© City University London School of Community and Health Sciences

Updated: August 2008

Regulations Guide

For

Pre-registration Nursing & Midwifery Students

September 2008

Assessment regulations, student support and guidanc e on campus and in practice placements

This guide contains valuable information on Assessment Procedures, Policies and Guidelines for students both on campus and in practice placements. Please read this section carefully. For pre-registration students, more detailed information on procedures in your practice placement, please also refer to the: Guidelines, Policies and Procedures for Pre-Reg Midwifery and Nursing Stude nts in Practice Placements, which you will find

on CitySpace.

School of Community and Health Sciences Incorporating St Bartholomew School of Nursing and Midwifery

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CONTENTS

CONDUCT...................................................................................................................................... 1

Guidelines for Professional Conduct ............................................................................................. 1

ASSESSMENTS............................................................................................................................. 2

General Information....................................................................................................................... 2 Presentation and Submission of Coursework ............................................................................... 3 Guidelines for Written Examinations ............................................................................................. 4 Extension/Deferral Policy .............................................................................................................. 6 Extenuating Circumstances Policy ................................................................................................ 9 Dyslexia ......................................................................................................................................... 12 Assessment Board and External Examiners ................................................................................. 13 Academic Misconduct.................................................................................................................... 14 Plagiarism – Definitions and Penalties .......................................................................................... 15 Reference Lists and Bibliographic Guidelines............................................................................... 17 http://www.city.ac.uk/library/ls_cchs/nm_citation_practice.html.................................................... 17 Confidentiality Policy ..................................................................................................................... 18 Verification of Marks ...................................................................................................................... 19 Summary of Appeals Procedure ................................................................................................... 21

GENERAL ............................................ ........................................................................................ 23

Student Support............................................................................................................................. 23 Research Project/Dissertation and Supervision............................................................................ 24 Request Change of Student or Personal Tutor Form.................................................................... 25 Sickness and Absence .................................................................................................................. 26 Student Claims for Travel Expenses ............................................................................................. 28 Complaints Procedure ................................................................................................................... 29

PRE- REGISTRATION STUDENTS ............................................................................................. 32

Disciplinary Procedures for Pre-Registration Nursing & Midwifery Students................................ 32 Policy for Precautionary Suspension of Students from Clinical Areas.......................................... 36 Uniform and Dress Policy for Pre-Registration Midwifery and Nursing Students ......................... 40 Attendance in Practice Placement ................................................................................................ 44 Maternity Policy for Pre-Registration Nursing and Midwifery Students......................................... 49 Providing Patient/Client Care in a Diverse Multi-cultural Society:................................................. 54 Guidelines for Students Undertaking Paid Employment ............................................................... 56 Reporting Incidents of Unprofessional Conduct............................................................................ 57

HEALTH POLICIES.................................... .................................................................................. 59

Policy for Students with Blood Borne Viruses ............................................................................... 59 Guidance for Health Care Workers who have Patient Contact ..................................................... 61 in Relation to Infection Control ...................................................................................................... 61 Special Guidance for Health Care Workers involved in ................................................................ 63 Exposure Prone Procedures (EPP)............................................................................................... 63

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CONDUCT

Guidelines for Professional Conduct

Policy: This policy has taken into account various NMC guidelines, reports and procedures produced by the Nursing and Midwifery Council (NMC).

Purpose: To help students of Nursing & Midwifery Pre-registration programmes at City University to

develop and maintain a professional aspect to their studies and colleagues.

1. Introduction As a student studying for Pre-Registration Nursing & Midwifery at City University you are considered

as a representative of the University, the School and the Nursing and Midwifery professions. You should familiarise yourself with the following documents which provide guidance and advice on professional behaviour and conduct.

• Code of Professional Conduct (NMC April 2004) http://www.nmc-uk.org/ • City University Handbook • Regulations Guide • Student Disciplinary Code • Guidelines, Policies & Procedures - Pre-Registration Midwifery & Nursing Students in

Practice Placements • Uniform and Dress Policy for pre-registration midwifery and nursing students • Policy for Precautionary Suspension of Students from Clinical Areas.

2. Identification – you must:

• Wear your ID at all times when working in patient/client areas and on University premises • Introduce yourself accurately both on the telephone and in direct contact with others • Dress in an appropriate manner

3. Accepting Responsibility – you must:

• Behave responsibly towards fellow students, staff and members of the public. • Accept responsibility for your own learning. Support each other; be prepared to claim ownership for

what you say and write; listen to others’ views and use acceptable language, verbally and in writing (e.g. completing evaluation forms).

• Attend all practice placements and be actively involved. • Be punctual when attending practice placements and School based sessions. • Be accountable: accountability is a key element of professional practice (NMC [2002] Code of

Professional Conduct). 4. Behaviour in conflict situations – you are to:

• Behave responsibly at all times when handling complaints and managing conflict, and ensure you follow appropriate procedures.

• Be aware of School and local procedures and adhere to them when caring for patients and clients (the person supervising your clinical experience is to be contacted without delay if a patient/client wishes to express concern or complain about any aspect of care of service).

5. Further Help or Advice – is available from:

• Your Personal Tutor, Module Leader or Programme Director. • Head of Service, Student Counselling Service, City University, Health Centre,

20 Sebastian Street, London EC1V 0HE Tel: 020 7477 8094 email: coun@city.ac.uk

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ASSESSMENTS

General Information Introduction For details of your specific assessments for each module and pass requirements please see the assessment guidelines for each module. The policies and procedures set out in this handbook have been developed to meet the requirements of the University’s Ordinances and Regulations on Assessment. These can be found at: http://www.city.ac.uk/acdev/dps/oandr_c/c2.6_march07.doc Submitting Assessments The assessments must be submitted to the Help Desk at the West Smithfield Site (first floor) or Whitechapel Site (second floor) unless an extension has been granted by the Module/Theme Leader or Programme Director (see Request for Extension/Deferral in the following section). Note: it is your responsibility to ensure that your assessment is handed in on (or before) the deadline. Please ensure that the assessment and accompanying paperwork is legible, complete and properly filled in (i.e. your name is on the front sheet, and the correct Marking Record is included) and all documentation is secure in an A4 plastic wallet or folder. Failure to do so will result in confusion and, at the very least, cause unnecessary delays. Remember to keep a copy of each assessment before handing it in. Requests For Extensions/Deferral Refer to the Extensions/Deferral Policy in your Regulations Guide – extensions/deferrals will only be awarded in line with this policy. If you fail to submit/sit your assessment without an extension/deferral being granted you will automatically be awarded a Fail. It is important to note that if you have been granted an extension/deferral, this assessment will not be submitted/sat until the next submission/sitting date. Results Results will be published on the following Monday after the Assessment Board. All assessments and marking records can be collected from the Help Desk at the West Smithfield Site. It is your responsibility to collect your results. NB: Examination scripts are not returned, only the marking records.

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Presentation and Submission of Coursework

1. Assessment Guidelines You are strongly advised to read your assessment guidelines on how work is to be presented. If you do not follow these guidelines the marker can deduct marks for structure and presentation or the assessment may not be accepted. 2. Presentation • Use A4 lined paper • Leave a 1.5 inch left hand margin on each page • If hand-written, use wide lined paper • Use black ink (not pencil) • Ensure writing is legible • Typed essays must be in font size 12 (or above) and 1.5 line spacing • Use only one side of paper • Use only the standard title page included in the assessment guidelines: always attach firmly to the

front of the assignment – failure to do this could result in the assessment being lost • Ensure the word count is provided on front page • Attach separate page for contents list (if appropriate) • Number all pages, except title and contents pages • References must be presented in a recognised format e.g. Harvard or numeric (Vancouver) system and

marks will be deducted if they are not. • The purpose of appendices is to support the main text not to form part of its structure • Always keep a copy of your assignment • Enclose assignment in one plastic document holder/cover with a clear front cover • Do not insert pages into separate plastic wallets • Posters must be submitted folded to A4 size. 3. Word Limit It is standard practice to specify a word limit for formative and summative written assessments. The word limit is set so that you are able to cover the topic in adequate detail and depth, and to ensure that the focus of the assessment is maintained. The set word limit allows the student a margin of 10% under or over the specified limit, excluding appendices and references. Where the student is given a word limit range i.e. between 3500 – 4000, the 10% rule does not apply. All set word limits must be adhered to. If the work is more than 10% over the limit, it will be marked and full feedback will be provided, but only the minimum pass mark will be awarded to the assessment . 4. Reading of Draft Assessments Personal Tutors will read one draft plan and one draft of the assessment for first attempts and, in negotiation, additional drafts for second attempts to provide advice on developing the work. No drafts, however, will be read when there are only five working days left to the submission date.

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Guidelines for Written Examinations Before Examination • Consult the examination notice board and CitySpace to check the date, time and location of your examination • Arrive in good time for your examination. You will not normally be granted extra time at the end of an examination • Entrance to the examination hall will be half an hour prior to the official start time • Please note that on entry to the examination venue you are under examination conditions. No talking to other candidates is permitted • Listen to all announcements carefully. • Read ALL instructions carefully. • IT IS YOUR RESPONSIBILITY TO ENSURE THAT YOU ARE SI TTING THE CORRECT PAPER. Check the title of the paper, the module details and the duration. During Examination • All examination answer booklets will be provided by the University. You are not allowed to bring your own paper into the venue • You must supply your own pens and pencils • If you require assistance for any reason, stay in your seat and raise your hand. An invigilator will endeavour to assist you. • The University will not provide dictionaries or calculators. If their use is permitted, you must bring your own. Some departments do not allow the use of programmable calculators. You are advised to check the regulations concerning their use with the individual department. Where their use is permitted, an invigilator will clear the memory at the start of each examination. If you do not want the memory cleared, you will not be allowed to use the calculator . Personal organisers are not permitted. • Do not bring any unauthorised notes or other materials into the examination venue. This includes revision notes. Any unauthorised notes found on desks, in pencil cases, or calculator cases, etc. will be confiscated and reported. • MOBILE PHONES ARE NOT ALLOWED IN ANY EXAMINATION VE NUE. They are very disruptive during examinations, and should be left at home. The owner of a mobile phone that rings during an examination will be reported. After Examination • You must stop writing immediately when instructed to do so by an invigilator • Remain seated until an invigilator has collected your script and directed that you may leave • Leave the examination venue quickly and quietly. Remember that other examinations may continue after your examination has finished. Please show consideration to other students at all times.

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Academic Misconduct Students are reminded that they must comply with the University Ordinances and Regulations on the conduct of examinations. Any failure to do so may result in being reported to the Academic Misconduct Panel and/or exclusion from the examination. Situations that may lead to this include: • Possessing unauthorised material • Aiding or attempting to aid another candidate • Obtaining or attempting to obtain aid from another candidate • Talking or other disruptive behaviour University Policy on Sickness Certification when it Affects Attendance at Examinations Students who are prevented by ill-health from attending one or more examination, or whose performance on the programme and/or in examinations has been adversely affected by ill-health, are required to submit medical evidence of their illness. The evidence should normally take the form of a Medical Certificate. This form must be completed by a doctor, stamped with the practice stamp, and returned to the relevant Programme Director. Where GPs prefer to use their own practice’s certificate, it is helpful if information set out on the form detailing the consequences of the period of ill-health can be provided. Other than in exceptional circumstances, the University will only accept medical certificates if certification occurs at the time of the illness. Medical certificates will be scrutinised by the appropriate officers and will not automatically be accepted. Reviewed June 2006

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Extension/Deferral Policy Policy: This policy is to be followed when students have circumstances that affect their ability to

complete assessments and they need to seek a deferral or extension. 1. Introduction It is the student’s responsibility to ensure your assessments are submitted on time. Assessments must be handed in to the Help Desk by 17:00 hours on the due date stated in the Module Handbook (unless the Programme Director or Theme/Module Leader informs the students of an alternative date, in which case the student must be informed at least four weeks in advance of the new date). Assessments may be submitted from four weeks prior to the final submission date but any assessments not submitted by 17.00 hours on the fin al submission date will be awarded a Fail for non-submission unless an extension/deferral has bee n granted. If a student decides to send an assessment in by post they should post it by Recorded/Registered Post/Special Delivery direct to the Help Desk addressed to: City University, School of Community & Health Sciences, West Smithfield Help Desk, 20 Bartholomew Close, London EC1A 7QN in good time for it to arrive by 17:00 on the due date. Assignments must not be given or sent direct to the Programme Director or Theme/Module Leader and any assessment that is will be classed as a non-submission and will be recorded as a fail. All students are strongly advised to keep a photocopy of the assignment. 2. Extension/Deferral Examples of possible grounds for negotiation of an extension include the following: • The student is undertaking a 2nd or 3rd attempt at a previous assessment concurrently • The student is ill (certificated) • Compassionate grounds e.g. bereavement or serious family illness A student wishing to negotiate an extension/deferral must first contact the relevant theme/module leader or programme director. If, after discussion, the student decides to apply for an extension, the student should take the following steps: (i) A student on a pre registration programme should complete the extension request form and send this to the appropriate module leader. The letter should be received no fewer than 5 School working days before the due date of the assessment. (ii) The circumstances under which the claim is made should be stated. (iii) Documentation that might support the claim (e.g. medical certificate or evidence of other mitigating circumstances) must be enclosed. The decision of the programme director or theme/mod ule leader is final. 3. Notification of a negotiated late submission The programme director or theme/module leader must inform the Assessments Office immediately of any extensions using the Extension Granted coversheet. 4. Failure to meet the new date

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Programme directors and theme/module leaders should make students aware that unless there are extenuating circumstances (i.e. affects student’s completion date) extensions will be processed with the next submissions. If the student fails to meet the new contracted date, the grade awarded will be a fail. 5. Marking late submissions Markers receiving non-authorised late submissions will not mark the work. The marker will write on the work that it has not been marked due to late submission and that this attempt is to be awarded a fail mark.

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Nursing & Midwifery Student Assessment Extension/Deferral

Request Form

Name of Student

Current Module

Programme (Dip/BSc/PGDip)

Cohort and Branch

Assessment extension/deferral being requested for

Original submission/sitting date

Personal Tutor Name

Have you informed the Personal Tutor? Yes/No

Have you any extensions on other assessments?

Yes/No If yes please list them:

Please briefly state your reasons for this request below. Evidence must be provided – please attach evidence and take it to your module leader. Date form completed:

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Extenuating Circumstances Policy Scope: All students studying pre-registration Nursing or Midwifery at City University: Extenuating

Circumstances are defined as ‘non-academic circumstances beyond the control of a candidate’.

All cases of Extenuating Circumstances will be considered by a panel appointed by the School of Community & Health Sciences Board of Studies.

For further policy information please refer to the policy at http://www.city.ac.uk/adu/dps/aps/22.doc and the University’s Ordinances and Regulations: http://www.city.ac.uk/quality/procedures/uni/consideration_extenuating_circs.html

1. Introduction If a student feels that there are extenuating circumstances that have affected an attempt at an assessment, the student must complete an extenuating circumstances form and submit this no later than ten working days after the date of sitting or submitting their assessment with the appropriate evidence to the Help Desk at the West Smithfield or Whitechapel Site. Extenuating Circumstances must be submitted separat ely from the assessment. 2. Examples of Extenuating Circumstances Examples of circumstances that will be considered include:

• Death of a close family member, partner or close friend • Sudden serious illness of a close family member, partner or close friend • Awaiting results of medical tests that might affect performance • Personal distress caused by situations, such as a serious fire within the home • Circumstances that have led to inability to attend an examination, such as a transport strike or an

accident.

N.B. Circumstances such as disk/computer/printer failure are not acceptable. 3. Information to Support Application The extenuating circumstances panel will only consider applications submitted using the correct form (available from the Help Desks). If the form and/or any of the information below is not submitted, the Board will not consider the circumstances.

i. Full name of the student ii. Programme title and module title iii. Cohort iv. Title of assessment affected (all assessments this relates to must be indicated clearly) v. Nature of the extenuating circumstances vi. Evidence to support extenuating circumstances (This may include doctor’s certificate/ /crime report.)

Circumstances of a very personal nature should be sent in a sealed envelope marked Confidential – for Chair only and should be accompanied by a covering letter. The circumstances will be considered by the Chair and will not be read to the rest of the panel. If a case of extenuating circumstances are accepted prior to the publishing of results, that case cannot be used again after the publishing of results as part of a School appeal.

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4. Notification of Acceptance/Non-Acceptance of Ext enuating Circumstances All students will be notified in writing of acceptance or non-acceptance of extenuating circumstances, with reasons stated if not accepted. A copy of the letter and the circumstances will be retained on the student’s file. 5. Tutorial Advice If you have seen your personal tutor about the circumstances and they advised you not to sit/submit the assessment then the extenuating circumstances panel will not normally accept the extenuating circumstances.

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APPLICATION FOR EXTENUATING CIRCUMSTANCES FORM

(Section A to be completed and signed by student)

N.B. This must be submitted within ten days of the submission/sitting date

Student’s Name: Intake/cohort (e.g. Sept 2003):

Programme (e.g. Pre-Reg Nursing):

Assessment extenuating circumstances related to (e.g. FACT Essay):

Date of Assessment Sitting/Submission:

Reasons for extenuating circumstances: Evidence being used (must be attached ):

Section B – student to ensure completion by, and si gnature of, Personal Tutor/Module Leader/Theme Leader

The student did not see me prior to sitting or submitting the assessment I have discussed the extenuating circumstances with the student and advised the student that: TICK ONE BOX ONLY

they should not sit/submit the assessment and should seek a deferral

they should submit the extenuating circumstances and I support the application

I am unable to support the application (see further information in separate letter sent to the Chair of the extenuating circumstances panel)

Date student contacted you first about this: ………………………………………………………………………………………. Personal Tutor/Module Leader/Theme Leader Name: …………………………………………………………………………… Personal Tutor/Module Leader/Theme Leader Signature: ……………………………………………………………………….. Date: ……………………………………………………………………………………………………………………………………

I confirm that the extenuating circumstances presented are genuine and have not been submitted on any previous occasion.

Student’s signature: …………………………………………………………………………. Date: ………………………………

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Dyslexia Students with dyslexia or who suspect that they may have dyslexia should contact the Dyslexia Support office via the Student Centre. Please see the website for more information: http://www.city.ac.uk/disability/dyslexia_support_unit/index.html Examinations Extra Time Dyslexic students should be allowed extra time to complete examinations. To claim extra time in an invigilated written examination, any dyslexic student must obtain a report from a chartered psychologist. You must arrange an appointment with the Dyslexia Support Co-ordinator at Northampton Square and take the report with you. Copies of the report should also be given to the Programme Director or Theme/Module Leader. The Dyslexia Support Co-ordinator will then make appropriate recommendations, and these will be conveyed to the Assessments Officer and the relevant Programme Director will be notified. The Programme Director should provide the student with a statement on School letterhead verifying the allocation of additional time for the examination. The student must take the letter to every invigilated examination. Before every examination the Programme Director or Theme/Module Leader must notify the following staff that a dyslexic student is sitting the examination and provide the student’s name:

• Assessments Officer • Resources team (to book a separate room) • The senior invigilator before the examination

The student will be permitted an additional 15 minutes examination time for each whole hour and pro rata for parts of an hour to enable you to complete the examination. In addition any further recommendations made by the dyslexia support co-ordinator will be arranged. Marking and moderation of the invigilated written e xamination paper • The marker and moderator should be informed that the student is dyslexic. As the invigilated examinations are blind marked, the student should be asked to place an asterisk/sticker above the table number box of each examination book used. • The student should not be penalised in relation to spelling and grammar. Borderline pass/fail marks for invigilated written examinations When the marks are discussed at the Assessment Board, the Board should be made aware of any dyslexic student who may be a borderline pass/fail. The Assessment Board is to consider the marks in the light of this information and may advise that a viva voce be held before a final decision is reached. A viva voce should always be held when a student has a borderline pass/fail mark in a final attempt at an examination. Coursework and practice based assessments There is no specific guidance in relation to these assessments. It is felt that these assessments do not require special recommendations as they are different in nature from invigilated written examinations and the student has sufficient time to complete them. Support Support is offered by the Dyslexia Support Co-ordinator who can be contacted at dyslexia@city.ac.uk.

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Assessment Board and External Examiners

The Assessment Board is responsible for considering and agreeing all assessment results and making decisions about whether students have met all the requirements of the programme. Any extenuating circumstances submitted by students, such as ill-health, are considered by the Extenuating Circumstances Panel, the recommendations from which are presented to the Assessment Board. Every taught course has at least one External Examiner whose job it is to ensure that assessments have been carried out fairly and consistently and that standards are in line with other UK higher education institutions. The External Examiner(s) will review, evaluate and moderate the assessment process carried out by internal examiners. The External Examiner(s) will also provide a written report on the assessment process and on the standards of student attainment. The Board of Studies considers External Examiners’ reports and is required to respond to issues accordingly.

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Academic Misconduct Definition: Academic misconduct is any action that produces an improper advantage for the candidate

in relation to his or her assessment or deliberately and unnecessarily disadvantages other candidates. It includes, but is not limited to, such offences as plagiarism, impersonation, collusion and disruption.

Academic Misconduct Panel The Academic Misconduct Panel shall consider all reported cases of academic misconduct. The Panel shall comprise senior members of academic staff drawn from a pool to be appointed by the Board of Studies on an annual basis. The pool shall comprise senior members of Academic Staff. The Personal Tutor shall not be a member of the Panel but may be present in an advisory capacity. Cases of suspected academic misconduct shall be reported to the Panel without delay. In the case of academic misconduct discovered during an invigilated examination, the invigilator in charge shall take such immediate action, as he or she considers necessary, and shall report the matter to the Academic Misconduct Panel. Cases of Academic Misconduct Where academic misconduct is alleged, the student shall be given the opportunity to present his or her case to the Panel. The Panel shall investigate each case and shall:

� Decide whether or not academic misconduct has taken place � Recommend the appropriate penalty, taking account of the severity of the offence and intent

� Recommend, where the School or Institute Panel considers that the complaint is so serious that it

should be dealt with under the University’s Disciplinary Procedures, that the matter should be referred to the Academic Registrar as a complaint of misconduct and this may result in expulsion from the University.

Full details of this procedure may be found in the University Assessment Regulations: http://www.city.ac.uk/acdev/dps/oandr_c/c2.6_march07.doc#_ACADEMIC_MISCONDUCT The University recognises there are different levels of academic misconduct to be considered when determining appropriate penalties. Assessment Board The Panel shall report its decisions and recommendations to the Assessment Board for the appropriate programme. The Assessment Board shall normally only consider requests for consideration of academic misconduct received via the Panel. The Assessment Board shall consider the decisions and recommendations of the Academic Misconduct Panel and shall take these into account when agreeing the marks of candidates and making decisions concerning progress and award.

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Plagiarism – Definitions and Penalties Definition: “Plagiarism is passing off the ideas or words of someone else as though they were your

own. It applies equally to the work of other students as to published sources.” How to Avoid Plagiarism All work is marked on the assumption that it is the work of the student: the words, diagrams, computer programs, ideas and arguments should be your own. However, much coursework will be based on what you have read and heard and it is important that you show where, and how, your work is indebted to others. You are therefore advised as follows: 1. Copying Never copy anything without explicit acknowledgement as described below under ‘quoting’. This includes copying the work of other students. 2. Quoting Quotation directly from a book or paper is entirely acceptable, provided that it is referenced properly:

� Quotations should be in inverted commas. � Sources should be given in a format which would enable another person to look them up easily, for

example by number footnotes or quick reference (e.g. Smith, 1986, pg 89) with a more detailed source in the bibliography at the end.

You should list the sources used in a bibliography or reference section at the end of each piece of work following the correct system. The system preferred on the Pre-Registration Nursing & Midwifery programme is the Harvard system. Please see the section of this handbook and citation guide on the CD, which provides detailed guidelines on quoting and how to reference your work. 3. Paraphrasing Paraphrasing means putting someone else's ideas into your own words. It does NOT mean copying whole sentences or phrases and replacing some words with others of similar meaning which is a form of plagiarism. Paraphrasing is entirely acceptable provided that it is acknowledged. A rule of thumb for acceptable paraphrasing is that an acknowledgement be made in every paragraph. There are many ways in which such acknowledgements can be made e.g. "Smith goes on to argue that ..." or "Smith provides further proof that ...". As with quotation, full details of the source used must be given at some point in the work. 4. General Indebtedness Students should err on the side of caution if drawing their ideas from one or several sources. In this case, the source should be mentioned and, if the ordering of evidence and argument or the organisation of material reflects one particular source, then this should be stated. When in doubt, students should seek advice from their tutor to ensure that the presentation of their work is in line with University requirements. 5. Allowing Work to be Copied Please note that copying the work of another student is no different from plagiarising published sources. Students who plagiarise work and students who knowingly allow their work to be plagiarised will be subject to the same penalties. 6. Penalties for Plagiarism

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Plagiarism is a very serious offence against scholarship. In each possible case, you will be referred to the Academic Misconduct Panel. In each case the penalty will apply to the relevant assessment and the type of plagiarism. See list below. Penalties The list below indicates the possible penalties but is not exhaustive.

1. The penalty for plagiarism, even for a first offence, is to award 0% for the piece of work concerned. 2. A record of the offence will be retained and placed on the student’s file and may be revealed to

external agencies when a reference is requested for that student. 3. Students found guilty of a repeat case of plagiarism are likely to face expulsion from the University. 4. Students who allow their work to be plagiarised by another student will be treated in exactly the

same way as a student who has plagiarised their work. No differentiation will be made.

7. Declaration AT REGISTRATION, STUDENTS SIGN AN UNDERTAKING TO OBSERVE AND COMPLY WITH THE UNIVERSITY’S ORDINANCES AND REGULATIONS, WHICH EMBRACE THE RULES ON ACADEMIC MISCONDUCT. IN ADDITION, THE UNIVERSITY RECOMMENDS THE USE OF COVER SHEETS FOR ALL ASSESSMENTS AND COURSEWORK (INCLUDING THOSE SUBMITTED ELECTRONICALLY) , WHICH STUDENTS SHOULD SIGN TO CONFIRM THAT THE WORK SUBMITTED IS THEIR OWN. Any student who is unclear about the rules regardin g the use and referencing of other people's work or ideas should seek advice from their personal tut or in advance.

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Reference Lists and Bibliographic Guidelines

Students are expected to present research and evidence-based essays and assignments. Books, journal articles and other sources used in the preparation of such work must be acknowledged. Quotations, statistics other people’s thoughts and ideas and pieces of information that are not obvious pieces of fact require a reference. Many students find citation practice difficult. In each of your assessment guidelines you will find that there are marks awarded specifically for the quality of your referencing. This does not just cover the quality of the sources you have used, but that you have adhered to the rules of the citation system in use within the School. By learning to cite references properly you will have gained a skill, which is necessary in all scholarly activity. For detailed information on how to reference accurately, please refer to the citation guide included on your CD, CitySpace and also on the website: http://www.city.ac.uk/library/ls_cchs/nm_citation_practice.html

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Confidentiality Policy Policy: To ensure students know the importance of maintaining confidentiality in assessment work

and are aware of the penalty for breaching this. In Coursework Assignments and Examinations students must comply with the following to maintain confidentiality. The only exception to this is for the Portfolio of Practice, Practice Based Assessments and Skills Schedule where details listed in section 3 (only) are allowed. Students should note they must follow the confidentiality rule in their reflections to support the clinical practice documents. The areas listed below are to be referred to by a pseudonym: 1. Patients, relatives, members of staff (unless listed as authors/originators on published documents), lecturers (unless listed as authors/originators on published documents), patients’ addresses, hospital numbers, doctors or other health care practitioners must not be given. 2. The use of pseudonyms should be made explicit through a statement such as: ‘Pseudonyms have been used in order to protect/maintain the confidentiality of the identity of individuals referred to in the assessment (except for assessors of practice)’ and a suitable reference included such as the NMC Code of Professional Conduct (NMC November 2008). 3. Where policies, procedures and other documents (i.e. Patient Group Directives = PGDs) from Trusts/Independent Sector placements are publicly available (i.e. published as a book, manual, on the web or other source) these can be used in an assessment. Students should note that: If any of the areas listed in section 1 have been given in an assessment, this assessment will be returned to the student without the assessment being marked. The assessment will have to be resubmitted or re-sat in line with the next submission date for that assessment. (Students should note that this may delay their completion of the programme.) If upon resubmission, areas listed in section 1 are still present, a fail will be recorded as ‘fail for breach of confidentiality’ and 0% will be the recorded mark. If a student fails an assessment for this reason on two occasions, this may result in withdrawal from the programme. Any exceptions to the aforementioned should be agreed through the Associate Deans for Pre registration (Undergraduate) and Post registration (Graduate) Programmes. Revised and amended March 2008

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Verification of Marks

Introduction The University Examination Regulations permit you to ask for your marks for examinations, coursework and projects to be verified. The procedure is available for students who wish to verify: • That the marks awarded were accurate – believing that a mistake may have occurred in the addition of

marks (a clerical check). • That the marks awarded were reasonable – believing that bias or unfairness may have occurred in the

marking process (an internal or internal/external rescrutiny – please note the clerical check is also included as part of this procedure).

The verification of marks procedure in respect of examinations and projects is administered by University Registry. Queries concerning coursework results should be referred directly to departments. Application for Verification Students who wish to make an application under the procedure for the verification of marks are asked to note that: • Verification does not constitute a remarking of a script but is designed to check that the original mark is

reasonable. • Requests for the clerical check or the internal/external re-scrutiny may only be made on the grounds

outlined in paragraph 1 (above). Requests made on any other grounds will be ruled inadmissible and students notified accordingly. In particular, the verification system is not intended as a means of submitting extenuating circumstances or complaints about the assessment process.

• The procedure cannot be used to address issues relating to examination performance adversely affected

by personal circumstances or circumstances of the examination itself. Concerns relating to personal circumstances or the circumstances of the assessment should be pursued under procedures for extenuating circumstances and complaint detailed in individual programme handbooks.

In the case of an internal/external re-scrutiny of a failed assessment, you should note that the assessment may have been seen by the external examiner as part of the University’s process to confirm results. In such circumstances, the external examiner will be asked to judge whether the information provided by the student regarding the case for bias or unfairness should lead to a revision of the marks awarded for the assessment. Where there is only a short period between the first sitting of assessments and resits, students who are required to resit any assessments must proceed with the resit in the usual way and at the usual time and must not delay that process pending the result of the verification of marks procedure. Levels of Scrutiny Available There are three levels of scrutiny under the verification of marks procedure:

• Clerical Check (£10): This is undertaken by the School or Department to ensure that each script has been completely marked and the marks correctly added. A minimum of six weeks should be allowed for this .

• Internal Re-scrutiny (£25): This is undertaken by an internal examiner other than the original of

the script to confirm whether the original mark was reasonable. A minimum of ten weeks should be allowed for this.

• Internal/External Re-scrutiny (£65): This re-scrutiny is undertaken by an internal marker (other

than the original marker) in the first instance and then forwarded to an External Examiner to confirm whether the mark awarded was reasonable. A letter giving clear and concise reasons for the request must accompany applications for an internal/external re-scrutiny. A minimum of four months should be allowed for this.

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Requests made on grounds other than those permitted under the procedure will be ruled inadmissible. All documentation and marking record must be submitted upon time of application. When a student requests a dissertation or a piece of coursework to be verified, it is the student’s responsibility to supply the original work. Students who wish to apply for the verification of marks must use the appropriate form, which can be obtained from the Registry Exams Office (E141) or from http://www.city.ac.uk/exams/verification.html. Students must return the completed form with the correct fee to the Registry within four weeks of the date of the notification of their results. The Registry office will write to the student concerned, notifying them of the outcome of the verification.

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Summary of Appeals Procedure What follows is a summary of the appeals process – for full details please consult the University Assessment Regulations: http://www.city.ac.uk/acdev/dps/oandr_c/c2.6_march07.doc A student may request a review of an Assessment Board’s decision on the grounds set out below. This request, considered within the student’s School, is known as a School-level appeal. Appeals should be made using the appropriate form, (available on the website http://www.city.ac.uk/studentcentre/ace/index.html or from the Student Centre or School Help Desks) and sent to the Dean or Director of the School, or nominee, within 30 days of the Assessment Board. Appeals cannot be assessed before the Assessment Board has met. Grounds of Appeal An appeal will only be admissible if it is made on one or both of the following grounds:

a) That there was a material error, either in the conduct of the assessment itself, or in the proceedings of the Assessment Board, which substantially affected the Assessment Board’s decision;

b) That the student was subject to extenuating circumstances at the time of the assessment, which

were unforeseen and outside his/her control, and which:

i. Were unknown to the Assessment Board, and

ii. Were not made known to the Assessment Board via the Extenuating Circumstances Panel for a demonstrated, valid and over-riding reason, and

iii. Resulted in significantly impaired performance

Administrative check • All appeal submissions will be checked by at least two members of staff within the School to ensure that

the appeal form has been fully completed, and that all relevant evidence has been enclosed. A written record of this process and its outcome will be kept.

• Students whose appeal is not accepted for consideration will be informed in writing, with reasons,

normally within 30 days of receipt of the appeal. The student may request a review of such a decision. This will be carried out by the Dean/Director of the School or nominee plus one other member of staff, not involved in the previous administrative check.

– Where the appeal is permitted under (a), and immediate rectifying action cannot be put in place, a

School Appeal Panel will be convened. – An appeal permitted under section (b) will be referred to the next available Extenuating

Circumstances Panel for consideration (see section 5).

In either case, the candidate shall normally be informed within 30 days of receipt of the appeal. School Appeal Panel A School-level appeal panel comprises three members of academic staff, including the Dean (or representative) as Chair. Possible conflicts of interest, including involvement in an earlier appeal, will be considered when constituting a panel. The student’s personal tutor may not normally be a member of the panel but can attend in an advisory capacity, withdrawing for the panel’s deliberations. The student will be invited to attend and if the student wishes to attend will be permitted to be accompanied if desired by a person of his or her choosing. The Panel will make a recommendation to the Academic Registrar for approval on behalf of Senate. It may recommend that:

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i. The student be reinstated on the programme and permitted to resit all failed assessments as a first or additional attempt;

ii. The case should be referred back with commentary to the Assessment Board;

iii. The appeal be rejected. Clear reasons for the decision must be provided to the student if the

appeal is rejected.

The appeal panel may not recommend any alteration to the original marks. The outcome will be reported to the Academic Registrar, who keeps a record, and either approves the recommendation on behalf of Senate or refers it to a University Appeal Panel for review. The outcome of a School appeal hearing will be notified to the student in writing within 30 days of the hearing. Extenuating Circumstances Panel Please see the Extenuating Circumstances Process in this guide or the full University Regulations at: http://www.city.ac.uk/quality/procedures/uni/consideration_extenuating_circs.html University Level Appeal A student may request a review of a School-level appeal panel’s decision on one of the grounds set out below. An appeal at university level will only be admissible if it is made on one or both of the following grounds:

� That there was a material error in the proceedings of the School appeal panel, which substantially affected the panel’s decision

� That new information has become available, which is material to the original appeal, and which could

not have been made known to the School-level appeal panel for a demonstrated, valid and over-riding reason.

Further Information For further information students are advised to contact:

• The Student Centre: http://www.city.ac.uk/studentcentre/ • The Appeals Complaints and Enhancements Office: http://www.city.ac.uk/ace/

and to read: • The University Assessment Regulations: http://www.city.ac.uk/adu/landt/assessment.html

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GENERAL

Student Support

In addition to support from your personal tutor, department and/or school, the following services are provided by the University to support you during your studies. Further information on how to contact these services can be found on the University web site http://www.city.ac.uk/studentcentre/ and include:

• Accommodation and Welfare Service • Career Development Centre • Chaplain • Counselling and Advisory Service • Disability Services • Dyslexia Services • Educational Advice and Guidance and Study Skills Support • English Language Support • Finance Office • Health Centre • International Office • Mosque • Registry Services • Student Centre • Students’ Union

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Research Project/Dissertation and Supervision Policy: To provide guidance for all degree students before choosing a topic for a research project/

dissertation and staff supervising research projects/dissertations

1. Research project/dissertation choice This is an essential part of the degree and you should give careful consideration to the choice of topic. Factors that affect choice:

i) Time available for completing research project/dissertation ii) Resources available (e.g. time with supervisor, finance, sponsorship) iii) Topic’s applicability to future nursing/midwifery practice iv) Feasibility of method in terms of time v) Appropriateness of method to chosen topic

Strategies to facilitate choice:

i) Use of the Programme Director, Personal Tutor and Module/Theme Leaders to develop and discuss ideas

ii) List of potential supervisors and their areas of interest and methodological knowledge iii) Literature related to research project/dissertation writing

2. Research project/dissertation supervision A supervisor will be allocated after the research proposal has been approved. It is only at this point that the proposal may be presented to the Ethics Committee. The supervisor’s role is to facilitate the research project/dissertation by means of the following strategies: You should:

i) Clarify the aims of the research project/dissertation and the learning outcomes. These may

be redefined as the project progresses. ii) Discuss available facilities; e.g. equipment, computer software, professional contacts, and

library and learning resources support. iii) Ensure understanding of the research project/dissertation guidelines iv) Provide advice in relation to methodology and topic focus v) Assist in developing the ethics proposal (where appropriate) vi) Provide support and suggestions related to the research project/dissertation vii) Ensure the development of an appropriate plan of action with realistic deadlines viii) Read individual draft chapters once and one final draft of the entire research

project/dissertation. These strategies will be facilitated over a total of 12 hours in supervision meetings. The supervisor will be

available by appointment, but it is your responsibility to arrange and attend the supervision meetings. You are strongly advised to use your supervisor to facilitate successful research project/dissertation development.

To obtain quality feedback, you must submit the work at least:

i) 7 days before the supervision meeting to discuss a draft ii) 2 weeks before the supervision meeting to discuss the final draft of the entire research

project/dissertation. The supervisor must record the meetings and agreements made. If you do not arrange supervision meetings, the supervisor will inform the Personal Tutor and relevant teaching programme leads. If you experience difficulties in relation to supervision, you must contact the Programme Director in writing.

3. Final project choice The final research project/dissertation topic should be agreed with the Programme Director/Module Leader.

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Request Change of Student or Personal Tutor Form Students wishing to change their personal tutor/academic supervisor, or lecturers who wish to change their personal student, should meet and discuss with each other the reason for their wish to change. This form should be completed at the meeting, and forwarded to the Programme Director for approval. If the Programme Director, following consultation with the relevant Head of Department, approves the change, the form should be sent to the Student Services Helpdesk at West Smithfield or Whitechapel for processing. If the Programme Director does not approve the change, the reason for non-approval must be recorded on this form. The Programme Director will inform the student and lecturer of the decision, and the form sent to the Student Services Helpdesk for filing in the student’s file.

Programme:

Student’s Name: Cohort:

Personal Tutor’s name:

Who is requesting the change? Student Tutor

State reason for request:

Date of discussion meeting:

Who was present at the discussion meeting?

What was the decision at the discussion meeting?

If request is agreed, please state what clinical speciality the personal tutor should have:

Signatures:

Personal Tutor: ........................................................................................................................

Date: ................................................................

Student: .................................................................................................................................. Date: ................................................................

After student and personal tutor have signed, send the form to the Programme Director for approval/non approval

Approved by Programme Director Yes Send signed form to the Student Helpdesk at West Smithfield or Whitechapel for processing.

Approved by Programme Director No Follow instructions in box below.

If No - state reason for non-approval. Inform student and lecturer of decision. Send signed form to student file.

Signature of Programme Director ............................................................................................

Date: ................................................................

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Sickness and Absence

Policy: Interruptions to the education programme through sickness or absence have

implications for the continuity and validity of the educational process. Your eligibility to register or successfully complete a programme rests on the following:

• Completion of the required number of hours of theor y and practice • Satisfactory conduct throughout the programme • Successful completion of all theoretical and practi cal assessments

Purpose: To ensure that your sickness and absence either during School based activities or practice

placement or annual leave is dealt with, monitored and recorded in a consistent and fair manner and that the appropriate individuals are notified.

Scope: All Pre-Registration Nursing & Midwifery students and for all forms of absence from one day to

extended periods. See separate policy on maternity leave 1. Introduction

The absence allowance for Pre-Registration students is identified in the programme handbook. There is no absence period allowed for clinical placement any time lost will have to be made up. Your Personal Tutor is available to advise on the implications of absence from the course. If, at any time during the period of absence, one or more days occur when you should be attending a practice area, you are required to inform the practice area as soon as you know you will not be able to attend. Details of all sickness and absence are logged in the appropriate page of your student file. The database is networked for all lecturers to access sickness data. Details of all sickness and absence are included in all references supplied by the School. Failure to notify absence in the way outlined below will mean that the day (and any subsequent days of absence) will be counted as unauthorised absence. Unauthorised absence is investigated and may lead to you being discontinued from the programme.

2. Notification of Absence FROM CLINICAL PLACEMENT ARE A 2.1 On the first day of absence you must notify the placement area by telephone and TEXT the sickness

line on 07624 819021 supplying the following information: i) Student Number ii) Your name iii) Your Cohort iv) Date of Sickness

2.2 If you are expected in a practice area you should ring the senior nurse/manager in the area before 09.00

(or as soon after that time if the area does not begin work until 09:00) giving the same information as listed above including the name of the supervisor with whom you are working and the time you were meant to arrive and depart from the practice area.

After four consecutive day of absence (only if due to sickness - including sickness incurred prior to or during annual leave) you should send a self-certificate form to cover the period from the beginning of the illness to the Placements Team at School of Community & Health Sciences, 20 Bartholomew Close, London EC1A 7QN.

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After eight consecutive day of absence, (only if due to sickness - including sickness incurred prior to or during annual leave) you should consult your General Practitioner and obtain a medical certificate, which must be sent to Course Admin to be received within 6 days of its issue. You should phone to inform the School that a certificate is in the post.

2.3 NOTIFICATION OF ABSENCE FROM SCHOOL

If you are absent from School you are expected to email/telephone your module leader tutor immediately informing them of:

i) Your name ii) Your Cohort iii) Reason for Absence

2.4 Long term absence (including sickness incurred prior to or during annual leave) includes:

i) Any condition/illness which is likely to exist over a long periods of time and which may affect your ability to continue the educational programme.

ii) Any extended period of time away from studies due to sickness/illness/injury, but from which it is expected that you will fully recover and be able to continue the educational programme.

Where the reason is sickness, subsequent medical certificates are required and should be sent to Course Admin as soon as issued and not later than six days after expiry of the previous certificate. You inform the Programme Director if the period of absence is likely to extend over a period of four weeks, your circumstances are considered and where absence is due to sickness, a medical opinion regarding your health status and the possibility or not of returning, or taking a break, from the programme considered. Resumption of studies is only possible subject to confirmation by Occupational Health regarding fitness.

2.5 Regulations covering ‘planned sickness’

If you need treatment/surgery that necessitates absence from any condition that is not an emergency (e.g. removal of a wisdom tooth) the effect of the absence will have on your programme must be discussed with the appropriate Programme Director immediately you receive notification of treatment/surgery. Where the ‘planned sickness’ results in a total exceeding the allowance for absence for the course, any bursary received is stopped and your place on the programme deferred to the next available programme. Occupational Health must confirm that you are fit to resume the programme.

2.6 Compassionate Leave

Compassionate leave may be granted for serious distress i.e. bereavement. On any one occasion a maximum of three days compassionate leave can be granted. Requests in excess of three days can only be granted by the Programme Director or nominated deputy as appropriate. Compassionate leave is added to any sickness or absence occurred. It is your responsibility to contact the Programme Director. The Programme Director informs Course Admin and the leave is recorded on your student record. In the absence of the Programme Director, your Personal Tutor can grant the request for compassionate leave.

3. Return from a Period of Absence

After a period of absence, you should telephone Course Admin and if applicable, the senior nurse/manager in the practice area. After absence due to sickness of more than seven days, you must make an appointment with your Personal Tutor to discuss your course progress.

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Student Claims for Travel Expenses Policy : All pre-registration Nursing & Midwifery Diploma and Degree students may claim for the

reimbursement of full travel expenses to placements. Purpose: The reimbursement of travel expenses, in excess of normal travel to West Smithfield site, whilst

on placement. Scope: For both Pre-Registration Degree Students and Pre-Registration Diploma Students between

their term-time residence and their clinical placement site. Introduction All pre-registration Diploma and Degree students may claim for the reimbursement of full travel expenses incurred to and from term-time residence and clinical placements. These will be paid monthly, in arrears, on the ‘Monthly Claim for Reimbursement of Excess Travel Expenses for Clinical Placements Form’ (also referred as Travel Expenses Form). The application for Travel Expenses Form is controlled by Central Finance, Northampton Square. Where to get forms Students can obtain the Travel Expenses Form from: - Student Services Help Desks (West Smithfield and Whitechapel) - Reception at both sites (West Smithfield and Whitechapel) - Library (West Smithfield) - Finance Office (Room 1026 West Smithfield) Cohort Information Travel claims will be paid direct into bank accounts via BACS transfer on the last Friday of each month. Amount that can be claimed Amounts can only be claimed where journeys between term-time residence and a clinical place site exceed the normal daily travel cost from your term-time residence to the West Smithfield site. If the cost of travel to placement is greater than the cost of normal daily travel to the West Smithfield site, students can claim the gross amount of costs incurred (i.e. there is no deduction made for term-time residence to West Smithfield site costs). For example: Term-time residence to West Smithfield site £3.00 per day Term-time residence to Clinical Placement site £2.50 per day No claim

Term-time residence to West Smithfield site £3.00 per day Term-time residence to Clinical Placement site £7.50 per day Student claims £7.50 per day

Term-time residence to West Smithfield site £3.00 per day Term-time residence to Clinical Placement site £3.00 per day No claim

Completing and submitting the form Students should list each journey separately and attach the relevant receipts. Correctly completed forms, accompanied by receipts, should be submitted to the Student Services Desk, Ground Floor, West Smithfield no later than the 1st day of each month. Forms received after the 1st of the month will not be paid until the following month.

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Complaints Procedure Students who wish to make a complaint against the University concerning the quality of an academic programme or any related service should first do so at the local level, by raising the issue with the individual, department or service provider directly involved. Issues of concern may often be resolved more quickly and effectively at this stage. If a student decides to make a complaint, this will be taken seriously, and confidentiality will be respected. Investigations will be carried out thoroughly and determined fairly, by someone who is not directly involved in the complaint. It should be noted, however, that complaint resolution may not be possible without revealing the identity of the complainant to the subject of the complaint, and anonymous complaints will not be investigated. Furthermore, allegations which are found to be unsubstantiated or malicious will be dismissed. Decisions made by the University will have regard to any applicable law. The student is entitled to be accompanied at all stages of the complaints procedure by a person of your choosing. If a legal representative is chosen, the University must be given prior notice in order that it may consider similar support. Details of how to make a complaint can be found on the website http://www.city.ac.uk/ace/complaints

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CITY UNIVERSITY, LONDON School of Community & Health Sciences

Incorporating St Bartholomew School of Nursing & Midwifery

Eval-F04: Customer Complaints Form (for completion by complainant) Making a Compliment, Comment or Complaint School of Community & Health Sciences, incorporating St Bartholomew School of Nursing and Midwifery, is committed to providing high quality services to its students. We value your feedback on areas we do well and areas which require improvement. These provide us with valuable information which enables us to improve. If you would like to make a comment or compliment or are unhappy with a service provided by the School, please let us know. How do I give the School feedback on its level of s ervice? If you wish to compliment an aspect of good service, please complete the form which follows this guidance. If you wish to make a complaint, initially you should take this up with the person involved. Our aim is to resolve as many complaints as possible at this level. If matters remain unresolved or you feel a fuller investigation is required, the complaint should be made in writing, by telephone or in person to the Governance and Strategy Unit. You may wish to use the attached form to make your complaint. What happens next? All compliments and comments are fed back to the staff and departments concerned. If you make a verbal complaint to a staff member, every effort will be made to resolve your complaint immediately. All written complaints that cannot be resolved immediately will be registered by the School and given an individual reference number. Wherever possible, your complaint will be acknowledged in writing within ten working days. All complaints will receive a full and fair investigation and the content be known only to those concerned with the complaint. You may be asked to give further details. Where practicable, every effort will be made to send a full response to your complaint within a twenty eight day period. Where this is not possible, you will be advised of the reasons for delay and anticipated completion date. We will not investigate a complaint without a named complainant. What if I am unhappy with the response to my compla int? If you are not satisfied with steps taken at local level, you may make a formal complaint to the appropriate Associate Dean for Programmes. The Associate Dean will review the complaint and where suitable investigate further. Where further investigation is required every effort will be made to send a full response to your complaint within a twenty eight day period. Where this is not possible, you will be advised of the reasons for delay and anticipated completion date. What the complaints procedure does not cover The complaints procedure does not cover areas where there are more specific procedures, such as academic assessment appeals, disciplinary matters, racial/sexual harassment and discrimination procedures. Information on disciplinary matters and racial/sexual harassment and discrimination complaints can be found in the University and School Handbooks. Please use the space overleaf to outline the nature of your compliment or comment or complaint.

EVAL-F04

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CUSTOMER COMPLAINTS, COMMENTS AND COMPLIMENTS FORM

Date made:

Name (block capitals): Complaints received without a name will not be investigated

Programme/Cohort: (if appropriate)

Address for reply: Details of compliment, comment or complaint: (Please include as much information as possible, such as dates, times, locations, names of witnesses’ etc, feel free to use additional pages if necessary). What do you think might be a satisfactory resolutio n? Signature: .................................................................................................. Date:........................................ Please return your completed form to: Waheeda Dhansey, Governance and Strategy Unit , School of Community & Health Sciences, 20 Bartholomew Close, London, EC1A 7QN

For office use only:

Date complaint received: .............................................................. Office reference no: ...............................

EVAL-F04

Updated by: Emma Calverley, Manager, Governance and Strategy Unit Date: March 2008

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PRE- REGISTRATION STUDENTS’

Disciplinary Procedures for Pre-Registration Nursin g & Midwifery Students Purpose: To ensure that complaints alleging misconduct by a student of the Pre-Registration Nursing

and Midwifery Programme are dealt with in a fair, reasonable, and consistent way without delay.

Scope: All students studying pre-registration nursing or Midwifery at City University

N.B. All post-registration students are subject to the Disciplinary Policies of their employers for all matters other than those which are academic or course-related.

Refs: City University Academic Handbook; Student Disciplinary Code (Ordinances and Regulations – C1.9); NMC Code of Conduct.

1. Introduction Student of the Pre-Registration Nursing and Midwifery Programme are a student of City University

and therefore come under the scope of the City University disciplinary Procedures. These can be accessed via http://www.city.ac.uk/acdev/dps/oandr_c/C1-9.pdf

Due to the professional requirements of the regulatory and professional bodies for nursing and midwifery, the pre-registration programme has additional procedures.

2. Determining the route for disciplinary action Where the University Code of Conduct has been allegedly broken, the matter follows the University

Regulations. Where the Programme Requirements, as stated in the Pre-Registration Student Learning

Agreement, or the NMC Code of Conduct (2004) have been allegedly broken, the matter follows the programme procedure as stated in this document.

3. Action before implementing the Programme disciplina ry procedure 3.1 Academic Guidance

Disciplinary action often results from a student failing to meet the required standards (in matters such as time keeping, attendance and academic performance). The personal tutor plays a continuous role in the student’s guidance and therefore any issues of standards must be discussed between the tutor and student prior to following the route of Disciplinary action.

3.2 Investigatory Meeting

The disciplinary action (if any) should not be pre-determined nor be decided until the student has had an opportunity to give their account, regardless of how straightforward an incident may seem.

An investigatory meeting is arranged where the student is allowed to give their account of the facts and

to add any previously unknown information producing any relevant evidence to support the facts.

Within 7 days of the incident being reported as requiring disciplinary action, the student will be advised in writing of the date, time, venue, purpose of the meeting and advised of who will be present. The student is entitled to be accompanied by a friend, colleague or professional representative at all stages of the Disciplinary Procedure.

A formal report of the outcome of the meeting will be sent to the relevant Programme Director.

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The usual possible outcomes of the investigatory meeting are as follows:

i) No further action is required ii) The issuing of an informal warning iii) Referral to a School level Disciplinary Hearing iv) Referral to a University Disciplinary Hearing

N.B. The stages of Disciplinary Action are normally taken sequentially. However, there will be exceptional instances

where, depending on the seriousness of the offence, it would not be appropriate to proceed through all the stages. In that case, a first formal warning, a final formal warning or discontinuation may therefore be the first stage of disciplinary action. Suspension or exclusion, as a precautionary measure, may be considered at any stage of Disciplinary Action. A record of the action at each stage is confirmed to the student in writing and a copy kept on the student file.

i) No further action is required

If the explanation form the student is accepted as adequate and it is deemed that the student is not at fault. No further action will be taken.

ii) Informal warning

Informal warnings are given for first or minor breaches of discipline by the student’s Programme

Director, and should generally take the form of a verbal reprimand. The student is warned that if there is no improvement, formal disciplinary action is liable to result, and is told clearly that s/he is being issued with an informal warning.

The informal warning is noted in the student’s file and a copy given to the student. The note is valid for

a period of 6 months, and may be removed after this time or when the student completes the course, whichever is the sooner.

An earlier removal of the informal warning may be requested by the student, which will be acceded to if

appropriate. iii) Referral to a School level Disciplinary Hearing

If the matter is deemed more serious than a formal warning a School Disciplinary Hearing shall be convened. See (4) below.

iv) Referral to a University Disciplinary Hearing

If the matter is deemed to have broken university disciplinary regulations, the student will be referred to a university disciplinary panel, in accordance with the university policy http://www.city.ac.uk/acdev/dps/oandr_c/C1-9.pdf

4. Process for the School level Disciplinary Hearin g A date for the Disciplinary Hearing is decided by the Programme Director. A Disciplinary Hearing will be

held as quickly as possible. The student is informed in writing of the matter being considered for formal disciplinary action at least 5

working days before the date of the hearing; where the student will be able to state their case and if they wish to bring a representative with them.

Any written statements must be made available to all parties. It is advisable that this takes place prior to

the hearing. If the contents of a written statement are disputed, the author may be asked to attend the disciplinary interview.

The matter is investigated at the disciplinary hearing, and having questioned all concerned, the

disciplinary action to be taken is decided.

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The decision is conveyed to the student in writing within five working days after the hearing. If it is deemed that further information / evidence is required, the student is informed of this verbally and

a date given by which the decision is to be made. A summary of the decision will be sent to the student within five working days.

Possible Outcomes:

i) Formal Warning ii) Final Formal Warning iii) Discontinuation of Training

i) Notification of formal warning

A formal warning is confirmed in writing within 5 working days and copied for the student’s personal file. The formal warning letter must confirm:

a) the nature of the offence b) that a repetition of the offence or similar or related offences is liable to lead to further disciplinary

action c) details of any conditions which the student must fulfil d) what behaviour/performance etc, is expected of the student in future.

The formal warning must be retained on the student’s file and will remain there for one year or until

completion of the course, whichever is the sooner.

ii) Final Formal Warning If there is a repetition of the offence or related offences occur, a further and final formal warning may be

given. The letter of warning must state that this is a Final Warning and that any repetition of the offence or of

similar related offences, is liable to lead to discontinuation from the course. A student has the right to appeal against a Final Formal Warning and this must be explained during the

meeting and in the letter confirming the Final Formal Warning. A Final Formal Warning remains on the student’s file for one year or until completion of the course,

whichever is the sooner. iii) Discontinuation of Training

Discontinuation is carried out by the appropriate Programme Director, or designated deputy. If the situation has failed to improve after a formal warning, then the final stages of the Disciplinary

procedure are invoked and the student discontinued from the course. Students must not be discontinued without taking the advice of the Academic Registrar The letter of discontinuation must confirm the:

a) effective date of discontinuation. b) reasons for the discontinuation stated as precisely as possible. c) student’s right of appeal, if appropriate, and guidance as to how that right may be exercised

(see 8.1 below) A copy of the letter must be sent to the Academic Registrar.

5. Precautionary Suspension

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Suspension is a precautionary measure and the student's bursary is not affected as a result.

Suspension is not a Disciplinary measure, but as a holding action pending enquiries or other measures. 6. Offences Against The Law Offences against the law are normally dealt with under the City University Student Disciplinary Code. 7. Right of Appeal If the student considers a Final Formal Warning or a Discontinuation of Training unwarranted, s/he may

make a formal appeal in writing to the Associate Dean for Undergraduate/Pre-Registration Programmes or designated deputy.

Without necessarily making a formal appeal, a student may put any objection or request for mitigation in

writing, which will be kept in their personal file. 8. Disciplinary Rules

Students are required to adhere to the University Disciplinary Code, the student agreement and the NMC code of Conduct. The following list of Disciplinary Rules, is given for general guidance, but is not exhaustive. It should be noted that Disciplinary Rules are of necessity flexible and when a rule is contravened, each case will be carefully considered on its own merit before any disciplinary action is taken.

i) Unauthorised removal, possession or theft of property belonging to the National Health Service,

a staff member, a fellow student, a patient or member of the public.

ii) Acts of violence, including physical assault of a staff member, fellow student, patient or member of the public. This includes fighting.

iii) Serious breaches of safety rules including deliberate or malicious damage to, or misappropriation of, equipment belonging to the University, National Health Service or other service provider’s property.

iv) Deliberate and repeated failure to carry out reasonable instructions.

v) Going beyond the limits of instruction.

vi) Falsification of documents such as, Portfolios, attendance registers or expenses claims. Any other attempt to defraud a Trust, a member of staff, a patient, or a member of the public.

vii) Disclosure of confidential matters to public sources, e.g. patient's records.

viii) Drunkenness or the misuse of drugs whilst on duty, in such a way as to impair ability to carry on work.

ix) Conviction of a criminal offence which makes the student’s continued presence unacceptable e.g. fraud or theft.

x) Falsification of information on appointment, or of qualifications which may or may not be a statutory requirement of the course, or which result in additional remuneration.

xi) Sexual misconduct at work.

xii) Markedly irresponsible behaviour, e.g. sleeping whilst on duty or wilful negligence or unauthorised absence which could result in harmful or serious consequences.

xiii) Receipt of money, goods or pecuniary advantage accepted,, in respect of any services rendered.

xiv) Another action which is considered to be neglect of duties.

xv) Any act which is detrimental to the healthcare provision of the Trust and other service providers.

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Policy for Precautionary Suspension of Students fro m Clinical Areas

Policy: This policy outlines for students and placement staff the procedure to be followed when a

student’s conduct is deemed sufficiently unsafe or unsatisfactory for the student to be removed from the placement pending an investigation.

Purpose: To protect patients while students are on placement and to support students and placement staff

by providing a clear strategy of action. Scope: All Pre-Reg students of the School while on placement. 1. Introduction

This policy has been designed to support placement staff who considers a student’s conduct to be either sufficiently unsafe or so unsatisfactory as to warrant removal of the student from the placement as a precaution whilst a full investigation is carried out. It is intended that such precautionary suspension be:

• in the interest of the student and all the other pe ople involved • achieved with minimum disruption to the patients, s taff and the student • reported to the appropriate individuals

During this period of precautionary suspension the Programme Director will decide whether the student may continue to study at City University.

The School will make every effort to ensure that no longer than 14 working days elapse between the date of suspension and the date by which the student will be informed of the decision of the investigatory body and her/his future.

2. Precautionary Suspension

Precautionary suspension pending an investigation will be undertaken if the student contravenes statutory professional (e.g. NMC) and/or university statutes and guidelines for conduct.

The following list is not exhaustive and serves to provide examples of such inappropriate behaviour warranting suspension:

• the student appears to be incapable of undertaking duty when required to do so. • the presence of a student constitutes a serious ris k to patients, staff, fellow students,

her/himself or NHS property (e.g. severe aggression , suffering from a substance misuse). • the conduct of the student is subject to criminal c harges and alleged offences, which are

connected with, or may affect the student’s perform ance, suitability for duties or to continue as a student on the programme.

• an incident/complaint has occurred involving others and an investigation needs to be carried out.

3. Process for Precautionary Suspension and Removal of Student from the Placement

Step 1: Concern about the student’s conduct may be raised by any of the following who should be prepared to substantiate their concerns at an investigation:

• The student’s mentor • The placement manager (e.g. charge midwife/nurse, w ard sister etc) • Another student (who will be offered support)

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• A patient/service user or carer • Link Lecturer • Personal Tutor • Practice Experience Facilitator • Any other appropriate person Step 2: Precautionary Suspension

i. In the first instance the most senior practitioner in charge, the Practice Experience Manager/Facilitator in consultation with the Trust Lecturer in Practice should meet with the person who is bringing the complaint and the student to assess the situation and notify her/him of the decision for the precautionary suspension from the placement.

ii. Suspension is carried out by the appropriate senior person (the suspending officer) in consultation with the Trust Lecturer in practice who will notify the student’s Programme Director or designated deputy within 12 working hours of the incident.

iii. A detailed written statement of the incident will be made by the suspending officer and passed to the Programme Director.

iv. A copy of this statement will be sent to the student (and the student’s Personal Tutor) using the recommended letter and format. In the letter the student will be advised of his/her rights, advising her/him to make immediate contact with their Personal Tutor or Programme Director for advice and that an investigation will be conducted.

v. The student is advised to make a record of the events leading to her/his suspension.

Step 3: Investigation of the Complaint

i. Following precautionary suspension and removal from the placement, investigation of the allegations will be initiated within five working days by the Programme Director and conducted by the Practice Experience Manager/ Facilitator and the Programme Director or their nominated deputy.

ii. The student receives by recorded delivery 5 working days notice of the date and time of the

investigatory meeting between the investigating officer and the student. At this meeting the student will be invited to provide a description of the events and any other information that should be considered.

iii. The student must confirm their attendance and inform the investigating officer of whether they

intend to bring a representative. iv. The outcome of this investigatory meeting will be documented.

Step 4: The outcome of the investigation

ii. A meeting will be convened by the Programme Director (or nominated deputy) with the relevant

Trust and educational personnel to discuss the findings of the investigation. ii. As a result of this meeting one or more of the following outcomes may emerge:

• The investigation reveals that the matter can be resolved without further action. • The student will face disciplinary procedures. • The student will remain on suspension until the issue is resolved. • The student will be required to undertake a health assessment and will be referred to the

occupational health service. • The student will be required to successfully complete a remedial programme of support

before re-entering a placement setting. • Any other action deemed appropriate.

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Step 5: Communication of the Outcome of the Investigation

• A letter outlining and confirming the findings from the investigation will be sent by the Programme Director to the student where possible within fourteen (14) working days.

• The Associate Dean for Students, Associate Dean for Practice Education, Trust Director of

Nursing/Midwifery and the University Academic Registrar will be informed by e-mail of the suspension and the result of the investigation. They will also receive copies of the incident report form and where appropriate a copy will be kept on the student’s file.

Students may appeal against the decision of the inv estigatory panel under the terms of City University regulations. The appeal should be made t o the student’s Head of Department.

Note to Anyone Making a Complaint

If you decide to make a complaint, your privacy and confidentiality will be respected, although complaint resolution may not be possible without revealing your identity to the subject of the complaint. Anonymous complaints will not be investigated. You will receive fair treatment provided that complaints are not made maliciously. Decisions made by the University will have regard to any applicable law. You are entitled to be accompanied at all stages of the complaints procedure by a person of your choosing. If a legal representative is chosen, you must give the University prior notice in order that it may consider similar support. NB the Vice Chancellor of the University has discre tion to dismiss without further consideration complaints that are judged to be out of time, malicious, frivolous or vexatious. Perpetrators of such complaints may face disciplina ry action.

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Flow Chart for Procedure of Precautionary Suspensio n of a Student from a Clinical Area

Step 0

Incident concerning a student’s conduct

Step 1

Observer notifies practitioner in charge of placement

Step 2 i.

Precautionary suspension Senior practitioner assesses the situation and decides whether further action is required and contacts. Practice Experience Manager/Facilitator (PEM/PEF) and Lecturer in practice. Decision made to suspend student as a precautionary measure.

ii

Student informed of decision and advised to leave the placement immediately and to contact Personal Tutor and Programme Director who are contacted by Lecturer in Practice within 12 working hours.

iii

Suspending officer writes a detailed statement of the incident and sends to the Programme Director and a letter to the student containing the information

Step 3 i

Investigation of the complaint Within 5 working days an investigation is initiated by the Programme Director and conducted by the PEM/PEF and the Programme Director (or nominated deputy).

ii

The student receives 5 days notice of investigatory meeting by recorded notice.

iii

Student confirms their attendance and the name of the person they intend to accompany/represent them.

Step 4

Outcome of the investigation Programme Director convenes a meeting with relevant Trust and educational personnel to discuss findings from the investigation

Step 5 i.

Within 14 working days the student is sent a letter informing them of the decision taken as a result of the investigation.

ii.

Programme Director notifies the Associate Dean for Students; Associate Dean for Practice Education, Trust Director of Nursing/Midwifery and the University Academic Registrar, along with copies of the incident report form. Copies are placed on the student’s file.

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Uniform and Dress Policy for Pre-Registration Midwi fery and Nursing Students _____________________________________________________________________________________ Policy: To prescribe the required standard of appearance that students of pre-registration

Nursing and Midwifery programmes at City University are expected to present when representing the University in a practice placement or whilst travelling to and from placements.

Purpose: To ensure students maintain a professional appearance at all times

To ensure the protection of students and the public To ensure a consistent standard of dress whilst respecting, current practices and cultural beliefs, where possible To minimise the risk of cross infection and to facilitate good and effective hand decontamination To ensure uniforms are compatible with safe moving and handling

Scope: This policy applies to all students of City University who are undertaking pre-registration

nursing or midwifery studies. Developed by: Working Groups of the Practice Education Committee and the Programme Management

Committee ___________________________________________________________________________ 1. INTRODUCTION This policy outlines the minimum standards that must be adhered to in all practice areas. Students must wear the approved uniform unless a specific placement area instructs otherwise and this must always be clean and pressed for each shift. 2. UNIFORM POLICY 2.1 Issuing Of Uniforms Uniforms will be provided at the beginning of the student’s programme of study. Immediately on completion or discontinuation from their programme of studies students must ensure that their uniforms are destroyed to prevent their misuse which might bring the name of City University into disrepute. 2.2 Replacement Uniforms Students will pay for any replacement uniforms 2.3 Laundering of Uniforms Students are required to launder their own uniforms and they must be changed daily to reduce the risk of cross infection. Uniforms must be washed at 60 degrees centigrade. In some specialist placement areas such as in the labour ward, intensive care unit or operating department, special uniforms are provided by students’ placement provider. These are replaced daily and are laundered as part of the normal dirty linen procedure. Such clothes should be placed in the designated dirty linen bin/store to be collected by the linen team. 2.4 Travelling to and from placement When travelling to and from their placement, students must wear their own clothes (Mufti) and to change into their uniform at their placement site. Wearing uniform outside the placement site or skills laboratories places the student at risk and incurs infection. 2.5 Dress code when on community placement Wearing uniform whilst on community placement is not normally required, but in situations where it is necessary the student must always be accompanied by a registered practitioner to provide supervision and protection. 2.6 Protective clothing If protective clothing is provided it must always be worn according to the policies and procedures of the placement provider. This is to prevent unnecessary health and safety risks and serious accidents.

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Students have the responsibility to ensure they are knowledgeable about these policies from their first day on the placement. Students must wear and discard protective clothing, safely and in a timely manner. 2.7 Plastic aprons and gloves Students must adhere to local policies and practices.

Plastic aprons must be worn in areas of direct patient care and a different apron must be worn when nursing a different patient. The apron creates an impermeable barrier between the patient and that area of the uniform, which has the most patient contact. This aids the prevention of cross infection. Gloves should only be worn according to the local policies of the placement provider.

2.8 Personal Hygiene As nursing and midwifery practice involves close personal contact with patients and clients it is essential that personal hygiene and fragrances do not cause patients discomfort, such as nausea. Personal attire and uniforms must be clean for each shift and pressed prior to going on duty. 2.9 Perfume, Aftershave and Make-up: If students wish to wear perfume, after-shave or make up whilst on duty this should be discrete. 2.10 Fingernails Fingernails must at all times be short and clean to prevent harm to patients through infection transfer or inadvertent scratching. They must at all times be:

• Clean to avoid transferring bacteria on or under the nail; • Short to prevent patients and staff being scratched; • Free from nail varnish, nail decoration or any form of nail covering to prevent flakes of contamination.

False nails or extensions are not permitted. 2.11 Hair There is a possibility of hair carrying bacterial or parasitic infection such as staphylococcus aureus or head lice and these may be transmitted to patients. To promote the health and safety of the student and the patient, hair must be clean and tidy at all times. To achieve this it must be:

• Clean, tidy and tied away from the face; • It should be off the face and shoulder and above the level of the uniform collar; • Hair should be tied back with a simple dark hair band or ring, clips or hair pins • Free from any form of decoration or adornment such as: fastenings that have sharp points, beads,

slides, decorated or plain bands, ribbons, scarves and hats, all of which are an infection risk • Male students must either be clean-shaven or have their beards and moustaches kept clean and

neatly trimmed.

2.12 Footwear Shoes that provide good support to the foot and loco motor system will contribute to protecting the student from harm. Unless alternative footwear is provided by the placement provider for specialist areas of practice (such as labour ward, operating department) shoes must be:

• Plain; • Black, leather (not suede); • If lace up with laces of the same colour as the shoe; • Non slip soles; • Low heeled; • Firm fitting; • Clean; • In a good state of repair;

The wearing of trainers or open sandals/shoes are potentially dangerous to the student as they do not provide sufficient protection to the foot and back and may NOT be worn whilst wearing uniform.

2.13 Socks, stockings and tights Students will normally always wear suitable hosiery. Socks worn by students must be:

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• Plain • Black

Stockings and tights must be: • Plain • Black 15 -30 denier

In extremely hot weather students may seek the permission of their placement manager as to whether they can dispense with wearing socks, stockings or tights and must receive this in writing.

2.14 Jewellery Wearing jewellery of any kind whilst working in a health care setting introduces a health and safety risk. Jewellery can potentially injure patients or be dangerous for a student who may be caring for a confused or aggressive patient. Stones in jewellery often harbour microorganisms, may become dislodged and can cause damage to patients. The following principles must be adhered to:

• Rings – only a single plain band may be worn e.g. a wedding ring; • Earrings – must not be worn (Students may wear one plain ear stud in each ear); • Bracelets – must not be worn; • Necklaces – hanging jewellery must not be worn; • Wrist watches – must not to be worn – fob watches are favoured and must be pinned to fall inside a

pocket. Wrist watches have been found to be a source of infection and prevent adequate hand washing and drying. A wrist watch may also injure a patient;

• Tattoos – students are discouraged from being tattooed in areas of their body that are visible to patients;

• Body piercing – visible body piercing e.g. on the face must be removed whilst on duty. New piercings (including ear studs) will be treated as a new wound and must be covered with a surgical dressing and a blue plaster until the site has healed.

2.15 Badges/Identification The student’s name and designation must always be visible as a matter of security and reassurance to patients. Whilst on placement experience students must wear their university identity card at all times, and will be refused admission to the placement area if they are unable to produce it on request. This will be considered an absence from duty. Male students must wear their epaulettes at all times whilst wearing their uniform (as these are a means of identification as a student) 2.16 Additional Clothing

a) Polo shirts/sweat shirts – that are part of the uniform are worn with trousers.

b) Cardigans - Students are only permitted to wear a clean and tidy navy blue lightweight and easily washable cardigan. Wearing of cardigans is not permitted whilst undertaking direct patient care.

c) Uniforms for Students with cultural/religious c onsiderations

Uniforms will be in the same colour and material as the standard City University Nursing and Midwifery programmes uniform. Uniforms adapted to meet students’ cultural or religious needs will meet standards that reflect health and safety legislation and requirements. Any such adaptations will meet the following standards:

i) Headdress – Will be provided as part of the standard uniform and must be secured safely and

tucked into collar. ii) Trousers – Trousers may be worn under a dress and will be the standard student uniform

trousers. iii) Tunic/Dress – This will be, modified from the standard model, loose and shapeless. The

tunic/dress will be no longer than mid calf length, with a split seam either side two inches below the knee. The tunic/dress will have long sleeves to the wrist. Whilst on duty sleeves must be rolled back and fixed in position at elbow level and the fore-arms must be bare. This is essential to prevent soiling and thus transmission of infection.

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2. NON-UNIFORM DRESS POLICY

a) Students on practice placement are ambassadors of the University and the School. In practice

areas such as community areas and mental health, students are working in a context where they are more vulnerable. Prior to commencing their placement students must establish the dress code requirement for their placement. Depending upon the policies of the placement provider, students may wear their own clothes in preference to wearing their uniform. When doing so they must observe the following:

b) Students are expected to wear clothes that are clean, conventionally smart and informal. At no times should students wear clothes that are tightly fitting, revealing/transparent or low necked as this can cause offence to some clients and could place the student at risk.

c) Hair should be clean, tidy and tied off the face; it should be free of adornment other than a simple hair band or ring;

d) Only a plain wedding ring may be worn e) Neckties may be clip-on only, to prevent strangulation by for example confused patients (scarves

are prohibited for this reason) f) Shoes should be comfortable, support the feet and locomotor system and enable the student to

walk easily and undertake the required duties safely; g) The following items may be worn at the discretion of the Practice Experience Facilitator/Manager: h) Jeans if clean and smart. There must be no fading or tears; i) Knee length skirts or shorts may be acceptable, but students should seek advice from their mentor

as in some circumstances this dress may be offensive to the client group;

4. Non-Compliance with Uniform And Dress Policy

If students are considered inappropriately dressed they will be given a verbal warning and will be sent off duty. This will be reported as an absence until the student returns dressed appropriately. The time associated with these absences will need to be made up. Following this first verbal warning any second incident of breech in following the Uniform Policy will be considered unprofessional conduct and as a result the student will normally face disciplinary action.

Updated from City University Guidelines, Policies and Procedures (2005) and University College London Hospitals uniform policy for Clinical Staff (2005) Approved by Practice Education Committee, 2006 Approved by Board of Studies, 2006

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Attendance in Practice Placement _________________________________________________________________________________

Policy: To prescribe the required standard of attendance in practice placements that students of the Pre-Registration Nursing & Midwifery programme are expected to undertake whilst studying for their pre-registration programme.

Purpose: To ensure students undertake the required number of practice placement hours to meet requirements of the professional statutory regulatory body

To ensure students have the opportunity to:

• experience the full cycle of care

• develop the proficiencies necessary for registration as a midwife or nurse

Scope: This policy applies to all students of City University who are undertaking pre-registration midwifery or nursing studies.

Developed by: Working Groups of the Practice Education Committee

Approved by the Practice Education Committee: July 26th 2006 Reviewed and approved subject to amendments November 17th 2006 Approved by the Programme management team: December 4th 2006 Approved by Board of Studies: 31st July 2006/December 6th 2006

_________________________________________________________________

Introduction

This policy outlines the minimum standards that must be adhered to in all practice areas by students and is designed to meet the purpose of placement experiences outlined below. Students are permitted to enter practice placements as a result of the information on the placement allocation list and this constitutes an honorary contract with the placement provider.

1. Purpose of placement experience

Practice placement experiences are an essential part of students’ pre-registration programme and provide opportunities to refine and further develop knowledge and skills learned in classroom activities by working in real life professional practice situations. An important aspect of learning in practice is the opportunity to rehearse skills repetitively until they have become embodied and part of everyday practice. This entails working sufficient shifts to learn the normal routines of the staff and the experiences of patients undergoing treatment and care in the practice placement. As a result of this kind of practice, students can concentrate on developing their professional knowledge and learn to integrate theory with practice and practice with theory.

Throughout their placements students are classed as supernumerary to the regular staffing team of the placement and are required to work and learn under the direct or distant supervision of a member of staff, depending upon the student’s level of capability.

Students’ attendance on placements must be accurately monitored to meet the requirements of the Nursing and Midwifery Council.

2. Practice placement working arrangements

2.1 During their placement students must:

i) work 40% of their shifts with their supervisor/ mentor and in the absence of their mentor, receive constant supervision and support from other named, suitably qualified and experienced practitioners on each shift that they attend

ii) work over the 24 hour, seven day a week range of shifts (except first year students)

iii) have sufficient exposure to the normal every-day care of patients to meet all their practice module learning outcomes

iv) complete the prescribed number of practice hours for their practice module over each academic year

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v) ensure that their Placement Attendance Record is accurate and signed by their Placement Mentor or Placement Manager by the last date of their placement and that this is handed in promptly at the end of their placement

2.2. Exceptional circumstance:

If on an exceptional or one off circumstance a student has specific difficulties about attending a specific shift or shift times, s/he may be able to negotiate some flexibility providing the criteria identified above are met and the following:

i) the change of shift (time) has been discussed and agreed with the student’s mentor and the placement manager and a signed statement confirming this is attached to the student’s Attendance Record or Portfolio of Practice

ii) the Lecturer in Practice Education has been notified of this arrangement by the placement manager

iii) the student adheres to this agreement

N.B. A copy of the agreement must be sent by the Lecturer in Practice Education to the student’s Programme Director and another copy to their Personal Tutor/Practice Facilitator or equivalent.

2.3 Placement Shift Hours

These must add up to 37.5 hours per week or 75 hours in each two week period.

Practice hours are designed to meet the criteria id entified in 2.1 (above) and:

• to provide opportunities to attend practice placement related seminars and tutorials

• include one short tea/coffee break of 15 minutes

N.B. The main meal break (½hour in the 7.5 hour day, or equivalent) is not counted as practice hours

2.4 Bank Holidays: students do not receive extra duty payments. When a Bank Holiday falls during placement time, students will need to ensure they work the number of hours required for the placement. Students may work the day or days or take them as their normal day off for the relevant week. If the placement is not normally working at weekends or Bank Holidays then they will need to negotiate with their mentor how to ensure they complete the required number of hours for the placement. The 2006 pre-registration curriculum does not require students to work bank holidays and they do not need to make up this time.

2.5 Working long day shifts

First year students are not normally expected to work long day shifts (i.e. 11/12 hours). Second and Third year (Branch programme) students may work long day shifts. Students working long day shifts instead of the 7.5 hour shifts may do so providing the following criteria can be met:

i) The student is willing to work long day shifts

ii) Long day shifts are a normal pattern of work for the placement staff

iii) The student will receive supervision and mentored educational support

iv) The student has the written agreement of their mentor and the placement manager to work the long day shift/s and this has been signed off in the student’s Attendance Record /Portfolio of Practice

v) That the student works no more than two consecutive long shifts in any one week and no more than 75 hours in any two week period; and any shortfall in hours is made up by working 7.5 hour shift(s).

3. Weekend and Night Duty Arrangements

3.1 First year midwifery and nursing students

i) First year nursing or midwifery students may be rostered to work one weekend (whole or part) in any 4 weeks of their placement allocation where the service is open.

ii) first year students will not work night duty as this is not appropriate experience for this stage in their programme.

3.2 Second and third year midwifery and nursing students

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a. Second and third year midwifery and nursing students may work no more than two weekends in any four

b. Over the period of their second and third year (or branch programme) students should normally plan to work a minimum of 9 night shifts and a maximum of 18 night shifts. Students may only work night shifts if they are working alongside their mentor or under the supervision of a registered practitioner.

3.3 Working within the European Working Time Directives

Students are not permitted to undertake any form of paid employment whilst working and learning on practice placements where the combination of hours will lead to more than 48 hours of working time in any 7 day period. If a student is found to breach this working time agreement they will be subject to disciplinary action by both the University and the employer.

3.4 Making up placement hours

i. Students who have had up to 5 days absence from their placement may negotiate with their mentor to make up the time during the allocation period.

ii. Students who have had 6 days absence or more from any one placement will need to discuss the situation with their Programme Director so arrangements can be made for them to make up the time, either at the end of the academic year or at the end of their programme.

4. Sickness and injury affecting attendance on Prac tice Placements

Any sickness or injury taking place either during School-based activities, practice placements or annual leave is recorded. The Allocations Team must be notified of any sickness or injury immediately and relies upon good communication from individual students. Students should keep their own records in case of any discrepancy.

Whilst on placement students must make sure that any sickness or injury is accurately recorded on their practice placement Attendance Sheet (in their Practice Portfolio) and signed.

The following actions need to be taken during periods of sickness/injury in order to ensure accurate records are made.

As soon as a student knows that they will be unable to attend for duties they must:

i. contact their placement manager or follow the required procedure of their placement provider

ii. Contact the University sickness line by text: 07624 819021 - stating their: Student Number /Name /Cohort /dates of sickness in that order

iii. Students receiving salary support must notify their employer of any sickness or absence immediately

Students must contact their Programme Director to discuss plans for making up practice hours and this will need to be logged onto the student’s record. Details of time taken for any type of absence, including time taken for sickness or injury will be included in references supplied by the School.

4.2 When contacting the placement or the School stu dents must give the following information:

i) their name and cohort

ii) the name of their placement and placement mentor

iii) the estimated dates that they are taking sick leave

4.3 Returning to the programme

When a student is fit enough to return to their practice placement, they must notify the Sickness line of the Allocations Team and their personal tutor that they are now fit to return. If the sick leave has been within a placement allocation, students must also contact their Placement Mentor to discuss shift times.

4.4 The following requirements apply:

If students are returning from sick leave, as a result of any of the following they must get advice and certified health clearance either from their GP or from the relevant Occupational Health Department to see if they are fit to either return or continue with their programme. If a student was absent as a result of:

i) diarrhoea and vomiting for more than 48 hours

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ii) sickness whilst overseas (especially in a tropical country)

iii) a significant musculo-skeletal injury such as from a road traffic accident or from back strain

iv) a highly infectious skin condition such as: scabies.

v) contact with an infectious disease e.g. Chicken Pox, Rubella, TB,

vi) an allergic reaction to a substance or product e.g. latex gloves

vii) long periods of sickness or frequent episodes of short term sickness/absence (i.e. more than 4 weeks of leave)

Students who are suffering from any condition, illness or injury that requires more than four weeks absence may be unable to complete their programme within the time period stipulated by the Nursing and Midwifery Council.

N.B. Students must always be able to present their Occupational Health Immunisation Record to their placement manager if requested.

4.5 Sickness certification

Students are required to provide a certificate to cover the period from the beginning of the illness to be sent to the Helpdesk at the School of Community & Health Sciences, 20 Bartholomew Close, London EC1A 7QN.

i) A self-certificate for a period of four (4) to 7 consecutive days of absence (only if due to sickness - including sickness incurred prior to or during annual leave)

ii) A medical certificate for a period of eight (8) or more consecutive days of absence, obtained from their general practitioner within 6 days of the completion of the previous certificate.

5. Injury whilst on duty

Students who have sustained an injury (e.g. sharps/splash) whilst on duty must:

i) inform the manager of the placement area or the Trust Occupational Health Department or the Accident and Emergency Department.

ii) complete an incident form and follow the local Trust/organisation policy under the guidance of the manager or the person in charge of the placement location

6. Pregnancy

i) Students who become pregnant during their programme and are undertaking practice placement experiences must notify their Programme Director as well as their personal tutor as soon as they are aware that they are pregnant. On placement, pregnant students will be required to have a Risk Assessment to assess whether they need any reasonable adjustments to their practice experience (see the School Maternity Policy for more information www.city.ac.uk/sonm/practice-education/policy_docs).

ii) Students may attend ante-natal appointments during their placement hours, but will have to make up the lost time. This must be negotiated with their mentor.

iii) Students must notify their Programme Director in writing no less than six (6) weeks in advance of their return date so that plans for a return to the programme can be agreed (see paragraph 3.4 Making up lost time).

N.B. Whilst academic and placement staff will do their best to accommodate students’ requests for a specific return date to their programme or for a specific Community of Practice placement, this may not always be possible.

7. Compassionate leave and other Leave in Special or E xceptional Circumstances

7.1 Compassionate leave

Students may apply to either their Programme Director or their placement mentor for compassionate leave if they are facing a situation such as bereavement of a close family member, partner or other situation causing serious distress.

Compassionate leave is added to any sickness or absence record and will be made up according to the agreement with the Programme Director.

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i) Students are normally allowed to take a maximum of three days compassionate leave at any one time

ii) Longer periods of compassionate leave may be negotiated with the Programme Director or the Associate Dean of Students. Only these people can grant a request for a longer period of compassionate leave.

iii) The Allocations Team and the Programme Director must be informed by the student as soon as permission to take this compassionate leave has been granted.

7.2 Negotiated absence for any other purpose

i) Absence for paternity or carer leave: Students may apply to their personal tutor and their Programme Director for special paternity or carer’s leave. This time will need to be made up to meet the requirements of their programme and the Nursing and Midwifery Council. All full time pre-registration programmes must be completed within 5 years of commencement.

ii) Attendance for interviews: Third Year Students in their final four months of training may take negotiated time off from their duties to attend a maximum of two (2) interviews for post-registration staffing posts. Students need to produce evidence of the interview date/s and time/s in order to negotiate this absence. Attendance at additional job interviews will need to be negotiated by the student with their mentor. The time will have to be made up.

iii) Dentist/Doctors' appointments: students are expected to arrange these types of personal appointments during off duty hours .

8. Non compliance with Attendance Policy

This is defined as any form of non-attendance which has not previously been negotiated, agreed and documented by the student, their mentor or placement manager. Such absence will be documented in the student’s records. This unauthorised absence includes:

i) Persistent lateness/Poor Timekeeping

ii) Absence from the placement that is not sick leave or negotiated leave.

Unauthorised absence is considered to be unprofessional conduct and implies a lack of consideration and respect for other colleagues. Such behaviour is deemed unacceptable and will normally result in disciplinary action. This information will influence recommendations about the student’s professional registration.

The student’s practice placement mentor must report the student’s absence to the Allocations Team immediately, the Practice Experience Manager/Practice Facilitator. It must also be documented on the student’s attendance sheet in their Portfolio of Practice.

Updated from City University Guidelines, Policies a nd Procedures (2005)

Reviewed and amended November 2006. To be reviewed in July 2008

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Maternity Policy for Pre-Registration Nursing and M idwifery Students Policy: To support the student and her unborn child and to ensure that neither are put at risk whilst

following a programme leading to professional registration. Purpose: The School has a statutory requirement under the Management of Health and Safety at

Work Regulations (MHSW) to implement regulations designed to protect the health and safety of expectant and new mothers who work.

Rationale : Students who become pregnant and are on placement experiences are at risk from hazardous substances that may affect their baby. Substances which may be encountered in placement settings are infective agents (bacteria, viruses and so on), toxic substances (such as gases and medicines), exposure to lead. This is particularly important during the early stages of the baby’s development and when the mother is breast feeding. Normal nursing and midwifery activities, such as moving and handling, prolonged standing could present a physical hazard to the mother during the final trimester of pregnancy and post partum, due to hormonal changes affecting the musculo-skeletal system.

Scope: Pre-Registration students who are pregnant or become pregnant while on their programme

_______________________________________________________________________________________ 1. Under the terms of the Management of the Health and Safety at Work regulations an employee who

becomes pregnant must notify her line manager in writing no later than the end of the 25th week of her pregnancy or as soon as reasonably practical.

A student who is engaged in a pre-registration health care programme which necessitates clinical practice experiences, must notify her Programme Director and Personal Tutor in writing at the earliest opportunity and may need to make arrangements to intermit from the programme in order to safeguard her own health and that of her unborn child.

This is to ensure that planning for your future programme can be started and plans will include making suitable arrangements for placement experiences to safeguard your health and well-being.

1b. The letter of notification should state: the date that childbirth is expected, the date that maternity

break is expected to commence, and the date of expected return to the programme. These details are important for your bursary payments to be maintained.

1c. You are normally allowed to continue in practice up to and including the 34th week of pregnancy. 1d. The Personal Tutor or Programme Director must ensure that you complete the appropriate maternity

break form. 2a. The Programme Director will inform the Allocations Team and a risk assessment should be conducted

within two weeks of notification using the generic maternity risk assessment form (appendix 1) to ascertain if any of the risks are present on the placement you are attending. If further placements are attended during your pregnancy a separate risk assessment will need to be conducted to assess the risk on each placement.

3c. Where risks are identified on a placement you should not undertake duties which exposure you to

this risk. If the placement is considered to be too hazardous for you to continue your placement experience then either an alternative placement will be found or if this is not possible and no other reasonable option is available, you may have to commence maternity break.

Settings which may be considered to be potentially hazardous are: anaesthetic/operating departments; areas where cytotoxic drugs, radiotherapy or radiography are administered; high risk areas in mental health departments and so on.

3d. If you are deemed to be fit to continue on the programme and undertake placements, consideration

should be given to the length and nature of your working day and provision of rest facilities. This should be established by the placement co-ordinator in consultation with you.

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3e. If you have a high level of sickness/absence during the period before the 34th week and this is

pregnancy-related illness, then you must be referred to the occupational health service using the referral form (appendix 2). An appointment will then be offered by the Occupational Health Service who will your fitness to continue with your programme.

3f. The Occupational Health Service will notify the Programme Director of your fitness to continue with the

programme and will make recommendations for the maternity break dates. 4a. The Programme Director will notify the Allocations Team of your pregnancy and the dates of the

maternity break. 4b. Where relevant, the Allocations Team will notify the practice facilitator of this information. 5a Bursary payments will continue during the period of a maternity break up to 45 weeks in total. The

form for notifying the NHS SGU will be completed by the Programme Director or their representative. 5b Any entitlement to maternity pay will be in accordance with DSS Regulations for students who are

salaried. 6a. Students must confirm their intention to return from maternity break in writing to their Programme

Director at least four (4) weeks prior to their planned return date.

6b. Under the terms of the Management of Health and Safety legislation, employees are permitted to return to work 2 weeks after delivery. Students are advised not to return from maternity break until six (6) weeks after the week of their confinement or when breast feeding has been completed, whichever is the greater period of time.

6c. Prior to returning from maternity break you must provide the Programme Director with a certificate

from your General Practitioner stating that you are fit to return to your programme of studies and undertake normal placement duties.

7a. Students returning from maternity break will normally join a later group of students at an appropriate

point in the programme. This will be arranged with all the relevant parties by the Programme Director.

7b. The Programme Director in collaboration with the Placement Co-ordinator, relevant educational and

clinical colleagues will develop an individual programme plan for you, taking into account the point at which you commenced maternity break, your learning needs and your professional needs. This will include a re-orientation to the programme and the practice placement.

8. All documents relating to the student’s maternity break will be kept securely in the student’s personal file

located within Course Administration. 9. Students may negotiate a period of Paternity Leave in discussion with the Programme Director who will

assess the impact on your programme plan and agree with you an appropriate revision. The period of leave may include placement hours and the requirements for attendance as dictated by the Nursing and Midwifery Council will need to be maintained. Plans for paternity leave need to be made as early as possible and your Programme Director will be sensitive to the sudden variation in plan that may be required.

Approved Board of Studies Dec 2006

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APPENDIX 1 Hazards to be considered when carrying out a risk a ssessment The following list gives a number of hazards that may present a higher risk to new and expectant mothers. Hazards can be divided into physical, chemical, biological and psychological. PHYSICAL BIOLOGICAL CHEMICAL PSYCHOLOGICAL Manual handling Chickenpox Lead Fatigue Noise Rubella Mercury Stress Ionising radiation Cytotoxics Shift work Non-ionising electromagnetic radiation

Sterilising agents Violence and aggression

Extremes of cold or heat Pesticides Fatigue Carbon monoxide Display screen equipment Methyl methacrylate Working area/space Anaesthetic gases Production Solvents NB: any of the above hazards may need to be reassessed throughout pregnancy to take account of changing circumstances. The specific risk assessment form is attached and should be used by managers to identify any actions that need to be addressed or implemented to ensure a safe working environment for the new or expectant mothers. The actions may include:

• Temporary adjustment of working conditions and/or hours of work • Suitable alternative work if available (additional advice from Human Resources) • Or, if the above are not feasible, suspension from work may need to be considered.

For additional advice on health related issues then contact the Occupational Health Service on 020 7601 8072.

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New and Expectant Mothers at Work Risk Assessment This form should be completed for each student who is pregnant or is a nursing mother.

Name: _____________________________

Date: ________________________ Pregnant / Nursing mother (please delete as applicable) Existing Workplace Hazards yes no Controls in place to minim ise risk Remaining risk to students Recommendation s or action taken Please state Sig High Mod Low Physical Ionising Radiation

Manual handling

Biological blood borne Viruses

Tuberculosis

Rubella

Chemical Cytotoxic drugs

Sterilising agents

Anaesthetic gases

Solvents

Methyl Methacrylate

Ergonomic Visual Display User

Production process

Psychosocial Fatigue

Stress

Shift work Violence

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APPENDIX 2 REFERRAL TO OCCUPATIONAL HEALTH 2nd Floor, King George V Block, St. Bartholomew’s Hosp ital, West Smithfield, London EC1A 7BE, Tel 020 760 1 8072

Please complete all sections of this form and e-mail it to Occupational Health. If emailing externally please email to occupationalhealth@bartsandthelondon.nhs.uk Please note a detailed referral is very helpful in enabling us to undertake our assessment and can affect the report we provide back to you. Pleas e be aware that information on this form is discussed with the student. PLEASE COMPLETE ALL SEC TIONS.

Additional Information to support student referral: STUDENTS’ DETAILS

NAME DOB

ADDRESS

HOME TEL MOBILE

PLEASE INDICATE (state yes or no) WHETHER STUDENT HAS BEEN INFORMED OF REASON FOR REFERRAL AND STUDENT HAS VERBALLY AGREED TO ATTEND. Please note we cannot legally see someone if they have not been informed of the reasons.

PLEASE INDICATE REASON FOR REFERRAL AND WHAT ADVICE YOU WOULD LIKE (please be specific)

TOTAL NUMBER OF DAYS OF SICNESS ABSENCE IN LAST 12 MONTHS:

TOTAL NUMBER OF OCCASIONS OF SICKNESS ABSENCE IN THE LAST 12 MONTHS:

REASONS FOR SICKNESS ABSENCE IN THE LAST 12 MONTHS:

IS STUDENT CURRENTLY OFF SICK? (Please highlight) YES NO

IF YES WHEN ARE THEY DUE TO RETURN TO SCHOOL?

ARE THERE ANY PERFORMANCE/MANAGEMENT ISSUES THAT WE SHOULD BE AWARE OF? (If so please indicate in the additional informational section)

YES NO

We aim to offer an appointment or undertake a telep hone assessment within 5 working days. We aim to email a report to you two days after consultation. If student cancels or does not attend we will notif y you of this. Please contact your occupational health adviso r on 020 7601 8072 for any advice about completing this form.

NAME OF REFERRING TUTOR JOB TITLE

DATE

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Providing Patient/Client Care in a Diverse Multi-cu ltural Society : Guidelines for student nurses and midwives

Guideline: To provide guidance regarding patient choice issues for students in the practice placements Purpose: To ensure that the wishes of patients and clients are respected and that students are not

disadvantaged or discriminated against

Scope: This guidance applies to all students of Pre-Registration Nursing & Midwifery Programme at City University London.

Developed by: Practice Education Committee

Introduction Nursing is a practice-based profession and consequently students spend 50% of their pre-registration programmes in practice placements. It is in the practice placements that students, caring for real patients and clients, further develop the clinical skills that they learn in the university. It is not possible for all students to gain experience in every aspect of nursing or midwifery or to have the opportunity to perform all the different clinical skills. However students should be able to, indeed are required to, gain sufficient experience to become competent in a range of essential skills identified by the Nursing & Midwifery Council (NMC) Standards of Proficiency. These essential skills are all itemised in a Schedule of Skills Development and/or in the Portfolio of Practice. However, whilst achieving these essential skills it is crucial that patient and client choice is respected. This policy is intended to provide guidance if a situation arises that you feel is adversely affecting your learning as a student, although the issues discussed are equally relevant to qualified staff. Furthermore, as stated in the NMC Code of Professional Practice, nurses and midwives are accountable for ensuring that they “… promote and protect the interests and dignity of patients and clients, irrespective of gender, age, race, sexuality, economic status, lifestyle, culture and religious or political belief” (NMC, 2004 section 2.2). Therefore it is equally important that students and nurses and midwives do not discriminate against or refuse to provide care for patients/clients on the basis of their race, religion, life style or condition. Patient choice Whilst student learning is clearly important in order to prepare the next generation of nurses and midwives, the needs of patients/clients are always paramount. Nursing and midwifery care must reflect patient choice and this means that there is a small risk of this having an adverse effect on student learning. However, observing the way in which nurses and midwives ensure that patient/client wishes are respected is in itself a valuable learning experience. Examples of situations that you might encounter Situations that adversely affect your learning are extremely rare; the following examples are included to provide guidance should such a situation arise. 1. The patient/client states that he/she prefers no t to receive intimate care from someone of a

particular gender. This is usually, but not always, a member of the opposite sex. All patients should be given this choice and the patient’s wishes respected. You should not feel offended, as this has nothing to do with you as a person but simply the fact that you are a man or a woman, which is something you cannot change.

2. The patient/client refuses to allow student nurs es or midwives to participate in his/her care.

All patients have the right to refuse to be cared for by a student (NMC 2004) and whilst this may be disappointing, again it is not you as a person but simply your status as a student. Most patients or clients will not mind students observing so you will still be able to learn something.

Occasionally qualified staff may decide that the level of care required for a particular patient/client is too complex for students to provide and in order to act in the patient or client’s best interest, may decide not

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to allow students to get involved. For example, some patients/clients become angry, aggressive or distressed when being cared for, and the qualified staff may decide that it is in everyone’s best interest for students not to provide care for that person. If you feel that such a decision is not justified you must discuss this at the earliest opportunity with one of the people listed in the ‘Who can help’ section below.

3. The qualified staff say that you cannot perform some aspects of care because it is against Trust policy. It is always important to check trust policies and procedures in every placement. Occasionally staff believe there is a policy where in fact none exists or no longer exists. This may be because something has become custom and practice in a particular area. For example, staff may assume that patients in a sexual health clinic would prefer to be examined by a nurse of the same sex and so allocate students accordingly. In fact a written policy for such practice may not exist. If you feel that a policy, written or otherwise, is adversely affecting your experience or that you are being discriminated against in some way you must discuss this at the earliest opportunity with one of the people identified in the ‘Who can help’ section below.

4. Staff make assumptions about patient/client pref erences

Wherever possible it is best practice to ask patients and clients what they would prefer, but if this is not possible nurses and midwives, in their role as the patient’s advocate, will have to make assumptions about the patient’s wishes; such decisions should be checked at the earliest opportunity. Examples of such situations might be when the patient is unconscious, confused or where there are language problems with no interpreter available. For instance, nurses and midwives may assume that a pregnant Muslim woman would not wish to receive intimate care from a male student because their experience shows that this is the choice of the majority of Muslim women they have met. In such a situation the nurse or midwife is acting in the patient’s best interest as far as can be determined at the time and therefore that decision should be respected.

5. A patient or client refuses to be cared for by y ou or becomes aggressive towards you because of your colour or racial background This can be very hurtful and upsetting and should be reported to the nurse or midwife in charge immediately; it is racial discrimination and in most circumstances will not be tolerated. The only occasions when this might be tolerated is when the patient/client is confused or disorientated (e.g. Alzheimer’s disease) or has a mental illness that would be exacerbated by requiring the person to face up to his or her prejudices.

Who can help The above situations are intended to provide examples and are by no means an exhaustive list. If you feel disadvantaged in any way during your practice placements you must discuss it with one of the following people at the earliest opportunity: � Mentor � Placement manager � Link lecturer � Practice Education Manager/Facilitator � Personal Tutor � Modern Matron � Module or Programme leader If none of the above is able to address your concerns to your satisfaction you should make a formal complaint in writing using the procedure outlined in the Regulations Guide. Approved: Board of Studies, December 2006

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Guidelines for Students Undertaking Paid Employment (in addition to total programme hours, including theory and practice)

Purpose: To ensure staff, student and patient safety at all times Scope: All students on pre-registration Nursing & Midwifery programmes offered by City University, have a clinical placement as part of their learning experience (with the exception of students seconded or sponsored by an NHS or Independent sector employer) Rationale: The NMC Code of Conduct (2002) (1.4) states that; “You have a duty of care to your patients and clients, who are entitled to receive safe and competent care”. Whilst pre-registration students are not subject to the NMC Code of Conduct, they are expected to undertake their practice experiences in the spirit of the Code. It is not reasonable for students to assume they can work long hours and remain safe. There seems to be cause for concern about the relationship between long hours and safety/accidents (Beswick & White, for the HSL, 2003). Certain occupations are at risk from work related accidents when associated with long working hours. Nursing falls into this category. DTI guidance states that: “employers are required to take all reasonable steps to ensure that workers do not exceed an average of 48 hours weekly working time” (Arrowsmith & Neathy, for the DTI 2001). The Pre-Registration programme requires an average of 35 hours effort (clinical hours/personal study/college study) per week. This is included in the 48 hour limit. We recognise that Pre-Registration Nursing and Midwifery students may need to supplement their income and as such, overriding principles have been identified to enable them to do this. Whilst this is not ideal, the safety of staff, students and patients must be paramount at all times Principles:

• Students should not exceed 20 hours paid employment in any one week, during term time. • Students should not undertake their placement experience on a Late Shift and then undertake a

Night Shift as an agency/bank nurse. Likewise they should not undertake any ‘back-to-back’ work, following a shift on the placement experience with a paid agency/bank nurse shift or vice versa. This would be deemed unprofessional and unsafe and may lead to disciplinary action

• The NMC Code of Conduct (2002) (1.3) states that; “You are personally accountable for your practice. This means you are answerable for your actions and omissions, regardless of advice or directions from another professional”

• You may find it helpful to seek advice on how to avoid or manage stress and promote your own mental health and well-being. There is evidence to suggest excess hours can negatively impact on home and family life, which can then be passed on to the work situation

• The student support web-site: http://www.city.ac.uk/studentcentre/ provides information and advice on sources of practical help should you need it.

N.B. At no point do we condone situations that could jeopardise patient care. References Arrowsmith, J and Neathy, F. (2001) Implementation of Working Time regulations Department of

Trade and Industry. London. Beswick, J and White, J. (2003) Working Longer Hours Health and Safety Laboratory. Sheffield. NMC (2004) Code of Professional Conduct NMC. London

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Reporting Incidents of Unprofessional Conduct

Policy: The policy outlines for students and placement staff the procedure to be followed when a student observes a practitioner whose conduct is deemed sufficiently unprofessional to warrant reporting to a senior member of staff either of the placement provider or to the School.

Purpose: To protect patients and/or students with in the placement and to support students and placement staff by providing a clear strategy of action.

To support nursing and midwifery students to fulfil their professional responsibilities as required by the Nursing and Midwifery Council.

Scope: All students of the School while on placement. Developed by: representatives from participating Trusts, academic departments, pre-registration programmes and students. Approved by Practice Education Committee: July 2004

Introduction

This policy has been designed to support students who consider a clinical practitioner’s conduct to be either sufficiently unprofessional or unsafe as to warrant notification to a more senior member of staff (either in the School or in the practice experience). The observed practice may necessitate either the student(s) or the practitioner being removed from practice as a precaution whilst a full investigation is carried out.

It has been developed:

• in the interest of the patient / client group

• to ensure appropriate individuals are notified of the concerns.

• in the interest of the educational development of the student(s)

• to enable suitable action to be achieved with minimum disruption to the patients, the student and staff

1. Notification and Recording of Observed Incident

The student should make factual notes as soon as possible after observing the incident. These should provide a record of the observed conduct, and include essential information: date, time and location of the event, who was involved, the conduct observed, whether there were any witnesses to the incident.

With reference to the Communications Network chart (available in all placement settings as well as in Mentor Guidelines and Guidelines to Policies and Procedures in Placements or see: http://www.city.ac.uk/sonm/practice-education/index.html) ’the student should notify a suitable member of staff immediately and preferably within 24 hours of the incident. In the preliminary stages it is important that the student is able to discuss the observed conduct so that a judgement can be made as to whether the observed conduct constitutes a breech in professional behaviour or is as a result of misunderstanding.

If the student and the staff member believe the matter requires further attention and the student wishes to continue with a formal complaint s/he must be provided with information about the procedure.

The student is advised about the possible consequences of making a formal complaint and is advised to obtain professional support from her/his personal tutor (if not already involved). If appropriate the student is advised to contact her/his union representative at this stage. The student may also require counselling support.

The staff member should make a record of this conversation and notify a relevant senior member of staff. This senior member of staff could be the Programme Director or senior practitioner within the care setting.

The staff members should make recommendations for immediate further action required, which must include notifying the related senior person (either in the School or in the care sector). 2. Managing the Incident with the Student

Normally within seven (7) days and following the informal meeting with the staff member the student then writes a formal statement of the observed events and signs it. This is given to the Programme Director and to

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the Practice Facilitator or an appropriate member of clinical staff by the person providing support to the student (personal tutor/ practice facilitator or lecturer in practice).

A decision is made as to whether the student(s) need to change practice settings, and whether it should be withdrawn from the programme circuit pending further investigation.

The outcome of the investigation is communicated to the Practice Facilitator and a decision is made whether to continue offering the practice setting to students.

Students who bring a formal complaint may subsequently be asked to provide their evidence as a witness at any inquiry, investigation, legal investigation or disciplinary hearing such as by the professional statutory organisation.

N.B. Students are strongly recommended to join a un ion or professional organisation at the earliest stage in their programme so that they can receive i mpartial legal advice and support. 3. Process for Notifying Appropriate Persons of Co ncerns

Notifying the observed incident

i. In the first instance the student should document their observations in a logical and precise order as soon as possible after the incident

ii. The student should then discuss the matter with the most appropriate person available and a decision is made as to whether the matter needs to be investigated further or whether the student requires explanation and support. The following are examples of who the student could contact for advice:

• The student’s mentor

• The placement manager (e.g. charge midwife/nurse, ward sister etc.)

• Link Lecturer

• Personal Tutor

• Practice Experience Facilitator

• Programme Director

• Any other appropriate person

iii. If it is agreed that the incident does warrant further investigation the observer should be advised as to the possible consequences of their observations and be provided with pastoral support.

iv. The Practice Experience Facilitator in consultation with the Trust Lecturer in Practice should meet with the person who is bringing the complaint to assess the situation and decide on a plan of action, which may mean transferring the student(s) to a different practice setting

v. The normal policy if the care-providing agency for dealing with such incidents is carried out and the School is notified of the outcome

vi. A detailed written statement of the incident will be made by the investigating officer and passed to the programme director

vii. A copy of this statement will be sent to the student (and the student’s personal tutor) N.B. Useful references for information and guidance http://www.nmc-uk.org/aFrameDisplay.aspx?DocumentID=204 http://www.unison.org.uk/acrobat/10377.pdf

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HEALTH POLICIES

Policy for Students with Blood Borne Viruses

Policy: Department of Health 1994 AIDS/HIV-Infected Health Care Workers: Guidance

on the Management of Infected Health Care Workers NMC 2002 Code of Professional Conduct

Department of Health 1993 Protecting Health Care Workers and Patients from Hepatitis B

Department of Health 2002 Hepatitis C Infected Healthcare Workers

City University http://www.city.ac.uk/hr/policies/hiv.html Purpose: – To fulfil the School’s duty to provide a policy which deals specifically with HIV

infection and disease (including AIDS), and Hepatitis B. – To ensure that HIV and Hepatitis B are dealt with confidentially and sensitively in all

personnel and management practice to ensure that employee’s rights and dignity are maintained.

– To protect and promote the health of all employees and students of the School. – To outline how the School will ensure that the interests of employees/students or

potential employees/students with HIV or Hepatitis B/C are protected, whilst also protecting the interests of patients/clients.

– To demonstrate the commitment of the School to equality of opportunity in its employment practices.

Scope: The policy applies to students of the School. In the case of employees from Trusts, the

School would aim to ensure that the appropriate responsible bodies comply with this policy. This policy should be considered in conjunction with all of the School’s other personnel policies.

1. Pre-Employment Health Screening 1.1 An applicant’s medical fitness is determined by the Occupational Health Department prior to the start

of employment or training course by means of the normal Occupational Health screening procedures.

1.2 Applicants for jobs involving performing or assisting in surgical invasive procedures (see Appendix A

for definition of Surgical Invasive Procedures) must have completed Hepatitis B immunisation and demonstrated an adequate antibody response.

1.3 Applicants who have started, but not completed a course of Hepatitis B vaccine are assessed

individually. 1.4 Anyone who is an ‘e’ antigen carrier, or who is HBsAg positive, and has no ‘e’ markers cannot be

accepted for a job involving surgical invasive procedures. 1.5 Anyone who is HIV positive may not carry out surgical invasive procedures. 1.6 For all other jobs not involving surgical invasive procedures asymptomatic HIV or HB infection need

not be a bar.

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2. Employment 2.1 A student who becomes HIV or Hepatitis B infected, or develops HIV disease (including AIDS) is not

expected to disclose this information unless they are carrying out or assisting in surgical invasive procedures. In these cases, consideration is given to measures to minimise or eliminate the risks involved.

2.2 A student with HIV infection who subsequently develops the HIV disease (including AIDS) is

expected to perform his/her normal duties so long as they are considered medically fit to do so. Any other health risk to any employee or student with HIV from work-related sources is also considered in determining the School’s expectations.

2.3 HIV or Hepatitis B infection cannot be transmitted by normal social contact. Students who are

reluctant to work with an employee/student/patient or client who has HIV or Hepatitis B are counselled to reassure them. A student who refuses to work with an infected patient/colleague is subject to the School’s disciplinary procedures.

2.4 The School recognises the importance of counselling for those students who have or who think they

may have HIV or Hepatitis B, and makes this facility available. Counselling is also sought from Occupational Health by the Programme Director to ensure that the student’s health and interests are promoted.

3. Confidentiality 3.1 Any student who has HIV or Hepatitis B is not required to disclose this fact except as stated in 1.1

above and detailed in Appendix A. If a student in other circumstances chooses voluntarily to disclose this fact to the Programme Director, such a disclosure is treated in strict confidence.

3.2 Should any confidence be breached, this constitutes a disciplinary offence and may render that

person liable to disciplinary action. The Programme Director has the right to check with the Occupational Health Department if there is any doubt. General advice, which does not breach confidentiality, can be available to students caring for partners or relatives with HIV, AIDS and Hepatitis B.

3.3 When a student discloses such facts to the Occupational Health Department in circumstances other

than those set out in 1.1 above and Appendix A, such disclosures are treated in strictest confidence. 3.4 Only in very exceptional circumstances and on advice from the Occupational Health Physician would

the School consider disclosing information about an employee’s/student’s HIV or Hepatitis B status to a third party. The employee/student is always informed prior to disclosure.

4. Education, Training and Information 4.1 An essential requirement for the operation of this policy is that proper education, training and

information programmes are available. 5. Review 5.1 This policy is subject to periodic review in order to take account of changing knowledge, treatment

and care in the fields of HIV and Hepatitis B/C. Revised December 2003

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Guidance for Health Care Workers who have Patient C ontact in Relation to Infection Control

All health care staff whose duties involve contact with patients or their blood or tissues have a duty to be aware and apply the procedures and practices in this document for i) Their own protection, and ii) Their patients’ protection. For your own protection you must:

• Familiarise yourself with the appropriate Infection Control Policy in the Trust that you are working. • Uphold good hygiene in all patient contact. Be meticulous in asepsis, disinfection and sterilisation

procedures. • Cover any cuts, open lesions or abnormal skin on exposed areas of the body with waterproof

plaster. • Report the following to the Occupational Health Department:

- Widespread, severe eczema - Immunodeficiency arising through disease or therapy

• Be immunised against tuberculosis and hepatitis B. (You should contact the Occupational Health Department for advice).

• Be suitably attired and take simple protective measures to avoid contamination of yourself or your clothing with blood. Especially protect the mucous membranes of the eyes, mouth and nose from blood splashes.

• Prevent puncture wounds, cuts and abrasions in the presence of blood. • Handle and dispose of sharps safely; do not re-sheath needles (if re-sheathing is necessary, use a

re-sheathing device) avoid sharps usage whenever possible; do not overfill sharps containers (no more than two thirds full).

• Report any needlestick or sharps or splashing incidents involving blood immediately as advised by the local Trust policy.

• Fill in the relevant accident form.

This is necessary as prophylactic measures (such as immunoglobulin protection against hepatitis B) need to be started within a matter of a few hours if they are to be beneficial. These incidents include:

• Inoculation of a patient’s blood by a needle or other sharp • Contamination of broken or damaged skin (e.g. eczema) with blood • Blood splashes in the eyes or mouth • Swallowing a patient’s blood (e.g. when giving emergency mouth-to-mouth resuscitation without

an airway) • Contamination with a patient’s blood to such a degree that a change of clothing is necessary.

(In the definitions above the term ‘blood’ includes the following body fluids: any body fluid containing visible blood; cerebrospinal, peritoneal, pleural, pericardial, synovial, and amniotic fluids; semen and vaginal secretions; saliva in association with dentistry; unfixed tissues and organs). For your patients’ protection you should:

• Report your own potentially transmissible infections to the Occupational Health Department, or General Practitioner for example:

• Diarrhoea • Skin infections e.g. paronychia • Skin rashes e.g. measles, chickenpox etc.

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• Any protracted illness, e.g. cough lasting more than 1 month, unexplained weight loss, fevers.

If you are involved in invasive procedures (see Appendix B) consider yourself to be a chronic carrier of Hepatitis B or think you have been infected with HIV, you have an ethical duty to seek immediate advice and counselling from the Occupational Health Department of the Trust.

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Special Guidance for Health Care Workers involved i n Exposure Prone Procedures (EPP)

Definition of EPP “Exposure prone procedures are those where there is a risk that injury to the worker may result in the exposure of the patient’s open tissue to the blood of the worker. These procedures include those where the worker’s gloved hands may be in contact with sharp instruments, needle tips and sharp tissue (spicules of bone or teeth) inside the patient’s open body cavity, wound or confined anatomical space where the hands or fingertips may not be completely visible at all times”. Expert Advisory Group on Hepatitis – August 1993. INTERPRETATION OF THE ABOVE DEFINITION Category A • A & E doctors (including HEMS Team) • Cardio thoracic surgeons • General surgeons • Obstetricians and gynaecologists • Orthopaedic surgeons • Neuro surgeons • Urologists • Doctors and staff in Renal Dialysis Units (these will still need to demonstrate Hepatitis B non-

infectivity). • Dentists • Dental & medical students (Medical College Occupational Health Department) • Dental & theatre nurses who assist with their hands within the patient’s bodies/wounds. • Midwives who perform episiotomy • Cardiac and renal nurses Anyone working in any of the above posts, or other posts which include Exposure Prone Procedures, should be immunised against Hepatitis B and the antibody response subsequently tested. Those who do not produce antibodies must be further investigated to exclude the ‘e’ antigen carrier state before medical clearance can be given. Hepatitis B carriers who are ‘e’ antigen positive and anyone who is HIV positive must not perform Exposure Prone Procedures. Category B Students whose duties may include Exposure Prone Procedures in some circumstances. These require individual assessment. It is highly desirable that all students in this category should be immunised against Hepatitis B and their immunity tested. Those who do not demonstrate immunity/non-infectivity would face restrictions (i.e. no EPPs), but in many cases would be able to perform most of the duties within their placements. • Cardiologists who perform cardiac catherisation • Radiologists who perform angiography • A&E, ITU and SCBU nurses • Operating department assistants • Technicians using renal/cardiac bypass equipment • Anaesthetists • BSc/Diploma/Midwifery students/ENB courses. Venepuncture and the giving of injections and the setting up of intravenous lines are not considered to be Exposure Prone Procedures. If you are not sure whether your job includes Exposure Prone Procedures, please refer to the Occupational Health Service. Reference: HSG(93)40 Protecting Health Care Workers and patients from Hepatitis B, NHS Management Executive.