Faculty f Health and Behaviural Sciences SCHOOL OF Nursing, Midwifery &Scial Wrk CLINICAL PLACEMENT SHIFT and ROSTERING GUIDELINES: Nursing and Midwifery 2018 Sem 1 General Infrmatin fr Students regarding Rstering All clinical sites have differences in hw they rster UQ students. Each semester, yu must be aware f the shifts yu are required t undertake whether that be thrugh a rster r thrugh fllwing a preceptr. Yu must als be aware that these may be rstered ver a 7 day a week, 24 hur a day perid. Please nte students will nt be rstered n the nted University Public Hlidays. Where pssible when students are given a rster they will have 5 days t ntify the Clinical Lead if any shifts need altering. T alter a shift yu must have a legitimate reasn. Reasns may include: - Family event - Wrk cmmitments (1 day per week nly will be accmmdated) - Pre bked cnferences / educatin activities The Clinical Lead will change shifts where pssible, hwever as placement shifts are scarce, changes may nt be pssible. Fr first year Bachelr f Nursing students in Semester 1 rster changes are nt pssible. After the 5 day perid the rster will be lcked and n further changes can be made withut dcumentatin. Final year students fllwing a preceptr are required t frward their rster t the Clinical Placement Office and t the Clinical Supervisr s that a UQ clinical supervisr can visit yu n shifts. If preceptred and needing t change any shifts yu must still fllw the guide belw unless the shift change is due t yur preceptrs rster. If yur preceptr needs yu t change shifts yu are permitted t change but yu must clearly cmmunicate this t the clinical ffice and yur clinical supervisr by email as sn as pssible. Yu will be infrmed f yur supervisr thrugh blackbard at the start f each semester. It is advisable if yu are self-rstering that yu leave a week free at the end f yur rster perid in case yu need t miss shifts thrughut the semester r have an unavidable event. Yu then have a week spare at the end t re rster shifts. If yu need t rster shifts after week 13 apprval must be sught in the frm f an Assessment Extensin that ges t the Curse Crdinatr fr yur Clinical Curse. The Clinical Placement Office will then need t arrange the extended placement time thrugh the hspital n yur behalf. Once rstered and the rster is lcked, students cannt change a shift withut adhering t the fllwing guide. If a student misses a shift due t illness they must als fllw this guide. It is yur respnsibility as a student t be familiar with these guidelines and t fllw this guidelines at all times. Failure t fllw these guidelines will impact n yur ability t meet the clinical placement hurs required fr registratin. It is als yur respnsibility t be familiar with the University plicy n placements available at: http://ppl.app.uq.edu.au/cntent/3.10.04-placementscursewrk-prgrams and the Fitness t Practice plicy available at: https://ppl.app.uq.edu.au/cntent/3.30.14-fitness-practise 1
Faculty f Health and Behaviural Sciences SCHOOL OF Nursing, Midwifery &Scial Wrk Please read the fllwing carefully and understand yur respnsibilities - Evidence: Statutry Declaratins will n lnger be accepted fr sick leave Medical Certificates must be btained and submitted within 5 days f the missed shift Medical Certificates must be dated within 2 days f the illness Medical Certificates can be btained frm GPs r frm Registered Pharmacists. Certificates frm Qctr will als be accepted : https://www.qctr.cm.au/medical-certificate/ If n a Disability Plan (SAPD) yu are still required t submit a Medical Certificate An Absenteeism Frm must accmpany the Medical Certificate All dcumentatin is t be frwarded t the Clinical Placement Office by email If yu have surgery r are injured during the semester yu must clearly cmmunicate this with the Clinical Placement Office. Yu will be required t prvide a Medical Clearance t the Clinical Placement Office befre yu return t placement. This clearance may als be requested by the placement site If yu fall pregnant r are pregnant yu shuld ntify the Clinical Placement Office s they are aware. Pregnancy may influence where yu are placed fr yur placement shifts. Yu als need t fill in anther Fitness t Practice Frm stating yur pregnancy due date If yu are pregnant and intend t be n clinical within 6 weeks f yur due date yu must prvide a medical clearance If yu have delivered a baby and are returning t shifts within 6 weeks after delivery yu must prvide a medical clearance Shifts: All shifts will be rstered t be cmpleted by the end f week 13 each semester. Number f absences will be tracked: - 1 st and 2 nd year Undergraduate: are allcated 15 shifts per semester and yu will be permitted a maximum f 3 absences per semester fr legitimate reasns nly. Mre than 3 absences may result in yu failing the curse - 3 rd year DD nly: are allcated 15 shifts per semester and yu will be permitted a maximum f 3 absences per semester fr legitimate reasns nly. Mre than 3 absences may result in yu failing the curse - Final Years Undergraduate: Yu will be permitted a maximum 7 absences fr 3001 curses and 9 absences fr 3002 curses again fr legitimate reasns nly. Mre than this number f absences may result in yu failing the curse - Masters Students 1 st year: are allcated 18 shifts per semester and yu will be permitted a maximum f 4 absences per semester fr legitimate reasns nly. Mre than 4 absences may result in yu failing the curse - Masters Students Final Years: Yu will be permitted a maximum 7 absences fr yur first placement and 10 absences fr yur secnd placement again fr legitimate reasns nly. Mre than this number f absences may result in yu failing the curse Nte when yu reach the maximum number f allwed absences yu will be referred t the Head f Schl wh may wish t meet with yu. Mst students will be able t be rstered replacement shifts 2
Faculty f Health and Behaviural Sciences SCHOOL OF Nursing, Midwifery &Scial Wrk which shuld be cmpleted within the nrmal semester perid. Students wh cannt cmplete shifts in the nrmal semester perid may be cunselled t cnsider deferment f studies r may be rstered shifts (if available) utside f the nrmal semester perid. What t d if yu miss a shift- If sick and unable t attend a shift: Yu need t cntact the ward by phne befre the start f yur shift Yu need t email the Clinical Placement Office. Yu shuld als cntact the Clinical Supervisr (List available n Blackbard each semester) and Curse Crdinatr f the relevant curse. If yu are a Mater student using SPOT yu must als email SPOT and tell them yu did nt attend the shift due t illness. Please d this within 24hrs f the missed shift Yu must supply a Medical Certificate and an Absenteeism Frm within 5 days f the sick day. This is t be emailed t the Clinical Placement Office. Failure t prvide dcumentatin will result in yu being referred t the prgram lead. Yu will be given a replacement shift during the clinical perid. The dates f replacement shifts vary frm site t site. Yu will be ntified f this replacement shift by the Clinical Placement Office at least 2 days befre the shift. Missed shift emails will nt be answered individually. Yur email t the Clinical Placement Office must cntain in the subject line Missed Shift, Yur Name, Yur Year level, Yur Prgram, Yur Placement Site and yur Student Number. Unable t attend a shift fr ther reasns: If yu miss a shift fr any ther reasn but illness, yu must supply supprting dcumentatin. In these circumstances yur supprting dcumentatin will need t demnstrate exceptinal circumstances e.g.: death f a lved ne, car accident n way t shift, carer s respnsibilities, and natural disaster. Yu may use a stat dec in this instance hwever it is advisable that yu als prvide evidence n tp f the stat dec. Yu need t supply this supprting dcumentatin within 5 days f the missed shift. 3
Faculty f Health and Behaviural Sciences SCHOOL OF Nursing, Midwifery &Scial Wrk Changing Shifts- Shifts may be changed in advance fr exceptinal circumstances nly: Cntact Clinical Placement Office within 5 business days f the required shift change. Supply supprting dcumentatin within 5 business days f riginal request t change a shift. The Clinical Placement Office will cnfirm if they apprve this change. Yur new shift may be anywhere in the rster perid. Shift changes will nly be granted fr the fllwing exceptinal circumstances: - Funeral - Religius Activity (letter f supprt frm religius bdy required) - Sprt (nly if yu are a UQ Elite Athlete) - Urgent paid wrk events (i.e. training) (a letter f supprt frm yur emplyer is required) - Jb Interviews (nly fr final years fr Grad psitins) - Extra University activities that may ccur (i.e. Orientatin fr Mental Health, Cnferences) Shifts can be swapped with anther student. Cntact Clinical Placement Office within 5 business days f the required shift swap. Ensure the student yu are swapping with is cc ed int the riginal email The Clinical Placement Office will cnfirm if they apprve this swap. 4
Faculty f Health and Behaviural Sciences SCHOOL OF Nursing, Midwifery &Scial Wrk Exceptinal Circumstance Occurs at a minimum f five days befre shift Email Clinical Placement Office t ntify f exceptinal circumstance. Send supprting dcumentatin Clinical Placement Office Clinical Placement Office will email yu a new shift if apprved r email SPOT t allw them t rster yu a new shift. This shift may be at any time in the rster perid. Evidence Required fr Missed Shifts r Changes in shifts- Exceptinal Acceptable supprting evidence circumstance Medical grunds Medical certificate frm a medical practitiner r pharmacist. The medical certificate must be signed, n fficial medical centre letterhead and include cntact details and a prvider number Medical certificates must cntain the fllwing: a) Date the practitiner examined the student b) Time perid cvered Medical certificate must cver the day f the missed shift Unacceptable supprting evidence Medical certificate that des nt cver the day f the missed shift Statutry Declaratin r a Student Access Disability Plan used in lieu f a medical certificate Medical practitiner that is nt independent f the student (i.e. family member r relative) 5
Faculty f Health and Behaviural Sciences SCHOOL OF Nursing, Midwifery &Scial Wrk Medical certificate must be dated within 2 days f the illness Medical certificates must be submitted within 5 days f the missed shift Significant persnal prblems (i.e. significant mental health prblem, traumatic event, misadventure, victim f crime) Letter frm health practitiner (i.e. registered cunsellr, psychlgist, psychiatrist) n fficial letterhead detailing: a) Date the student was examined b) Estimated time f recvery A plice reprt r a statement frm a relevant authrity cnfirming the trauma, misadventure r crime Death & Bereavement Funeral ntice Death ntice Death certificate Cver f a funeral bklet Letter frm the Funeral Directr utlining the students relatinship t the deceased Stat Dec Carer respnsibilities Medical certificate highlighting the perid f time the student is required t care fr the ill family member r relative. The certificate shuld cver the persn s medical status and the patient s relatinship t the student Elite Athlete Student has been given elite (student cmpeting at athlete status in accrdance with State, Natinal r PPL 3.50.07. A letter written n Internatinal sprting UQ letterhead cnfirming the event) student s selectin at a state, natinal r internatinal sprting event. The letter shuld include the date f the event and utline the student s sprting cmmitments Unavidable wrk event Vehicle accident (nt invlving medical injury) A letter frm the emplyer n cmpany letterhead cnfirming the date, unavidable wrk event and the student s requirement t attend Stat Dec with supprting evidence i.e. Email frm emplyer. Plice reprt Receipt frm twing cmpany Persnal prblems that are nt significant Medical cnditins f thers that dn t directly affect the student Sprting activities that are nt at a state, natinal r internatinal level Students that d nt fall under the definitin f an elite athlete Students participating in nn-athletic c-curricular activities i.e. state natinal dance are nt eligible t apply under elite athlete prvisins Irregular casual wrk Financial prblems Emails frm wrk clleagues 6
Faculty f Health and Behaviural Sciences SCHOOL OF Nursing, Midwifery &Scial Wrk Academic and University cmmitments (i.e. Orientatin fr Mental Health, Cnferences) Curt appearances (i.e. jury duty r subpena) Religius & cultural grunds Family r scial cmmitments Natural disasters & extreme weather events (i.e. flding, strms, fires) Reprt frm an authrised vehicle mechanic r an autmtive rad service (i.e. RACQ) A cnfirmatin letter frm a relevant staff member detailing the academic cmmitment, date and hw the activity will benefit the student s studies Stat Dec with email f the event as evidence A cpy f the jury summns detailing the start and finish dates f jury duty A letter cnfirming the student has been subpenaed t attend curt A letter frm the cultural bdy r place f wrship cnfirming the date, cultural/religius activity and the students bligatin t attend T be cnsidered n a case-by-case basis. Examples may include: Cpy f a wedding invitatin shwing the student is a member f the wedding party Insurance claims Fire investigatin reprt frm Qld Fire and Emergency Services Nrmal student pressures (i.e. assignment wrklad) Ordinary scial events Ordinary family cmmitments Cntinuity f Care experience Timesheet Recrd f birth Cntinuity f Cares Experience (CCe)- If ding a CCe (Midwifery and Dual Degree students) and unable t cmplete a rstered shift: Yu need t cntact yur ward by phne befre the start f the shift. Yu need t then email the Clinical Placement Office stating what shift yu missed. If yu are a Mater student using SPOT yu must als email SPOT and tell them yu did nt attend the shift due t CCe. Please nte if yu are a DD student and n a Nursing placement yu are unable t leave a nursing shift t attend a CCe. Yu must cmplete this shift. Please nte if yu are n a Mental Health placement yu are unable t leave a nursing shift t attend a CCe. Yu must cmplete this shift. 7
Faculty f Health and Behaviural Sciences SCHOOL OF Nursing, Midwifery &Scial Wrk If yu have been at a CCe and unable t attend a shift due t inadequate rest (i.e. yu have been awake all night) then yu shuld nt attend the shift. Yu must email the Clinical placement Office and advise f this missed shift. Yu shuld attach yur timesheet r recrd f birth as evidence. Yu shuld have an 8 hr break between all shifts. If yu have been n a CCe (plus r minus a shift) ttalling 12 hurs yu must then g hme and rest fr a minimum f 4 hurs. All shifts missed need t be replaced with anther shift. The replacement shift may nt be in the ward/area that the missed shift was rstered. Imprtant Ntes: It is yur respnsibility as a student t check yur emails regularly. It is als a requirement that yu use yur UQ email address. If the Medical Certificate als cvers PBL time please make sure yu keep yur cpy safe as yu will need this fr nnattendance at PBL / CBL. The Clinical Lead will cllect all Medical Certificates and Absenteeism frms related t clinical shifts nly. Yur PBL lecturer will require all Medical Certificates and Absenteeism frms related t missed PBL r Skills. Email nursingmidwiferyplacements@uq.edu.au Address this email t Clinical Placement Office. Please title the subject line Missed Shift r Missed Shift Dcumentatin, Name, Yur Year level, Yur Prgram,Yur Placement Site and yur Student Number. Example Email template Missed Shift: Dear.. My name is and I am in Year. f (prgram). I am writing t infrm yu that I will nt be attending clinical practice at.. hspital / clinical site, ward / clinical area tday due t.. I have ntified all relevant areas f my absence and will supply supprting dcumentatin within the 5 day perid. Example Email template Supplying Dcumentatin: Dear.. My name is and I am in Year. f (prgram). I am writing t supply the required dcumentatin fr my missed shift/s at.. hspital / clinical site, ward / clinical area n (date).. I have attached a Medical Certificate and an Absenteeism Frm and will await yur reply regarding a replacement shift. 8
Faculty f Health and Behaviural Sciences SCHOOL OF Nursing, Midwifery &Scial Wrk 9