Astrophoria Foundation Year Welfare Flow Chart

Lower level concerns

Examples of Yellow concerns may include*:​

• Students who have missed or been late to two sessions in an eight week term​

• Students who have appeared ‘out of sorts’ during a session and who have not responded to your attempts to cheer them up.​

• Students who have mentioned something in passing that you don’t feel comfortable about.​

• A usually talkative student becomes introverted or withdrawn.​

• Students have spoken about having ‘run out of money’.​

• A student shows a lack of personal care, such as neglecting to attend to their own personal hygiene, suitable clothing or eating.​

• You notice a student with a sudden weight loss or weight gain.​

• Concerns of this nature will be picked up as soon as reasonably practicable.  We aim to respond to Yellow concerns within 2 working days (but often this will be sooner).​

Mid level concerns​

Examples of Amber concerns may include*:​

• A persistent concern that may have been raised before but appears to be escalating.​

• You notice that a student has fresh self harm marks.​

• You are concerned that a student does not have money for food to eat today, and has spoken about not having eaten for a number of days.​

• A student has unusually slurred speech, tremors or poor coordination.​

• A student often has bloodshot eyes with pupils larger or smaller than normal.​

• A student is observed to be distressed or upset on more than one occasion.​

• Concerns of this nature will be responded to within 1 working day Mon-Fri, 0th to 9th week.  ​

• Concerns of this nature raised during vacations, on bank holidays or during weekends, will be dealt with as soon as reasonably practicable.

High level concerns

• The individual is considered to be at Risk of Serious Harm and/or at Risk of causing Serious Harm​

• From the Confidentiality in Student Welfare Guidance document:​

• “Risk” means a risk that a person involved in student health and welfare considers is reasonably possible to occur given the facts within their knowledge. They need not conclude an outcome is more likely than not, only that they reasonably believe an outcome is possible.​

“Serious Harm” means:​

a. death or serious mental or physical injury, including from illegal drug use and sexual assault, and/or​

b. suicide (whether or not there is or has been an attempt or intent to end their life) and/or​

c. self-harm; and/or​

d. endangering the life, health or safety of any other person.

• Concerns of this nature need to be responded to immediately.

Share the concern with welfare@foundationyear.ox.ac.uk outlining​

• The student’s name​

• The nature of the concern​

• If any actions have been taken so far OR if there are specific actions you are requesting for Astrophoria Foundation Year to take.​

Outcomes​

There are two possible outcomes:​

• Further action is taken.  Actions taken will be recorded on the Astrophoria Foundation Year welfare systems and then closed.​

• No further action taken (for example if this is something that is already known about and being handled).  In this scenario, it will be logged on the Astrophoria Foundation Year welfare systems and then closed.

Communication of outcome​

It can be helpful to share the likely impact of the wellbeing or health-related issue on student’s academic engagement and performance so that departments and colleges can take steps to support individuals as best they can.  This can be particularly relevant where a referral has been made and the individual who made the referral remains concerned about the student.  Where we think it would be helpful to share information, we will discuss this with the individual and agree in advance with individuals what to share and with whom. 

Outside of office hours, please email welfare@foundationyear.ox.ac.uk.  Either:​

• Email the nature of your concern, remembering to identify ​

• The student’s name​

• The nature of the concern​

• If any actions have been taken so far OR if there are specific actions you are requesting for Astrophoria Foundation Year to take.​

• To say that you would like to arrange a conversation to discuss concerns about a student.  Please include the your phone number if you wish for someone to call you.  As appropriate, a member of staff will arrange to talk to you about the nature of your concern.​

Outcomes​

There are two possible outcomes:​

• Further action is taken. Actions taken will be recorded on the Astrophoria Foundation Year welfare systems and then closed.​

• No further action taken (for example if this is something that is already known about and being handled).  In this scenario, it will be logged on the Astrophoria Foundation Year welfare systems and then closed.​

Communication of outcome​

It can be helpful to share the likely impact of the wellbeing or health-related issue on student’s academic engagement and performance so that departments and colleges can take steps to support individuals as best they can.  This can be particularly relevant where a referral has been made and the individual who made the referral remains concerned about the student.  Where we think it would be helpful to share information, we will discuss this with the individual and agree in advance with individuals what to share and with whom.

There are then two possible outcomes:​

• Further action is taken by either the college or the Astrophoria Foundation Year team.​

• No further action taken (for example if this is something that is already known about and being handled). 

Communication of outcome​

It can be helpful to share the likely impact of the wellbeing or health-related issue on student’s academic engagement and performance so that departments and colleges can take steps to support individuals as best they can.  This can be particularly relevant where a referral has been made and the individual who made the referral remains concerned about the student.  Where we think it would be helpful to share information, we will discuss this with the individual and agree in advance with individuals what to share and with whom.

• Some colleges also offer their welfare services outside of term. In those situations, contact the student’s college and request to speak to a member of the welfare team.​

• Some colleges and departments also offer 24/7 lodge or security services. In those situations, contact the student’s college and request to speak to a member of the welfare team.​

However, in an emergency situation, it may be more appropriate to contact the emergency services without delay on 999 or 101.

Communication of outcome​

It can be helpful to share the likely impact of the wellbeing or health-related issue on student’s academic engagement and performance so that departments and colleges can take steps to support individuals as best they can.  This can be particularly relevant where a referral has been made and the individual who made the referral remains concerned about the student.  Where we think it would be helpful to share information, we will discuss this with the individual and agree in advance with individuals what to share and with whom. ​