Protocol for Responding to Students At-Risk
Authorization:
Board of Governors
Policy Effective:
April 2014
Editorial Changes:
August 2014
Next Review:
2019-2020
To receive this document in an alternative format please contact the Office of Student Affairs by emailing: st_affs@uoguelph.ca
Table of Contents
1.
Purpose ...............................................................................................................................................................................................................1
2.
Scope...................................................................................................................................................................................................................1
3.
Privacy and Confidential Information .................................................................................................................................................................2
4.
Student At-Risk Team (START) ............................................................................................................................................................................2
5.
Risk Assessment and Response...........................................................................................................................................................................3
6.
Return to Campus ...............................................................................................................................................................................................5
7.
Appeal Process ....................................................................................................................................................................................................5
1. Purpose
The University of Guelph is a community committed to education and learning. It cares deeply about the physical and
mental health of all of its students and strives to foster a supportive community wherein students can succeed
personally and academically. Therefore, health, wellness and counselling services are available on campus to support
students who may be experiencing personal difficulties.
There may be times however, when students experience circumstances that may negatively affect their behavior, their
ability to engage in the demands of university life including coursework or may raise concerns regarding safety
(“Student-At-Risk” or “Student”). Students-At-Risk are encouraged to prioritize their health and safety and take steps
toward recovery, even if academic progress must be delayed. The University will support student-initiated self-care
plans, and/or initiate actions, that consider the welfare of the individual while at the same time considering the ability
of other members of the University and local community to be free from harm and to engage in the educational
process.
The purpose of this Protocol is to facilitate the assessment of Students-At-Risk and to provide a process for voluntary
resolution of concerns without resorting to the judicial process, if possible. If a voluntary resolution is not possible and
where there is significant risk that a Student-At-Risk may harm him/herself or another and that the risk cannot be
eliminated or reduced to an acceptable level through supports, involuntary measures may be utilized. If at any time,
the University believes a resolution under this Protocol is not possible or appropriate; the University may refer the
matter to the appropriate judicial process.
2. Scope
These procedures apply to all full-time and part-time students at the University’s main campus and registered students
who are travelling abroad.
3. Privacy and Confidential Information
3.1. The University is subject to provincial legislation regarding privacy and access to personal information. Any sharing
of personal information, including personal health information, must be made in accordance with the Freedom of
Information and Protection of Privacy Act (FIPPA) and the Personal Health Information Protection Act (PHIPA).
3.2. While the University will attempt to respect the privacy of personal information in carrying out these procedures,
FIPPA permits disclosure of personal information in compelling or emergency circumstances affecting the health or
safety of an individual. FIPPA also allows for disclosure “in compassionate circumstances, to facilitate contact with
the spouse, a close relative or a friend of an individual who is injured, ill or deceased.”
3.3. PHIPA also allows for the disclosure of personal health information if the health information custodian “believes on
reasonable grounds that the disclosure is necessary for the purpose of eliminating or reducing a significant risk of
serious bodily harm to a person or group of persons.” PHIPA also permits disclosure “for the purpose of contacting
a relative, friend or potential substitute decision-maker of the individual, if the individual is injured, incapacitated
or ill and unable to give consent personally.”
3.4. Records will be maintained in accordance with University policies and legal requirements.
4. Student At-Risk Team (START)
4.1. SART is a group of professional staff who are responsible for the following when dealing with specific student
cases:
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To provide timely and coordinated support for Students-At-Risk that will help facilitate academic and
interpersonal success. This support will include the identification of appropriate services and staff
To make decisions, as appropriate regarding the assessment and response to Students in accordance with
Section 5
To provide a sensitive and coordinated response to people personally impacted by the behaviour
To ensure that there is an accurate and efficient flow of information in a manner consistent with
applicable legislation
4.2. In addition to meetings related to specific students of concern, SART meets at least once each semester to
review and debrief student cases and decisions, as well as to identify trends. SART will forward to the Associate
Vice-president (Student Affairs) (AVPSA) any recommendations arising from these discussions.
Recommendations could include suggestions for specific education and awareness campaigns, the need for
enhancement of existing programs, training needs or policy changes.
4.3 The
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membership of SART is as follows:
Director, Counselling Services (Chair)
Director, Student Health Services
Director Student Housing Services (if the Student lives in residence, or the behaviour is affecting others in
residence)
 Director, Campus Community Police
Any of the above noted Directors may send a delegate if he or she is unable to attend a particular meeting. If the
Director, Counselling Services is unable to attend a meeting, the Chair shall be one of the other Directors, preferably
the Director, Student Health Services.
Depending upon a specific student issue, SART may access additional resource individuals including:
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Representative from the Office of Registrarial Service and/or Graduate Studies
Legal Counsel
Representative from Communications & Public Relations
Representative from Environmental Health & Safety
Representative of Human Resources
Representative from the Office of Diversity & Human Rights
Representative from the academic department or unit concerned
Medical practitioner with specific expertise
4.4. SART reports to the AVPSA, who will assume the role of Chair when dealing with student issues of high risk.
4.5. In response to a specific case or set of circumstances, SART may decide if appropriate, to carry out or
recommend to the AVPSA some or all of the following actions:
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Determine facts regarding a Student including: what facts are known, what information is still needed,
how such information may be obtained, and the anticipated timeline for process
Determine whether special expertise is required and access it as necessary
Create a case file detailing facts and recording all decisions
Explore voluntary options to resolve the behaviour in question or forward the matter to the appropriate
parties for the filing of police/judicial charges. Examples of voluntary options may include but are not
limited to: behavioural contracts; leave from academics; withdrawal from residence; restriction from some
parts of campus or campus services; or referral for medical/psychological care
Explore options for the support, care and follow-up of the Student as well as any individuals affected by
the behaviour. This might include medical/psychological care, temporary leave, academic consideration,
or security precautions
Recommend to the AVPSA restricting a Student’s access to the University or its services unless the Student
is seen by a professional in Health Services or Counselling for assessment and support
Establish responsibility among team members for the follow-up of decisions and for arranging further
meetings. Follow-up activities need not always involve full team meetings, provided that all activities are
coordinated by the AVPSA, who shall be informed of all developments in the case, as appropriate
Identify return to campus requirements and coordinate return to campus supports
5. Risk Assessment and Response
If any member of the community has concerns regarding a Student’s behavior, that individual should forward those
concerns to any member of SART. Concerning behaviour includes: actions, or statements that suggest the Student may
be or has become a threat to themselves or others; a significant change in Student behaviour; or a belief that the
Student’s personal problems are impacting significantly on their academic success.
The SART member will individually or in consultation with other SART members, make an initial assessment as to
whether a Student’s behavior may be significantly affected by mental health issues. If it is determined that mental
health issues may be significantly impacting behavior, an assessment of the level of risk as outlined below will be made.
If at any time, the University believes a resolution under this Protocol is not possible or appropriate, the University may
refer the matter to the appropriate judicial process.
The assessment of risk and subsequent response to behavior cannot be accomplished in isolation or within rigid
categories. Therefore, the following risk levels are intended as guidelines with the acknowledgment that any particular
circumstances may be fluid in nature and may either straddle or move between risk levels.
Risk levels are identified as follows:
Level 1: No clear, immediate threat of harm but the conduct of the Student is disruptive, having a negative impact
on themselves or on other members of the University community or there is a reasonable concern that a threat of
harm may exist in the future without appropriate intervention (e.g., a student in residence with an eating disorder
who appears to be declining in health). The Student appears able and willing to reasonably discuss such behavior and
its impact.
This level of risk is normally managed by the SART member of the appropriate department (e.g., Student Health
Services, Counselling Services, or Student Housing Services) who will take steps so that the student receives an
appropriate level of support. Potential responses to a Level 1 risk are voluntary in nature. Response options may
include but are not limited to behavioural contracts, reduced course load, voluntary withdrawal from residence or
leave of absence from academics, and/or referral for medical/psychological care.
Level 2: No clear, immediate threat of harm but the conduct of the Student is either escalating (i.e., is increasingly
disruptive, having an increased negative impact on the University or the surrounding community) or creates a
significant risk of serious bodily harm. The Student appears able and willing to reasonably discuss such behavior and its
impact. Examples include:
 Acute decline in physical health;
 Serious suicidal threat, intent and/or behavior;
 Ongoing serious self-injurious behavior;
 Eating disorders which are not responding to treatment and/or are posing safety concerns
This level of risk is normally managed by SART. Potential responses to a Level 2 risk may include but are not limited to
the same response options as for Level 1 and additional responses as indicated in Section 4.5
Level 3: Attempted intervention(s) at level 2 have been unsuccessful or a clear and immediate threat of harm exists.
Examples include:
 Destructive, threatening, or other unsafe disruptive behavior;
 Overdose or continued and unsafe misuse of drugs, alcohol or over-the counter prescription medications
This level of risk is normally managed by the AVPSA. Once the AVPSA confirms the assessment of a Level 3 risk, he or
she will individually or in consultation with other SART members, determine whether an interim response is required to
address any immediate threat by the student to her/himself or others. In addition, the AVPSA will also be responsible
for calling a meeting of the SART which will meet no later than 2 working days following the report of the behavior.
Potential responses to a Level 3 risk may include but are not limited to:
 Same potential responses indicated for Level 1 and 2 risks;
 Restriction of a Student’s access to the University or its services unless the Student is seen by a professional in
Health Services or Counselling for assessment and support.
 Immediate ban from the University premises by notice of trespass;
 An involuntary withdrawal from the University. A decision of involuntary withdrawal will be communicated in
writing and will only occur if, after assessment, it is the opinion of the SART there is significant risk that the
student will harm him/herself or another, and that the risk cannot be eliminated or reduced to an acceptable
level through supports.
 Exploration of options for the support, care and follow-up for the student . This might include
medical/psychological care, temporary leave, academic consideration, or security precautions;
 Communication as appropriate with members of the University community, parents, students, and/or
emergency contacts, as appropriate;
 If a withdrawal from campus, establishment of Return to Campus Management Plan as defined in Section 6; or
 Arrangements for follow-up of decisions and additional meetings, as necessary. All follow-up activities are
coordinated by the AVPSA, who shall be informed of all developments in the case.
Decisions arising from this meeting will be conveyed to the Student in person, if possible, as well as in writing via email.
The decision will include conditions for return, if any.
6. Return to Campus
6.1. If a Student either voluntarily or involuntarily withdraws from the University or campus, as part of the
University’s response under Section 5, conditions regarding the Student’s return to campus may be established
as part of their return to campus (“Return to Campus Management Plan” or “Plan”).
6.2. A Plan will normally require the Student to be assessed by an appropriate health professional, whose opinions
will be advisory to the University (“Health Professional”). The Health Professional must be a licensed
psychologist or psychiatrist if evaluating mental health concerns, or must be a licensed physician if the
evaluation is regarding other medical concerns. It is not required that the Health Professional be from Student
Health Services. Further, all Health Professionals must be unrelated to the Student and must have
specialty/credentials appropriate for the condition of concern. In order to obtain an accurate assessment, the
Student must agree that the Health Professional be given information related to the precipitating events that
led to the leave. This typically would involve the Student consenting to the University disclosing to the Health
Professional, information regarding what the University considers to be relevant incidents or concerns. The
Student will also consent to the Health Professional providing a copy of the Report as defined in section 6.3,
directly to the University.
6.3. The Health Professional will be asked to provide to the University an assessment of current functioning of the
Student and provide written recommendations regarding:
a) Given the precipitating events, the Student’s readiness to return to the academic and co-curricular
demands of university life;
b) The Student’s readiness to live in the on-campus residential community, if this is a preferred option;
c) Ongoing treatment or testing needs; and
d) Any conditions or restrictions that the University should impose (“Report”)
6.4. Normally, a Student who wishes to return to campus will submit his or her request in writing to SART through
the AVPSA at least one month in advance of the semester in which the Student wishes to return. The written
request will be submitted together with any required documentation including but limited to the Report. In the
documentation, the Student should identify his/her own perception regarding readiness to return, needs, and
plans for treatment.
6.5. The SART will review and consider the Student’s submission, the Report and any other relevant information
and decide whether to recommend to the AVPSA whether the Student should be permitted back on campus
and if so, whether any conditions should be placed on the Student’s return. The AVPSA will make the final
decision and communicate that decision in writing to the Student.
7. Appeal Process
7.1. If the University imposes any involuntary measures under Sections 5 or 6, a Student may appeal in writing to
the Provost. Grounds for appeal are that:
a) a decision was unreasonable based on the evidence before the original decision-maker, or the Student
wishes to present new evidence that was not available at the time of the original decision; or
b) procedural unfairness or bias is demonstrated.
7.2. The original decision will stand pending the outcome of any appeal.
7.3. Appeals should be heard in a timely fashion. Normally, the Provost will respond in writing to the Student’s
appeal within five business days after receipt of the appeal materials.