Pastoral care policy

1. Purpose

1.1 This Policy sets out the framework for the provision of pastoral care within Higher Education programmes delivered by Malvern Higher Education Partnerships (MHEP).

1.2 MHEP is committed to supporting student wellbeing, academic engagement and successful progression. Pastoral care forms an integral part of the student experience and is designed to promote a supportive, inclusive and professionally structured learning environment.

1.3 The purpose of this Policy is to:

• define the scope and principles of pastoral care within MHEP;
• clarify the responsibilities of staff and students in relation to pastoral support;
• establish a structured framework for the early identification of concerns relating to engagement and wellbeing; and
• confirm the relationship between pastoral care and other relevant institutional policies.

1.4 This Policy operates alongside, and does not replace:

• the Attendance Policy and Procedures;
• the Safeguarding Policy; and
• the Fitness to Study Policy.

1.5 MHEP delivers programmes in partnership with awarding bodies under collaborative provision arrangements. Where appropriate, matters arising under this Policy may be referred to partner university procedures in accordance with relevant partnership agreements.

2. Scope

2.1 This Policy applies to all students enrolled on programmes delivered by Malvern Higher Education Partnerships (MHEP).

2.2 This Policy applies to all academic and professional services staff employed by, or engaged to deliver provision on behalf of, MHEP.

2.3 This Policy covers the provision of pastoral support in relation to:

• student wellbeing as it relates to academic engagement and progression;
• transition to Higher Education and adjustment to academic study;
• concerns arising from patterns of non-engagement or irregular attendance;
• the identification of emerging issues that may impact a student’s ability to participate fully in their programme of study; and
• appropriate signposting to internal or external sources of specialist support.

2.4 This Policy does not:

• replace or duplicate the Safeguarding Policy;
• replace or duplicate the Fitness to Study Policy;
• provide clinical, therapeutic or medical intervention;
• override formal academic, disciplinary or regulatory procedures; or
• supersede the regulations or procedures of partner awarding bodies.

2.5 Where matters fall outside the scope of this Policy, they will be addressed under the appropriate institutional or partner university procedure.

3. Principles of pastoral support

3.1 MHEP recognises that students enrolled on its Higher Education programmes are studying within an international and cross-cultural context. Pastoral care is therefore informed by an understanding of the academic, cultural and personal transitions associated with studying in the United Kingdom.

3.2 Pastoral support within MHEP is guided by the following principles:

a) Early Identification and Proactive Support

MHEP seeks to identify emerging concerns at an early stage, particularly where patterns of non-engagement or academic difficulty may indicate underlying challenges.

b) Respect, Dignity and Inclusivity

All students will be treated with respect and without discrimination. Pastoral interactions will recognise diverse cultural backgrounds, educational experiences and individual circumstances.

c) Professional Boundaries

Staff providing pastoral support will act within the limits of their role and expertise. Pastoral care does not constitute counselling, therapy or medical intervention.

d) Student Agency and Responsibility

Students are expected to engage actively with their studies and to respond constructively to offers of support. Pastoral care operates as a partnership between staff and students.

e) Confidentiality within Defined Limits

Information shared within pastoral contexts will be treated sensitively and in accordance with institutional data protection requirements. Confidentiality may be limited where there are concerns relating to risk or safeguarding.

f) Collaboration within a Partnership Framework

As a delivery partner operating within collaborative provision arrangements, MHEP will work constructively with awarding bodies where matters require escalation or referral under partner procedures.

g) Equality, Accessibility and Reasonable Adjustments

MHEP is committed to promoting equality of opportunity in accordance with the Equality Act 2010. Pastoral support will take account of accessibility requirements and the need for reasonable adjustments, in line with institutional policy and applicable legislation.

3.3 Pastoral care within MHEP is designed to support academic engagement, progression and successful completion, while maintaining appropriate professional and regulatory standards.

4. Definition of pastoral care

4.1 For the purposes of this Policy, pastoral care refers to the structured provision of academic-adjacent support intended to promote student wellbeing, engagement, progression and successful completion of study.

4.2 Pastoral care within MHEP includes:

• supportive conversations relating to academic engagement or adjustment to Higher Education study;
• the identification of concerns that may affect attendance, participation or academic performance;
• the provision of guidance regarding institutional expectations and available support mechanisms; and
• appropriate signposting to specialist internal, external or partner-provided support services when required.

4.3 Pastoral care does not include:

• clinical, therapeutic or medical intervention;
• formal safeguarding processes (which are governed by the Safeguarding Policy);
• formal Fitness to Study procedures; or
• disciplinary or regulatory decision-making.

4.4 Staff providing pastoral support are expected to act within the boundaries of their professional role and competence. Where matters extend beyond these boundaries, concerns must be escalated in accordance with the relevant institutional policy.

4.5 Pastoral care is distinct from academic assessment or regulatory processes. Its primary purpose is supportive and developmental, rather than investigative or punitive.

5. Engagement monitoring as pastoral oversight

5.1 MHEP recognises that regular academic engagement and attendance are central to student success and wellbeing. Patterns of non-engagement may indicate underlying academic, personal or adjustment-related challenges.

5.2 Engagement monitoring forms part of MHEP’s wider pastoral framework. Information relating to attendance, participation and academic engagement will be used to identify students who could benefit from supportive intervention.

5.3 Where concerns arise in relation to engagement or attendance, staff will initiate timely pastoral contact with the student in order to:

• clarify circumstances;
• offer guidance or support;
• reinforce academic expectations; and
• determine whether further intervention or referral is required.

5.4 The purpose of engagement-related intervention under this Policy is supportive and preventative. It is designed to promote re-engagement and progression rather than to impose disciplinary sanction.

5.5 Formal processes relating to attendance compliance or regulatory requirements are governed separately under the Attendance and Engagement Policy.

6. Pastoral support framework

6.1 Pastoral support within MHEP operates on a graduated and proportionate basis and will be applied consistently across centres. The level of intervention will reflect the nature and seriousness of the concern identified.

6.2 Pastoral support may take one or more of the following forms:

6.3 Level 1 – Informal Support

Level 1 support consists of routine, informal engagement between staff and students. This may include:

• clarification of expectations;
• supportive academic conversations;
• guidance relating to engagement or adjustment to study; and
• light-touch monitoring where minor concerns arise.

6.4 Level 2 – Structured Pastoral Intervention

Level 2 support applies where concerns relating to engagement, attendance, performance or wellbeing are sustained or more significant.

Structured intervention may include:

• a formal pastoral meeting;
• the agreement of supportive actions;
• monitoring of progress over an agreed period; and
• referral to appropriate internal or external services or partner-provided support services where necessary.

6.5 Level 3 – Escalation

Where concerns indicate elevated risk, significant wellbeing issues, or matters falling outside the scope of routine pastoral care, escalation may be required.

Escalation may involve:

• referral under the Safeguarding Policy;
• referral under the Fitness to Study Policy; and/or
• referral to partner university procedures where required under collaborative provision arrangements.

7. Roles and responsibilities

7.1 Academic Staff

7.1.1 Academic staff play a central role in the delivery of pastoral support within MHEP.

7.1.2 Academic staff are expected to:

• monitor student engagement and participation within their modules;
• remain attentive to emerging patterns of concern relating to attendance, performance or behaviour;
• initiate appropriate supportive conversations where concerns arise;
• provide guidance regarding institutional expectations and available sources of support; and
• escalate concerns in accordance with relevant institutional policies where matters fall beyond the scope of routine pastoral support.

7.1.3 Academic staff must maintain appropriate professional boundaries and act within the limits of their competence.

7.2 Programme and Centre Leadership

7.2.1 The Head of Student Services at each centre holds oversight responsibility for the implementation of this Policy and the coordination of pastoral support and escalation.

7.2.2. Heads of Learning and Teaching, Academic Managers or Programme Leaders, and Head of Student Services are responsible for ensuring that pastoral support is delivered consistently and in accordance with this Policy.

7.2.3 Programme and Centre Leadership are expected to:

• oversee engagement monitoring within their programmes;
• ensure appropriate escalation of concerns where required;
• ensure that students are appropriately informed of available partner and progression support services;
• promote a culture of early identification and supportive practice; and
• liaise with partner universities where matters require referral under collaborative provision arrangements.

7.3 Students

7.3.1 Students share responsibility for engaging with their programme of study and responding appropriately to contact or intervention initiated under this Policy.

7.3.2 Students are expected to:

• attend scheduled teaching and academic activities;
• communicate appropriately where difficulties arise;
• participate constructively in agreed support measures; and
• uphold the academic and behavioural standards of their programme.

7.4 Institutional Responsibility

7.4.1 MHEP will ensure that appropriate structures are in place to support the implementation of this Policy.

7.4.2 MHEP will provide relevant training and guidance to staff in relation to pastoral awareness, professional boundaries and escalation procedures.

7.4.3 Oversight of this Policy rests within MHEP’s academic governance framework.

8. Confidentiality and information sharing

8.1 Information disclosed within a pastoral context will be treated sensitively and handled in accordance with applicable data protection legislation and institutional policy.

8.2 Pastoral discussions are not confidential in an absolute sense. Information may be shared on a need-to-know basis where:

• there are concerns relating to the safety or wellbeing of the student or others;
• escalation is required under the Safeguarding Policy or Fitness to Study Policy; or
• referral to partner university procedures is necessary under collaborative provision arrangements.

8.3 Any sharing of information will be proportionate and limited to that which is necessary to support appropriate intervention or escalation.

8.4 Records of structured pastoral intervention will be maintained in accordance with institutional data protection requirements.

8.5 Staff must not offer assurances of absolute confidentiality and should make clear, where appropriate, the limits within which information may be shared.

9. Partnership and escalation to awarding bodies

9.1 MHEP delivers Higher Education programmes under collaborative provision arrangements with partner awarding bodies.

9.2 In certain circumstances, matters arising under this Policy may require referral to, or consideration under, the procedures and regulations of the relevant awarding body.

9.3 Such referral may arise where:

• formal academic regulatory processes are engaged;
• concerns extend beyond the scope of routine pastoral intervention; or
• the applicable partnership agreement requires escalation.

9.4 Where referral occurs, the relevant awarding body’s regulations and procedures shall take precedence.

9.5 MHEP will work constructively with partner institutions to ensure that students receive appropriate support within the framework of collaborative provision.

10. Staff training and professional boundaries

10.1 MHEP recognises that the effective delivery of pastoral support depends upon staff understanding their roles, responsibilities and professional limits.

10.2 Staff involved in the provision of pastoral support will receive appropriate guidance and training to support awareness of:

• early identification of student engagement and wellbeing concerns;
• professional boundaries and role limitations;
• escalation pathways under relevant institutional policies; and
• cultural sensitivity within an international Higher Education context.

10.3 Staff are not expected to provide counselling, therapy, medical advice or specialist intervention. Where matters extend beyond the scope of routine pastoral care, concerns must be escalated in accordance with the relevant institutional policy.

10.4 MHEP will ensure that safeguarding training requirements are met in accordance with the Safeguarding Policy.

11. Monitoring, review and governance oversight

11.1 The implementation and effectiveness of this Policy will be subject to oversight within MHEP’s academic governance framework.

11.2 The operation of pastoral support will be reviewed periodically to ensure that it remains proportionate, effective and aligned with institutional and regulatory expectations.

11.3 Trends or themes arising from pastoral engagement may be considered through established quality assurance mechanisms, including annual monitoring processes, where appropriate.

11.4 This Policy will be reviewed on a regular basis and updated as necessary to reflect changes in regulatory requirements, partnership arrangements or institutional practice.