Fitness to Learn Policy 2025/26
| Changes Made and Date | . |
| October 2025 | Policy revised and rewritten |
Introduction
ACL is committed to supporting learners’ wellbeing and ensuring that physical and mental health concerns are managed positively to support learning and achievement.
This policy outlines how ACL responds to concerns about a learner’s fitness to learn, aiming to support the learner while maintaining a safe and effective learning environment
Monitoring Fitness to Learn
Fitness to learn is monitored through:
- Safeguarding concerns
- Apprenticeship reviews and interviews
- Welfare forms and risk assessments
- E-registers and tutor records
- Attendance, retention, and achievement data
- Individual Learning Plans
- Learner and employer feedback
- Observations of teaching, training and learning
Triggers for Concern
ACL promotes early intervention and a collaborative, sensitive, and non-judgmental approach. Concerns may be raised by staff, learners, or third parties (e.g. health professionals, employers).
Triggers may include where:
- A learner poses a risk to themselves or others
- Behaviour disrupts learning or ACL operations
- Risk assessment identifies needs that exceed ACL’s support capacity
Policy Principles
The policy will:
- Prioritise learners’ health, wellbeing, and personal circumstances
- Support learners to meet learning outcomes
- Encourage active participation and informed decision-making
- Consider and implement reasonable adjustments
- Ensure consistency, sensitivity, and fairness
- Uphold obligations under the Equality Act 2010 and GDPR
Process
Initial Contact
The relevant Manager contacts the learner to explain the concern and invites them to a meeting, it may be requested that this is held online. The learner will be given a full opportunity to respond. The learner must be given at least 24 hours’ notice of the meeting. The learner may be accompanied to provide support. The learner will receive a copy of this policy and any other relevant policies. Appendix 1 for letter/email template
Investigation and Support
As part of the investigation The Manager consults relevant staff or professionals and reviews any previous records or action plans. Use Appendix 2 investigation from.
Monitoring and Evaluation
Possible actions from the meeting include:
- Implementing support or reasonable adjustments
- Reviewing/completing a Welfare Form or Risk Assessment
- Continuing study via distance learning
- Recommending a break from learning, Appendix 3 email/letter
- Suspension or exclusion from ACL centres, see Positive Behaviour Policy for process and templates
- Advising on a more suitable course
Appeals
If after the meeting the learner disagrees with the outcome, they may appeal against the decision Appendix 4 appeals form.
First appeal: Vice Principal
Final appeal: ACL Principal
Breaks in Learning
Breaks in learning may apply to apprentices only. Used for economic reasons (e.g. illness, maternity, religious trips). Learners will not be funded during a break from learning. Learners must agree to return; otherwise, they are marked as withdrawn. Breaks are not for short-term absences.
Related Policies
Links to other ACL policies:
ACL Safeguarding and Prevent Policy
ACL Positive Behaviours Policy, Incorporating the ACL Exclusion Process
ACL Learner Attendance and Guidance Policy
ACL Equality and Diversity policy
Appendix 1 – Initial Contact Letter/email for Meeting
[Your Organisation’s Name]
Dear [Learner’s Name],
Invitation to Fitness to Learn Meeting
I am writing to inform you that we have some concerns regarding your current fitness to learn at ACL. These concerns relate to
(Insert summary of the issue, e.g., attendance, behaviour, wellbeing, etc), and we would like to offer you the opportunity to discuss this in person.
You are invited to attend a meeting with (Insert manager’s Name and Job Title) on:
Date: (Insert date – must be at least 24 hours from the date of this letter)
Time: (Insert time)
Location: (Insert online meeting link)
The purpose of this meeting is to give you a full opportunity to respond to the concerns raised and to explore any support you may need. You are welcome to be accompanied by someone to support you, it is important that this person doesn’t speak on your behalf.
Please find enclosed a copy of our Fitness to Learn Policy. We encourage you to read this ahead of the meeting.
If you are unable to attend at the proposed time, please contact ACL as soon as possible to we can rearrange the meeting.
We are committed to supporting all learners and ensuring that any concerns are addressed fairly and sensitively.
Yours sincerely,
[Manager’s Full Name]
[Manager’s Job Title]
[Contact Details]
Appendix 2 – Investigation Form
Fitness to Learn – Break in Learning Investigation Form
Chronology Document for Fitness to Learn Investigation
Learner Details
| Name of Learner: | |
| Date of Concern: | |
| Date Reported: | |
| Name of Initial Reporting Person: | |
| Case Owner: | |
| Concern Category (e.g. wellbeing, behaviour, attendance): | |
| Brief Overview of Concern: | |
| Name of Curriculum Lead: |
Date Case Closed:
Actions Taken
Add more rows as required
| Date/Time | By Whom | Action/Notes/Record of Meetings (Embed files or include file name/path if required) |
Meeting Invitation Record
– Learner was contacted by [Manager’s Name] to explain the concern and invite them to a meeting.
– Meeting scheduled for: [Insert Date/Time – minimum 24 hours’ notice]
– Learner informed they may be accompanied by a friend, family member, or support worker.
– Learner provided with a copy of the Fitness to Learn Policy.
– Learner informed they can contact the Safeguarding Team on 07788 301629 for support.
Outcome of Investigation
Summary of Outcome:
Lessons Learned – Recommendations and Actions to Take Forward
What, if anything, needs to happen next to share practice to prevent this happening again?
Is there a wider training need, across different teams?
Are there new processes that need to be developed and introduced?
Recommendations/Actions:
Appendix 3 – Letter/email for Break in Learning
Dear [Learner’s Name],
Confirmation of Break in Learning
Following our meeting on [insert date], we have agreed that a temporary break in learning is appropriate at this time to support your wellbeing and ensure that you are able to fully engage with your learning when you return.
This break will begin on [insert start date] and is expected to last until [insert anticipated return date, if known]. During this time, you will not be required to attend classes or complete coursework. We encourage you to use this period to focus on any support or recovery you may need.
If your circumstances change or you wish to discuss returning earlier or you need additional support, please contact the safeguarding team on 07788301629.
Please find enclosed a copy of our Fitness to Learn Policy.
We are committed to supporting you and look forward to welcoming you back when you are ready.
Yours sincerely,
[Manager’s Full Name]
[Manager’s Job Title]
[Contact Details]
Appendix 4 – Appeals Form
This form is to be completed by learners who wish to appeal an decision following a meeting under the Fitness to Learn Policy. Appeals must be submitted within 5 working days from the decision. The appeal will be reviewed by the ACL Principal or Vice Principal.
Learner Name:
____________________________________________________________________________
Course:
____________________________________________________________________________
Centre:
____________________________________________________________________________
Reason for Appeal:
____________________________________________________________________________
Supporting Evidence (please describe and attach relevant documents):
____________________________________________________________________________
Learner Signature:
____________________________________________________________________________
Date of Submission:
____________________________________________________________________________
Please submit this completed form along with any supporting evidence to your curriculum lead or directly to the ACL. You will receive confirmation of receipt and the outcome of your appeal within 10 working days.