Name of Document: | STUDENT DISCIPLINARY POLICY AND PROCEDURES |
Current version: | 1.0 |
Date of last review: | New Policy |
Last review by: | Group Academic Director |
Policy owned and approved by: | MHEP Executive Board |
Next review due date: | September 2026 |
1. Policy Statement
Malvern International (MI), including Malvern Higher Education Partnerships (MHEP) is committed to providing all students with a safe, respectful, and inclusive learning environment. Mutual respect between students, staff, and all members of the MHEP community is fundamental to academic life. This policy sets out the framework through which MHEP addresses student behaviour that falls below the standards expected of its community.
MHEP approaches student conduct positively and developmentally wherever possible. The aim is not simply to impose sanctions, but to support students in understanding the impact of their behaviour, to provide appropriate opportunities for improvement, and to take firm action where necessary to protect the wellbeing of the wider community.
2. Purpose and Aims
The purpose of this policy is to set out Malvern International’s commitment to preventing and responding to misconduct within our learning and working community. It outlines the principles, definitions, and processes that guide our approach and supports compliance with our legal and regulatory responsibilities.
This policy aims to:
- Establish clear, transparent, and consistently applied standards of conduct for all MHEP students
- Ensure that all students are treated fairly, equitably, and without bias throughout any disciplinary process
- Provide students with a genuine opportunity to reflect on, understand, and address their behaviour
- Protect the wellbeing and learning experience of all members of the MHEP community
- Set out clearly the roles and responsibilities of staff at each stage of the procedure
- Ensure that disciplinary action is proportionate to the nature and severity of the behaviour concerned
- Maintain accurate records in compliance with data protection legislation
3. Scope of the Policy
This policy applies to all students enrolled on MHEP programmes, regardless of mode of study, visa status, or nationality. It covers behaviour occurring:
- On MHEP premises or any premises used for MHEP activities
- On the campus of any partner university or in student accommodation associated with MHEP
- In any context directly connected to MHEP, including online and social media environments
MHEP also reserves the right to take disciplinary action in respect of conduct that occurs away from MHEP premises where that conduct:
- Damages or risks damaging the reputation of MHEP or its partner institutions
- Raises concerns about a student’s fitness to continue on their programme
- Constitutes a criminal offence or poses a risk to any member of the community
Where an incident occurs on university campus or in accommodation managed by a partner institution, the university’s own policies may take precedence. Students are responsible for familiarising themselves with both MHEP’s and their partner university’s conduct expectations.
4. Guiding Principles
MHEP’s approach to student discipline is underpinned by the following principles:
- Fairness: every student will be given the opportunity to respond to any concerns raised and to present their perspective before any decision is made
- Proportionality: the response to misconduct will be proportionate to its nature, context, and severity
- Consistency: similar cases will be handled in a similar manner, while allowing for relevant differences in individual circumstances
- Support: where appropriate, disciplinary processes will be accompanied by access to relevant academic, pastoral, or wellbeing support
- Confidentiality: all disciplinary matters will be handled sensitively and in line with MHEP’s data protection obligations. Information will be shared only on a need-to-know basis
- Transparency: students will be kept informed of the process at each stage, the potential consequences, and their right to appeal
5. Definitions of Misconduct
Misconduct is any conduct that is unacceptable or inappropriate within the context of MHEP’s community standards, including conduct that causes or risks causing harm to the physical or psychological wellbeing of any person, or that damages the learning environment, property, or the reputation of MHEP or its partners.
Misconduct may be general or academic in nature. Academic misconduct, including plagiarism, contract cheating, and examination irregularities, is addressed under MHEP’s separate Academic Integrity Policy. This policy addresses general conduct and behavioural misconduct.
Examples of misconduct by category are set out in Appendix B. These are illustrative and not exhaustive. The Centre Director has discretion to determine whether conduct not listed constitutes misconduct for the purposes of this policy.
6. Roles and Responsibilities
6.1 All MHEP Staff
- Any member of MHEP staff may raise a behavioural concern and, where appropriate, issue a Stage 1 Note of Concern
- All staff are responsible for recording concerns on the student management system promptly
- Staff should not attempt to manage conduct issues beyond Stage 1 without involving the Senior Leadership Team
6.2 Senior Leadership Team
- SLT members lead Stage 2 proceedings and support Stage 1 escalation
- SLT members are responsible for ensuring fair process and accurate record-keeping at Stage 2
- Where a concern warrants escalation beyond Stage 2, SLT must refer promptly to the Centre Director
6.3 Centre Director
- The Centre Director has overall responsibility for Stage 3 and Stage 4 proceedings
- The Centre Director chairs disciplinary case conferences and takes final decisions on sanctions up to and including withdrawal
- The Centre Director is responsible for notifications to external parties (university partner, UKVI, parents or guardians where applicable, immigration and compliance teams) at Stage 4
- The Centre Director may nominate a suitably senior colleague to act in their place where they have a conflict of interest or are unavailable, provided that nominee has no prior involvement in the case
7. Disciplinary Stages — Overview
This procedure operates across four progressive stages. The stage at which a matter is handled will reflect the nature and severity of the behaviour concerned. It is not always necessary to begin at Stage 1: where the conduct is sufficiently serious, the matter may be escalated directly to a higher stage.
Stage | Name | Trigger | Decision-Maker | Outcome |
1 | Note of Concern | First or low-level behavioural incident | Any MHEP staff member | Verbal discussion; note on student record |
2 | Written Warning | Repeated or escalating low-level misconduct | Senior Leadership Team member | Formal written warning; action plan |
3 | Final Written Warning | Serious or persistent misconduct | Centre Director | Final warning; possible suspension pending investigation |
4 | Withdrawal | Continued or severe misconduct following Stage 3 | Centre Director | Withdrawal from programme; notifications issued |
Depending on the circumstances, students may also be stepped down to a lower stage where their behaviour has demonstrably improved. See Section 13.
8. Stage 1: Note of Concern
Stage 1 applies to first-instance or low-level incidents of misconduct where the impact on others is limited. It is intended to be informal, prompt, and developmental in character.
Typical Stage 1 Conduct
- Persistent lateness without reasonable explanation
- Non-submission of coursework or homework
- Inappropriate use of a mobile device during sessions
- Interrupting or disrupting the learning of others
- Failure to follow reasonable instructions from a staff member
- Use of inappropriate language within the learning environment
- Wearing clothing displaying offensive imagery or slogans
1.1 | The member of staff who has observed or received a report of the behaviour should, wherever possible, address it at the time or shortly afterwards. The student should be given an opportunity to explain their actions before any concern is formally recorded. The conversation should be constructive: the student should understand clearly what behaviour is not acceptable, why, and what is expected going forward. Where relevant, the student should be signposted to applicable MHEP policies or support services. |
1.2 | Following the conversation, the staff member must record the concern on the student management system, including the date, nature of the concern, and outcome of the discussion. The student’s personal tutor or relevant member of Student Services should be informed. |
1.3 | Where the student’s behaviour is part of a pattern, where it is sufficiently serious, or where it occurs repeatedly, the matter should be referred to a member of the Senior Leadership Team for consideration of escalation to Stage 2. |
1.4 | If it becomes apparent at any point that the conduct, if proven, is likely to warrant a sanction more severe than a Stage 2 Written Warning, the matter must be referred immediately to the Senior Leadership Team for appropriate action. |
1.5 | For students under 18: the student’s parent(s) or education guardian must be notified of a Stage 1 concern by email. See also Section 14. |
9. Stage 2: Written Warning
Stage 2 applies where a student has committed a subsequent act of misconduct following a Stage 1 intervention, where low-level misconduct has persisted despite a Stage 1 discussion, or where the initial behaviour warrants a more formal response.
Typical Stage 2 Conduct
- Repeated failure to follow reasonable instructions
- Persistent classroom disruption (lateness, phone use, interruption, inappropriate language)
- Persistent non-submission of work
- Smoking or vaping in non-permitted areas
- Deliberate acts of deception towards MHEP
- Failure to meet agreed behavioural expectations from Stage 1
2.1 | The designated SLT lead should gather all relevant information regarding the incident(s), including details of any prior Stage 1 records on the student management system, attendance data, and other contextual information. |
2.2 | The student must be contacted by email to arrange a face-to-face meeting, with at least two working days’ notice. The email must confirm that the meeting constitutes Stage 2 of this procedure, include a copy of this policy, and set out the purpose of the meeting and who will be present. |
2.3 | Stage 2 meetings should be kept relatively informal. The student may be accompanied by a fellow student or a member of MHEP’s pastoral or student support team as a supporter, though not a legal representative. For students under 18, a parent or education guardian may accompany them. The student must be informed of attendees in advance. |
2.4 | The meeting should: outline the nature of the concern clearly; invite the student to give their perspective; explain any next investigative steps if required; and set out agreed expectations or an action plan going forward. The student must be informed that failure to meet these expectations may lead to escalation to Stage 3. |
2.5 | A meeting record must be completed by the SLT lead during or immediately following the meeting. A Stage 2 Written Warning letter (see Appendix C) must be issued to the student within five working days of the meeting. Where applicable, a copy may be sent to the student’s sponsor. Any action plan should include a review date. |
2.6 | If the student does not attend the scheduled meeting, the Written Warning and any agreed actions will be communicated to the student by email without delay. The student must be informed that their non-attendance does not suspend the procedure. |
2.7 | All records must be stored in the student’s confidential file and the student management system updated accordingly. For students under 18: the student’s parent(s), education guardian, and (where applicable) sponsor must be informed. See Section 14. |
10. Stage 3: Final Written Warning
Stage 3 applies where a student has committed a further act of misconduct following a Stage 2 Written Warning, where the conduct is sufficiently serious to warrant immediate escalation, or where a formal investigation is required. Stage 3 is led by the Centre Director (or nominee). The outcome may include a Final Written Warning, conditions on continued enrolment, or suspension pending investigation.
Typical Stage 3 Conduct — see also Appendix B
- Continuing to ignore a previously imposed disciplinary plan
- Actions likely to cause injury or affect safety on MHEP or partner premises
- Deliberate damage to property
- Persistent unwanted advances or harassment of others
- Continued and intentional use of offensive language
- Fraudulent or deceptive conduct
3.1 | The Centre Director (or nominee) must contact the student by email at least two working days before the meeting. The email must confirm the Stage 3 nature of the process, include a copy of this policy, set out the purpose of the meeting, specify who will attend, state what documentation (if any) the student should bring, and confirm the date, time and location. |
3.2 | The meeting should: outline the nature of the alleged conduct; explain that a formal investigation and case conference will take place; invite the student to present their account and any supporting information; and signpost the student to relevant support. The student should be clearly informed of the potential consequences of a proven finding, up to and including Stage 4 Withdrawal. |
3.3 | Following the meeting, the Centre Director will conduct a formal investigation, which may include speaking with witnesses, reviewing records, and liaising with partner university staff where appropriate. A case conference will be held to assess the evidence and agree a finding. |
3.4 | A separate outcome meeting will be arranged with the student no more than five working days after the investigation is concluded. The student will be informed of the finding and, if the allegation is proven, the sanction imposed. The student must be told clearly that a further breach of conduct could result in Stage 4 Withdrawal. |
3.5 | A Stage 3 Final Written Warning letter (Appendix D) and any action plan or behavioural agreement must be issued to the student within five working days of the outcome meeting. All documentation must be recorded in the student’s confidential file and the student management system updated. |
3.6 | For students under 18: the student’s parent(s), education guardian and (where applicable) sponsor must be notified at each stage of Stage 3 proceedings. See Section 14. |
11. Stage 4: Withdrawal from Programme
Stage 4 represents the most serious outcome of the disciplinary procedure and will be considered where a student’s conduct has been proven to be a serious or persistent breach of MHEP’s standards, and where all reasonable efforts to support the student in modifying their behaviour have been exhausted or are deemed not to be appropriate. The Centre Director holds the authority to withdraw a student from their programme. This decision will normally follow a Stage 3 case conference finding, though in cases of sufficiently serious misconduct, withdrawal may be pursued without prior stages.
11.1 Process
Step 1 | The Centre Director will convene a case conference to consider the evidence and determine the outcome. |
Step 2 | The student will be invited to the outcome meeting and given the opportunity to make a final statement. |
Step 3 | If withdrawal is confirmed, the Centre Director will issue a Stage 4 Withdrawal Notice (Appendix F) within five working days. |
Step 4 | The following parties will be notified as appropriate: the partner university; UKVI (where the student holds a student visa); the student’s sponsor; parent(s) or education guardian (where the student is under 18). |
11.2 Financial Implications
MHEP reserves the right not to refund tuition fees or deposits paid by students who are withdrawn under this procedure. Students are advised to refer to MHEP’s Fees and Refunds Policy for further detail.
11.3 Exit Support
Wherever practicable, MHEP will provide reasonable support to a withdrawn student to assist with their departure, including signposting to relevant external services and, where applicable, guidance on visa implications.
12. Suspension from Study
In cases where the nature of the alleged misconduct requires urgent action to protect the safety or wellbeing of others, or where a student’s continued presence on programme would prejudice a fair investigation, the Centre Director may suspend the student from study with immediate or short-notice effect. Suspension is a precautionary measure and does not constitute a finding of misconduct or a disciplinary sanction.
Notice | The student will be issued a Notice of Suspension (Appendix E) setting out the conditions and duration of the suspension, and the date of a review meeting. |
Conditions | The conditions of suspension must be clearly stated, including any restrictions on access to MHEP premises or contact with specific individuals. |
Duration | Suspension will normally be of limited and defined duration, subject to review following the investigation. |
Support | During suspension, the student retains the right to communicate with MHEP’s Student Support team. |
Notification | The student’s sponsor, parent(s), or education guardian will be notified as appropriate. |
13. Step-Down Process
Where a student’s behaviour has shown sustained and demonstrable improvement, the Centre Director may authorise a step-down to a lower disciplinary stage. This recognises the developmental aims of the procedure and avoids penalising students indefinitely for past conduct.
Criteria for Step-Down
The Centre Director must be satisfied that:
Criterion 1 | Sufficient time has elapsed to make a well-evidenced assessment of the student’s conduct. |
Criterion 2 | The student has met all targets or commitments set out in any applicable action plan or behavioural agreement. |
Criterion 3 | The concerns that led to the original stage have materially reduced or been resolved. |
Step-Down Procedure
Meeting | A step-down meeting will be convened, involving the student and relevant academic or support staff. For students at Stage 3, the Centre Director must also be involved. |
Notice | The student must receive written notice of the meeting at least two working days in advance, setting out the purpose, attendees, and any documentation required. |
Agenda | The meeting will review the student’s conduct since the previous stage, the outcomes of any action plan, and any outstanding support needs. |
Outcome | Following a confirmed step-down decision, the student will receive a Step-Down Confirmation letter (Appendix G) within five working days, and the student management system will be updated accordingly. |
Review | A review meeting will be scheduled to monitor continued progress. |
Escalation | If the step-down meeting reveals more serious ongoing concerns, the matter must be referred back to the Centre Director who will determine whether escalation is required. |
14. Students Under 18
MHEP takes its safeguarding responsibilities to students under the age of 18 seriously. The following additional provisions apply throughout this procedure:
Stage 1 | The student’s parent(s) or education guardian must be notified of the concern by email. |
Stage 2 | The student’s parent(s), education guardian, and (where applicable) sponsor must be notified and given the opportunity to accompany the student at any meeting. |
Stage 3 | The same notification requirements as Stage 2 apply, and the parent(s) or education guardian must be given the opportunity to attend all formal meetings and the outcome meeting. |
Stage 4 | The student’s parent(s), education guardian, sponsor, and relevant immigration authorities will all be notified. |
Safeguarding | At all stages, any action taken in relation to a student under 18 must also be considered in light of MHEP’s Safeguarding Policy. Where a safeguarding concern arises in the course of disciplinary proceedings, the matter must be referred to the designated Safeguarding Lead. |
15. Appeals
Any student who wishes to appeal against a disciplinary decision made under this procedure may do so in accordance with MHEP’s Student Complaints and Appeals Procedure, a copy of which will be provided alongside any formal disciplinary letter.
Stage 2 & 3 | Appeals must be submitted in writing to the Centre Director within five working days of the date on the relevant letter. |
Stage 4 | Appeals must be submitted within ten working days of the date on the Withdrawal Notice. |
Grounds | An appeal may be made on one or more of the following grounds: (1) the procedure was not followed correctly; (2) new evidence is available that was not reasonably available at the time of the original decision; (3) the sanction imposed was disproportionate to the finding. |
Review | Appeals will be reviewed by a member of the Senior Leadership Team who was not involved in the original decision, or by the Centre Director in the case of Stage 2 appeals. Decisions on Stage 3 and 4 appeals will normally be communicated within ten working days of receipt. |
16. Records Management
All disciplinary records, including notes of concern, meeting records, letters, action plans, and case conference summaries, are confidential and will be stored securely in accordance with MHEP’s data protection obligations under the UK GDPR and Data Protection Act 2018.
Access to disciplinary records will be restricted to those with a legitimate need to know. Records will be retained for the period specified in MHEP’s Records Retention Schedule. Upon the expiry of the relevant retention period, records will be securely deleted or destroyed.
MHEP will maintain a central register of disciplinary cases for the purposes of monitoring and quality assurance. Individual cases will be anonymised where this register is used for reporting purposes.
Students have the right to request access to their own personal data, including disciplinary records, in accordance with their data subject access rights. Requests should be directed to MHEP’s Data Protection lead.
17. Education, Prevention and Monitoring
17.1 Education and Awareness
- Expectations of student conduct will be communicated clearly during induction and referenced in the MHEP Student Charter
- This policy will be made available to all students via the student portal and provided as part of any formal disciplinary correspondence
- All staff with a disciplinary role will receive appropriate training to ensure consistent and fair application of this procedure
17.2 Monitoring and Evaluation
- The Centre Director will maintain oversight of disciplinary case data and present a summary report to the Senior Management Team at least annually
- Case outcomes will be reviewed to identify patterns, systemic issues, or areas where additional student support may be required
- The effectiveness of this policy will be assessed through data analysis, student feedback, and staff consultation, and any necessary revisions will be made at the point of review
17.3 Policy Review
This policy will be reviewed every two years, or sooner in the event of legislative change, a significant disciplinary incident, or material changes to MHEP’s operating context. The Centre Director is responsible for coordinating the review in consultation with the Senior Management Team.
18. Related Policies
- MHEP Safeguarding Policy
- MHEP Attendance Policy
- MHEP Student Complaints and Appeals Policy and Procedures
- MHEP Anti-Harassment and Sexual Misconduct Policy
- MHEP Mental Health and Wellbeing Policy (Students)
- MHEP Equal Opportunities Policy (Students)
- MHEP Data Protection and Privacy Policy
- MHEP Fees and Refunds Policy
Appendix A: Disciplinary Stages at a Glance
Stage | Name | Trigger | Decision-Maker | Outcome |
1 | Note of Concern | First or low-level behavioural incident | Any MHEP staff member | Verbal discussion; note on student record |
2 | Written Warning | Repeated or escalating low-level misconduct | Senior Leadership Team member | Formal written warning; action plan |
3 | Final Written Warning | Serious or persistent misconduct | Centre Director | Final warning; possible suspension pending investigation |
4 | Withdrawal | Continued or severe misconduct following Stage 3 | Centre Director | Withdrawal from programme; notifications issued |
Appendix B: Examples of Misconduct by Category
The following examples are illustrative and not exhaustive. The stage indicated reflects a typical entry point; the Centre Director retains discretion to escalate or de-escalate based on the specific circumstances of a case.
Category | Examples of Conduct | Typical Stage |
Barriers to Learning | • Persistent lateness without reasonable explanation • Non-submission of coursework or homework • Inappropriate use of mobile devices or technology in class • Interrupting or disrupting the learning of others • Failure to follow reasonable instructions from a staff member • Use of offensive or inappropriate language • Wearing clothing displaying offensive imagery or slogans | Stage 1 (may escalate to Stage 2 if persistent) |
Property and Safety | • Smoking or vaping in non-designated areas • Misuse of MHEP equipment or IT systems • Deliberate or reckless damage to property • Tampering with fire safety equipment • Unauthorised access to restricted areas • Possession of an offensive weapon | Stage 2 or 3 (depending on severity) |
Conduct Towards Others | • Harassment, bullying, or intimidation of any person • Physical assault or threatening behaviour • Unwanted advances or inappropriate physical contact • Online misconduct including harassment via social media • Distributing offensive, threatening, or discriminatory material • Sexual misconduct (refer also to MHEP Harassment Policy) | Stage 3 or 4 (depending on severity) |
Fraud and Dishonesty | • Misrepresentation of personal information to MHEP • Falsification of documents or records • Acts of deception towards staff, students or MHEP • Breach of confidentiality or intellectual property rights • Note: academic misconduct is handled separately under the MHEP Academic Integrity Policy | Stage 2, 3 or 4 (depending on nature) |
Legal and Regulatory | • Breach of visa conditions (international students) • Failure to comply with attendance requirements (refer to Attendance Policy) • Engagement in, or incitement of, extremist or terrorist activity • Failure to disclose a relevant criminal conviction • Drug possession or supply on MHEP premises | Stage 3 or 4 (police may be involved) |
Criminal Offences | • Any conduct constituting a criminal offence under UK law, whether on or off premises, that affects MHEP, its staff, students or reputation • MHEP may suspend internal proceedings pending a police investigation or prosecution • MHEP reserves the right to report criminal conduct to the police and in certain cases may be duty-bound to do so | Stage 4 (police referral as appropriate) |
Appendix C: Template Letter — Stage 2 Written Warning
Student Name: [Full name]
Student Number: [Student ID]
Email: [Student email address]
Date: [Date of issue]
Subject: Student Disciplinary Procedure — Stage 2 Written Warning
Dear [Student name],
Thank you for meeting with [name/title] on [date]. This letter confirms the outcome of that meeting and sets out the agreed actions that will be reviewed on [review date].
The purpose of the meeting was to discuss concerns regarding your conduct, specifically: [brief description of behaviour].
As a result of this meeting, the following actions have been agreed: [List agreed actions / behavioural expectations / action plan items]
These will be reviewed at a follow-up meeting on [date]. If there is no improvement in the areas identified, we may need to consider progressing to Stage 3 of the Student Disciplinary Procedure: Final Written Warning.
This letter will be placed on your student record. [Where applicable: a copy has been forwarded to your sponsor / parent(s) or education guardian for information and support.]
You have the right to appeal against this decision. Appeals must be submitted in writing to the Centre Director within five working days of the date of this letter, in accordance with MHEP’s Student Complaints and Appeals Procedure, a copy of which is enclosed.
If you have any questions about this letter, please contact me as soon as possible.
Yours sincerely,
Appendix D: Template Letter — Stage 3 Final Written Warning
Student Name: [Full name]
Student Number: [Student ID]
Email: [Student email address]
Date: [Date of issue]
Subject: Student Disciplinary Procedure — Stage 3 Final Written Warning
Dear [Student name],
Thank you for meeting with [name/title] on [date]. I am writing to confirm the outcome of the investigation into the concerns raised regarding your conduct on [date] at [location/context].
Following a full investigation and case conference, it has been determined that [summary of finding]. Given the seriousness of the matter, this letter serves as a Final Written Warning.
MHEP takes [nature of conduct] extremely seriously. Should any further breach of conduct be established, this is likely to result in Stage 4 of the disciplinary procedure, which may mean immediate withdrawal from your programme.
[Name/title] will arrange to meet with you to agree strategies and support to help you meet the standards expected.
Please respond by email within five working days to confirm that: • You have received and understood this letter • You accept that such conduct must not be repeated • You understand that a further breach could result in withdrawal from your programme
This letter will be placed on your student record. [Where applicable: a copy has been forwarded to your sponsor / parent(s) or education guardian.]
You have the right to appeal against this decision. Appeals must be submitted in writing to the Centre Director within five working days of the date of this letter, in accordance with MHEP’s Student Complaints and Appeals Procedure, a copy of which is enclosed.
If you have any questions, please contact me as soon as possible.
Yours sincerely,
Appendix E: Template Letter — Notice of Suspension from Study
Student Name: [Full name]
Student Number: [Student ID]
Email: [Student email address]
Date: [Date of issue]
Subject: Student Disciplinary Procedure — Notice of Suspension from Study
Dear [Student name],
I am writing to inform you that, following an initial assessment of the concerns raised regarding your conduct on [date], I have determined that it is necessary to suspend you from your programme of study at MHEP with effect from [date], pending further investigation.
This suspension is precautionary in nature. It does not represent a finding that you have behaved in the way alleged. The purpose is to [protect the integrity of the investigation / ensure the safety and wellbeing of members of the MHEP community].
The conditions of your suspension are as follows: 1. You must not attend MHEP premises during the period of suspension without the prior written authorisation of the Centre Director. 2. You must not contact [name(s) / teaching staff / other specified individuals] during the investigation period. 3. [Any further conditions as applicable.]
Your suspension will be reviewed at a meeting on [date] at [time and location]. Please confirm your attendance by return email.
You are encouraged to remain in contact with MHEP’s Student Support team, who are available to support you during this period.
This letter will be placed on your student record. [Where applicable: a copy has been forwarded to your sponsor / parent(s) or education guardian.]
You have the right to appeal against this decision. Please refer to MHEP’s Student Complaints and Appeals Procedure, a copy of which is enclosed.
If you have any questions, please contact me as soon as possible.
Yours sincerely,
Appendix F: Template Letter — Stage 4 Withdrawal Notice
Student Name: [Full name]
Student Number: [Student ID]
Email: [Student email address]
Date: [Date of issue]
Subject: Student Disciplinary Procedure — Stage 4 Notice of Withdrawal
Dear [Student name],
I am writing to inform you of the outcome of the case conference held on [date], which was chaired by [name] and attended by [attendees].
The case conference considered evidence relating to [summary of conduct] including: [list key evidence items].
Having carefully considered all of the above, the panel has concluded that your conduct constitutes a serious breach of MHEP’s Student Disciplinary Policy and Procedure and that, regrettably, you are unable to continue as a student at MHEP. You are therefore withdrawn from your programme with effect from [date].
This means that: • You are no longer permitted to attend MHEP classes or access MHEP premises • You should not contact your tutors or other students in your cohort except where specifically agreed with the Centre Director • [Any further conditions specific to the case]
[Where applicable: Information regarding visa implications and the referral to UKVI is detailed in a separate communication to follow.]
MHEP will provide reasonable support in connection with your departure from the programme. Please contact [name/title] to discuss this.
This letter will be placed on your student record and copies provided to your [sponsor / parent(s) or education guardian / partner university / UKVI] as applicable.
You have the right to appeal against this decision. Any appeal must be submitted in writing to the Centre Director within ten working days of the date of this letter. Your appeal should state the grounds on which it is made (see Section 15 of this policy). Further guidance is set out in MHEP’s Student Complaints and Appeals Procedure, a copy of which is enclosed.
If you have any questions, please contact me as soon as possible.
Yours sincerely,
Appendix G: Template Letter — Step-Down Confirmation
Student Name: [Full name]
Student Number: [Student ID]
Email: [Student email address]
Date: [Date of issue]
Subject: Student Disciplinary Procedure — Confirmation of Step-Down
Dear [Student name],
Thank you for meeting with [name/title] on [date]. I am pleased to confirm that, following a review of your conduct since [original stage date], a decision has been made to step down your disciplinary stage from Stage [X] to Stage [Y], with effect from [date].
This decision reflects the progress you have made in [meeting the targets in your action plan / demonstrating improved conduct / engaging constructively with MHEP’s feedback]. We are encouraged by the improvement you have shown.
The following conditions and expectations continue to apply: [list any ongoing conditions, amended action plan items, or expectations].
A follow-up meeting will be arranged on [date] to review your continued progress. You are required to attend this meeting.
Please be aware that if further concerns arise regarding your behaviour at any point, the Student Disciplinary Procedure will be applied and it may be necessary to return your case to a higher disciplinary stage.
Please confirm in writing to [name/email] that you have received and understood this letter and accept the terms of any continued action plan.
Yours sincerely,