Statutes and Ordinances of the University of Cambridge
CHAPTER II
pp. 220–230
MATRICULATION, RESIDENCE, ADMISSION TO DEGREES, DISCIPLINE

In this section

PROCEDURES TO DETERMINE FITNESS FOR VETERINARY PRACTICE OF PRECLINICAL AND CLINICAL VETERINARY STUDENTS

Introduction

1. The following regulations shall govern the procedures in the University to ensure that preclinical and clinical veterinary students are fit to practise veterinary medicine as defined in the Guide to Professional Conduct issued by the Royal College of Veterinary Surgeons.

Veterinary Students Register.

2. There shall be a Veterinary Students Register which shall be maintained by the Faculty Boards of Biology and Veterinary Medicine through a Fitness for Veterinary Practice Committee (FVP Committee) constituted in accordance with Regulation 5.

Adjudication Sub-committee.

3. Where there is a question concerning the fitness for practice, through serious ill health or serious or persistent cause for concern about the conduct, of a veterinary student, the FVP Committee shall appoint a Fitness for Veterinary Practice Adjudication Sub-committee (Adjudication Sub-committee) constituted in accordance with Regulation 11 to consider whether to remove the veterinary student’s name from the Veterinary Students Register or whether to warn formally, suspend or impose sanctions on the veterinary student.

4. A veterinary student shall be entitled to appeal to a Fitness for Veterinary Practice Appeal Tribunal (Appeal Tribunal) constituted in accordance with Regulation 15 against a decision of the Adjudication Sub-committee to warn or sanction the veterinary student, or suspend or remove the veterinary student from the Veterinary Students Register.

The roles, duties, and composition of the Fitness for Veterinary Practice Committee, Fitness for Veterinary Practice Adjudication Sub-committee, and Fitness for Veterinary Practice Appeal Tribunal

Fitness for Veterinary Practice Committee (FVP Committee)

Constitution.

5. The FVP Committee shall consist of:

  1. (a)the Dean of the Veterinary School;
  2. (b)an administrative officer in the Department of Veterinary Medicine appointed by the Faculty Board of Veterinary Medicine (who shall be Secretary to the FVP Committee);
  3. (c)the University Occupational Health Physician (or a deputy);
  4. (d)one member appointed by the Senior Tutors’ Committee;
  5. (e)four members appointed by the Faculty Board of Veterinary Medicine, of whom two shall be practising RCVS-registered veterinary practitioners and one shall be a lay member;
  6. (f)two members appointed by the Faculty Board of Biology.

6. In respect of each individual case before the FVP Committee, no member of the FVP Committee shall have had any involvement or interest in the case. All members of the Committee shall be required to make a declaration of interest in respect of the case.

7. Members in classes (d)–(f) shall be appointed in the Michaelmas Term to serve for three years from 1 January following their appointment.

Chairman.

8. The Chairman of the FVP Committee shall be appointed from among the members of the FVP Committee in classes (d), (e), or (f) by the Faculty Board of Veterinary Medicine.

Duties of the Committee.

9. The duties of the FVP Committee shall be:

  1. (a)to maintain on behalf of the Faculty Boards of Biology and of Veterinary Medicine the Veterinary Students Register;
  2. (b)to produce and keep under review a code of conduct to be observed by veterinary students;
  3. (c)to convene an Adjudication Sub-committee, should it be necessary for an Adjudication Sub-committee to meet, to consider individual cases in accordance with the Fitness for Veterinary Practice Procedures;
  4. (d)to keep under review procedures for the Veterinary Students Register and to recommend changes in those procedures to the Faculty Boards of Biology and Veterinary Medicine, who shall report such changes to the University.
Meetings.

10. The FVP Committee shall meet at least once a year in the Michaelmas Term and whenever there is any business to consider. Five members shall constitute a quorum. The FVP Committee shall submit the minutes of any meeting to the Faculty Boards of Biology and of Veterinary Medicine and to the Veterinary Education Committee.

Fitness for Veterinary Practice Adjudication Sub-committee (Adjudication Sub-committee)

Members.

11. An Adjudication Sub-committee shall comprise five members. Four members of the Adjudication Sub-committee shall be chosen by the FVP Committee, three from within its membership (one of whom shall be designated as Chairman by the Committee), and shall include two people who are members of the Regent House, being practising RCVS-registered veterinary practitioners, and one person being a member of the Regent House, not being veterinary qualified. The fourth person appointed by the FVP Committee shall be an external member of the academic staff of a UK Veterinary School, being a practising RCVS-registered veterinary practitioner who is not a member of the Regent House. One member of the Adjudication Sub-committee shall be chosen by the veterinary student from the FVP Committee and that person shall be a member of the Regent House. The Adjudication Sub-committee shall consider individual cases in accordance with the Fitness for Veterinary Practice Procedures and shall decide whether a veterinary student should remain on the Veterinary Students Register or should be sanctioned.

12. No member of an Adjudication Sub-committee shall have had any involvement or interest in the case. All members of the Sub-committee shall be required to make any declaration of interest in respect of the case.

Secretary.

13. The Secretary of the veterinary student’s Faculty Board, or a nominated deputy, shall serve as Secretary to the Adjudication Sub-committee. For the purpose of these regulations, preclinical students are assigned to the Faculty of Biology and clinical students to the Faculty of Veterinary Medicine.

Fitness for Veterinary Practice Appeal Tribunal (Appeal Tribunal)

Panels.

14. The Council of the University shall maintain three panels, panel (a), panel (b), and panel (c), from which members of an Appeal Tribunal shall be appointed as follows:

  panel (a):

persons who are legally qualified or who have had experience of acting in a judicial capacity, not being members of the Council;

  panel (b):

members of the Regent House not being members of the Fitness for Veterinary Practice Panel or of the Faculties of Biology or Veterinary Medicine;

  panel (c):

members of the academic staff of a UK Veterinary School, being practising RCVS-registered veterinary practitioners, who are not members of the Regent House.

The Council shall appoint in the Michaelmas Term each year such number of persons as they shall see fit to serve as members of each panel for one year from 1 January following their appointment.

Members.

15. An Appeal Tribunal shall be appointed to consider any appeal by a veterinary student against a decision of an Adjudication Sub-committee, and shall confirm, quash, amend, or refer back to the Adjudication Sub-committee the decision made. An Appeal Tribunal shall consist of three members:

  1. (a)one person designated by the Registrary from panel (a), who shall be the Chairman of the Appeal Tribunal;
  2. (b)one drawn by lot from panel (b);
  3. (c)one drawn by lot from panel (c).

16. No member of an Appeal Tribunal shall have had any involvement or interest in the case. All members of the Appeal Tribunal shall be required to make a declaration of interest in respect of the case.

Clerk.

17. The Registrary or a person nominated by the Registrary shall act as Clerk of the Appeal Tribunal.

Fitness for Veterinary Practice Procedures

Introduction

1. The consideration of whether or not a veterinary student is fit to practise veterinary medicine shall take place in accordance with the following process which shall consist of at least three stages, preliminary, investigation, and adjudication, and may be followed by a final appeal stage.

2. If, at any stage:

  1. (a)it should become apparent or it is suspected that the veterinary student’s alleged problems are caused by serious ill health or disability, these Fitness for Veterinary Practice Procedures shall be suspended and the Procedures for Dealing with a Veterinary Students Serious Ill Health or Disability (which are set out below) shall be invoked;
  2. or(b)the Chairman of any of the bodies involved considers that the veterinary student may have committed an offence against the discipline of the University, the Chairman shall suspend proceedings and refer the circumstances for consideration to the University Advocate under Statute B, VI. In such instances, the body or bodies shall not resume discussion of the case until either the Advocate has ruled that he or she shall not institute proceedings against the veterinary student under the general regulations for discipline, or, if proceedings are taken, until the University Courts have ruled finally on the matter.

Status of the student during proceedings

3. On receipt of an expression of concern from the Secretary of the FVP Committee made under Regulation 7 below, and during the proceedings, the Chairman of the FVP Committee, following consultation with the relevant clinical supervisor or lead general veterinary practitioner if appropriate, shall have the authority to decide whether a veterinary student, who is the subject of an expression of concern, shall:

  1. (a)continue her or his studies without limitation;
  2. (b)continue her or his studies under specified limitations and conditions;
  3. (c)be prohibited from entering specified clinical facilities as a veterinary student;
  4. (d)be provisionally suspended from the Veterinary Students Register and therefore from the clinical components of the courses.

4. The Chairman of the FVP Committee may, during the proceedings, review and change a decision regarding a veterinary student’s status.

5. If the veterinary student is dissatisfied with the decision of the Chairman of the FVP Committee, the student may request an adjudication by the full FVP Committee. Pending any such adjudication the decision of the Chairman of the FVP Committee shall remain in force.

6. In the event that the Chairman has any involvement or interest in the case arising other than by way of these rules of procedure, the Chairman shall stand down from the Committee while the case is being considered and shall appoint another member of the Committee as Chairman in her or his place; references to the Chairman in these rules of procedure shall be deemed to be a reference to that other member of the Committee.

Preliminary stage

7. Any expression of concern that a veterinary student may not be fit to practise veterinary medicine shall be made in writing to the Secretary of the Committee; it shall show clearly the author’s name and address, and be signed. Anonymous allegations shall not be considered.

8. The Secretary of the FVP Committee shall inform the Chairman of the FVP Committee of the receipt of any formal expression of concern received in accordance with Regulation 7 and the Chairman of the FVP Committee shall ascertain whether the student has any serious illness or disability which would affect the procedures to be followed and which would require appropriate steps to be taken to ensure the student is not disadvantaged. At this stage the Secretary of the FVP Committee shall inform the veterinary student of the details of the cause for concern and that this matter is being considered by the Chairman of the FVP Committee under this stage of the procedure.

9. The Chairman of the FVP Committee shall determine whether the matter can and should be dealt with informally or whether investigation as set out in Regulations 13–17 below should proceed and whether any action under Regulation 3 above should be taken. The Chairman of the FVP Committee shall normally take this initial decision within one month from the date of her or his receipt of the expression of concern. Before the expiry of the one-month period, the Chairman may, having initially determined that the matter should be dealt with informally, subsequently determine that investigation as set out in Regulations 13–17 below should proceed and that action under Regulation 3 above should be taken.

10. If, after appropriate consultation, the Chairman considers that there is a prima facie case of an offence against the discipline of the University, action shall be taken as under Regulation 2(b) above.

11. The Chairman of the FVP Committee shall determine whether a report should be submitted to the Police.

Procedures under Statute B, VI.

12. If the University Advocate institutes proceedings against the veterinary student under Statute B, VI, any subsequent judgement of a University Court may be considered as evidence within the procedures set out in Regulations 13–38 below. If a University Court finds that a charge is proven against the student then that finding shall be conclusive evidence within the procedures set out in Regulations 13–38 below that the veterinary student in question has committed the offence against the discipline of the University with which he or she was charged.

Investigation

13. If the Chairman of the FVP Committee decides to instigate an investigation following receipt of an expression of concern, the Secretary of the FVP Committee shall write to the veterinary student concerned, to the Senior Tutor of the student’s College, and to her or his Tutor, stating that an investigation of the veterinary student’s fitness for practice is going to take place. The letter to the veterinary student shall state the nature of the expression of concern made under Regulation 7 above and the grounds for launching the investigation.

Investigator.

14. The Chairman of the FVP Committee shall refer the case to an Investigator, chosen from amongst the members of the FVP Committee, who is also a member of the Regent House and who has had no previous involvement or interest in this case and who is not a current or former teacher of the veterinary student. The Investigator shall interview the veterinary student concerned, the maker of the allegation, and any other relevant persons. Notes of these interviews shall be taken and a written report prepared and submitted by the Investigator to the Chairman of the FVP Committee.

15. During any interview with the Investigator, the veterinary student may be accompanied by a member of the University or other representative chosen by the veterinary student who shall notify the Investigator two days in advance of any meeting if he/she will be accompanied and by whom.

16. On receipt of the Investigator’s report, the Chairman of the FVP Committee shall make a determination, in consultation with members of the FVP Committee (not including the Investigator) if the Chairman so desires, to take one of the following decisions:

  1. (a)a determination that no further action be taken; this shall be sent to the Secretary of the FVP Committee in writing;
  2. (b)that there is no serious issue to be determined with regard to the veterinary student’s fitness for veterinary practice, but that the veterinary student would benefit from remedial measures being put in place; he or she shall (i) agree such measures with the veterinary student, the student’s Senior Tutor, and the person designated as Director of Veterinary Education or the Director of Education (Biological Sciences) as appropriate, and then so inform the Secretary of the FVP Committee in writing, or (ii) in the event of failure to agree such measures, refer the matter for adjudication in accordance with Regulations 18–29 below, and shall so inform the Secretary of the FVP Committee in writing;
  3. (c)that there may be a serious issue to be determined concerning the veterinary student’s fitness for veterinary practice; he or she shall refer the matter for adjudication in accordance with Regulations 18–29 below, and shall so inform the Secretary of the FVP Committee in writing.

17. The Secretary of the FVP Committee shall inform the veterinary student, the student’s Senior Tutor, and the student’s Tutor in writing of the decision within five working days of being notified by the Chairman of the FVP Committee of her or his decision, and in the case of a category (b) decision, shall also state the agreed conditions on which the student may continue on the course. The letter from the Secretary informing the student shall be submitted to the next full meeting of the FVP Committee.

Adjudication

Adjudication Sub-committee.

18. An Adjudication Sub-committee of five members, appointed in accordance with Regulations 11–13 of the regulations setting out the roles, duties, and composition of the Fitness for Veterinary Practice Committee, Fitness for Veterinary Practice Adjudication Sub-committee, and Fitness for Veterinary Practice Appeal Tribunal, shall consider the Investigator’s report and shall consider and determine the case, where it is required to do so following the decision of the Chairman of the FVP Committee under Regulation 16(b) or (c).

19. The veterinary student shall be required to attend the meeting of the Adjudication Sub-committee in person, unless prevented by grave cause. The veterinary student and her or his Tutor shall be informed by letter of the details of the hearing in writing, no fewer than fourteen days in advance. The letter to the student shall be sent to the student’s College and Cambridge residential addresses.

Objection to members of the Board.

20. If the veterinary student has good cause to object to the membership of the Adjudication Sub-committee, he or she shall inform the Chairman of the FVP Committee in writing of the details in advance of the meeting of the Sub-committee. The Chairman of the FVP Committee shall decide whether to replace that member of the Adjudication Sub-committee and shall inform the veterinary student accordingly. The Chairman’s decision shall be final.

21. Any written evidence submitted by the veterinary student shall be sent to the Secretary of the Adjudication Sub-committee no fewer than seven working days in advance of the meeting. If the veterinary student wishes to call any persons to give oral evidence, it shall be the veterinary student’s responsibility to secure their attendance and the veterinary student shall inform the Secretary to the Adjudication Sub-committee of the identity of the persons no fewer than seven working days in advance of the meeting.

22. If the veterinary student fails to attend the meeting without reasonable explanation, the Adjudication Sub-committee may consider the case in the veterinary student’s absence. The Adjudication Sub-committee shall have discretion to decide what constitutes a ‘reasonable explanation’.

23. The Adjudication Sub-committee and/or the veterinary student may call upon persons who may have information relevant to the case to give evidence (whether they are members of the University or not) either orally at the meeting or in writing in accordance with Regulation 21 above.

24. The veterinary student may choose to be accompanied by any of the following, limited to one in each category: a ‘friend’ nominated by the student (for example, a relative or student representative); a College representative nominated by the student; a legal representative (at the student’s own expense). If the student decides to be so accompanied, he/she must inform the Secretary to the Adjudication Sub-committee of the identity of the individual and the capacity in which they are attending seven working days in advance of the meeting.

25. The veterinary student’s Tutor (or a deputy appointed by the Tutor), if not nominated by the student under Regulation 24, shall be entitled, with the student’s consent, to be present.

Private hearing.

26. The meeting shall be held in private.

Procedure for conduct of the meeting.

27. The Sub-committee shall determine its own procedure for the conduct of the meeting. The procedure shall normally include the following:

  1. (i)At least fourteen working days prior to the meeting, the Secretary of the Adjudication Sub-committee, in addition to the procedures set out in Regulation 19 above, shall provide the veterinary student with copies of all documents circulated to members of the Sub-committee and shall inform the student of the procedure to be followed and the names of any persons who may be asked to attend the meeting to give evidence.
  2. (ii)The Chairman of the Adjudication Sub-committee shall introduce by name and explain the functions of the members of the Adjudication Sub-committee, the officers, and any others present. The Chairman shall explain the powers of the Adjudication Sub-committee.
  3. (iii)The Chairman of the Adjudication Sub-committee shall invite the Investigator (or her or his nominee) to make an opening statement and shall then invite Adjudication Sub-committee members to ask questions of the Investigator.
  4. (iv)The Chairman of the Adjudication Sub-committee shall invite the veterinary student or her or his representative to make a statement and shall then invite Adjudication Sub-committee members to question the student.
  5. (v)The Chairman of the Adjudication Sub-committee shall invite any other persons called upon to attend the meeting to make a brief statement and shall then invite Adjudication Sub-committee members to ask questions.
  6. (vi)At each stage, the Chairman of the Adjudication Sub-committee shall have discretion to allow reciprocal questioning by all parties.
  7. (vii)When the Chairman of the Adjudication Sub-committee is satisfied that the Adjudication Sub-committee has completed its questioning and that the veterinary student and other persons present have had a full opportunity to convey information to the Adjudication Sub-committee, the student and all other persons not on the Adjudication Sub-committee, except the Secretary of the Sub-committee, shall withdraw. The Secretary of the Sub-committee shall remain to provide advice on procedure but shall take no part in the Adjudication Sub-committee reaching its decision on the case itself.
  8. (viii)The Adjudication Sub-committee shall then discuss the case.
  9. (ix)Those attending the first part of the meeting shall all be invited back into the meeting once the Adjudication Sub-committee has concluded its discussions. The Adjudication Sub-committee shall seek any further clarification which it requires, and may at its discretion call for a further adjournment or adjournments. The Chairman of the Adjudication Sub-committee shall then outline to the veterinary student the Adjudication Sub-committee’s decision.
  10. (x)The decision shall be confidential between the Adjudication Sub-committee, the FVP Committee, the veterinary student, the Senior Tutor of the veterinary student’s College and her or his Tutor, and the relevant Faculty Board.

28. The Adjudication Sub-committee, following consideration of the case, may:

  1. (i)declare that the veterinary student is fit for veterinary practice and that he or she may continue on the course with no conditions (a category (i) Recommendation);
  2. (ii)declare that there are grounds for concern as to the fitness of the veterinary student for veterinary practice and that he or she may continue her or his course of study for the Second or Final Vet. M.B. Examinations only on specified conditions: this may include (A) that the student be temporarily suspended from the Veterinary Students Register (a category (ii)(A) recommendation) or (B) that the student receive a formal warning or sanction, and that the suspension, formal warning, or sanction be added to the veterinary student’s record (a category (ii)(B) recommendation);
  3. (iii)declare that the veterinary student is unfit for veterinary practice, that the veterinary student be removed from the Veterinary Students Register and that the Royal College of Veterinary Surgeons be informed of this action. Removal of a veterinary student from the Veterinary Students Register shall only be declared where the Sub-committee unanimously determines that it has been established on the balance of probabilities that the student is not fit to practise and that removal from the Veterinary Students Register is the appropriate and proportionate response (a category (iii) recommendation).

29. The Secretary of the Adjudication Sub-committee shall communicate in writing the decision of the Adjudication Sub-committee and the reasons for the decision, specifying any time period or sanction that may apply, to the FVP Committee and the veterinary student, to the Senior Tutor of the student’s College and her or his Tutor, and to the relevant Faculty Board.

Appeal

30. A veterinary student shall have the right of appeal to an Appeal Tribunal against a decision of the Adjudication Sub-committee implementing a category (ii) recommendation or a category (iii) recommendation.

31. A veterinary student may appeal a decision of an Adjudication Sub-committee on only one or more of the following grounds:

  1. (i)irregularity in process; or
  2. (ii)the coming to light of fresh evidence, which was not available and/or presented for a good reason.

32. A veterinary student may give notice of appeal in writing within twenty-eight days of the date of notification of the Adjudication Sub-committee’s decision to the Chairman of the FVP Committee stating the grounds on which the appeal is made. On receipt of the appeal letter, and if the Chairman of the FVP Committee considers that there are grounds for an appeal in accordance with Regulation 31, the Chairman of the FVP Committee shall inform the Registrary who shall appoint an Appeal Tribunal to hear the appeal. The veterinary student shall not be entitled to rely during the appeal hearing, without the permission of the Appeal Tribunal, on any grounds other than those set out in the appeal letter.

33. During the consideration of the appeal, the decision of the Adjudication Sub-committee shall remain in force.

Appeal Tribunal hearing procedures.

34. An Appeal Tribunal hearing shall be arranged as soon as possible, and normally within three months of the date of the veterinary student’s request for an appeal, in accordance with the following procedures:

  1. (i)Any documentation to be considered by the Appeal Tribunal shall be sent to the student and the members of the Appeal Tribunal at least fourteen working days before the hearing.
  2. (ii)The veterinary student may choose to be accompanied by any of the following: a ‘friend’ nominated by the student (for example, a relative or student representative); a College representative nominated by the student; a legal representative (at the student’s own expense). If the student decides to be so accompanied, he or she must inform the Secretary to the Appeal Tribunal of the identity of the person and the capacity in which he or she is attending seven working days in advance of the meeting. The veterinary student’s Tutor (or a deputy appointed by the Tutor), if not nominated by the student, shall be entitled, with the student’s consent, to be present.
  3. (iii)The meeting shall be held in private.
  4. (iv)The Adjudication Sub-committee’s case shall be presented by the Chairman of the Adjudication Sub-committee, or a person appointed by her or him.

35. The Appeal Tribunal shall consider its decision in private. The Clerk of the Appeal Tribunal shall be present throughout the hearing and throughout consideration by the Tribunal of its decision to provide advice on procedure but shall take no part in the Appeal Tribunal reaching its decision on the case itself.

36. The Appeal Tribunal may confirm, quash, amend, or refer back the decision to the Adjudication Sub-committee.

37. The Appeal Tribunal shall not confirm a decision implementing a category (iii) recommendation unless the members are unanimously satisfied on the balance of probabilities that the case is proved.

Decision.

38. As soon as possible, normally within seven working days, the Clerk of the Appeal Tribunal shall send a Completion of Procedures letter to the veterinary student informing her or him of the decision and the reasons for the decision. The Secretary to the Appeal Tribunal shall also inform the Chairman of the Adjudication Sub-committee, the FVP Committee; the Director of Veterinary Education and, as appropriate, the Director of Medical and Veterinary Education; the Senior Tutor of the student’s College, and her or his Tutor.

Record and declaration

39. When a veterinary student has received a formal warning, suspension, or permanent removal from the Veterinary Students Register this information shall be entered on the student’s record. The FVP Committee shall determine whether the information is to be permanently kept on the veterinary student’s record, until a further review or until one year after the student has obtained full registration with the Royal College of Veterinary Surgeons. The student shall be required to declare any such information to the Royal College of Veterinary Surgeons when applying for provisional registration.

40. A veterinary student who has received a category (ii) recommendation which requires the student to undertake remedial work or work under supervision shall be required to sign a declaration that he or she will undertake such remedial work or work under supervision.

Procedures for dealing with a veterinary student’s serious ill-health or disability which is likely to affect fitness to practise medicine

1. Veterinary students have a responsibility to report any illness or disability likely to affect their fitness to practise medicine to their Tutor or Director of Studies and, as appropriate, to the Director of Veterinary Education or Director of Education (Biological Sciences).

2. The following procedures shall be followed for veterinary students whose health is considered to make them unfit for veterinary practice:

  1. (a)Where the nature of the illness or disability suggests an immediate concern for the safety of patients or others, the Director of Veterinary Education or Director of Education (Biological Sciences) shall inform the Chairman of the FVP Committee who shall determine the status of the student using the procedures set out in Regulations 3–5 of the Fitness for Veterinary Practice Procedure above.
  2. (b)Where there is concern for the veterinary student’s present or future fitness for practice by reason of ill-health or disability, the Director of Veterinary Education or Director of Education (Biological Sciences) shall request a review by the University Occupational Health and Safety Service and/or the NHS Trust Occupational Health Service and/or other appropriate veterinary experts.
  3. (c)Upon receipt of reports from the Occupational Health Service and/or other appropriate veterinary experts and following discussion with the student, the Director of Veterinary Education or Director of Education (Biological Sciences) may invite the student to undertake to comply with such arrangements for the management and supervision of her or his condition as the Director may consider appropriate having regard to any recommendations contained in such reports and discussions with the student. If the Director considers that the veterinary student:
  4. (i)would not be able to give such an undertaking;
  5. (ii)could not be relied on to comply with such an undertaking;
  6. (iii)has subsequently failed to comply with an undertaking which he or she has given; or
  7. (iv)that the condition of the veterinary student is such that it would not be appropriate to proceed by way of undertaking;
  8. the Director shall refer the matter to the FVP Committee.
  9. (d)Upon referral by a Director, the FVP Committee shall appoint a Sub-committee comprising five members, four of these appointed by the FVP Committee. Three shall be from within the FVP Committee’s membership (one of whom shall be Chairman) consisting of two people who are members of the Regent House, being practising RCVS-registered veterinary practitioners and one person who is a member of the Regent House not being veterinarily qualified. One external member of the academic staff of a UK Veterinary School being a practising RCVS-registered veterinary practitioner who is not a member of the Regent House shall also be appointed. One member of the Sub-committee shall be chosen by the veterinary student from the FVP Committee. This person must be a member of the Regent House. The Sub-committee shall, in accordance with the Fitness for Veterinary Practice Procedures, decide whether a veterinary student should remain on the Veterinary Students Register or should be sanctioned, based on her or his health or disability. The Secretary of the veterinary student’s Faculty Board, or a nominated deputy, shall serve as Secretary to the Sub-committee. For the purpose of these procedures preclinical students are assigned to the Faculty of Biology and clinical students to the Faculty of Veterinary Medicine.
  10. (e)A copy of the reports from the Occupational Health Service and/or other appropriate veterinary experts requested by the Director shall be provided to the veterinary student and to the Sub-committee. The student shall be entitled to provide to the Sub-committee a copy of any report of any other specialist who has examined her or him (provided that, unless the Sub-committee decides otherwise, the number of specialists whose reports may be provided by the veterinary student to the Sub-committee must not exceed the number of specialists requested by the Director to provide a report).
  11. (f)A meeting shall subsequently take place before the Sub-committee, at which the veterinary student shall be entitled to make representations. The meeting shall be held in private. Subject to these conditions, the Sub-committee shall determine its own procedure for the conduct of the meeting.
  12. (g)The Sub-committee, following consideration of the case, may make declarations in the same terms as those set out in Regulation 28 of the Fitness for Veterinary Practice Procedure above.
  13. (h)The Sub-committee shall make a decision and the Secretary of the Sub-committee shall communicate in writing the decision of the Sub-committee to the veterinary student, to the FVP Committee, to the Senior Tutor of the Student’s College and her or his Tutor, and to the relevant Faculty Board.
  14. (i)A veterinary student shall have the right to appeal against a decision of the Sub-committee in accordance, mutatis mutandis, with Regulations 30–38 of the Fitness for Veterinary Practice Procedure above.
  15. (j)No member of the Sub-committee who has had any involvement or interest in the case or is a current teacher of the veterinary student shall take part in the procedures set out above.
  16. (k)All members of the Sub-committee shall be required to make a declaration of interest in respect of the case.

3. A veterinary student who has undertaken to comply with arrangements for the management and supervision of her or his condition shall be required to sign a declaration that he or she will comply with the arrangements and will inform the Royal College of Veterinary Surgeons of her or his condition and the arrangements for the management and supervision of the condition.

PROCEDURES TO DETERMINE THE PROGRESS OF PRECLINICAL AND CLINICAL MEDICAL STUDENTS AND PRECLINICAL AND CLINICAL VETERINARY STUDENTS

Amended by Grace 4 of 17 July 2013

Introduction

1. The Medical and Veterinary Student Progress Panel (MVSPP) shall be a joint body of the Faculty Boards of Biology, Clinical Medicine, and Veterinary Medicine in consultation with the Colleges.

2. The MVSPP shall review or advise on the progress of a student having regard to:

  1. (i)academic performance including failure in M.B. or Vet.M.B. examinations;
  2. (ii)ill health.
  3. Additionally, the advice of the MVSPP may be sought as a result of:
  4. (iii)cause for concern about the student’s conduct but not meriting immediate referral to the Fitness to Practise Committee or Fitness for Veterinary Practice Committee.

The Roles, Duties, and Composition of the Medical and Veterinary Student Progress Panel (MVSPP)

3. The MVSPP shall consist of:

  1. (a)the Director of Medical Education in the Clinical School (who shall chair the MVSPP);
  2. (b)the Director of Education (Biological Sciences) in the Faculty of Biology;
  3. (c)the Director of Teaching in the Veterinary School;
  4. (d)the Associate Clinical Dean, West Suffolk Hospital;
  5. (e)three members appointed by the Senior Tutors’ Committee;
  6. (f)one member appointed by the Faculty Board of Biology;
  7. (g)one member appointed by the Faculty Board of Clinical Medicine;
  8. (h)one member appointed by the Faculty Board of Veterinary Medicine;
  9. (i)an administrative officer appointed by the Faculty Board of Clinical Medicine and an administrative officer appointed by the Faculty Board of Veterinary Medicine (who shall act as joint secretaries to the MVSPP).

4. In respect of each individual case before the MVSPP, all members of the MVSPP shall be required to make a declaration of interest in the case.

5. Members in classes (e)–(h) shall be appointed in the Michaelmas Term to serve for three years from 1 January following their appointment.

6. The duties of the MVSPP shall include:

  1. (a)to meet termly, and whenever there is any business to consider, to provide expert advice to the Colleges, and to work with Colleges to ensure that students who have not achieved the required academic standard or are experiencing health or other personal problems receive appropriate support;
  2. (b)to review the progression of all students annually in the Michaelmas Term;
  3. (c)to review all requests made on behalf of medical and veterinary students for additional attempts in exceptional circumstances at M.B. and Vet.M.B. examinations, and to give advice to the relevant Faculty Board;
  4. (d)to prepare an annual summary report on any issues arising for the attention of Senior Tutors and Faculty Boards.

7. Five members shall constitute a quorum. The MVSPP shall report to the Faculty Boards of Biology, Clinical Medicine, and Veterinary Medicine.

Appeal Process for F1 Doctors

Notice (Reporter, 2012–13, p. 724)

Introduction

1. A holder of the degree of M.B.B.Chir. from the University who seeks full registration with the General Medical Council (GMC) and who satisfies the requirements of the Medical Act 1983 as to experience, may apply to the University for a Certificate of Experience under Section 10 of that Act following satisfactory completion of an approved Foundation Year Programme (F1 Programme) of placements in a formal employment setting. In these procedures, a doctor with a degree of M.B.B.Chir. from the University on an approved F1 Programme is referred to as a ‘F1 doctor'.

2. The initial decision to provide a Certificate of Experience to a F1 doctor who holds a M.B.B.Chir. from the University, is taken, on behalf of the University, by Health Education East of England (HEEoE) which is the Local Education and Training Board (LETB) linked to the University. This decision is based on evidence, collated for the Annual Review of Competency Progression (ARCP), that the F1 doctor has completed the requirements of the Foundation Programme Curriculum for Foundation Year 1. This evidence is collated by the LETB (or equivalent body) linked to the F1 doctor's Foundation School.

3. In these procedures, the LETB (or equivalent body) linked to the F1 doctor's Foundation School is referred to as ‘the LETS'. The LETS makes a recommendation to HEEoE on whether the F1 doctor has completed the requirements of the Foundation Programme Curriculum for Foundation Year 1 (approved by the GMC). In any case in which the LETB recommends that the F1 doctor has not completed the requirements of the Foundation Programme Curriculum and that the F1 doctor be released from the Foundation Programme, HEEoE will decline to issue a Certificate of Experience and the F1 doctor may appeal to the University under these procedures.

4. Such appeals will normally only be heard after the initial period of F1 training has been extended by the LETS due to the F1 doctor concerned being unable to provide evidence of the acquisition of competences and performance in practice in accordance with the requirements of the Foundation Programme curriculum.

5. Appeals with respect to a decision to extend the F1 year of training will normally be heard by the LETS.

The composition, roles, and duties of the F1 Doctor Appeal Panel

6. A F1 Doctor Appeal Panel shall be appointed to consider an appeal which is made by a F1 doctor in respect of a decision by the LETS to recommend the F1 doctor is released from the Foundation Programme (ARCP Outcome 4). A F1 Doctor Appeal Panel shall be appointed by the Registrary, following consultation with the Director of Medical Education of the Clinical School of the University, as soon as practicable after receiving the notice of the appeal. The F1 Doctor Appeal Panel shall comprise the Director of Medical Education of the Clinical School of the University as Chairman (or a nominated deputy) and a minimum of four other members, one of whom shall not be a GMC-registered medical practitioner.

7. The Secretary of the Faculty Board of Clinical Medicine, or her or his nominated deputy, shall serve as Clerk to the F1 Doctor Appeal Panel.

8. No member of the F1 Doctor Appeal Panel shall have had any material involvement or interest in respect of the individual case before the panel. All members of the F1 Doctor Appeal Panel shall be required to make a declaration of interest in the case.

F1 Doctor Appeal Panel procedures

9. A F1 doctor may appeal on one or more of the following grounds:

  1. (i)irregularity in the process followed by the LETS;
  2. (ii)the coming to light of fresh evidence, which was not available and/or presented to the LETS for a good reason;
  3. (iii)the recommendation of the LETS was manifestly unreasonable.

10. A notice of appeal shall be in writing and shall be received by the LETS within twenty-one days of the F1 doctor being notified of the decision.

11. The notice of appeal shall state the grounds on which the appeal is made. The F1 doctor shall not be entitled to rely, during the appeal, without the permission of the F1 Doctor Appeal Panel, on any grounds other than those set out in the notice of appeal.

12. On receipt of the notice of appeal, the LETB shall inform the Registrary and the Director of Medical Education of the Clinical School of the University. The Registrary shall then appoint a F1 Doctor Appeal Panel to determine the appeal.

13. If the F1 doctor formally withdraws, in writing, from the F1 Programme at this stage, the LETB shall confirm the position in writing with the F1 doctor and shall inform the Registrary and the Director of Medical Education. The Clerk of the F1 Doctor Appeal Panel shall write to the F1 doctor to confirm that no further action will be taken on the appeal.

14. The Chairman of the F1 Doctor Appeal Panel shall determine the procedure to be adopted by the F1 Doctor Appeal Panel which shall normally include:

  1. (a)informing the F1 doctor of the persons appointed to be members of the F1 Doctor Appeal Panel;
  2. (b)informing the F1 doctor and the LETB of the evidence required for consideration by the F1 Doctor Appeal Panel;
  3. (c)informing the F1 doctor and the LETB of the names of any persons who may be asked to attend a F1 Doctor Appeal Panel hearing to give evidence and setting out the basis upon which the F1 doctor may call persons who may have information relevant to the case to give evidence either orally at the hearing or in writing;
  4. (d)setting a timetable for the progress of the proceedings, including time limits for each step of the proceedings and making arrangements for any hearing.

15. The Clerk of the Appeal Panel shall inform the F1 doctor of the procedure to be followed and whether he or she is required to attend any appeal hearing.

16. If the F1 doctor has good cause to object to the membership of a F1 Doctor Appeal Panel, he or she shall provide grounds to the Clerk of the F1 Doctor Appeal Panel in writing within seven days of being notified of the membership of the panel. The Registrary shall decide whether to replace that member of the panel and shall appoint an alternative member as considered appropriate. The Clerk of the F1 Doctor Appeal Panel shall inform the F1 doctor accordingly. The decision of the Registrary shall be final.

17. The F1 doctor may choose to be accompanied by another person chosen by her or him. The F1 doctor shall, at least seven days in advance of any hearing, inform the Clerk of the F1 Doctor Appeal Panel of the identity and contact details of any such person, her or his relationship to the F1 doctor (if any) and the capacity in which he or she is attending.

18. The hearing shall be held in private unless the Chairman of the F1 Doctor Appeal Panel agrees to a request from the F1 doctor that the hearing be held in public.

19. The Chairman of the F1 Doctor Appeal Panel shall determine the procedure for the conduct of any hearing. The Clerk of the F1 Doctor Appeal Panel shall notify the F1 doctor and the members of the panel of the procedure to be followed.

20. The F1 Doctor Appeal Panel shall consider its decision in private. The Clerk of the F1 Doctor Appeal Panel shall be present throughout the hearing and throughout consideration by the panel of its decision.

21. The F1 Doctor Appeal Panel shall normally make a decision on the day of the hearing. If this is not possible the panel shall reserve its decision for a later date to be notified to the parties. The decision of the F1 Doctor Appeal Panel shall be by a simple majority and the Chairman shall have a casting vote.

22. The F1 Doctor Appeal Panel may confirm the original decision, or may substitute the previous decision with the recommendation of an alternative course of action in accordance with the options available under F1 Programme guidance.

23. As soon as possible, normally within seven days from the F1 Doctor Appeal Panel hearing, the Clerk of the F1 Doctor Appeal Panel shall inform the F1 doctor in writing of the decision.

24. The decision of the F1 Doctor Appeal Panel is final and there is no further right of appeal within the University.

25. The Faculty Board of Clinical Medicine and the LETS shall make a record of the decision and any recommendations or actions to be taken.

26. The Faculty Board of Clinical Medicine shall send a copy of the record to the LETB, HEEoE, and the General Medical Council.