Work Experience and Work Shadowing Policy and Procedures · Policy Title: Work Experience and Work Shadowing Policy and Procedure Version 1.0 Policy Author Magdalena Cimminielo, Siobhan

Policy Title: Work Experience and Work Shadowing Policy and Procedure Version 1.0 Policy Author Magdalena Cimminielo, Siobhan Ferguson & Ana Abraao (Created 03/2014 – Disposal date 03/2035)

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Work Experience and Work Shadowing Policy and Procedures

Policy Number: This number will be issued by the Governance Support Dept on receipt of the document for formal publication

Version: This is the final approved version number of the document. New documents are issued as version 1. As subsequent changes are made revised versions are re-issued as 1.1, 1.2,

1.1

Category: People and Development

Authorisation Committee: Terms and Conditions Group

Date of Authorisation 13th March 2014

Ratification Committee: People & Development Senior Leadership meeting

Date of Ratification 20th March 2014

Author Name and Job title Magdalena Cimminiello & Ana Abraao, People Services Advisor and Siobhan Ferguson, HR Business Partner

Sponsor Name and Job Title : Claire Gore, Director of People and Development

Date issued: March 2014

Next Version Date: March 2017

Review Period ( 1 year, 2 year etc) 3 years

Scope Students aged 16 to 19 years old who have an interest in pursuing a career in the NHS.

This policy has been Equality Impact Assessed

Yes.

Uncontrolled once printed. It is your responsibility to check against the intranet that this printout is the most recent version of this document.


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Record of changes to this document

Version & Section Number

Amendment Date of Change

Change/ Addition

Reason

Whole document

Whole document August 2013

Work Experience Policy and Procedure for Non-Clinical Placements and Work Shadowing Policy and Procedure for Clinical Placements combined into one policy.

To simplify the work experience management and application process

Whole document


To update and align policy into the new Trust Policies for Policy Format

Whole document


Policy updated with new process and forms

Whole document

Whole document March 2014

Added in the Authorization Committee; Completed Appendix's K and L; Last bullet point on 4.2.4. changed to “Must keep the paperwork associated with the student secured and available for monitoring”

To incorporate suggestions made after consultation with the stakeholders.

Whole Whole document March Added To incorporate suggestions


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document 2014 monitoring compliance process by local managers School Stamp at the Application form

made after consultation with the stakeholders.

Dissemination and Consultation with Stakeholders

Disseminated to (either directly or via meetings, etc.)

Position of Stakeholder or Name of Endorsing

Committee

Format (paper or

electronic)

Date

Sue Manthorpe Assistant Director of Health & Safety

Electronic 3rd October 2013

Dr Richard Grocott-Mason

Medical Director Electronic 3rd October 2013

Dr Abbas Khakoo Medical Director Electronic 3rd October 2013

Theresa Murphy Director of Patient Experience & Nursing


Monica Whittle LNC Chair/Consultant Radiologist


Claire Gore Director of People and Organisational Development


Dr Simon Dubrey Consultant Cardiologist Electronic 3rd October 2013

Dr Martin Sweatman

Consultant – A&E Electronic 3rd October 2013

Dr Michelle Cruwys Consultant - Paediatrician Electronic 3rd October 2013

Paul Cornford, Inderjit Bhambra, Sanoober Quamer, Siobhan Ferguson

HR Business Partners Electronic 3rd October 2013

Kim Joyce, Komal Sharma, Louise Williams, Heather Johnston

HR Consultants Electronic 3rd October 2013

Tally Kandola Head of Organisational Development


Saghir Siraj Head of Occupational Health


Helen Bodlak Nurse Education Lead and Band 1 to 4 Development



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Samantha Lees Deputy Director of People Services


Clare Sheppard Assistant Director of Operations – Medicine


Sinead Fagan Assistant Director of Operations – Surgery


Melissa Mellett Assistant Director of Operations - Women &

Children Division


Kay Sandhu Assistant Director of Operations for Clinical

Support Services


Sue Batty Director of Estates & Facilities


Helen Cobb Assistant Director of Health Information


Alison Rochelle Chief Technician Electronic 3rd October 2013

Nikki Rennison

Union Partnership (Chair)


Graham Coombs

Union Partnership (Steward)


Lesley Dixon

Union Partnership (Secretary)


The author must collect and keep evidence that consultation has taken place. This can be in the form of emails sent and received (if any), meeting minutes and notes taken of discussions. Changes made as a result of consultation must be recorded in the change section of the policy.


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Contents

Section Page

1 Introduction 8

2 Purpose 8

2.1 Benefits of work experience and work shadowing 8 2.2

Policy Exemptions 9

3 Explanation of Terms 9

4.

Duties and responsibilities 10

4.1

Legal Context 10

4.2

Roles and responsibilities 11

4. 2.1 Chief Executive

11

4.2.2 Director of People

11

4.2.3 Students

11

4.2.4

Line Managers/Sponsors 12

4.2.5 Occupational Health

13

4.2.6 People and Development

13

5 Principles of Work Experience and Work Shadowing 13

6. Work experience and work shadowing process

14

6.1. Application Criteria 15

6. 1.1 Requirements for Work Experience Applicants

15

6.1.2 Work Experience and Work Shadowing Placement Sponsors Guidance for Managers

15

6.2 During the Work Experience and Work Shadowing Placement

17

7 Equality Impact Assessment 17

8 NHS Constitution 18

9 Training and Support 18

10 Monitoring and Compliance of the policy 18

11 Dissemination 19

11.1 Implementation 19

12 Associated Documents 19

Appendices

Appendix A Work Experience and Work Shadowing Policy Process Flowchart 21

Appendix B Application for a Work Experience/Work Shadowing Placement 22

Appendix C Reference Form 26

Appendix D Work Experience Confirmation Letter 27

Appendix E Work Experience/Shadowing Agreement 28

Appendix F Risk Assessment Checklist 29

Appendix G Placement Discussion Agenda

30

Appendix H Local Induction Checklist 31


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Appendix I CARES behavioural framework 32

Appendix J Certificate of Attendance 34

Appendix K Equality Impact Assessment for this policy 35

Appendix L Checklist for the Review and Ratification of Trust Policy Documents 36


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Operational Summary Policy Aim This policy has been developed to ensure there is a formal procedure for dealing with work experience and work shadowing placements, and when students apply for placements, that their applications are considered in a fair and consistent manner. The aim of the Scheme is to enable both Students and Sponsors to reflect and learn from the experience, and should be developmental for both parties. Work experience and work shadowing should be considered as part of normal staff development. It provides opportunities for sharing best practice and self/professional reflection and development. Policy Summary This Policy is designed to ensure a consistent approach for managing work experience/shadowing placements across the Hillingdon Hospitals NHS Foundation Trust. What it means for staff All Line Managers/Supervisors – are responsible for ensuring that the policy is disseminated and implemented. All Trust Employees – are responsible for reading the new/revised policies to maintain current awareness of changes which impact on their roles.


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1. Introduction 1.1 This policy outlines the framework within which Hillingdon Hospitals NHS Foundation Trust (“the Trust”) must operate when offering work experience, and work shadowing. 1.2 This policy is written in the spirit of the NHS Constitution.

2. Purpose This policy outlines the process for the placement of work experience/work shadowing students within the Trust. It includes the responsibilities of the sponsors at local level. This policy applies to any area within the trust that offers work experience placements for students. Refer to Appendix A - Work Experience and Work Shadowing Policy Process Flowchart.

2.1 Benefits of work experience and work shadowing

Work experience and work shadowing is mutually beneficial to both Student and the Trust and is intended to strengthen our links with the wider community. Work experience is an opportunity for students to: Observe the challenges faced by staff in a hospital environment.

Test out assumptions.

Develop an enhanced understanding of professional practice in an organisational context.

Further develop communication and networking skills.

Enhance their professional development plan.

Reflect on their own goals and objectives.

Experience the diverse culture within a hospital environment.

Enhance their understanding of issues within a hospital environment in providing NHS services.

Benefits of work shadowing and work experience to the Trust include:

THH extends and enhances its links with the local community ie. schools and colleges.


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It provides developmental and learning opportunities for staff within THH.

The Sponsor can reflect on their own practice.

2.2 Policy Exemptions This policy does not cover placements for student nurses, student midwives and any student professions allied to medicine as these placements are covered by formal placement learning agreement that the Trust has with the Health Education North West London and Universities. This Policy does not cover placements for medical students as these placements are covered by formal contracts the Trust has with Universities (Medical Schools). This Policy does not include situations whereby a direct line manager or member of staff shadows another member of staff from their own team, or from other teams inside THH. Exceptions to this Policy may be required – and these may be considered on a case by case basis, and approved by the relevant Clinical Director and Director of People and Development in the light of satisfactory justification. 3. Explanation of Terms

Work experience - in this context is a short unpaid placement in the workplace for untrained individuals, generally of school age, to gain experience of a working environment. Appropriate activities can be under the supervision and discretion of the member of staff taking full responsibility for these actions. Work shadowing - refers to the “process whereby a person ‘shadows’ or follows someone in their work role for a period of time, for the purpose of enhancing their own performance and that of the person they shadow”. THH – The Hillingdon Hospitals NHS Foundation Trust including Mount Vernon site. The Scheme – The Work Experience and Work Shadowing Scheme as defined in above. Student – A person who is not employed by the THH or any employer and usually a school or college student who participates in appropriate tasks related to the department in which they have elected to work; or who attends and observes the work role. Sponsor – The member of Trust staff who will be responsible for the Student and/ or whose role will be observed by the Student, unless this role will be delegated to the Supervisor. Supervisor – The member of Trust staff who has been delegated by the Sponsor to be responsible for the Student/ or whose role will be observed by the Student. Shadow/work experience placement – The period of time the Student will spend with the Sponsor – minimum 1 day, maximum 1 week (to run consecutively).


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Work experience applicant – an individual who applies to undertake a work experience/work shadowing experience within the Trust. Young people - The ‘Young Workers Directive’, which came into effect on 22 June 1996, defines Young Person as under 18 years old but over school leaving age (young persons are under school leaving age until the end of summer term of the school year in which they turn 16). Child - is a young person who is below the minimum school leaving age. Direct supervision – The student is observed by the person responsible for them at all times and is not left alone at any time during their placement.

4. Duties and responsibilities 4.1 Legal Context In Work Experience and Shadowing Placements, the Trust aims to promote best practice and consequently acts in accordance with employment legislation. In meeting this, policies and practices will be altered as new and amended legislation introduced. Young Workers Directive and Working Time Regulations Some sections of this policy refer, by necessity, to young people. The definition of a young person is laid out within this policy and is in accordance with the Health and Safety at Work Regulations (1999) the Young Workers Directive (1996), the Education Act 1996 and The Working Time Regulations as amended 2003. Confidentiality and Data Protection: Information which is deemed confidential by THH must be treated as such by the Student. The role of the Student should be made clear to anyone with whom they interact during the shadow/work experience placement. It must be made clear (especially in relation to the patients) that the student is not a medical or other clinical student attached to the hospital. When the work experience and shadow placement involves interaction in which a patient is involved this is only permissible where the patient has given their full explicit and informed consent to the presence of the student. The situation must be explained and the agreement of the patient sought before the student is introduced to the situation – and such consent should be noted in writing in the patient’s notes. Child Protection

Child protection is related to safeguarding and promoting children welfare; it refers to the activities taken to protect specific children who are suffering or are likely to suffer significant harm. For child protection purposes children are defined as anyone who have not yet


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reached their 18th birthday. Child protection legislation requires that staff coming into contact with work shadow/work experience students who are under 18 years of age, must ensure they are not left on their own with the students/shadows at all if possible, and if not, for any prolonged period of time. Where possible staff should avoid being on their own in an isolated or closed environment with a young person undertaking a work experience.

All staff working with work experience students/shadows should familiarize themselves with the child protection guidance available on the Trust’s intranet: http://intranet/governance/guidelines/child_protection.htm

Disclosure and Barring Service (DBS previously CRB) check It is not necessary for work experience students to complete a Disclosure and Barring Service check as they must be supervised at all times during their placement. Health and Safety The Work Experience and Work Shadowing Scheme will support the organisation’s Health and Safety Policy and any other health and safety procedures. Risk assessment will be done by managers before any placements start. Equality and Diversity Policy The Scheme will support the organisation’s Equality and Diversity Policy and must be compatible with the Equality Impact Assessment 4.2 Roles and responsibilities 4. 2.1 Chief Executive

The Chief Executive is ultimately accountable for the implementation of this policy organization wide process. 4.2.2 Director of People The Director of People is the executive responsible for the development and implementation of this policy. 4.2.3 Students Students wishing to undertake a work experience/work shadowing placement must adhere to Trust policies and procedures on work experience and work shadowing, infection control, confidentiality, dress code, at all times during the placements and application process.The Trust Dress Code and Uniform Policy aims to promote a professional image of the individual and the Trust as well as giving confidence to our patients.

http://intranet/governance/guidelines/child_protection.htm


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Students are expected to behave in accordance with the CARES behavioural framework and in a manner appropriate to the work environment (Appendix I – CARES behavioural framework) 4.2.4 Line Managers/Sponsors:

Each locality, service or department will identify a person who will take responsibility for supporting the placement of work experience and work shadowing students. This person will be referred to as the “sponsor” as per the Work Experience Directory found on http://www.thh.nhs.uk/jobs/workexperience.php. The sponsoring manager:

Is responsible for information held on the Trust Work Experience Directory for their own area and must notify People and Development Department of any changes to the directory, such as: contact details, number of placements offered etc.

Will ensure that the necessary paperwork is completed and returned and that a suitable placement is agreed if appropriate and possible. (refer to 7.1.2 Work Experience and Work Shadowing Placement Guidance for Managers and Appendix A - Work Experience and Work Shadowing Policy Process Flowchart).

Will ascertain the students’ suitability for placement through reviewing CV and application form. The manager may also, at their discretion conduct face to face or telephone discussions with the students.

If a student states that they have an infectious disease which may affect others during their placement the sponsor must contact the OH department for advice prior accepting student on any placement.

Must ensure that the area is suitable for work experience by completing a risk assessment. (Appendix F – Risk Assessment Checklist, Work Experience and Shadowing Placements for School Students) .The risk assessment will be used to determine whether a student should be prohibited from certain activities within an area or department. If this is not possible, a work experience placement must not be offered. A copy of the risk assessment should be held within the department and another given to the student.

Is responsible for ensuring a signed Work Experience/Shadowing agreement has been received prior to the placement commencing. (Appendix E – Work Experience/Shadowing Agreement).

Should inform the student if the ward or department is closed for any reason and ensure the placement is cancelled.


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Should ensure that the student is aware of appropriate policies and procedures on confidentiality, infection control and dress code, and provide appropriate protective clothing where necessary.

Should give a local induction to all work experience students, emphasizing health and safety, infection control, fire exits and alarms, facilities e.g. toilets, canteen, expectations of behaviour, dress code, confidentiality and data protection. Appendix G – Local Induction Checklist for Work Experience and Work Shadowing Students.

Will report inappropriate behaviour to the school/college or parents of the student as appropriate. If there is serious misconduct by the student, the sponsor is responsible for terminating the placement and raising the misconduct with the school/college/parent.

Will support placement and agree to offer feedback as required by the student and the school.

Will develop a programme of activities before the work experience/shadowing placement starts.

Must keep the paperwork associated with the student secured and available for monitoring.

4.2.5 Occupational Health

The Occupational Health department has a responsibility to:

Provide advice on medical aspects of an student’ suitability for work placements

4.2.6 People and Development

The People and Development department have a responsibility to ensure that the policy is followed, fairly and consistently by:

Advising managers on application of the Work Experience and Work Shadowing Policy

Ensuring the effective implementation of the policy and to review and amend as necessary

Holding and publishing the Work Experience directory and co-operating with managers/sponsors on updating the directory

Coaching will be provided at request. 5. Principles of Work Experience and Work Shadowing

For work experience and work shadowing purposes the minimum age requirement is 16 years. However some areas will only consider students of 17 years of age or over. The maximum age requirement is 19. (Individuals over the age of 20 who fall outside of this


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policy, can be considered for a Work Experience/Work Shadowing Placement by the sponsor of the relevant work area on case by case basis, using this policy as a guide).

The Young Workers Directive and the age restrictions with regard to work experience placements within specific departments must be followed where applicable.

A young worker cannot be made to work more than eight hours per day or 40 hours per week. These hours cannot be averaged over a longer period. Young workers who work for more than four and a half hours will get a rest break of 30 minutes.

Preference for placements will be given to students attending schools within the Hillingdon Hospitals NHS Foundation Trust catchment area.

In clinical areas, under NO circumstances will students be permitted to take an active part in any situation relating to patient care delivery. Work shadowing in these areas will be confined to observation only.

Individuals accepted into non-clinical areas are usually given the opportunity to have ‘hands on’ experience, usually in an administrative role.

During the work experience and shadow placement the Student will be supervised at all times, and must not seek to influence the work of the Sponsor. Student must not be given unsupervised access to patients’ medical records; normal access must be supervised and for illustrative purposes (eg. layout) only.

All placements are unpaid and THH will not meet any costs of travel, subsistence or accommodation – or any other costs incurred by the Student.

Both parties who are involved in the Scheme can terminate the work experience/shadowing placement at any stage.

Both parties in the Scheme have responsibility for their own learning - the work experience and shadow placement is a two-way process.

The Scheme is goal-oriented.

Any employee who has concerns regarding the conduct of a work shadowing/work experience student in the workplace should report their concerns to the Assistant Director of Operations (ADO), senior nurse, or any of the clinical directors or equivalent. The work experience student has the same rights.

Any issues of inappropriate behaviour should be reported to the student’s School/College or parents as appropriate. In the event of serious misconduct the student’s placement will be terminated with immediate effect. 6. Work experience and work shadowing process

http://www.youngworker.co.uk/youngpeople/info/regulations.pdf


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6.1. Application Criteria 6. 1.1 Requirements for Work Experience Applicants Refer to Appendix A - Work Experience and Work Shadowing Policy Process Flowchart. Placements must be arranged directly with the department in which students wish to gain work experience. For information about the departments offering the work experience, including the sponsors contact details applicants should review the Trust Work Experience Directory on http://www.thh.nhs.uk/jobs/workexperience.php. Applicants should contact placement sponsors from the Directory list with a short resume of themselves and their experience (preferably C.V), stating their reasons for having applied to that particular placement area. Our preferred method of communication at this stage is via e-mail. Upon receipt of the CV, the placement sponsor will contact the applicant to confirm whether a placement is available in the department, and will ask the applicant to complete a Work Experience Application Form (Appendix B) and provide references from the school (Appendix C – Reference Form). The application form should be countersigned by a parent or guardian if the applicant is under 18 years of age and by a Teacher or Careers Advisor if the placement is to be undertaken during term time. (Appendix B – Application for a Work Experience/Shadowing Placement) When the Work Experience Application form and the references are received the sponsor may at their discretion contact the applicant to discuss their suitability for the placement. If accepted for the placement the sponsor will send to the applicant a Work Experience Confirmation Letter confirming work experience start date and outlining responsibilities whilst on placement such as uniform/dress code, confidentiality (Appendix D – Work Experience Confirmation Letter). The sponsor will also send to the applicant a Work Shadowing Agreement, which must be sent back to the sponsor before the placement is started (Appendix E – Work Experience/Shadowing Agreement).

6.1.2 Work Experience and Work Shadowing Placement Sponsors Guidance for Managers

Refer to Appendix A - Work Experience and Work Shadowing Policy Process Flowchart. Upon receipt of CV, the sponsor will contact the student to confirm whether a placement is available in the department and will send to the student a Work Experience Application form, which must be signed and return to the sponsor (refer to Appendix B – Application for a Work Experience/Shadowing Placement). If a student answers “yes” to any health or disability questions, the sponsor must contact the Occupational Health department to ensure


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any reasonable adjustments that are required can be made for the student prior to them commencing. When the signed application is received the sponsor may at their discretion arrange a conversation with the applicant to assess their suitability for the placement. This normally will be carried out by telephone.

The sponsor will do one off risk assessment of workplace and activities, appropriate to age and specific needs of student. A copy of the risk assessment should be given to the student. (Appendix F - Risk Assessment Checklist, Work Experience and Shadowing Placements for School Students) If the placements is confirmed the sponsor must issue a Work Experience Confirmation Letter (Appendix D – Work Experience Confirmation Letter ) and a Work Experience Agreement (Appendix E – Work Experience/Shadowing Agreement). This must be signed and returned by the student prior to the placement commencing.

The sponsor will plan programme of activity for placement to include supervision at an appropriate level; students must be supervised at all times. For child protection reasons, placements must be planned so that students under the age of 18 are not left on their own with any single individual at all if possible, and if not, for any prolonged period of time. Where possible staff should avoid being on their own in an isolated or closed environment with a young person undertaking a work experience.

A plan of activities for the student to undertake should be developed by the sponsor prior to

commencement of the placement. There are strict guidelines that govern the activities that students, and in particular young people, can undertake whilst on work experience. The Trust has detailed below suitable activities for students to be involved in.

Activities Students/Shadows can be involved in with clear guidance and supervision:

Activities Students/Shadows must not be involved in:

Attending staff training sessions Any activities for which specialised training is required i.e. Manual Handling

Helping make empty beds

Any activity involving contact with clinical waste products/by products

Helping with errands e.g. visit another department/Pharmacy

Any activity, which may jeopardise the safety of patients or students

Talking to patients Inappropriate or unsupervised access to patient’s Medical Records/staff records

Helping at meal times

Inappropriate or unsupervised access to computers

Observation/care plan monitoring

Any unsupervised contact with patients

Observation of specialised techniques

Helping with photocopying


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Helping with filing

Answering the telephone (with clear guidance)

Observing

Supervised Project Work

Attending Meetings

Greeting patients/relatives at Outpatient/Ward reception areas

6.2 During the Work Experience and Work Shadowing Placement

The first task, at the start of the placement, is to review the student placement agenda and, if necessary, agree any amendments. Refer to Appendix G - Placement Discussion Agenda for details of what should be discussed.

The sponsor should ensure that the student/shadow is given a tour of the department and local induction on commencement of the placement (Appendix H – Local Induction Checklist for Work Experience and Work Shadowing Students).

Students undertaking work experience may be asked by their education provider to keep a written journal or diary during their work experience. It is recommended that time be built into their timetable to complete this. Journal writing should be reviewed with the student, to ensure the protection of data and patient confidentiality. There should not be any reference to members of the public or staff by name, and or any other identifiable patient or staff information

Discussion about the tasks should ideally take place prior to or after the task – however this is at the discretion of the Sponsor.

The Student and the Sponsor should hold a debriefing session at the end of the placement.

A certificate of work experience (Appendix J – Certificate of Attendance) can be completed by the sponsor upon request to confirm placement attendance.

Above forms can be downloaded from http://www.thh.nhs.uk/jobs/workexperience.php.

7. Equality Impact Assessment The Trust is committed to promoting an environment that values diversity. The Trust aims to design and implement services, policies and measures that meet the diverse


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needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. This document has been equality impact assessed and this can be found in Appendix K.

8. NHS Constitution

The Trust is committed to the principles and values of the NHS constitution and this document takes in to account these principles and values.

9. Training and support

Implementation of the Work Experience and Work Shadowing policy must be undertaken by Managers and coaching will be available on request from the People and Development.

This policy will be disseminated using various methods of communication as follows:

New staff will be made aware of where to locate People and Development policies during the Trust overview (Induction) and during their induction to their department.

The Policy and Work Experience Directory will be published on the Trust public website for applicants to access.

Staff will be informed of revisions to this policy via weekly communications bulletin, the Pulse and by managers in departmental meetings.

10. Monitoring Compliance of the Policy

Element to be monitored

Lead Tool / Methodology

Frequency Reporting arrangements

Action Lead(s)

Change in practice and lessons to be shared

Review of Work Experience and Work Shadowing Policy to ensure continued fit for purpose.

HR BP’s

Feedback Annually P&D SLT Meeting/Terms and Conditions

Deputy Director of People

Annual review of the Work Experience and Work Shadowing policy with key stakeholders

Application of the policy. Feedback on how successful the policy was applied in relation

HR BP’s

Feedback Ongoing P&D SLT Meeting/Terms and Conditions


This information will be gathered in order to improve the use of the policy


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Element to be monitored

Lead Tool / Methodology

Frequency Reporting arrangements

Action Lead(s)

Change in practice and lessons to be shared

to work experience and work shadowing placements.

Applicant’s personnel files

HR BP’s

Auditing Quarterly Terms and Conditions


To provide evidences that all the paperwork is safe and available to auditing to ensure the compliance with the Trust’s good practice in Personnel’s Files management

11. Dissemination of this Policy

This policy document will be available to all staff via the Trust Policy Information Management System, staff will be alerted to the policy by a standard general email. External applicants will be able to access the Policy on the Trust public website.

11.1 Implementation of the Policy

Once the policy has been approved by the relevant groups. People and Development will develop a communications plan to implement the Policy. Managers will have a responsibility of ensuring that the policy is in place and staff are fully aware of their responsibilities. Trust’s Internet Pages will be updated for Work Experience and Work Shadowing applicants to make prospective applicants aware of the new policy and procedures.

12. Associated Documentation

NHS Careers, 2008. Enabling work experience in the NHS. (online) Available at: http://www.nhsemployers.org/Aboutus/Publications/Documents/Enabling%20work%20experience%20in%20the%20NHS.pdf Health and Safety Executive, 2013. A brief guide to health and safety for employers. Available online at: http://www.hse.gov.uk/pubns/indg232.pdf

http://www.nhsemployers.org/Aboutus/Publications/Documents/Enabling%20work%20experience%20in%20the%20NHS.pdf

http://www.nhsemployers.org/Aboutus/Publications/Documents/Enabling%20work%20experience%20in%20the%20NHS.pdf

http://www.hse.gov.uk/pubns/indg232.pdf


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Disclosure and Barring Service, 2013. A guide to eligibility for DBS criminal record checks.(online) Available at: https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/236659/DBS_guide_to_eligibility_v2.pdf The trust Child Protection guidelines. Available online at: http://intranet/governance/guidelines/child_protection.htm

The Health and Safety at Work Regulations (1999) The Young Workers Directive (1996), The Education Act 1996 The Working Time Regulations as amended 2003.

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/236659/DBS_guide_to_eligibility_v2.pdf

https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/236659/DBS_guide_to_eligibility_v2.pdf

http://intranet/governance/guidelines/child_protection.htm


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Appendix A

Work Experience and Work Shadowing Policy Process Flowchart

Individual wanting work experience goes directly to internet to search Trust Work Experience Directory www (link). Trust Work Experience Directory page holds

information on list of departments and individuals (sponsors) who will consider hosting a work experience student.

Applicant makes contact with prospective sponsor by email, sending his/her CV to the sponsor.

Prospective sponsor confirms to applicant whether a placement is available in the department and asks the applicant to complete a Work Experience/Shadowing

Application form and Reference form (Appendix B and C)

Upon receipt of the application and reference forms prospective sponsor reviews the applicant suitability for the work experience placement (The sponsor may at their discretion contact the applicant by face to face or by telephone to discuss their

suitability for the placement).

Sponsor confirms the placement by sending to applicant a Work Experience Confirmation letter (Appendix C) and Work Experience Agreement (Appendix E)

Sponsor completes Risk Assessment (Appendix F)

Sponsor establishes a plan of activities for the student’s placement (refer to 7.1.2 and

Appendix G).

Sponsor ensures receipt of signed Work Experience Agreement prior to student starting

placement.

Student reports to the department. Sponsor gives a tour and local induction to the area, introduces the student to their allocated supervisor (if applicable) ensures student is

supervised at all times (Appendix H).

The Student and the Sponsor hold a debriefing session at the end of the placement (refer to 7.2). Sponsor issues certificate to student if requested (Appendix J).


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Appendix B

APPLICATION FOR A WORK EXPERIENCE/SHADOWING PLACEMENT

The Trust welcomes applications from students considering a career in the NHS.

At present, we are able to offer programmes as follows (Please circle the programme your applying

for): Work Experience / Work Shadowing

Personal details

Previous work experience or employment

Please give details of any previous paid or voluntary work you have had.

Employers details Dates from/to Duties and responsibilities

Title: ______ Surname: ___________________ Forename: _________________________

Address for correspondence:__________________________________________________

_________________________________________________________________________

Date of birth: _____________________Email_____________________________________

Telephone:_______________________Mobile____________________________________

Next of Kin: ________________________________________________________________

Relationship: ___________________ Telephone: __________________________________

School/College:______________________________________________________________

Address:___________________________________________________________________

__________________________________________________________________________

Teacher/Careers Adviser: ____________________________________________________

Telephone: ________________________________________________________________

Dates you are available for work experience: _____________________________________

Area/department required: ____________________________________________________


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Supporting information

Your health

This is your opportunity to promote yourself, to identify why you would like to gain some work experience in the NHS. Please use this space to provide any supporting information to go with your application. Supporting information can be anything that is not already covered by questions on the form and may include any hobbies, interest or other activity either within or outside school, which you enjoy (continue on a separate sheet if necessary):


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Your health Disability Under the terms of the Equality Act 2010 a disability is defined as a ‘physical or mental impairment that has a ‘substantial’ and ‘long-term’ negative effect on your ability to do normal daily activities. We welcome applications from people with disabilities.

Confirm whether you have an infectious disease which may affect others (please circle) Yes No

If the answer is “Yes”, your placement sponsor may refer you to the Occupational Health department for their clearance prior to undertaking the placement.

Do you consider yourself disabled? (please circle )

Yes No If Disabled would you need any adjustments to enable you to attend for interview or

placement

If YES please specify ______________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________


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Please obtain the following (if you are under 18 years of age):

Parent/Guardian

I have read and understood the above requirements. I will ensure the student carries out these

obligations and confirm that he/she is not suffering from any complaint, which might create a hazard to

him/herself or to those working with him/her. I give permission for my son/daughter

__________________________________________________________

to attend the placement and observe during his/her visit to Hillingdon Hospitals NHS Foundation Trust.

Signature: ______________________________________Relationship:_____________________

Print name: ______________________________________Date: __________________________

Teacher/Careers Adviser (if the placement is in term time and the student is under 18 years of

age)

I have read the work experience programme information and give permission for

_______________________________

to attend the placement and observe during his/her visit to Hillingdon Hospitals NHS Foundation Trust. I

also confirm that he/she is currently studying at

________________________________________________ Official School Stamp

Signature: _______________________________________

Print name: ___________________________Date: ______

Please return to the Sponsor, to (address):

Student, Parent and Teacher Agreement to Trust Requirements

1. The Trust places considerable importance on the need for attention to health and safety at work. You

have the responsibility to acquaint yourself with the safety rules of the workplace, to follow these rules

and make use of facilities and equipment provided for your safety. It is essential that all accidents,

however minor, are reported.

2. The Trust will also expect you to observe other rules and regulations governing the workplace, which

are drawn to your attention. Please note that there is no smoking policy covering the whole working

environment and that there are security arrangements applicable to most locations.

3. The Trust fully supports equal opportunities in employment and opposes all forms of unlawful or unfair

discrimination on the grounds of ethnic origins, gender, disability, age, religion or sexuality.

4. There will not be payment for meals or travelling expenses.

I have read and understood the above requirements.

Signature (student): __________________________________________________________

Print name: __________________________________________Date: _________________________


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Appendix C – Reference Form

PRIVATE AND CONFIDENTIAL WORK EXPERIENCE/SHADOWING STUDENT

Applicant’s Name:

Date of Birth:

Address:

How long have you know him/her and in what capacity ( i.e.: pupil, staff member etc.)

Do you believe him/her to be honest and Trustworthy?

Do you know any reasons why the Hillingdon Hospitals NHS Foundation Trust should not offer a Work Experience/Shadowing placement to him/her?

Is there any further information that you would like to give which we may find helpful in making this placement ?

Name: Signature: Date:

Please return to Work Experience Sponsor together with an Application for Work Experience/Work Shadowing Placement


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Appendix D - WORK EXPERIENCE CONFIRMATION LETTER Date Dear I am writing to confirm your work placement in (Complete) at Hillingdon Hospitals NHS Foundation Trust. Prior to your placement starting, you will need to liaise with (contact person on telephone number) to agree where and to whom you need to report on your first day and during the rest of your placement. Dress/Appearance Code: If you are not provided with a uniform clothing should be of a smart, professional appearance; denim, leather and suede are not suitable and are not permitted. Minimal jewellery should be worn. Shoes should be comfortable, with a low heel and the toe covered, no sling backs. Trainers may be permitted in some areas but please check with your supervisor prior to commencing your work placement. Long hair should be securely tied back. Protective clothing such as aprons and gloves must be worn in accordance with Trust policies in relation to infection control and food handling. You need to complete the attached Work Experience/Shadowing Agreement (x 2 - one to be kept by yourself, the other to be returned in the envelope provided to me at the above address.)

PLEASE NOTE If you have any medical or health related problems (E.G diabetes, epilepsy, latex or other allergy) please make the department manager aware, so that appropriate steps can be taken to protect you.

Yours sincerely

Name: Department:


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Appendix E

WORK EXPERIENCE/SHADOWING AGREEMENT

1. The placement will be without remuneration from the Trust. Travelling expenses, course fees, subsistence etc will not be met by the Trust. 2. The Trust has an obligation under the Health and Safety at Work Act 1974 to provide safe and healthy working conditions and methods. You are required to co-operate with management in discharging its responsibilities under the Act and to take reasonable care for the health and safety of yourself and others. 3. During the course of the placement you may have access to see or hear information of a confidential nature. All information concerning patients and staff is strictly confidential. You must not disclose any confidential information to anyone outside the Trust or anyone within the Trust who is not authorised to have such confidential information. Any breach of confidentiality will result in discontinuation of the placement. 4. Either you or the Trust may terminate this work shadowing arrangement without notice. 5. In the event of any allegations of misconduct, this work shadowing placement may be terminated by the Trust without notice. 6. Nothing in these conditions creates, or deems to create, a contract of employment between you and the Trust and you will not be entitled to any payment on the cessation or discontinuance of your work shadowing placement. 7. If, for any reason, eg. sickness, you are unable to attend for the purpose of your placement, you or someone on your behalf should telephone your placement sponsor as soon as possible. 8. Whilst on work shadowing placement you will comply with Trust policies and procedures including the Work Shadowing Policy and Procedures for Clinical Placements, Bare Below the Elbows Protocol, and Infection Control generally. 9. The Trust does not accept responsibility for personal property lost or damaged on Trust property and recommends that you should insure these. Do not wear any jewellery at work. 10. The Trust agrees to indemnify you against any legal claims arising from the proper execution of your recognised duties on Trust or other authorised premises. The Trust holds Employer Liability Insurance – NHS Litigation Authority – membership number T301. 11. You are responsible to your placement sponsor and must act in accordance with their instructions. 12. You are required to assist in the investigation of untoward incidents if applicable and if requested, supply a written statement and give evidence as a witness on behalf of the Trust. 13. You are requested to declare in writing to the Chief Executive any financial interests you may have in relation to any order or contract placed/entered into by The Trust. I ……………………………………………..…… (name) hereby accept this placement on the terms specified above. Signed ………………………………………………………………… Date …………………………………………………… Print Name …………………………………………………………….. Contact Number …………………………………….. Signed (parent/guardian) ……………………………………………. Date …….…………………………………………….. Print Name ……………………………………………………………. Contact Number ...………………………………….


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Appendix F

RISK ASSESSMENT CHECKLIST WORK EXPERIENCE/ SHADOWING PLACEMENTS FOR SCHOOL STUDENTS

To be done by placement sponsor or local placement co-ordinator prior to commencement of placement, and with consideration of the age, maturity and any specific needs of the student

being placed.

Name of Student

Dates of Placement

Area assessed and date

Tasks/activities that a student may undertake or observe

Dress code – rules on clothing and jewellery

Are there any particular health risks specific to the placement environment/s? eg. Length of VDU use, lifting objects, observing exposure prone procedures, ionizing radiations?

YES NO

If yes, give details below and state how risk is managed:

Your name and job title

You must email a copy of this form to the student and to the school work experience coordinator for forwarding to parent/guardian of student, and to the manager of the area the student will be placed in prior to the placement starting. Individual risk assessments may be required for some activities such as working with VDU equipment, basic manual handling or fire safety. These forms are available on the Trust intranet. The Risk Management Unit and Occupational Health Department can be contacted for further assistance if required.


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Appendix G

Placement Discussion Agenda During the first day discussions the Student and Sponsor should give consideration to the following questions:

1. What do you want to get out of the experience/what are your objectives?

2. Are there any specific aspects of the role that you are especially

interested in finding out about? 3. Have you got any particular questions that you want to find the answers

to? 4. How will you use the information you have gained to inform your future

vocational/career plans? 5. How will the work experience exercise fit with your development needs

generally? 6. Does protective clothing or uniform need to be provided to the shadow? 7. Are there any special considerations/restrictions or issues involved?


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Appendix H

LOCAL INDUCTION CHECKLIST FOR WORK EXPERIENCE AND WORK SHADOWING STUDENTS

This induction must be completed by the student and the placement sponsor or coordinator on the first day of the placement. Where items are not applicable please indicate.

2. Introductions or N/A

Date completed and sponsor signature

Introduce to relevant colleagues/teams

Who to go to if there is a problem

Introduction to the CARES values

3.

Facilities

Tour of office/work area

Restaurant/coffee facilities

Staff facilities eg. toilets

4.

Health and Safety

Fire safety/evacuation

Trust security/alarms

First Aid

Infection Control

Local safe systems of work

Emergency Number

Security badge

5.

Terms and Conditions/Policies and Procedures

Hours of attendance at placement

Breaks

Sickness or other absence – notification procedure

Alcohol and smoking

Confidentiality, and implications of breach of Data Protection Act

6.

Working Arrangements

Telephone System

Photocopier/fax Machine

Departmental Dress Code

Other (please specify)

Signature of Student: …………………………………………….. Date ………….…………………………………….. Signature of Sponsor: …………………………………………….. Date …………….…………………………………..

ORIGINAL TO BE KEPT IN PLACEMENT AREA AND COPY GIVEN TO THE STUDENT

1. Student Details

Name:

Department:

Placement Sponsor:

Start Date:


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Appendix I CARES behavioural framework

Examples of behaviour we expect

I will …

Examples of behaviour we will not accept

I will not …

Communication

We recognise the importance of listening and communicating clearly

√ √ √ √ √ √

acknowledge an individual’s presence with a smile and eye contact introduce myself both face to face and on the telephone, say my department and ask how I can help ask the patient how they would like to be addressed speak clearly and slowly, keep it simple, avoid the use of jargon and check for understanding keep patients fully informed and ensure that the information is accurate and consistent

make small talk when appropriate to patients during the journey between departments and on the ward

x

x x

x x x

talk in front of patients and colleagues as if they are not there and in a language they are unlikely to understand discuss confidential information in public areas leave confidential information visible on an unattended or unlocked computer talk down to others

interrupt a colleague with an unimportant message use my mobile phone during work periods and only make or take personal calls during breaks

Attitude

We strive to understand others’ needs, responding

with care, compassion and professionalism

√ √ √ √ √ √ √ √

smile when greeting patients be respectful to everyone be caring and empathic treat others with respect and consideration at all times be approachable, open and honest be professional at all times and take pride in my work be positive and have a ‘can do’ approach

say ‘please’ and ‘thank you’ to colleagues

x x x

x x

be indifferent to or dismissive of others discuss my troubles in public criticise colleagues in front of patients, visitors and other staff be sullen, moody or unapproachable

be discourteous, rude or use inappropriate language


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Responsibility

We take responsibility for consistently delivering excellence and being open in all that we do

√ √ √ √ √ √ √ √

do what I say I will do be personally responsible for my words and actions fully understand my role and responsibilities and carry out my duties in a professional manner deliver quality care respect the confidentially of patients and colleagues give patients the correct information and check for understanding take ownership of the situation, no matter how big or small pass on knowledge and information to colleagues highlight inappropriate actions and behaviours by others

know my limitations

x x x

x x x x

give patients incorrect information carry out a task that I am not competent to do pass it on or leave it to someone else to do, unless appropriate to do so for reasons of competence or expertise blame others for my mistakes disregard procedures, processes or policies

come to work in an unfit state and let my team down wear inappropriate dress or have an unprofessional appearance

Equity

We recognise people are different and value everyone equally

√ √ √ √

√

treat patients as individuals and take into account their individual needs respect and value diversity and the differences in others challenge bias, prejudice and intolerance recognise that there are no unimportant people or roles in our organisation

promote and encourage team work

x

x x x

impose my personal beliefs and opinions on patients or colleagues disrespect others’ beliefs or views be rude or bully patients or colleagues

label patients or colleagues – people are individuals

Safety

We view patient, staff and visitor safety as a priority

√ √ √ √ √ √ √ √ √

√

follow the Trust procedures for hand hygiene be proactive and report things before they become a problem ask if I am unsure keep my work area clean, tidy and pick up litter when I see it respond promptly to call bells, bleeps, telephones and other requests for help use simple language and speak in English when carrying out my duties maintain privacy and ensure confidential information is kept safe and secure ensure my identity badge is visible and challenge

others who should not be there keep up-to-date with my training

x x x x x

wear my uniform outside of the Trust leave computers and rooms unlocked or unprotected give incorrect information to patients about their care leave the reporting incidents or faults to others

give out confidential information without checking the validity of the person requesting it


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Appendix J

This is to certify that

NNaammee ooff tthhee ssttuuddeenntt:: ………………………………………………………………………………………………..

AAtttteennddeedd WWoorrkk EExxppeerriieennccee

FFrroomm::……………………..……TToo::…………………………..

aatt TThhee HHiilllliinnggddoonn HHoossppiittaallss NNHHSS FFoouunnddaattiioonn TTrruusstt

SSiiggnnaattuurree ooff tthhee ssppoonnssoorriinngg mmaannaaggeerr::……………………………………………………………………………………………………..


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Appendix K Standard Equality Impact Assessment Tool

Name of Policy or Document: Work Shadowing and Work Experience Policy and Procedure

Name of Author: Magdalena Cimminiello

Who is this policy or service aimed at: (Staff, Patients/Carers, Visitors/General Public)

All Staff, General Public

Description and aims of the policy/service change

This policy outlines the framework within which Hillingdon Hospitals NHS Foundation Trust must operate when offering work experience, and work shadowing placements.

Date EIA Completed

Nature of the Change Yes/No Details of adverse impact identified

Does the policy/Service change affect one group less or more favourably than another on the basis of:

If yes to any of the following a full EIA must be completed

Race or Ethnicity No

Nationality No

Gender, Marital Status, Pregnancy and maternity

No

Culture or Heritage No

Religion, Faith or belief No

Sexual orientation, transgender Gender Reassignment

No

Age No

Mental Health No

Physical, sensory or Learning Disabilities No

Homelessness, Gypsy/Travellers, Refugees/Asylum Seekers

No

I declare that in assessing the proposed documentation/change I have identified that (Please delete as appropriate)

a) There is unlikely to be an adverse impact on different minority groups

Name: Ana Abraao Post: People Services Advisor

Date: March 2014

Contact Number: 2325

Appendix L


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Checklist for the Review and Ratification of Trust Policy Documents

To be completed added as an Appendix to the policy document when submitted to the appropriate committee/group for approval and ratification- delete this information once completed.

Policy Title: Work Shadowing and Work Experience Policy and Procedure

Title of document being reviewed: Yes/No/

Unsure Comments

1. Title

Is the title clear and unambiguous? Yes

Is it clear whether the document is a guideline, policy, protocol or standard?

Yes

2. Rationale

Are reasons for development of the document stated?

Yes

3. Development Process

Is the method described in brief? Yes

Are individuals involved in the development identified?

Yes

Do you feel a reasonable attempt has been made to ensure relevant expertise has been used?

Yes

Is there evidence of consultation with stakeholders and users?

Yes

4. Content

Is the objective of the document clear? Yes

Is the target population clear and unambiguous?

Yes

Are the intended outcomes described? Yes

Are the statements clear and unambiguous? Yes

5. Evidence Base

Is the type of evidence to support the document identified explicitly?

Yes

Are key references cited? Yes

Are the references cited in full? Yes

Are local/organisational supporting Yes


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Unsure Comments

documents referenced?

6. Approval

Does the document identify which committee/group will approve it?

Yes

If appropriate, have the joint Human Resources/staff side committee (or equivalent) approved the document?

Yes

7. Dissemination and Implementation

Has the consultation record been completed?

Is there an implementation action plan identifying how this will be done?

Yes

Does the plan include the necessary training/support to ensure compliance?

Yes Advice and support will be readily available from People And Development rather than specific training.

8. Document Control

Does the document identify where it will be held?

Yes

Have archiving arrangements for superseded documents been addressed?

Yes

9. Process for Monitoring Compliance

Are there measurable standards or KPI’s to support monitoring compliance of the document?

Yes

Is there a plan to review or audit compliance with the document?

Yes

10. Review Date

Is the review date identified? Yes

Is the frequency of review identified? If so, is it acceptable?

Yes

11. Overall Responsibility for the Document

Is it clear who will be responsible for Yes


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Unsure Comments

coordinating the dissemination, implementation and review of the documentation?

Minor Amendments Ratification Chair Approval

If as ratification committee/group chair you are happy to acknowledge and approve this document, please confirm this by email to the document author. Please enter your name and date of your approval in the box below.

NB: A copy of the confirmation email must be sent to the Information Governance Team as evidence of approval before the document can be placed on to the intranet

Name Date

Ratification Committee/Group Approval

If the committee is happy to approve this document, please sign and date it and forward copies to the document author with responsibility for disseminating and implementing the document and the Governance Information Team who are responsible for maintaining the organisation’s database of approved documents.

A copy of the minutes demonstrating ratification has been agreed must also be sent as evidence of completing the process.

Name Claire Gore Date 20 March 2014

Acknowledgement: NHSLA Policy Template/Cambridgeshire and Peterborough Mental Health Partnership NHS Trust