Lothian & Borders Practice Placement & Education Handbook A guide for all health professionals involved in the supervision of student nurses / midwives and other learners in practice placements. 4 nd Edition May 2012
Copyright statement First published by Napier University, Edinburgh, Scotland 2004. 2 nd edition published in September 2007 and 3 rd edition published in November 2008 and 4 th edition in May 2012. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means electronic, magnetic tape, mechanical, photocopying, recording or otherwise without permission in writing from Edinburgh Napier University, Sighthill Campus, Sighthill Court, Edinburgh, EH11 7TB, Scotland. 2
CONTENTS Introduction 5 Contributors 7 Practice Placement Standards - An Overview 8 3 PAGE NES Practice Placement Standards 9-19 Procedure for Approval of Practice Placement 21-22 Flowchart Procedure for Approval of Practice Placements 23 Procedure for Audit of Practice Placements 24-25 Practice Placements Educational Audit Checklist 26-27 Flowchart: Procedure for Audit of Practice Placement Standards 28 Flowchart: Management of Audit Documentation 29 Calculation of Placement Student capacity 30 Flowchart: Amending Student Allocation 31 Practice Placement and Education Committee (PP&EC): 32 Contact/Support Arrangements with Practice Placements 34 Maximising Students Learning within Practice Placements 39 Supernumerary Status Frequently Asked Questions 41 NMC Standards for Mentors, Practice Teachers and Teachers 45 Mentorship Preparation Programmes 51 Internationally Qualified Nurses in Scotland 52 Glossary of Terms 54 References 57 Appendix 1-3 - Practice Placement Profiles 58-77 Appendix 5 - Practice Placement Standards-Approval/Audit Form 81 Appendix 6a - Practice Placement Standards-Student Evaluation 86 Appendix 6b - Student Evaluation Collated Results Form 91
Appendix 7a - Practice Placement Standards-Mentor Evaluation 96 Appendix 7b - Mentor Evaluation Collated Results Form 101 Appendix 8 - Reporting a Cause for Concern with a Practice Placement 106 Appendix 9 - Jewel and Esk College Higher National Certificate Programme 108 Appendix 9 - Mentorship Data Collection Tool 111 Appendix 10 - RPL Process for Recognition as a Mentor and Entry to Mentor Database 112 Appendix 11 - NMC Circular 09/2009 113-114 Appendix 12 - Edinburgh Napier Mentorship Programme Overview 115 Appendix 13 - Process for the Identification of a Sign-off Mentor 117 Appendix 14 - Key 3 rd Party Standards which may be referred to with the Educational Audit 118 4
Introduction The purpose of this handbook is to provide all health care professionals, involved in the supervision of student nurses/midwives, with a comprehensive guide to the quality standards and audit of practice placements for student nurses and midwives in Lothian and Borders. The handbook also provides information that supports the achievement of the placement standards i.e. mentorship, link lecturer support and supernumerary status. This addition of the handbook replaces the Practice Placement Standards handbook published in June 2004. The handbook refers to nursing and midwifery programmes delivered by: Edinburgh Napier University, Faculty of Health, Life and Social Sciences The University of Edinburgh, School of Health in Social Science Queen Margaret University, School of Health Science The main force driving the publication of the original handbook was the publication of quality standards for practice placements developed by NHS Education for Scotland (NES, 2003) in April 2003. These standards were designed as a set of national quality standards for practice placements and highlighted the need for a team-based learning approach and a sharing of responsibilities between Higher Education Institutions (HEIs), service providers and learners. These new standards clearly identified a need to review the existing Lothian & Borders standards and the audit process of practice placements. These standards were updated in 2008 supporting the publication of the NMC (2006) Standards for the Support of Learning and Assessment in Practice, a 2 nd edition of which were published by the NMC in 2008 (http:/www.nmc.uk.org) The new handbook is the result of extensive collaborative and consultative work between the HEIs and NHS/Non-NHS organisations throughout Lothian and Borders and provides an informative resource that can be used across the diverse range of student placements. Diagram 1 demonstrates the organisations and individuals involved in the Audit of Practice Placement Quality Standards. 5
Diagram 1 Organisations and individuals involved in the Audit of Practice Placement Quality Standards NMC Standards Supporting Learning and Assessment in Practice (2008) and NHS Education for Scotland (NES, 2008) Quality Standards for Practice Placements implemented by HEIs Edinburgh Napier University QMU University of Edinburgh Students Quality Standards evaluated by audited & monitored by Link Lecturers & Practice Education Facilitators (PEFs) & Clinical Staff NMC Annual Monitoring 6 NHS/Non-NHS Institutions Mentors
Members of Working Group: Lucy Page NHS Borders Fiona Carver, Edinburgh Napier University CONTRIBUTORS Barbara Neades, Edinburgh Napier University Joan Hale, Edinburgh Napier University Dianne Lamb NHS Lothian Clare Bryant, Edinburgh Napier University / College of Animal Welfare Alison Campbell, NHS Lothian Caroline Gibson, Queen Margaret University Cherie Findlay, Edinburgh Napier University Margo McLeod, NHS Lothian Anne McQueen, University of Edinburgh Janet Smith, Edinburgh Napier University Elaine Kwiatek, Edinburgh Napier University Parties involved in the consultation process: Members of the Lothian & Borders Practice Placement and Education Committee, School of Nursing Midwifery and Social Care Nursing & Midwifery Students of Edinburgh Napier University, University of Edinburgh & Queen Margaret University Staff of NHS Borders and NHS Lothian 7
Practice Placement Standards - An Overview The Lothian & Borders Practice Placement Standards have been developed from the NHS Education for Scotland (NES) standards published in the document The Development of Quality Standards for Practice Placements (NES, 2003; 2008). This document has been widely distributed throughout Scotland and draws on the 8 precepts of the QAA Code of Practice for the Assurance of Academic Quality and Standards in Higher Education: Placement Learning (QAA 2001). These standards also reflect the NMC (2008) Standards for the Support of Learning and Assessment in Practice. In developing the new practice placement standards, we combined the best of what existed in the original Practice Placement Handbook combining this with the NMC (2008) standards and the recent NES (2008) standards. A major change to the standards is the inclusion of additional standards relating to the mentor and the service providers, reflecting the roles and responsibilities of all the parties who contribute to the clinical learning environment. Please note that the standards have been written in a manner that reflects both the expectations and the responsibilities of all the individuals involved in assuring a quality learning environment. The practice placement standards serve two major functions: Approval of practice placements Audit of existing approved placements Approval of practice placements Any new / re-designated clinical area being considered as a placement for student nurses / midwives MUST meet the practice placement standards as part of the approval process. Audit of existing approved placements Following approval of a placement, the practice placement standards are used as the basis of an annual audit, to monitor the ongoing suitability of practice placements for student nurses and midwives. The following sections outline: Practice Placement Standards Procedure for Approval of Practice Placements Procedure for Audit of Practice Placement Standards 8
THE NATIONAL STANDARDS STUDENTS Standards Indicators Structure Prior to Placement Students can expect to: 1.1 Have an approved placement appropriate to their learning needs 1.2 Be prepared for practice 1.3 Have access to quality standards for practice placements Students have a responsibility to: 1.4 Ensure they are prepared for the practice placement 1.1a Evidence of a joint approach between service and education institutions to the preparation, audit and allocation of practice placements 1.2a Pre-placement information is available and accessible 1.3a Quality standards for practice placements are available within the clinical area 1.4a Students access information about the placement before starting (written, verbal or electronic information) 9 BURGH NAPIER MENTORCENT Procedure for Approval & Audit of Practice Placements Practice Placement Standards An established system for: i) student placement requests / inquiries ii) publication of allocations iii) student portal information on placement
Standards Indicators Structure During Practice Placement Students can expect to have : 2.1 Support by a named individual who is prepared for their role in supporting learners 2.2 A culture which is supportive of their learning, being made welcome and feeling part of the team 2.3 Access to arrange of teaching and learning opportunities 2.4 A team approach to their support 2.5 Regular and consistent feedback 2.6 Fair, timely and objective assessment 2.7 Ongoing support from the education institution 2.1a A relevant named individual will be available to the Student 2.1b In the first few days of placement learning outcomes and how they will be achieved will have been discussed 2.2a Learning/education is integrated into any stated philosophy e.g. vision statements 2.2b Student evaluation includes feedback on their experience of the culture for learning within the placement 2.3a Evidence of the range of teaching and learning opportunities will exist e.g. practice placement profile 2.4a Experience gained with, from and about the wider team takes place where it supports the students learning outcomes 2.5a Students have regular communication with the individual supporting them which includes feedback and review of achievement of learning outcomes 2.6a Assessment documentation will be completed 2.7a Evidence of communication between the named link in the education institution and Student this may be face to face, telephone, email or written communication 10 BURGH NAPIER MENTORCENT A notice in each clinical placement with contact details of the link lecturer & practice education facilitator (PEF). Practice area displays a values based approach of care and compassion Current teaching & learning resources Statutory documents, local procedures and policies Placement orientation packs available Supernumerary Status Frequently Asked Questions Clinical Assessment Documentation or equivalent Student Handbook -Policy for reporting absence Link lecturer standards for communication with placement areas established
Students have a responsibility to: 2.8 Provide feedback of their progress towards meeting learning outcomes 2.9 Raise any concerns about the practice placement experience 2.8a Students have opportunities and feel supported to provide feedback on their learning 2.9a Clear accessible systems exist for dealing with learners concerns within the placement setting 11 BURGH NAPIER MENTORCENT Reporting areas of concerns procedure
Standards Indicators Structure After Practice Placement Students have a responsibility to : 3.1 Provide an evaluation of their practice placement experience Students can expect: 3.2 Concerns raised to be fed-back to the placement area 3.1a Effective joint HEI / Service Provider evaluation 3.2a Student evaluations are included in quality processes 12 BURGH NAPIER MENTORCENT Practice Placement Standards Handbook Practice Placement Standards Student Evaluation Practice Placement Standards Mentor Evaluation Practice Placement Standards Approval / Audit Reporting areas of concerns procedure
INDIVIDUAL SUPPORTING STUDENTS IN THE WORK PLACE 1 Standards Indicators Structure Prior to the placement Individuals supporting students in the work place can expect: 4.1 To be prepared to fulfill their role 4.2 A support network inclusive of clinical colleagues, education colleagues, managers and peers 4.3 To be prepared for the student s placement 4.4 The student to be prepared for the placement 4.1a Continuing professional development needs are incorporated into Personal Development Plans 4.2a Support exists and is accessible by individuals supporting students 4.3a Information is available about the students e.g. their names, start date, what the expected learning requirements 4.4a Information about the placement area relevant to the programme of study is available. 1 The titles of individuals supporting students in practice include mentor, assessor, and educator. 13 BURGH NAPIER MENTORCENT Access appropriate recognized mentorship programme Live database of mentors, maintained by local service providers Appropriate level of mentorship for sign off Placement allocation information Adequate Mentor/Student ratio at appropriate level Appropriate staff who have met NMC criteria to sign off proficiencies NMC Learning Outcomes / -Proficiencies
Standards Indicators Structure During Practice Placement Individuals supporting students in the work place have a responsibility to: 5.1 Support, teach, facilitate, and supervise students according to the requirements of the programme 5.2 Provide ongoing guidance and feedback to the student 5.3 Conduct a fair, objective and timely assessment of student performance, where assessment is required. 5.4 Raise concerns where a student is not achieving agreed learning outcomes Individuals supporting students in the work place can expect: 5.5 To have allocated time to assess the student developing competence / achievement of learning outcomes 5.6 The support of their clinical teams, manager, department, organisation 5.1a Students are supported to achieve learning outcomes 5.2a Student evaluations / other documentation demonstrate evidence of effective feedback 5.3a Assessment documentation is completed 5.4a Information about the process for raising concerns is available 5.5a Time required for assessment of learning is supported within the workplace 5.6a The freedom/authority to plan and deliver learning opportunities to meet learning outcomes 5.6b A range of clinical colleagues who input to the learning experience of the student 14 BURGH NAPIER MENTORCENT Clinical Assessment Documentation (NMC) Learning Outcomes / -Proficiencies Reporting causes for concern Practice Placement Standards Handbook Practice Placement Standards Student Evaluation Practice Placement Standards Mentor Evaluation Practice Placement Standards Approval / Audit
Standards Indicators Structure After Practice Placement Individuals supporting students in the work place have a responsibility to: 6.1 Contribute to ongoing evaluation of the learning environment and the student experience MANAGERS AND FACILITATORS SUPPORTING EDUCATION IN PRACTICE 2 6.1a Effective joint HEI/Service Provider evaluation 6.1b Clear systems which link evaluation from individuals supporting students in the work place into the quality enhancement agenda / process Standards Indicators Structure Managers and facilitators supporting education in practice Have a responsibility to: 7.1 Support the implementation of the Quality Standards as part of improving the clinical learning environment 7.2 Work with NHS services and education institutions to ensure processes are in place for continuous quality improvement of practice placements 7.3 Work with NHS services and education institutions to support individuals who support students 2 For example Charge Nurses, Team leaders, Practice Education Facilitators 7.1a Evidence of periodic review/audit of practice placement environment 7.2a Evidence of partnership between service and education in relation to the quality of placement experience. 7.3a Evidence of support networks for individuals supporting learners 15 BURGH NAPIER MENTORCENT Practice Placement Standards Handbook Practice Placement Standards Student Evaluation Practice Placement Standards Mentor Evaluation Practice Placement Standards Approval / Audit Practice Placement Reporting to PP&EC & Quality Committee Membership of Practice Placement Committee 18 month audits of practice placements Practice Placement Standards Approval / Audit Process Practice Education Facilitator Group
Can expect to: 7.4 Have a network of support to share and develop practice 7.5 Have systems and processes where they can raise concerns and receive strategic support from both the education institutions and NHS service ORGANISATIONS PROVIDING PRACTICE PLACEMENTS 7.4a A network(s) exist which can be accessed by managers and facilitators supporting education in practice. 7.5a Systems and processes are in place Standards Indicators Structure Organisations providing Practice Placements have a responsibility to: 8.1 Ensure educational preparation and ongoing development of individuals supporting students 8.2 Consider how quality standards can meet the needs of all professional groups in relation to the clinical learning environment 8.3 Form partnerships with education institutions to facilitate placement learning 8.4 Provide access to facilities, and learning opportunities to allow student outcomes to be achieved 8.5 Provide a supportive learning environment for educators and students on placement 8.1a Individuals supporting students are prepared for their role 8.2a Local action plans to develop / implement / evaluate quality standards 8.3a Formal structures exist for NHS and providers to discuss placement learning 8.4a Evidence of learning opportunities exist 8.5a Staff Governance standards are met 16 BURGH NAPIER MENTORCENT Mentorship steering group activity and Programme Mentorcentre access Programme of mentor updates Practice Placement and Education Committee Membership
8.6 Establish systems and processes to ensure that issues identified in relation to quality practice placements are addressed 8.7 Respect for Equality and Diversity is evident within the placement Organisations providing Practice Placements have a responsibility to : 8.8 Support and liaison from education institutions 8.9 Involvement in curriculum review where it affects placement providers 8.10 Documentation which states their agreed role and responsibility in relation to placements. 8.6a Evidence of evaluations feeding into the staff and clinical governance processes 8.7a Equality and diversity impact assessment is undertaken 8.7b Reasonable adjustments are made 8.8a Lines of communication and decision making is clear 8.9a Placement providers have representation on curriculum review groups 8.10a Agreements exist e.g. Service Level agreements, Memorandum of understanding at organisational level 17 BURGH NAPIER MENTORCENT Equality and Diversity policies within HEI and Partner institutions Practice Placement and Education Committee Membership Placement providers representation on HEI curriculum planning & review groups
Quality Assurance Agency Higher education institutions have a responsibility to meet the code of practice for the assurance of academic quality and standards in higher education. The precepts for Section 9: Workload-Based and Placement Learning, are included in full here as these have informed the development of the Quality Standards for Practice Placements. Precept 1 : General Principles Where work-based or placement learning is part of a programme of study, awarding institutions ensure that its intended learning outcomes are: clearly identified contribute to the overall and coherent aims of their programme are assessed appropriately Precept 2 : Responsibilities for Academic Standards and Quality Awarding institutions are responsible for the academic standards of their awards and the quality of provision leading to them, and have in place policies and procedures to ensure that their responsibilities, and those of their partners involved in work-based and placement learning, are clearly identified and met. Precept 3 : Responsibilities and Partners Awarding institutions ensure that all partners providing work-based and placement learning opportunities are fully aware of their related and specific responsibilities, and that the learning opportunities provided by them are appropriate. Precept 4 : Responsibilities and Entitlements of Students Awarding institutions inform students of their specific responsibilities and entitlements relating to their work-based and placement learning. Precept 5 : Students Awarding institutions provide students with appropriate and timely information, support and guidance prior to, throughout and following their workbased and placement learning. 18 BURGH NAPIER MENTORCENT
Precept 6 : Partners Awarding institutions ensure that work-based and placement learning partners are provided with appropriate and timely information prior to, throughout and following the students' work-based and placement learning. Precept 7 : Staff Development Their staff involved in work-based and placement learning are appropriately qualified, resourced and competent to fulfill their role(s) Where applicable, other educational providers, work-based and placement learning partners have effective measures in place to monitor and assure the proficiency of their staff involved in the support of the relevant work-based and placement learning Precept 8 : Monitoring and Evaluation Awarding institutions have policies and procedures for securing, monitoring, administering and reviewing work-based and placement learning that are used effective and reviewed regularly. Further copies can be accessed from Publications. NHS Education for Scotland 19 BURGH NAPIER MENTORCENT
Procedure for Approval of Practice Placements Identification and Preparation of Practice Placement 1. Assistant Faculty Manager for Placements (AFMP) identifies the nature and number of practice placements required for student nurses and midwives. 2. Senior Lecturer / Lecturer liaises with clinical managers to identify potential student placement(s). 3. Senior Lecturer / Lecturer liaises with AFMP to check suitability of potential placements i.e. if placement already approved / appropriate placement to meet student needs. 4. Senior Lecturer / Lecturer identifies a member of academic staff to assist in preparing the placement for approval. 5. Identified member of academic staff liaise with placement staff to: provide Practice Placement Standards Handbook complete Practice Placement Profile (Appendix 1) review Practice Placement Standards - Approval & Audit (Appendix 2) prepare staff for the Approval Visit 6. Senior Lecturer / Lecturer informed by member of academic staff when the placement is ready for an approval visit. Planning for Approval Visit 1. The Chair of the Practice Placement and Education Committee identifies a member of academic staff to undertake an approval visit. It is desirable that the approver has the relevant expertise in the speciality, although it is acknowledged that this is not always possible. 2. Approver and the practice placement staff identify a suitable date and time for the approval visit. 3. The Chair of the Practice Placement and Education Committee / approver sends written confirmation of the approval visit to the appropriate person(s) of the placement to be approved. 20
Conduct of Approval Visit 1. Approver assesses the practice placement facilities 2. Approver completes the Practice Placement Standards Approval and Audit form (Appendix 2) to establish whether the practice placement standards are achievable in the placement 3. Approver collects supporting documentation: Practice Placement Profile Orientation programme for students Teaching / learning programme On-duty for one week Other relevant 3 rd party reports related to the placement area 4. Approver gives completed documentation to the subject group representatives to Present at the Practice Placement and Education Committee (PP&EC) Practice Placement and Education Committee Approval 1. The Lecturer / subject group representative presents practice placement documentation and recommendations to PP&EC 2. Committee discusses recommendations and with either: grant approval; or withhold approval and make recommendations and develop action plans to facilitate achievement of standards 3. Chairperson of Practice Placement and Education Committee notifies the following Personnel of the approval outcome: Charge Nurse (or equivalent) and relevant practice placement managers, Assistant Faculty Manager of Placements; and Relevant Senior Lecturer / Lecturer 4. Chairperson of Practice Placement and Education Committee in consultation with Senior Lecturer(s) is responsible for ensuring a Link Lecturer is identified for the placement 5. All information relating to Practice Placement Approvals is retained on a database by Assistant Faculty Manager for Placements (AFMP) 21
Flowchart: Procedure for Approval Practice Placements Placement Approved PRACTICE PLACEMENT IDENTIFIED Preparing Placement Identified member of academic staff prepares placement for Approval Visit utilising: Practice Placement Standards Handbook Practice Placement Profile Practice Placement Standards-Approval & Audit Form Practice Placement Assessment Tool (PPAT) Chair of PP&EC informed when placement ready for Approval Visit Planning Approval Visit: Member of academic staff identified as placement Approver Date and time of visit agreed with approver/practice placement Letter confirming approval visit sent to placement managers Approval Visit: Practice placement facilities assessed Practice Placement Standards Approval & Audit Form completed Supporting documentation collected i.e. Placement Profile, on-duty, teaching programmes Approver gives all documentation to senior lecturer to present to Practice Placement and Education Committee(PP&EC) Practice Placement and Education Committee Approval: Chair presents placement documentation PP&EC discusses documentation and records decision Chairperson of Practice Placement and Education Committee: Notifies practice placement manager(s), AFMP and relevant senior lecturer of approval. Sends copies of PPF & Practice Placement Standards-Approval & Audit to approved placement. Identifies a link lecturer and PEF (where appropriate) for approved placement 22 Placement Approval withheld & recommendations made Chairperson of Practice Placement and Education Committee: Formally notifies the practice placement manager(s) of PP&EC decision and recommendations necessary for approval and action plans Approval granted when recommendations achieved All information relating to Practice Placement Approval and Audit retained on data base by Assistant Faculty Manager for Placements (AFMP)
Procedure for Audit of Practice Placement Standards 1. Practice placement audits will be completed every 18 24 months (unless additional criteria apply see point 9) based on the information collated from: Practice Placement Standards - Student Evaluation (Appendix 3a) Practice Placement Standards - Mentor Evaluation (Appendix 4a) Student Evaluation forms are distributed to all students prior to each new practice placement. Students complete the evaluation at the end of each placement and send the form to the placement link lecturer who collates the information in preparation for the audit. Mentor Evaluation forms are retained in each practice placement for individual mentors to complete. Completed forms are sent to the placement link lecturer who collates the information in preparation for the audit. The time when mentors complete the evaluation should be agreed with the link lecturer to coincide with the audit. The audit team comprise of: Charge nurse (or equivalent) Mentor(s) Placement link lecturer (or equivalent) Practice education facilitator (where in post)chef 2. The placement link lecturer will initiate the audit process, and in collaboration with the Charge Nurse (or equivalent), will convene a meeting of the audit team. 3. At the audit meeting, the link lecturer presents the collated student & mentor evaluation responses to the audit team and based on this information the team completes: Practice Placement Standards Approval & Audit Form 4. Following the meeting of the audit team, all Student and Mentor Evaluation forms are destroyed. 5. The link lecturer then submits to the responsible Senior Lecturer / Lecturer: Student Evaluation-Collated Results (Appendix 3b) Mentor Evaluation-Collated Results (Appendix 4b) Completed Approval & Audit Form (Appendix 2) 6. The Senior Lecturer / Lecturer will present Audit(s) to the Practice Placement and Education Committee. 7. The Link Lecturer / Practice Education Facilitator is responsible for ensuring that any recommendations identified in the audit are implemented. 8. All information relating to Practice Placement Audits is retained on a database by the Assistant Faculty Manager for Placements (AFMP) 23
9. Should a Practice Placement area experience: any major organisational changes changes in speciality / experience available to the student major alteration in staffing profile 3 rd party reports or student evaluations that indicate major changes in the placement profile this Practice Placement should be re-audited and an action plan developed to support the placement manage these challenges whilst continuing to meet the NMC (2008) standards for learning and assessment in practice. It may also be appropriate that the placement is audited on an annual basis rather than 18-24 months until the audit team agree that any difficulties identified as a result of these changes have been resolved and it is appropriate to revert to the 18-24 month timescale for re-auditing of the practice placement. 24
Pre Audit Audit Preparation Requirement Notification of Practice Placement audit requirements sent every 18 months to Link lecturer (Unless otherwise agreed) Contact with manager in Practice Placement made to agree audit date in good time to meet the NMC 24 months deadline Copies of previous audit and Practice Placement Profile obtained and sent to area in advance for reference / updating of details Copy of relevant 3 rd part report for Practice Placement obtained from placement team Up-to-date mentor data information obtained from Practice Placement manager or NHS Empower / PWA systems Mentor evaluation forms distributed to the Practice Placement area in advance of the audit Collation of student evaluations from Practice Placement undertaken Audit team identified and date / time agreed for audit During Audit Audit Preparation Requirement Audit undertaken by team using documentation, NMC / NES standards for placements Relevant 3rd party reports are considered Calculation of student capacity numbers agreed using guidance Practice Placement Profile updated as required Student capacity & profile verified with clinical manager Practice Placements Educational Audit Checklist Responsible Person(s) Practice Placement Team Link Lecturer / PEF (if available) Link Lecturer Link Lecturer Link Lecturer / PEF (if available) / Area Manager PEF (if available) Link Lecturer Link Lecturer / PEF (if available) Responsible Person(s) 25 Date achieved Date achieved Comments Comments
Audit documentation completed and signed by Practice Placement Manager (after discussion and agreement with clinical line manager) Post Audit Audit Process Requirement Mentor evaluation & Student evaluation forms collated and submitted with audit signed document Practice Placement Profile updated as required Completed Audit documentation forwarded to relevant member of the Practice Placement and Education Committee for collation and presentation at next meeting (names of collation leads are available on S drive PP&EC folder) Copy of Audit documentation and letter of conformation of successful audit sent to clinical manager by placements team Responsible Person (s) Link Lecturer / PEF (if available) Link Lecturer / PEF (if available) / Area manager Link Lecturer Placements Team Date achieved 26 Comments
Flowchart: Procedure for Audit of Practice Placement Standards Practice Placement audit completed every 18-24 months in line with NMC (2006) standards and HE quality indicators using on the information collated from: Practice Placement previous audit / approval and action plan / profile Practice Placements Standards Student Evaluation Practice Placement Standards Mentor Evaluation The Audit Team: Charge Nurse (or equivalent) Mentor(s) (if available) Placement Link Lecturer Practice Education Facilitator (if available) Audit Meeting: convened by Placement Link Lecturer who presents to Audit Team: Collated student and mentor evaluation responses Copies of previous audit documentation and practice profile Based on this information Audit team complete: Practice Placement Standards Approval and Audit form Update Practice Placement Profile Following the meeting of the audit team, all Student and Mentor evaluation forms are destroyed or shredded Placement Link Lecturer submits to the designated representative on PP&EC: The collated responses of the Student evaluations The collated responses of the Mentor evaluations The completed Approval and Audit form and updated profile Designated representative presents Audit to Practice Placement and Education Committee. Reports identifying action plans for each placement Audit approved at Practice Placement and Education Committee or approval withheld pending implementation of action plan to meet NMC (2008) standards developed by audit team and PP&EC 27
Flowchart: Management of Audit Documentation Assistant Faculty Manager (Practice Placements): updates Practice Placement database Retains all information relating to Practice Placement Audit on database Writes to practice placements, confirming the outcome of the audit, any agreed recommendations and action plans Develops a report and action plan on audits for Head Of School and Service Providers Audit documentation forwarded to the Assistant Faculty Manager for filing Letter generated by Practice Placements staff to confirm successful audit Link Lecturer ensures that copies of audit documentation are made available to placement Forwarded to Placement area / NMC if required Email to Chair of Practice Placements Committee to confirm documentation sent. Database of Practice Placements Audits updated and stored on shared drive by Assistant Faculty Manager. Practice Placement Profile updated on shared drive by placement administrative team Information available on Edinburgh Napier shared drive: Practice Placements Profiles Practice Placements Audits list with Link Lecturer / PEF name Names and contact details of other Higher Educational Institution Link Lecturers 28
Calculation of Practice Placement Student Capacity Name of Placement / Placement Code... Location.. Placement Type... Key Criteria Range of Available Experience Numbers of RN / RM WTE / PTE available to support students in practice What are the hours of duty / shift system for placement Numbers of updated mentors available as per mentor database to support students Are there other learners within placement area that also require mentorship from this same group of mentors? Facilities / Education personnel available to support the student in placement a) Changing facilities b) Learning resources in placement c) PEF available d) Link lecturer identified Would this placement be able to support a full placement for students or require to work on partnership with another area to meet the student s clinical learning outcomes? On review of the information listed what is the maximum number of students that the area can support? Maximum numbers of students must not exceed 1 mentor to 2 students. Are there sufficient mentors available to support this number of students? Has this maximum student allocation been discussed and agreed with the practice area staff and the clinical manager? Review date for this allocation 29 Comments Charge Nurse Signature Date.. Link Lecturer Signature..Date.. Clinical Manager Signature Date..
Contact Clinical Manager to discuss difficulties and identify possible managerial solutions Flowchart: Amending Student Allocation Numbers Agreed at Audit Changes / developments in Practice Placement presenting difficulties in supporting agreed numbers of allocated students 30 Contact made with HEI Link Lecturer to discuss changes / developments and review patterns of student allocation to identify possible solution Joint meeting of Clinical staff, Clinical Manager and HEI Link Lecturer to explore possible solutions to difficulties with student allocation in conjunction with mentor database No alternative solution identified and decision made to request reduction in student allocated numbers Decision to make this request conveyed to Director of Nursing / Associate Director/ Chief Nurse/ Midwife/Clinical Service / Operational Managers, Lead / Nurse / Midwife as appropriate and advise sought Agreement obtained from Director of Nursing / Chief Nurse/ Midwife, Lead / Nurse / Midwife to request made to Practice Placement and Education Committee to amend student numbers with review date Or Alternative placement for allocated students identified elsewhere in placement area Amended student allocation documents discussed and agreed at Practice Placement and Education Committee with amended numbers and review date recorded on placement database Amended student allocation data reported to HEI HOD & Director of Nursing / Chief Nurse / Midwife, Lead / Nurse / Midwife
PRACTICE PLACEMENT AND EDUCATION COMMITTEE (PP&EC) The Practice Placement and Education Committee monitors the approval and audit of placements and manages issues relating to practice placements. The PP&EC responsible for programme placements of all Higher Education Institutions (HEIs) is a discrete committee that meets every two months and has representation from Higher Education Institutions and NHS / NON-NHS staff. Membership of Practice Placement and Education Committee Wendy Watson Senior Lecturer / Lead for Practice Education NHS Lothian Convener Jayne Donaldson Head of School Gill McCrossan Lecturer Mike Parkinson Lecturer Christine Pollock Senior Lecturer / Director of Undergraduate Programmes Mark Lees Lecturer Representative Community Fiona Carver Lecturer Representative Mental Health Programme Shona Montgomery Lecturer, Representative Midwifery Programme Marie Elen Lecturer, Representative Child Health Programme Ian Stables Lecturer, Representative Learning Disabilities Programme Clare Bryant Lecturer, Representative Vet Nursing Programme Irene McKenzie Assistant Faculty Manager Janice Laing Head of Training & Professional Development, NHS Borders Lucie Page / Fiona Jackson PEF NHS Borders PEF Representative NHS Lothian Ailsa Macmillan Lecturer / Programme Leader Queen Margaret University College Jenni Tocher School of Nursing, Edinburgh University (Anne McQueen to cover for Mat leave) Lorna Martin Chief Nurse Mental Health NHS Lothian Keith Mavor/ Heather Lyle Care Homes Education Facilitators Elaine Shelly Borders College Pam Duncan Stevenson College Elaine Chelley Jewel and Esk Valley College Paula Ingram NES Representative Carolyn Blight Lecturer, Representative Acute Interventions Norrie Brown Senior Lecturer / Director AQ Student Experience Linda King Lecturer / Representative Long-Term Conditions Elaine Combe Spire Murrayfield Hospital, Edinburgh Elaine Walker O.U. Representative Anne Waugh Senior Lecturer / Director AQ Quality Assurance 31
Remit of the Practice Placement and Education Committee 1. Working with partners in practice, to identify sufficient placements and plan to meet student and other learner requirements within clinical learning environments. 2. To co-ordinate and standardize approval and audit of practice placement areas and to ensure that the NMC (2008) standards for learning and assessment in practice are achieved. 3. To establish efficient and effective approaches to achieve quality of student experience with practice placements e.g. the development and monitoring of audit tools and their application and the development of placement guidance documents. 4. To submit reports to the relevant Board of Studies, Faculty Quality Committee and NHS Lothian and Borders on the achievement of these standards. 5. To communicate effectively with placement providers, Higher Education Institutes (HEI), Further Education Colleges (FE) colleagues and the practice placement team on issues which impact on placements. 6. To co-ordinate the preparation of practice mentors ensuring that the NMC standards for learning and assessment in practice are achieved. 7. To co-ordinate the establishment of subgroups of the PP&EC to address individual work projects related to supporting practice placements. 32
CONTACT / SUPPORT ARRANGEMENTS with PRACTICE PLACEMENTS The arrangements by which academic staff contact / support practice placements varies with of each of the Higher Education Institutions (HEIs). The different arrangements with individual HEIs are as follows: EDINBURGH NAPIER UNIVERSITY Student nurses / midwives at Edinburgh Napier University are supported in practice by the link lecturer. A link lecturer is a named member of academic staff who links / liaises with the practice placement(s). Their aim is to foster a partnership with the university and practice areas, offering educational advice and support to mentors and students. They monitor placements, undertake the educational audit and inform the university / placement of any changes or developments. Remit of the Link lecturer within The School of Nursing Midwifery and Social Care The link lecturer will visit the practice placement area at least once every 3 months The link lecturer will make contact with the practice placement area at least once every month by phone or email to review student progress or negotiate a plan of support / contact with individual areas. A record of each contact will be kept by the link lecturer The link lecturer will liaise with the Practice Education Facilitator for the area (if available on a regular basis to monitor student progress The link lecturer will co-ordinate the undertaking of the educational audit in conjunction with the Practice Education Facilitator for the area (if available) in accordance with the NMC (2008) standards The University of Edinburgh Nursing Studies, School of Health in Social Science: Liaison Lecturer For each practice placement the student will be allocated a named university lecturer who will be a member of the Department of Nursing Studies. All staff have the potential to take on this role of liaison lecturer. All students are visited by the liaison lecturer whilst on placement; the nature of these visits may vary from pastoral, hands-on clinical teaching to attending case conferences. 33
The Specific Role of the Liaison Lecturer The Liaison Lecturer will liaise with the nurse managers, clinical staff and student within the allocated area. Prior to / at the beginning of the placement. In order to ensure shared understanding and mutual goals, the priorities of this time spent with the mentor will be to:- Discuss the philosophy operating in the delivery of care within the specific clinical area. Identify the level of competence the student has attained. Clarify the process objectives and the assessment of outcomes / competencies and documentation required. Explore further learning opportunities and student specified objectives. Discuss methods to optimise learning e.g. delegation when appropriate. Discuss and clarify the part played by the student in directed learning and self evaluation of progress. Discuss the role of the liaison lecturer within the clinical area. During the placement The priorities of close liaison during the placement will be to:- Support and facilitate the mentor's role. Discuss the students' progress and formative assessments, identifying strengths and weaknesses, and the ability of the student in self directed learning and evaluating progress. Support and give guidance to the student using the placement as an opportunity for reflection on the programme a whole. Allow the student to identify additional learning objectives. Observe and / or participate in specific delivery of care with the mentor and / or the student where appropriate in order to:- - facilitate appraisal and updating of process objectives - assist in identifying and maximising learning opportunities - monitor standards of care in relation to the identified philosophy and learning objectives - observe practice developments and their research basis: evidence-based practice. Communicate and participate in practice developments. At the end of the placement The priorities at the end of the placement will be to:- Discuss the outcomes / competencies that the student has attained. Discuss with the mentor and the student both the formative and summative assessments and determine the overall performance of the student in terms of knowledge acquisition, clinical skills and professional and personal development. Review the learning environment and the student's objectives to ensure they are relevant, appropriate to the student s level and achievable within the placement. Acknowledge the contribution made by the clinical team as a whole to the development of the student. 34
QUEEN MARGARET UNIVERSITY (QMU) Lecturers for the BSc (Hons) Nursing and Graduate Diploma in Nursing (see glossary) programmes at QMU supervise pre registration students during Work Based Learning (WBL) placements. The term Clinical Supervisor is used to refer to a lecturer who links with a placement area and supports students during WBL. Clinical Supervisor Standards The subject area of Nursing has set standards for what is expected of Clinical Supervisors, students and mentors during placement. These standards are outlined in a Mentor Handbook (QMU 2007) which is issued to all mentors at the beginning of a placement. Each student is allocated a Clinical Supervisor who will maintain regular contact with the student and practice area during placement. Students in years 1-3 of the programme usually attend reflection sessions with their clinical supervisor on a weekly basis. Students in year 4 may have less frequent supervision sessions. The Clinical Supervisor s role, although very similar to the link lecturer role (see glossary), is different in a number of ways. Clinical Supervisors have a much wider geographical remit than link lecturers. For example, there may be one Clinical Supervisor covering a whole region (including a mixture of hospital and community placements) or there may be 2 Clinical Supervisors in the same hospital with responsibility for different levels of students. Mentors will be informed of the contact details of the relevant clinical supervisor fro their student, at the outset of the placement. Clinical Supervisors have not, in the past, had responsibility for auditing specific placement areas but have assisted with the approval and audit process where appropriate. College of Animal Welfare Link Tutor Students are supported in placement by the placement link tutor and internal verifier. The support arrangements for the College of Animal Welfare student veterinary nurses differ from Edinburgh Napier University in that the Internal Verifier visits the student within the placement and carries out the following: A learner review this is kept on CAW student files An observation of an assessment with the practice assessor Review of the RCVS veterinary nurse portfolio completion 35
Practice Education Facilitators (PEFs) PEF s play a vital role in supporting mentors and students from ALL the HEIs. Their principle role is to contribute to the learning environment by providing support, educational input and development activities for mentors and students within HNC, pre-registration and post-registration education programmes. The purpose of the role is to maximise the number of student nurses and midwives who can be supported in the clinical area ensuring the student experience is of the highest standard. Senior Lecturers from all the HEIs link with NHS / Non-NHS managers on a regular basis: For a mutual update of information from their respective areas To discuss placement issues that have affected or may affect students To identify potential new practice placements for students HNC College Lecturer As part of the HNC programme (details of which can be found in Appendix 8 students and mentors have at least one placement visit from a college lecturer and regular support from an NHS Lothian co-ordinator. Notification of the Allocation of Students to Practice Placement Areas The numbers of students allocated to a practice placement area will be agreed by the audit team at the time of the educational audit. Placement areas will normally be notified of their student allocation at least 4 weeks in advance of the commencement of these students. Any changes to the student allocations will also be notified to the placement areas in good time to allow for mentorship of these students to be organised. Notification of Changes to the Allocation of Students to Practice Placement Areas Should a practice placement area require to amend the numbers of students allocated to the area out with the educational audit the following process should be adopted: The practice placement staff should identify and discuss the need to change their allocated numbers of students with their Link / Liaison Lecturer and PEF if available. The practice placement staff should discuss and agree the need to change their allocated numbers of students with the clinical / line manager The practice placement clinical / line manager should notify the intention to alter the student allocation in writing to the chair of the Practice Placement and Education Committee, preferably providing the rationale for the alteration in student allocations and any time periods that will apply to this alteration 36