Wrk Experience Placement Plicy Printed cpies must nt be cnsidered the definitive versin DOCUMENT CONTROL POLICY NO. Plicy Grup Crprate Authr Alisn McCnnachie Versin n. 3.0 Reviewer Alisn McCnnachie Implementatin date May 2011 Ingrid Wilsn Alf Hannay Andy Hwat Status apprved Next review date May 2014 Apprved by APF Last review date: January 2009 Title: Wrk Experience Placement Plicy Versin: 3.0 Page 1 f 16
CONTENTS Page N. 1. Purpse and scpe 3 2. Plicy aims 3 3. Respnsibilities and rganisatinal arrangements. 3 3.1 Chief Executive 3 3.2 Wrkfrce Directrate 3 3.3 Head f Service 4 4. Mnitring 6 5. Equality and Diversity 7 6. Dcument Cntrl Sheet 8 Appendices 1. The Hw T Guide - Placement Pathway 9 2. Yung Persn Risk Assessment 10 3. Turn Dwn Letter Example 13 4. Cnfirmatin Letter Example 14 5. Orientatin Checklist fr Wrk Experience Placements 16 Title: Wrk Experience Placement Plicy Versin: 3.0 Page 2 f 16
1. PURPOSE AND SCOPE It is the eths f NHS Dumfries and Gallway t encurage the interest f students f all ages and ptential emplyees t aid recruitment and prmte the NHS as an emplyer, by ffering wrk experience placements within ur hspitals and health care premises. Wrk experience intrduces peple t the wrld f wrk and is a valuable and essential part f their educatin. Expectatins f the Organisatin is that this will nt be lnger than a tw week perid within ne department. T enable us t d this we must ensure the safety f all cncerned as well as have rbust guidelines and prtcls t help facilitate the c-rdinatin f lcally rganised placements. 2. POLICY AIMS This plicy aims t:- Cver the perid frm May 2011 until May 2014, unless there are any Organisatin r legislative changes; Reflect current health and safety legislatin; Define respnsibilities with regard t ffering a wrk experience placement; Set ut the prcess and accuntabilities t manage and mnitr a wrk experience placement; Prmte equity f access in regard t wrk experience placement enquiries. 3. RESPONSIBILITIES AND ORGANISATIONAL ARRANGEMENTS NHS Dumfries and Gallway, whilst keen t ffer placements, has a respnsibility t ensure that its duty f care t patients and relatives is upheld. Befre cntemplating a placement the Head f Department/Ward Manager must ensure that the interests f the patient wuld nt be cmprmised. 3.1 The Chief Executive has verall strategic respnsibility fr ensuring that Bard Plicies cmply with legal, statutry and gd practice guidance. The Chief Executive has verall respnsibility t ensure that a Wrk Experience Placement Plicy is in place fr NHS Dumfries and Gallway, setting ut hw wrk experience placements will be identified, undertaken and mnitred. 3.2 It is the respnsibility f the Wrkfrce Directrate t ensure the cntents f the wrk experience placement prcess is maintained, t field any requests fr a wrk experience placement t the apprpriate department, t cllate tear ff slips fr Title: Wrk Experience Placement Plicy Versin: 3.0 Page 3 f 16
mnitring the type and number f placements ffered and fr audit purpses. 3.3 It is the respnsibility f the Head f Service t make the decisin as t whether their department can supprt a wrk experience placement. T help reach a decisin the fllwing pints shuld be taken int accunt:- Cre business, i.e. patient care; The staffing establishment study leave, annual leave, sick leave The rganisatin s bligatin t student nurses and AHP students; The rganisatin s bligatin t pst registratin nurses; Wrk experience placements must be supervised at all times; Wrk experience placements fr schl children are bservatin nly. Disclsure Unless there are exceptinal circumstances, Students will be supervised at all times, therefre there is n need fr Disclsure at any level. Payrll Wrk experience placements are unpaid, therefre there is n need t cmplete a staff engagement frm, r infrm the Payrll Department. Health and Safety When yu ffer a placement t students yu have the same respnsibilities fr their health, safety and welfare as fr all yur staff. Under health and safety law, these students will be regarded as yur emplyees. There are special health and safety requirements in relatin t yung peple under 18 years ld. As part f the regulatins yu are required t tell them what risks there are befre they start their wrk experience placement. Risk Assessment The NHS Dumfries and Gallway Health and Safety Risk Assessment Plicy requires yu, as a manager, t assess risks t all yur staff and t d what is reasnably practicable t cntrl thse risks. Therefre, yu shuld already have risk assessments in place. This means lking at what in yur wrk culd cause harm t peple, s that yu can weigh up whether yu have taken enugh precautins r shuld d mre t prevent harm. Yu may be able t use r adapt a general risk assessment ding the same wrk experience placement. But in all cases yu will need t:- Title: Wrk Experience Placement Plicy Versin: 3.0 Page 4 f 16
lk at hw the wrk place is laid ut; hw the wrk is rganised; the need t prvide health and safety training; the nature f any physical, bilgical and chemical agents they may be expsed t; keep the risk assessment up t date; lk again at the risks if yu have reasn t believe that the riginal assessment n lnger hlds gd; bear in mind any infrmatin abut the persn s needs which may be passed n by the wrk experience rganiser, the schl, Cllege, University r the parents. Yu must als take int accunt that if yu are ffering a placement t a yung persn, they are likely t be inexperienced, unaware f health and safety risks and physically r emtinally immature. Put in place measures t cntrl the risks which will remve them altgether r reduce them t the lwest pssible level. Parents f children under the minimum schl leaving age (under 16 years f age) are entitled t infrmatin n the utcme f risk assessments and n any cntrl measures applicable t the risks. The main respnsibility fr passing n infrmatin t parents lies with the rganisers such as schls, and the lcal authrity. (Appendix 2 is a sample f a placement risk assessment frm) After assessing the utcme f the risk assessment, yu will have t decide whether it is feasible t ffer a placement. Please als cnsider any alternatives that can be ffered, i.e. timing f placements, mrnings nly etc., t help make the placement feasible. If it is nt feasible t ffer a placement, this shuld be fed back by the Department t the individual by telephne r letter (sample shwn as Appendix 3). Offer f Placement If it is feasible t ffer a placement, the individual r rganiser has t be infrmed, and the placement cnfirmed in writing (sample letter shwn as Appendix 4), tgether with a cpy f the risk assessment, which is a legal requirement fr yung peple under 18 years ld. If the individual accepts yur ffer f a placement, they are instructed t cnfirm by returning the slip attached t the letter. A cpy f this slip MUST be frwarded t the Organisatinal Develpment Team. High East, Crichtn Hall, this is fr audit purpses and fr mnitring the Title: Wrk Experience Placement Plicy Versin: 3.0 Page 5 f 16
type and number f placements ffered. Placement Planning Once the placement has been cnfirmed, the planning f the placement can take place with the supervisr/mentr. All wrk experience placements require a supervisr/mentr, and this supervisr/mentr has t be made aware f any restrictins r prhibited activities/areas which have been highlighted by the utcmes f the risk assessment. Orientatin On the first day f the placement, an rientatin MUST take place by the supervisr/mentr (Appendix 5). All tpics must be cvered and ticked ff as being discussed by the supervisr/mentr. Any lcal prtcls must als be cvered at this time. This is t ensure that imprtant issues such as health and safety, patient cnfidentiality and lcal prcedures are understd. T ensure the rganisatin s security prcedures are fllwed the persn undertaking the placement must sign in and ut every day and wear a visitr s badge. These badges are available at receptin areas. The placement must als sign the declaratin n the Orientatin Checklist. By signing the declaratin the individual agrees t ensure that all persnal health and cmmercial infrmatin t which they may be expsed t during their placement is kept cnfidential, and that they have an understanding f the Health Bard s plicies in relatin t cnfidentiality and restrictins f access t IT systems as explained by the supervisr/mentr. This includes nt discussing persnal health issues with ther peple, r giving infrmatin abut individuals t thers. The signed cpy f the rientatin checklist must be kept n file fr future reference. Placement Summary At the end f the wrk experience placement, a placement summary may be requested, this shuld be cmpleted by the supervisr/mentr and sent t the relevant rganisatin. 4. MONITORING Outcmes will be mnitred thrugh cllatin f return slips t the Organisatinal Develpment Team. The mnitring arrangements that are in place are cmpleted risk assessments, cmpleted lcal rientatins, returned slips and Title: Wrk Experience Placement Plicy Versin: 3.0 Page 6 f 16
advise. Successful placements and cmpleted risk assessments will be the criteria used t measure prgress twards the utcmes. 5. EQUALITY AND DIVERSITY NHS Dumfries and Gallway is cmmitted t the principles f equality and diversity and recgnises the Prtected Characteristics as defined by the Equality Act 2010 as fllws: age; disability; gender; race; religin/belief; and sexual rientatin; gender reassignment; marriage and civil partnership; and pregnancy and maternity. Any requirements will be highlighted within the risk assessment prcess. This plicy has been equality and diversity impact assessed. Title: Wrk Experience Placement Plicy Versin: 3.0 Page 7 f 16
6. DOCUMENT CONTROL SHEET 1. Dcument Status Title Authr Apprver Wrk Experience Placement Plicy Alisn McCnnachie Area Partnership Frum Dcument reference Versin number 3.0 2 Dcument Amendment Histry Versin Sectin(s) Reasn fr update 1.0 Plicy Original Plicy, 22/12/05 2.0 Plicy Review f Plicy 29/01/09 3.0 Plicy Review f Plicy 12/04/2011 3. Distributin Name Respnsibility Versin number Bard Secretary Place n plicy register 3.0 Cmmunicatins Team Place n intranet and in Latest 3.0 News Bard Management Disseminatin t all staff 3.0 Grup thrugh line management Wrkfrce Directrate Include paragraph in the 3.0 Wrkfrce Directrate Mnthly Paper APF Included within the APF minutes 3.0 4. Assciated dcuments Health and Safety at Wrk Act 1974 5. Actin Plan fr Implementatin Actin Lead Officer Timeframe Place n plicy register Bard Secretary May 2011 Place n intranet Cmmunicatins Team May 2011 Disseminatin t senir staff Bard Management May 2011 thrugh line management Grup Raise awareness and infrm All line managers June 2011 staff Use Plicy All staff Frm June 2011 nwards Title: Wrk Experience Placement Plicy Versin: 3.0 Page 8 f 16
The Hw T Guide Placement Pathway APPENDIX 1 Individual cntacts department directly The Department Undertake a risk assessment specific t prviding a placement (Append. 2) Assess utcme f risk assessment Nt able t prvide a place Turn dwn letter (Append.3) Feasible Infrm the individual r rganiser. (Append. 4) Cpy f risk assessment sent Placement planned with supervisr/mentr Nt Feasible Cpy f cnfirmatin slip MUST be sent t the OD Team Dates cnfirmed Placement takes place Orientatin cmpleted declaratin is signed and filed (Append. 5) Summary cmpleted by supervisr/mentr at end f placement if required Title: Wrk Experience Placement Plicy Versin: 3.0 Page 9 f 16
Yung Persn Risk Assessment APPENDIX 2 Severity x Likelihd = Risk Criteria e.g. Mderate x Pssible = Medium Risk Severity f Cnsequence Mst predictable cnsequence if the event in questin was t ccur Negligible, e.g. Minr injury, nt requiring first aid Unsatisfactry patient experience nt directly related t patient care and readily reslvable Partial lss f service Financial impact less than 5K Minr, e.g. Minr temprary injury r illness, first aid treatment required Unsatisfactry patient experience directly related t patient care rapidly reslvable Individual service bjectives nly partially achievable Financial impact 5K - 50K Mderate, e.g. Significant injury r ill health requiring medical interventin temprary incapacity Patient utcme r experience belw reasnable expectatins in a number f areas Unable t achieve service bjectives withut substantial additinal csts r delays Financial impact 50K - 500K Majr, e.g. Single avidable death r lng term incapacity r disability Significant impact n ability t deliver service bjectives, service may have t be discntinued Majr financial lss 500K - 2.5M Extreme, e.g. Multiple r repeated avidable fatalities r majr permanent incapacity/disability Sustained lss f service with serius impact n delivery f patient care, majr cntingency plans invked. Crprate bligatins nt met. Severe financial lss 2.5M + Rare (Little chance f ccurrence) (can t believe this event wuld happen will nly happen in exceptinal circumstances (5-10 years)) Likelihd f Occurrence Chance f event ccurring within the next year Unlikely Pssible Likely Almst Certain (Prbably (May ccur) (Prbably (this is expected wn t ccur) (may ccur will ccur) t ccur (nt ccasinally, (strng frequently/ expected t has pssibility in mst happen, but happened that this circumstances definite befre n culd ccur mre likely t ptential ccasins likely t ccur than nt exists reasnable ccur (daily/weekly/ unlikely t chance f (quarterly)) mnthly)) ccur (2-5 ccurring years)) (annually)) Lw Lw Lw Medium Medium Lw Medium Medium Medium High Lw Medium Medium High High Medium Medium High High Very High Medium High High Very High Very High Lw Lw: N additinal risk cntrls required. The persn respnsible shall dcument assurance that existing cntrls r cntingency plans remain effective and ensure any weaknesses are addressed Medium Medium: Further actin shall be taken t reduce the risk but the cst f cntrl shuld be prprtinate. The persn respnsible shall ensure additinal risk cntrl measures are intrduced within a defined timescale. Assurance that risk cntrls r cntingency plans are effective shall be dcumented and evaluated by the relevant Head f Service and any weaknesses addressed High High: Further actin, pssibly urgent and requiring cnsiderable resurces, shall be taken t reduce the risk. Respnsibility fr intrducing risk cntrl measures within a set timescale shall be explicitly defined by the apprpriate Directr r General Manager and fllwed up thrugh the perfrmance review prcess. Assurance that risk cntrls r cntingency plans are effective shall be dcumented and evaluated by the relevant Very High Directr r General Manager Very High: If cnfirmed t be unacceptable, the risk shuld be escalated immediately t Directr level. An immediate actin plan shuld be drawn up with Executive level leadership. If apprpriate, suspensin f the activity until the risk has been reduced shuld be cnsidered. The risk and the actin taken t reduce it t an acceptable level shuld be taken t the next available Bard Title: Wrk Experience Placement Plicy Versin: 3.0 Page 10 f 16
Ref: Date f Assessment: Lcatin Department Manager Assessrs Is Risk n Risk Register? NO YES Ref N: Descriptin f Operatin/Activity/Task/Area/Envirnment/Issue Cmplete the relevant details f the activity r issue being addressed. Detail the activities the yung persn will be carrying ut Identify Hazards All hazards assciated with the activity r issue shuld be entered here. Cnsider any additinal hazards a yung persn may be expsed t. Yung persns details Name = Address = Phne Number = All relevant details f the yung persn shuld be included here ie Name, Address, Age, DOB, Disabilities r special requirements. Schl r Cllege = Age & DOB = Special Requirements = Cntact details f parent r guardian = Cntact details f schl / Cllege = Current Cntrl Measures List current cntrl measures, including physical cntrls but d nt frget t include ther cntrls including safe wrking prcedures, infrmatin, instructin, training and mst imprtantly with yung peple supervisin. Title: Wrk Experience Placement Plicy Versin: 3.0 Page 11 f 16
INITIAL RISK RATING Risk Rating Using infrmatin abve and the risk matrix and taking int accunt the cntrl measures in psitin, decide the Likelihd and Severity, and calculate the risk rating. Likelihd Rarely happens Unlikely t ccur Pssibly can ccur Likely t ccur Almst certain Severity Negligible injury, illness, lss Minr injury, illness, lss Mderate injury, illness, lss Majr Injury, illness r lss Extreme lss, fatality, disaster Rating R= L x S Calculate Rating = Likelihd x Severity Further Cntrl Measures Required/Actin Plan Include any additinal cntrls identified t eliminate r reduce the risk further r state whether the risks are already as lw as reasnably practicable RE-ASSESSED RISK RATING Risk Rating Using infrmatin abve and the risk matrix and taking int accunt the further cntrl measures in psitin again decide the Likelihd and Severity, and calculate the risk rating. Likelihd Rarely happens Unlikely t ccur Pssibly can ccur Likely t ccur Almst certain Severity Negligible injury, illness, lss Minr injury, illness, lss Mderate injury, illness, lss Majr Injury, illness r lss Extreme lss, fatality, disaster Rating R= L x S Calculate Rating = Likelihd x Severity Date: Assessrs Names: Review Date: Cmments: Current Cntrl Measures shuld include as a minimum the fllwing: Infrmatin in the frm f a gd inductin Very clse supervisin in the frm f a mentr as individuals must nt be n their wn with patient/public, therefre disclsure is nt required Cnfidentiality has t be reinfrced Orientatin f the area t ensure they are familiar with area Daily review with student Cnsider all risks within the specific wrkplace and cnsult with apprpriate specialist adviser. Title: Wrk Experience Placement Plicy Versin: 3.0 Page 12 f 16
Appendix 3 Dear Wrk Experience Placement Thank yu fr yur request fr a wrk experience placement within NHS Dumfries and Gallway. Natinally, the Health and Safety Executive s guidelines give guidance n the health and safety requirements f premises that ffer wrk experience placements t students. Unfrtunately, after cnducting a risk assessment, we find that it wuld nt be feasible t ffer yu a wrk experience placement in this health care area. Thank yu fr yur interest in the Health service, and I enclse sme infrmatin fr yur perusal which yu may find useful when chsing yur career path. (It wuld be curteus, and benefit the Health Bard in trying t attract future emplyees, t send sme infrmatin but this is ptinal) Yurs sincerely cc The OD Team, High East, Crichtn Hall, Glencaple Rad, Dumfries, DG1 4TG Title: Wrk Experience Placement Plicy Versin: 3.0 The nly current versin f this plicy is n the intranet Page 13 f 16
Appendix 4 Dear Wrk Experience Placement Thank yu fr yur request fr a wrk experience placement within NHS Dumfries and Gallway. I am writing t cnfirm the ffer f an unpaid placement, details as fllws:- Department:- Dates:- The detail f the nature f yur placement will be agreed n yur first day. The main cnditins f yur placement are as fllws:- At all times yu will carry ut thse tasks allcated t yu by yur supervisr/mentr; Patient s permissin t the presence f a student must always be btained; Patient s cnfidentiality will be paramunt and must be abslutely respected at all times; Yu must sign in and ut f the building every day f yur placement and wear the visitr s badge that is allcated t yu; Yu must cmply with the instructins prvided t yu at the start f yur placement. If yu agree t accept this ffer f a wrk experience placement, please cmplete the slip attached and return t the abve address. Please reprt t receptin n arrival. Yurs sincerely Title: Wrk Experience Placement Plicy Versin: 3.0 The nly current versin f this plicy is n the intranet Page 14 f 16
Please cmplete the fllwing and return t the address n the accmpanying letter Name :- Department:- Dates f placement:- I have read, understand and accept the ffer f a wrk experience placement in this letter n the terms referred t abve. I have* / have nt any special requirements (Please delete as apprpriate) * My Special requirements are:- Signed:- Date:- Office Infrmatin cc OD Team, High East, Crichtn Hall, Glencaple Rad, Dumfries, DG1 4TG Title: Wrk Experience Placement Plicy Versin: 3.0 The nly current versin f this plicy is n the intranet Page 15 f 16
NHS Dumfries and Gallway Appendix 5 Orientatin Checklist fr Wrk Experience Placements This checklist must be cmpleted at the start f the placement Name f wrk placement Name f Supervisr/mentr Start Date. The Department: Health, Safety and Security Details Intrductin t Supervisr/Mentr Tur arund the Department Intrductin t staff Lunch and tea breaks Lcatin f tilets Use f telephnes Cmmunicatin prcedures Signing in and ut visitrs badge Infectin cntrl hand washing Fire prcedures, exits and evacuatin Patient Cnfidentiality Data Prtectin Security f persnal belngings Accident and Incident Reprting each item n cmpletin Declaratin I cnfirm that I have cvered all the items n this checklist with my supervisr/mentr I cnfirm that I understand what I have been tld and what has been demnstrated t me Name (please print) Signature Date Title: Wrk Experience Placement Plicy Versin: 3.0 The nly current versin f this plicy is n the intranet Page 16 f 16