Supporting Learners in Practice Guidance Note Planned ...

1 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021 Part of –CNTW(C)60 Supporting Learners in Practice

Supporting Learners in Practice Guidance Note

Work Experience Practice Guidance Notes V01

Date Issued

Issue 1 – Nov18

Issue 2 – Nov 19

Issue 3 – Nov 21

Planned Review

May 2022

SLP-PGN-02

Part of CNTW(C)60

Supporting Learners in Practice Policy

Author/Designation Practice Placement Facilitators – Pauline Carr, Corinna Thompson

Responsible Officer / Designation

Anne Moore

Group Nurse Director Safer Care, Director of Infection Prevention Control

Contents

Section Description Page No

1 Introduction 1

2 Definition of Terms 2

3 Procedure and Process 3

Appendices attached to PGN

Document No:

Description

Appendix A Application for Work Experience for student

Appendix B Work Experience Evaluation for student

Appendix C Certificate of Work Experience for student

Appendix D Supervisors Report Form for placement

Appendix E Risk Assessment for Placement

Appendix F Induction Checklist for Placement

Appendix G Work Experience WorkPlan for Placement

Appendix H Agreement of responsibilities

1 Introduction 1.1 Cumbria, Northumberland Tyne and Wear NHS Foundation Trust

(CNTWFT) recognises the benefits of providing work placements as an aid to recruitment, to widen access and encourage diversity in the workforce, to educate a wider population about the NHS and the wide

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range of careers available. To assist young people in their choice of career pathway and as a way of ensuring Cumbria, Northumberland Tyne and Wear NHS Foundation Trust become an employer of choice for residents within the local community.

1.2 The Trust is committed and keen to support work experience in its wide

range of forms.

Educational visits

Observational / shadowing visits

Work Experience

These opportunities (hereinafter referred to as “placements”) are available for local young people in school year 10+. Due to the increase in the number of schools and colleges wishing to broaden students’ understanding of the ‘world at work’, the Trust will endeavour to provide suitable and practical placements whenever requested.

1.3 At all times the safety and dignity of patients, staff and individuals on

placement will be maintained and appropriate steps taken to ensure all parties are aware of their roles and responsibilities with regards to placements.

1.4 All clinical placements for professional students are separate to this

process. 1.5 Those individuals wishing to contribute their time, energy and skills on a

regular basis, with a minimum of 6 months, as a volunteer should apply via the Trust’s Voluntary Services Co-ordinator for one of the many projects in operation.

1.6 Medical work experience is offered for one week per year and is

organised through the Medical Education Department. 2 Definition of Terms 2.1 Educational visits

These visits will incorporate discussing career prospects with Trust employees, finding out information about their roles including how students can prepare for them. These can take the form of individual visits and open days with a number of Trust employees.

2.2 Observational/shadowing

These visits do not require any active duties with clients but they will observe others in their role.

2.3 Work Experience

For the purpose of this guidance Work Experience in its fullest sense can be defined as a time limited placement, usually 1 day to 2 weeks maximum on Trust premises in which the individual carries out, while being directly observed, a task or duty or a range of tasks and duties.

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This does not include direct personal care of clients. For anyone who requires longer than 2 weeks, the application process will need to be followed using the Student Placement Policy. The Trust will attempt to support work experience which is a requirement of the national curriculum for all year 10 students. This is usually organised by the Careers Service or the individual student.

The placement can be an agreed period of time spent accompanying an appropriate member of staff on a 1:1 basis as they perform their usual working activities to learn about a particular role. Individuals may be given a range of basic tasks to undertake under direct observation/supervision.

3 Procedure / Process 3.1 All students wishing to apply for a placement will be expected to

complete a standard application form and a number of specific forms relating to Confidentiality, Rehabilitation of Offenders and Health.

If a clinical placement is requested then forms should be submitted to:

Work Experience Practice Placement Office Top Floor, The Avenues, St Nicholas Hospital Jubilee Road, Gosforth Newcastle NE3 3XT

If it is a placement in an administrative department the forms should be submitted to:

Vocational training St Nicholas Hospital Jubilee Road, Gosforth Newcastle NE3 3XT

3.2 Practice Placement/Vocational Training will be responsible for confirming

placements with the student, maintaining details of all students on placement, and for processing the initial documentation and collating any follow up documentation completed by the Supervisor. Practice Placement Facilitators will monitor the placement evaluation forms.

3.3 This procedure applies to all wards and departments within the Trust,

although it is recognised that at times due to clinical activity and the nature of the setting, some areas may not be able to accept placements.

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3.4 Placements will only be offered to young people of school year 11 and above. Students will only have accessed to placements which have been suitably risk assessed.

3.5 Insurance/Indemnity

The Trust has Public Liability and Employer Liability insurance which covers students who are on placement. Copies of this are available from Corporate Services.

3.6 DBS is not required for work experience students as they will never be

left alone with patients

References https://www.hee.nhs.uk/sites/default/files/documents/NHSWorkExperienceToolkitfinal.ppd

https://www.hee.nhs.uk/sites/default/files/documents/NHSWorkExperienceToolkitfinal.ppd

https://www.hee.nhs.uk/sites/default/files/documents/NHSWorkExperienceToolkitfinal.ppd

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Appendix A

1 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix A- Application for Work Experience for student Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

APPLICATION FOR WORK EXPERIENCE Information will be treated in strict confidence.

PERSONAL DETAILS

Surname: …………………………………………Title:………………………… First name: ………………………………………………… Date of Birth:……………………… Address: ………………………………………………………………………………………… ……………………………………………………………………………………….. Postcode: ………………………… Home Telephone: …………………………Mobile Telephone:…………………… Email address:………………………………………………………………………..

NEXT OF KIN

Full Name:…………………………………………………………………………….. Relationship:……………………………………………………………….………….. Contact Telephone Number(s):……………………………………………………… Email address:…………………………………………………………………………

DETAILS OF SCHOOL/COLLEGE

Current Course Title:…………………………………………………………………. Name of School/College:……………………………………………………………… Address:………………………………………………………………………………… ……………………………………………………………………………………………

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Appendix A


Name of Careers Advisor/Teacher………………………………………………… Telephone Number of above: ……………………………………………………………………………………………. Email address:…………………………………………………………………………. EXPERIENCE REQUIRED Dates of Work Experience:……………………………………………………………………………… Length of placement/Hours required:…………………………………………………………………………………. Please explain the type of experience you require below, what you hope to get from it and your plans for the future. Supporting statement If you are attending a school/college ask a teacher or advisor to provide some information about your application, this could include what they think you might get from the placement, or future career plans. If you do not attend school or college please ask someone who can act as your referee to explain why you are suitable for a placement.

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Appendix A


STUDENT, PARENT AND TEACHER AGREEMENT TO TRUST REQUIREMENTS

1 The Trust places considerable importance on the need for attention to Health and Safety at work. You have the responsibility to acquaint yourself with the safety rules of the work place, to follow these rules and make use of facilities and equipment provided for your safety. It is essential that all accidents, however minor, are reported.

2 The Trust will expect you to also observe other rules and regulations

governing the workplace drawn to your attention. Please note that there is a No Smoking Policy covering the whole working environment and that there are security arrangements applicable to most locations.

3 The Trust fully supports equal opportunities in employment and opposes

all forms of unlawful or unfair discrimination

4 There will be no payment for time, meals or travelling expenses.

5 I confirm that the information given on this application is correct. I understand that any false may result in my application being refused or my placement being cancelled.

I have read and understood the above requirements:

Signed:…….. …………………………………………..Date:…… …………………… (Student) Please obtain the following signatures (if under 18 years of age)

PARENT/GUARDIAN

I give permission for my son/daughter _______________________ to attend the Cumbria, Northumberland, Tyne & Wear NHS Foundation Trust during the placement and I confirm that s/he is not suffering from any complaint, which might create a hazard to him/herself or to those working with him/her Signed: ………………………………………Date: …………………………

SCHOOL CARERS ADVISOR

I give permission for _________________________________ to attend the Cumbria, Northumberland, Tyne & Wear NHS Foundation Trust during the placement. If any breach of policy takes place, disciplining of students will be the schools responsibility but may affect future placement opportunities. Signed:…….. ………………………………………Date: …………………………

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Appendix A


CONFIDENTIAL HEALTH QUESTIONNAIRE

We need this information to ensure our patients, staff and you are safe. Your answers to these questions will not affect your chances of being offered a placement. This information means we can plan your placement properly if you are selected. Do you: Yes or No (If yes, please provide further details).

Have a learning disability that may affect your ability to understand or act on an instruction?

Have any restrictions of normal physical activity?

Have skin allergies, eczema or other skin conditions?

Have bronchitis or asthma?

Have a hearing disability or discharging ears?

Have a heart disease affecting capacity for physical tasks?

Have diabetes?

Experience fits or fainting attacks?

Have significant colour vision defect or other visual disability?

Take any medication?

Have immunity to chicken pox?

Which of the following infectious diseases have you been immunised against? Yes / No

TB (BCG or Mantoux within past 5 years)

Diphtheria

Measles

Meningitis C

Pertussis (Whooping Cough)

Polio

Rubella

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Appendix A


Tetanus

Mumps

Hepatitis B

Hepatitis A

Other

Information about the Vaccination Schedule is available on the NHS Choices website: www.nhs.uk/Conditions/vaccinations/Pages/vaccination-schedule-age-checklist.aspx. If you're not sure whether you have had all your routine vaccinations, ask your GP or practice nurse to find out for you. I confirm that the information given on this application is true and complete to the best of my knowledge and belief. I understand that any false information could put patients at risk and result in my application being refused or my placement being cancelled. Signed:……………………………………………………………… Print name:………………………………………………………… Date:……………………………………………………………….. Parent/guardian’s signature (if under 18):……………………………………………………. Print name:………………………………………………………… Date:…………………………………………………………………

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Appendix A


REHABILITATION OF OFFENDERS ACT 1974 Because of the nature of the placement you will be undertaking, you must declare ANY previous convictions. This post is exempt from the provisions of Section 4(2) of the Rehabilitation of Offenders Act 1974 by virtue of the Rehabilitation of Offenders Act 1974 (Exemptions) Order 1975. You are, therefore, not entitled to withhold information about convictions which for other purposes are “spent” under the provisions of the Act. Any failure to disclose such convictions, should they subsequently come to light, could result in the immediate termination of your placement with the Trust. Any information given will be completely confidential and will be considered only in relation to an application for a position to which the Order applies. In the light of the above, do you have any convictions to declare: YES/NO (Delete as applicable) If yes, please give details: Signed:…….. …………………………………………Date:…………………………… Full name: ……………………………………………….. Data Protection Act 2018 In order to facilitate a work experience placement with the Trust we need to collect information about you. We only collect information that is needed in order to arrange a placement and we do not routinely share this information with any third parties. Information about you may be shared where there is a legal authority in place i.e. safeguarding purposes. We process this data in line with data protection legislation. If you would like to know more about the processing activities of the Trust, you can access the Trust’s Fair Processing Notice https://www.CNTW.nhs.uk/foi/data-protection/ or if you have any queries, you may contact the Data Protection Officer for the Trust on [email protected].

https://www.ntw.nhs.uk/foi/data-protection/

mailto:[email protected]

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Appendix A


CONFIDENTIALITY AGREEMENT

During your placement with the Trust you may have access to confidential information about patients or staff. ALL information about patients and staff is confidential. Even the names of people in hospital, or staff who work for the Trust must not be divulged. You must always respect the confidential nature of such information and not talk about such matters to others eg family/friends, whether during conversation or via social media. If during the course of your placement you are asked to release any information, either face to face or over the telephone, you should refer the person who requires the information to your Supervisor. Please sign the bottom of this form to indicate that you have read, understood and agree to comply with the above statement. _______________________________________________________________ I _____________________________________________ have read and understood the above statement. I agree not to release any confidential information regarding patients or staff. Signed:…….. …………………………………………… Date:……………………………………………….……

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Appendix B

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Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix B- Work Experience Evaluation for student Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

WORK EXPERIENCE EVALUATION FORM

To enable us to assess how useful you found your work placement with this Trust, it would be very helpful if you would answer the following questions. This information may be used to develop programmes for future students. 1 What did you hope to learn from your placement? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………. 2 Has this been achieved? YES/NO 3 Do you feel your placement has given you a better understanding of the

work that is undertaken by the Trust? YES/NO If no please give details: ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………. 4 Do you feel the structure of the placement was: Satisfactory/Unsatisfactory 5 Which part of the placement did you find most interesting? ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………. 6 Which part of the placement did you find least interesting? ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

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Appendix B

2 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix B- Work Experience Evaluation for student Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

7 Is there anything else you would like to have done/seen/been informed about during your placement?

……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… 8 Do you feel it would have been useful to have been provided with any

more information before your placement? ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………. 9 Has your placement influenced your choice of career in any way? YES/NO If yes please explain how? ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………… 10 Please add any other comments you feel would be helpful: ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………. Thank you for completing this questionnaire. Signed:………………………………………………………. Date: ………………………… Student Full name: ………………………………………………. Forms should be returned to Work Experience, Practice Placement office, St Nicholas Hospital, Jubilee Road, Gosforth, NE3 3XT

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Appendix C

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Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix C- Certificate of Work Experience Evaluation for student Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

CERTIFICATE OF WORK EXPERIENCE

THIS IS TO CERTIFY THAT

_____________________________________

Completed work experience in

________________________

From:________________To:________________

Signed:___________________________

Name & Position:______________________________________________

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Appendix D

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Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix D- Supervisors Report Form for placement Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

SUPERVISORS REPORT FORM Student’s Name: …………………………………………………………………, Location of Placement: ….…………………………………………………………… Supervisor’s Name: …………………………………………….. …………………... Supervisor’s Job Title:………………………………………………………………..

Excellent Good Acceptable Less than Acceptable

Attendance

Punctuality

Appearance

Ability to work under supervision

Use of initiative

Communicative Ability

Relations with Staff

Relations with Client Group

Enthusiasm

Comments

Supervisor’s Signature: ……………………………………Date:….. …………… Student’s Signature: …………………………..………Date:………………… Forms should be returned to Work Experience, Practice Placement Office, St Nicholas Hospital, Jubilee Road, Gosforth, NE3 3XT

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Appendix E

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Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix E- Risk Assessment for placement Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

RISK ASSESSMENT

Under health and safety law, you must assess the risks to young people on placement, before they start work experience and tell them what the risks are.

You should take into account that young people are likely to be inexperienced, unaware of health and safety risks and physically or mentally immature.

Measures should be put in place to control the risks which will remove them altogether or reduce them to the lowest possible level.

You should keep a record of the main findings of the risk assessment, and let the parents/guardians of any student below minimum school leaving age (16) know the key findings of the risk assessment and the control measure taken before the student starts work experience.

Try to look at the workplace from a young person’s point of view – what dangers will they recognise? Think about their size – will they find their workplace awkward?

In particular, look at:

how the workplace is fitted and laid out

what type of work equipment will be used and how it will be handled

how the work is organised

the need to assess and provide health and safety training

the nature of any physical, biological and chemical agents they may be exposed to, for how long and to what extent

physical/mental abuse from patients

the risks from certain work hazards

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Appendix E

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Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix E- Risk Assessment for placement Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

Risk Assessment Form

Name of placement site:

Risk Assessment completed by: Job title:

Date completed:

Hazards Risks Current control measures

Risk priority Low/ med/ high

Actions to be taken

Access to patient information e.g. clinic lists, addresses.

Breach of confidentiality or data protection legislation.

Participants required to read and sign declaration of confidence. Information governance covered at induction. Participants not given access to patient files and databases.

Damaged flooring, other trip hazards.

Slips, trips and falls.

Induction will familiarise participant with the environment. Spillages cleared up immediately. No running in building. Monthly workspace inspections. Faults and defects reported to Estates. Aware of keeping areas tidy and walkways clear of obstructions.

Electricity. Fire, shock, burns.

All electrical equipment within the environment is PAT tested. Supervision in use of equipment. Induction will identify equipment to be used and potential training requirements.

Fire. Smoke inhalation, burns.

Throughout premises: Programme of weekly fire alarm call point testing in place. Fire risk assessments conducted on premises. Induction to familiarise

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Appendix E

2 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix E- Risk Assessment for placement Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

participant with local arrangements in the event of fire Weekly audibility tests.

Substances hazardous to health cleaning products, substances used for clinical procedures, latex body fluids

Toxic, irritant, harmful, corrosive

Appropriate storage and disposal arrangements are in place for chemicals. Personal protective equipment is provided. Spillage kit located centrally within clinic areas and staff trained in use. Participants told not to deal with spillages at induction.

Clinical waste and sharps.

Infection, needle stick injuries.

Sharps are disposed of according to Participants will not be directly handling clinical medical devices including sharps. Waste segregation and identification.

Members of the Public/patients.

Aggression, abuse.

Participants always supervised by staff. Participants not to undertake any form of lone working. Participants instructed to seek assistance in the event of any concerns.

Infectious diseases.

Illness.

Follow infection control procedures with regard to hand washing as outlined at induction.

Manual handling of office equipment and consumables.

Musculoskeletal injuries resulting in back pain from handling heavy objects.

Use equipment if provided for lifting and carrying e.g. trolleys. Follow good practice with regard to lifting as outlined at induction.

Use of display screen equipment.

Posture problems and pain, discomfort or injuries to hands and arms from improper use. Headaches and sore eyes from work environments e.g. poor

Workstation to be set up for participant according to good practice. Participant advised to take regular breaks/ change of activity every 50 - 60 minutes and to report any concerns to supervisor.

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Appendix E

3 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix E- Risk Assessment for placement Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

lighting, glare etc.

Hot Liquids. Scalding.

Induction to include instruction to carry hot liquids on a tray and avoid overfilling of cups.

Stress caused by: travelling to unfamiliar locations. unfamiliar surroundings and meeting new people.

exposure to distressing

Ill health.

Clarification of activities and timetable with supervisor. Participant to be asked to raise any concerns with supervisor.

Attending non-trust premises e.g. patients’ homes, nursing homes. NB even where a visit is considered low risk, supervisors should carefully consider the patient and their treatment before planning to bring a student

Heightened likelihood of some risks covered above, especially slips, trips, falls; aggression/abuse; breach of confidentiality.

Only accompanying where it is a follow up visit to a known patient without any known behavioural issues and the staff member is confident that will be no issues with any other occupants of the property. Patients have given prior consent to a student attending. The member of staff being satisfied the student displays an appropriate level of maturity i.e. a home visit would not be the first activity timetabled with a new student. The environmental conditions outside and within the property do not present significant risks.

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Appendix F

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Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix F- Induction Checklist for Placement Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

INDUCTION CHECKLIST

Date Completed

1 Introductions to staff

2 Layout of department - location of facilities such as kitchen,

toilet etc

3 Good Housekeeping

4 Overview of the Trust

5 Structure of department

6 Hours of work

7 Fire Procedures

8 Health & Safety - discussion of risk assessment - non-smoking regulations - Prohibition of mobile devices while on placement

9 Location of relevant department information - policy files, local protocols,

procedures etc

10 Links with other teams/departments

11 Objectives of placement

12 Key policies relevant to service i.e. safeguarding

13 Confidentiality

Signed: ………………………………………………Date: ……………………. Student Full name: ………………………………………………… Signed: ………………………………………………Date: ………………… Supervisor Full name: ……………………………………………………….

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Appendix G

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Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix G-Work Experience plan for Placement Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

WORK EXPERIENCE WORK PLAN to be completed by the placement supervisor

Monday Tuesday Wednesday Thursday Friday

Start time and location

Morning activity and location

Supervisor

Lunch start and finish times

Afternoon activity and location

Supervisor

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Appendix H

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Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix H-Agreement of Responsibilities Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

Agreement of responsibilities

.1 Work Experience students will: Wear suitable clothing Notify their supervisor of any absence Comply with the confidentiality code to ensure patient and hospital information is protected. Students will be asked to sign a confidentiality declaration. Work with others to complete a variety of agreed tasks Follow safe working practices Behave in an appropriate manner, demonstrating maturity and sensitivity where appropriate. Follow CNTWFT values and behaviours Raise any concerns in a timely manner. Bring with them all forms of identification, including a photo ID, and carry them at all times while on Trust premises. Complete a health declaration prior to commencement and should inform the supervisor of any changes between completion of the form and the placement. Complete an Evaluation Form at the end of the placement.

.2 The work experience coordinators will:

Ensuring the placement complies with organisational policy

Are the first point of contact for requests and ensure all the relevant paperwork is obtained prior to start of the placement

Are the first point of contact for any conduct or capability issues

Collate evaluation forms and report to appropriate people

Gather any information which may impact on the placement or patient care.

.3 Supervisors will:

All placement areas who agree to take a student will be expected to complete a Health and Safety checklist/ Risk assessment Form in advance which will be retained by practice placement office

When a student is on placement the Trust has the same responsibilities for their health, safety and welfare as for all employees. Under health and safety law these students will be regarded as employees and covered by Trust Insurance arrangements.

Supervisors will be responsible for ensuring that appropriate safeguards and controls are put in place to ensure the health and safety for all the individuals undertaking work placements in the Trust.

On the first day the student should be given an Induction and work plan.

Ensure that the student should not be left unsupervised at any time during the placement.

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Appendix H

2 Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust Appendix H-Agreement of Responsibilities Part of SLP-PGN-02 – Work Experience V01-Iss3-Nov 2021

At the end of the placement, complete a Report Form which should be discussed with student and a copy sent to the PPFs

Students should be presented with a certificate of work experience on completion of placement.

Student Signature……………………………………Name……………………………….. Coordinator signature……………………………….Name………………………………… Supervisor signature………………………………...Name…………………………………

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