This page is a printable version of: https://www.iow.nhs.uk/Working-With-Us/learning-zone/managing-maps.htm
Date: 25 September 2023

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Managing Maps & Performance

Our nursing apprentices, whether Registered Degree Nursing Apprentices (RNDA) or Trainee Nursing Associates (TNA), are employees of the Trust as well as students at the Open University. Each apprentice nurse will be allocated a core base, and so a Line Manager. Each Line Manager will manage the student in the same way that they would any other member of the Isle of Wight NHS Trust staff. The only additional requirement is that the Clinical Education Team (CET) and the Open University (OU) will also be involved in supporting students too.

MANAGING MAPS - HEALTH ROSTER

Weekly Hours

All theory hours and practice hours must be allocated on MAPS. Please ensure that the hours that the apprentice actually works is recorded, as well as the study time. This should equate to 37.5hrs per week.

When the Apprentices are on placement their placement areas MUST record their shifts on MAPS.

Please plan shifts for the whole placement during the first week, aligning them with practice supervisor's and assessors.

Apprentices MUST provide written and signed timesheets to their Higher Education Institution (HEI), in this case the OU. This is part of their programme requirements

Annual Leave

Our apprentice nurses annual leave dates will be allocated and are based on the minimum annual leave hour as a new starter to the organisation. These should be booked by the apprentice following the same process as other staff. A week of annual leave is 37.5hrs and not just the placement hours. If they have been in the organisation for 5 or 10 years their annual leave entitlement will be greater. The apprentice would book the rest of their annual leave with their Core base manager being conscious of tutorials or assignments.

Please see individual cohort information for specific annual leave dates.

Please note that nursing apprentices will not receive enhanced payments for BH/Weekends/Nights worked during their supernumerary hours. However they must all experience all aspects of 24hr care and complete at least 3 nights per year of their programme.

Bank Hours

We recognise that some apprentices will consider undertaking additional work as HCAs on the Trust bank. We do not recommend this as it may affect their study and performance in placement. However if they undertake additional bank shifts please be mindful that their contract states that they may not work more than 10.5 hour of additional work in any one week, this reflects the working time directive.

PLACEMENTS

TNA’s

TNA s will have 4 placements in their first year, and 3 in their second year. These will be in Adult, Mental Health, Learning Disability and Childrens Nursing settings. These placements will be varied and reflect all age groups.

RNDA’s

RNDA’s will have 3 placements per year relevant to the field of nursing they are studying. Please note that placement experiences will vary for each individual, but over the whole of their programme they will all gain the relevant experiences. If they have any conflicts of interest in any of the placements that they are allocated to please let a member of the Clinical Education Team know as soon as possible.

ATTENDANCE MANAGEMENT FOR APPRENTICE NURSES

Manager Responsibilities

All managers within the Trust are required to undertake knowledge, understanding and skills development training on the practice and procedures that underpin the Attendance Management policy. Specifically managers are expected:

to comply with this policy and take responsibility for managing their staff’s attendance and absence including Apprentice nurses
to develop an ethos of attendance where employees feel valued and motivated to work encompassing the importance and value of health and wellbeing for all team members
To ensure that there is a sickness absence reporting procedure in place
To monitor sickness absence levels in their department in accordance with the Trigger for Management Action section of this policy.
to maintain the confidentiality and security of sickness absence records
to maintain a proper record of each employee’s sickness absences.
to conduct return to work interviews consistently for every absence episode
to support the process for phased returns to work and
to agree method and frequency of communication with employees during periods of sickness absence

Apprentice Responsibilities

All employees within the Trust are required to have practical knowledge of the practice and procedures that underpin the promotion of full attendance and on-going developments in good practice. Specifically employees are expected:

to comply with the Attendance management policy
to attend work regularly as contracted to do so
to only take time off work as sickness absence when genuinely unwell
to protect their own and others Health & Safety and sense of wellbeing in the workplace and outside
to report their sickness absence in line with their departmental sickness absence reporting procedure.
continue to notify and keep in touch (as agreed) with their manager while unable to attend work
to complete a self-certification form for sickness of seven calendar days or less and provide a Fit Note for sickness of more than seven days
to ensure that they are available to attend occupational health appointments, case conferences and any other meetings as required by their line manager during their normal working pattern whilst off sick.
To attend a return to work interview with their manager following a return to work after a period of sickness.
to follow the instructions and advice given to ensure a safe return to work

To make a management referral to Occupational Health, please contact (01983) 822099 Ext 4209 or email occupationalhealth@iow.nhs.uk

TRIGGERS FOR MANAGEMENT ACTION

Line managers are responsible for monitoring and managing sickness absence of their teams.

The trigger point under the Bradford scoring system of 128 points is reached over a period of 12 rolling months.
3 or more separate episodes of non-attendance within the previous 3 months.
14 or more calendar days non-attendance recorded in the previous 6 months.
Unacceptable patterns, e.g. regular Friday, Monday or following holiday/Bank holiday or particular shifts.
Any individual period of anticipated absence extending beyond 28 calendar days.
Receipt of a Fit Note indicating a total period of absence of 28 continuous calendar days or more.

Managers should review the sickness absences record to ensure that absences have been recorded correctly.

If ANY member of staff is off sick because of stress, anxiety and/or depression regardless of the duration of absence, advice must be sought from Occupational Health.

MANAGING APPRENTICE PERFORMANCE

The Trust is committed to supporting and developing its employees in a fair and equitable manner to ensure that they are able to fulfil their roles and responsibilities to a high standard of competence. Where these standards are not met, employees will be offered support, encouragement, guidance and, if necessary and appropriate, (re)training with effective, regular and constructive feedback relating to their work performance.

Managers are responsible for ensuring that performance issues are addressed promptly and fairly.

If an issue arises please follow the managing issues flow chart and contact the clinical education team via iownt.clinicaleducationteam@nhs.net.

FORMS/TEMPLATES