Guidance for Fitness to Study Procedures

I. Purpose

VinUniversity is committed to fostering a supportive learning environment where all students can thrive both academically and personally. This Fitness to Study (FtS) guideline provides a framework for identifying and supporting students whose health, well-being, or behavior may impact their ability to engage effectively in their studies or pose a risk to themselves or others. It ensures the effective, safe, and timely management of fitness-to-study concerns, safeguarding students, staff, and the broader university community.

II. Scope

This guideline applies to all students of VinUniversity, including both undergraduate and graduate students.

II. Procedural Statements

 1. Indicators of Concern

A student’s fitness to study may be reviewed if any of the following concerns arise:

  1. Persistent absence or disengagement from academic activities without valid reasons.
  2. Significant decline in academic performance due to health or well-being issues.
  3. Physical or mental health conditions that impact daily functioning and participation.
  4. Concerns raised by faculty, advisors, or peers regarding the student’s health or well-being issues.
  5. Behavior suggesting the student may pose a risk to themselves or others.

2. Assessment & Support Process

When concerns about a student’s fitness to study are raised, the University will take the following steps:

Steps Actions in Details
Initial Concern and Referral
  • Any faculty member, advisor, or university staff may refer a student for assessment. Students may also self-refer.
  • Concerns should be reported to the Student Affairs Management Office (SAM), the  Registrar and the relevant Colleges of the University.
  • An informal meeting may be organized by SAM with the student.
Formal Case Review & Evaluation

 

  • A Fitness to Study Panel (comprising representatives from the University leadership, Student Affairs, Registrar, Health & Well-being Services, and College representatives) will assess the student’s situation.
  • The panel may request medical, psychological, or academic reports to inform their decision.
  • A meeting with the students and/or their family will be arranged to discuss the circumstances and potential support options.
Support & Reasonable Adjustments Within 7 working days from the date of the meeting: Where appropriate, the University may implement one or more of the following support measures:

  • Academic accommodation (e.g., extended deadlines, reduced course load, temporary adjustments to the student’s academic commitments), coordinated by the Registrar.
  • Counseling and mental health support, coordinated by the Student Affairs Management Office.
Decision & Action Plan Based on the assessment and for the lawful interest of the students, the Panel may decide one of the following:

  • Continuation with Support: The student remains enrolled with additional support and monitoring.
  • Temporary Leave of Absence: The student is granted leave with specific conditions for return.
  • Withdrawal: In rare cases, if the student is unable to meet academic expectations despite reasonable support, voluntary withdrawal may be recommended for consideration by the student, or the parent/legal guardian where appropriate.

The decision of the Panel is final and marks the completion of the fitness to study procedure.

3. Return to Study Procedures

For students who have taken Leave of Absence, the process for returning to study includes:

  • Submitting relevant medical or professional documentation confirming readiness to resume studies satisfactory to the University.
  • Meeting with the Fitness to Study Panel to review support needs and establish a reintegration plan.
  • Continuous monitoring and follow-up sessions to ensure a smooth transition. The College will provide specific study-related support to facilitate the student’s return to study.

4. Confidentiality & Student Rights

  • All cases are handled with strict confidentiality and in compliance with the University’s policies.
  • Students have the right to be informed of the process and to provide input on decisions affecting them.
  • Students may appeal decisions made under this policy through the University’s appeals process.

IV. Related Documents and Forms

Procedure for Requesting a Leave of Absence, Withdrawal and Return from a Leave of Absence – VinUni Policy

Status and Details

VinUniversity is committed to fostering a supportive learning environment where all students can thrive academically and personally. This Fitness to Study (FtS) guideline provides a framework for identifying and supporting students whose health, well-being, or behavior may impact their ability to engage effectively in their studies or pose a risk to themselves or others. It ensures the effective, safe, and timely management of fitness-to-study concerns, safeguarding students, staff, and the University community.

Reference Number:

GDL-SAM-003-V2.0

Document Type:

Guidelines

Issuing By:

Student Affairs Management Office

Issuing Date:

May 29, 2025

Applying for:

All VinUniversity

Security Classification:

Public

Record of Changes

Revision Date Author / Editor Description
v1.0 Feb 28, 2025 Developed by: Head of SAM
Reviewed by: Student Affairs Committee; Associate Vice Provost of Academic Administration.
Approved by: Provost
First release
V2.0 May 29, 2025 Developed by: Head of SAM
Reviewed by: Student Affairs Committee; Associate Vice Provost of Academic Administration.
Approved by: Provost
Updates on Assessment and Support Process

PDF version

You can download this document here: Guidance for Fitness to Study Procedures