about you or if you are invited to a meeting about one - you can speak to us for advice. We can also attend meetings with you if that's helpful.

Referral

Anyone can make a Fitness to Practise referral using the online form. Once it has been received it is triaged by the case investigation team who determine how it proceeds.

This assessment is based on how serious or complex the situation outlined in the referral is. They will also consider whether any health conditions or disabilities in their decision.

Action after a Referral

It could be decided that no further action should be taken

For example, if the decision is not considered to meet Fitness to Practise requirements or if it has already been resolved. You would be notified that this is the case. 

You might be directed to a staff member for more support

The outcome of this conversation might then be shared with the case investigator to determine if your situation has been addressed. If not, you might have to be directed to a programme representative, senior tutor, Student Wellbeing Service or you might be asked to have an Occupational Health assessment which will then be considered by a Disability and Health Panel.

Directed to a case investigation meeting

If any health or professionalism concerns are not able to be addressed, or if the concerns are more severe or complex, then the case investigator will require the student to attend a case investigation meeting.

Case Investigation Meeting

While the meeting may feel daunting, remember it's your chance to share your experience, and being asked to attend the meeting doesn't mean the referral will definitely be upheld.

The Case Investigation Meeting focuses on gathering information to help the case investigator fully understand what happened. You'll have the opportunity to explain your perspective, decision-making at the time, and how you feel about the situation now. It's also a chance to reflect on your behaviour — whether it met professional expectations or why it may have been seen as problematic.

You can raise any concerns about the accuracy of the events or issues reported and, if possible, provide evidence or additional information. This might include any steps you've taken to resolve the situation or what you've learned since.

We can help you prepare for the meeting - please contact us or book a meeting with us as soon as possible.

The Deciding Panel

The panel usually consists of three members who hear the case and make a decision. While the outcome is typically shared after the panel concludes, they aim to do this as soon as possible.

The Case Investigator will present the concerns, along with any evidence and witnesses. You'll then have the chance to share your perspective and present your own evidence and witnesses. The panel will likely ask questions to both you and the Case Investigator before making their final decision.

Tips for preparing for the panel

Being on a panel can be daunting, so it's always best to prepare. Use the drop downs below to make sure you are fully informed on what to expect and how you can be ready.

Respond to concerns

The panel will ask questions about what happened and why concerns were raised, and if relevant, why the situation was not able to be resolved through the triaging stage of the process.

How would you answer those questions? The more factual, specific, and clear you can be, the better. Outcomes are decided based on the evidence presented to the panel, so try to avoid generalisations or being vague.

Reading the bundle

Thoroughly read the bundle (a collection of related paperwork), is there anything that you disagree with or that is inaccurate? It's important to thoroughly understand what claims are being made, so that you can address them clearly and directly.

Witness Support

You can put forward witnesses to attend, ideally to give oral evidence but if that isn't possible, written statements can be submitted. Is there anyone who saw what happened that you would like to request to be invited?

Can anyone corroborate the points you're wanting to raise?

Can anyone contradict the allegations made, or the points you expect to be made in the hearing?

Provide a written statement

You can submit a statement about the situation and your response to the allegations. This is optional, as you can discuss everything in the panel itself, but it is an opportunity to ensure everything is included and can be considered by the panel in advance.

We can offer feedback on draft versions of your statement before you submit it - please send us a copy as soon as possible to ensure we can get back to you in time.

Written Submission Guidance

Use these questions below to help your written submission and think about what evidence or claims could be put against you, if any.

• How could you counter that evidence?
• What points against you do you think are strongest?
• What points against you are weakest?
• Are there points raised in the allegations that are factually incorrect?
• Is there any incorrect reasoning in the allegations document?
• Are things implied in the allegations document that are incorrect?
• Answer each of the concerns/allegations in turn.
• Identify any relevant evidence that has not been raised so far.
• Try to anticipate and answer points that may be put against you.
• Think about what you could do to strengthen your case in any areas you think might be weak.

Do you have any additional evidence?

You can also submit evidence that you think is relevant. For instance, this could be letters from support services, medical professionals, or therapists. If you're not sure what evidence to provide, speak to the us here at the Bristol SU Academic Advice team and we can try to help.

The panel can also request access to evidence which might require your permission. This could be for something like a medical report. You do not have to give permission or share the document - but a refusal to do so could be viewed negatively and count against you in the decision making.

Appeals against Fitness to Practise decisions

If you are unhappy with the decision you can appeal against it. You will need to explain your case in writing and send it to the University Secretary within 28 working days of the final decision. We can help you draft this out ready to send, which will then be considered by an Appeal Committee.

Your appeal must be made under one or more of the following grounds:

1. New evidence that couldn't reasonably have been presented at the hearing
2. The penalty imposed is not reasonable in all the circumstances
3. You believe there was a flaw in the in the decision-making process

If the Appeal Committee arranges a hearing, you can present your case in person or in writing. If attending in person, you can bring a friend or representative for support, such as a member of our team.

The Appeal Committee can overturn the decision of the Fitness to Practise Panel and can substitute a decision of its own. This could include a lesser or a greater penalty.

If you have any questions about the Fitness to Practise process, our Academic Advice team at Bristol SU are here to support you.