Student nursing associate (SNA) procedure

1 Aim

This standard operating procedure (SOP) has been developed to provide guidance in relation to the recruitment, educational needs, pastoral support of student nursing associates (SNA’s) within the trust.

This document includes definition and clarity on the SNA role as set out within the job description and proficiencies as defined within the Nursing and Midwifery Council Standards of Proficiency for Nursing Associate practice September 2018.

2 Scope

Provide clarity on the process and timescales for SNA recruitment.
Aid SNA’s by providing clarity of their student apprentice roles and responsibilities as part of the SNA programme.
Provide clarity for line managers and employees on their roles and responsibilities within the employee and line manager relationship when engaged in a SNA programme.
Provide clarity around the SNA programme, including what can be expected from SNA’s, hours of work, training hours and rotations.
The reasonable adjustments that can be made to a SNA programme to support in the completion of the programme.
Providing clarity on the knowledge and skills other healthcare professionals can reasonably expect from SNA’s.

3 Link to overarching policy, and or procedure

The placements policy is the overarching policy for this SOP and therefore should be read in conjunction with this document.

4 Procedure or implementation

4.1 Training routes

The trust supports the SNA programme through an apprenticeship route, the foundation degree apprenticeship the qualification is fully funded via the apprenticeship Levy. The programme is approximately 24 months in length, but this may be extended depending on the final completion date of the end point assessment. (The EPA must be completed within an EPA period lasting a maximum of 3 month(s)), individuals are therefore employed on 27 months fixed term contracts.

SNA posts will be advertised with an offer of employment as a nursing associate, upon successful completion of the SNA programme and registration with the NMC (Nursing and Midwifery council), the area of which will be identified during the SNA recruitment process. All SNA posts are offered subject to budget availability across all care groups. Posts are advertised through NHS jobs and Trac and are subject to an application and interview process. All available posts will be shared trust wide via RDaSH Communications team.

Entry requirements onto a SNA apprenticeship programme:

GCSE grade’s 9 to 4 (A to C) in Maths and English or functional skills level 2 in Maths and English. This evidence is required to progress an application, and the evidence should be provided at interview. Applicants will not progress through the recruitment process if evidence of the above is not provided at interview
colleagues that have achieved their qualifications internationally would need to have these qualifications checked with UK ENIC to confirm comparability to UK English and Maths qualifications. This evidence is required to progress an application to the shortlisting phase
experience of working in a health care setting or completion of an appropriate NVQ or QCF Health and Social Care diploma level 3.
internal applicants are required to submit a completed ‘internal reference request for development roles’ form (completed by the current line manager), as part of the application process, the relevant form will be attached to the job advert. The completed form must be submitted to the recruiting manager before the closing date and is required to progress the application to the shortlisting phase (see appendix F)
required to follow the NMC code of conduct
for further information regarding apprenticeship funding requirements and eligibility please see appendix C, or skills for health, apprenticeship funding guidance
for further information regarding health and care apprenticeships see skills for health, a managers guide to health and care apprenticeships

4.2 Programme key points

The SNA will be an employee of the trust whilst undertaking the programme.
The SNA will require line management support as with all employees in the trust.
The programme is an Apprenticeship and therefore must adhere to the apprenticeship rules.
The SNA will require 20% off the job learning which is for study time.
Student nursing associates must work and gain competence, under supervision, within the boundaries of the NMC guidance on the standards of proficiencies.

4.3 Base placements

SNA’s will be allocated to a base placement according to the appointing care group. They will be assigned a line manager who will carry out duties in section 4.6 of this document. The SNA will also be assigned a practice assessor who will carry out duties listed in section 4.6.

Base placements may be subject to rotation, in which SNA’s will successfully complete a required set of learning outcomes. The base placement will consist of either:

12 months (2 base placements)
24 months (1 base placement)

The decision for which will lie with the appointing care group.

Base placements have an obligation to support protected learning time for the SNA (approximately 10 hours per week). Protected learning time is defined as time in a health or care setting during which students are supported to learn. Students should be supervised during protected learning time, however, the level of supervision required will depend on the competence and confidence of the students and the associated risks in relation to the intervention being delivered. More information about protected learning time.

During base placements learners will have allocated study days, fulfilling the 20% requirement of off the job learning, as per the apprenticeship standards. This is to enable SNAs to attend university days or complete self-directed study. These days can also be used to attend alternate practice placements within their respective areas to gain experience or additional learning.

Study days should be recorded as such in ESR and on Health Roster by the base placement line manager.

Study days are normally broken down as follows (dependent on the education provider):

a week block at the beginning of each unit
one day per week throughout the learning journey (day allocated at the beginning of the course)

It is the responsibility of the SNA to inform both the education provider and base placement of any sickness absence, to allow for appropriate documentation and, or monitoring. Should an SNA have sickness absence during a study day, or whilst on an alternate placement, there is a requirement that the SNA inform their base placement line manager also.

4.4 Alternate placements

It is a requirement of the programme that individuals attend and engage with alternate placements. The length of such placements is dependent upon the education provider ,but the length of each typically ranges from 2 to 4 weeks, and the frequency of which, again, is education provider dependent. Upon successful completion of programme, the nursing associate is qualified to work within all 4 fields of nursing. The alternate placements, therefore, provide the experience of working within all four fields (adult, children’s, learning disability, and mental health), this is an NMC requirement. It is also an NMC requirement that SNAs have exposure to care throughout the entire lifespan from pre-conception to death and that they experience care provided across different settings such as hospital, at home and close to home.

Alternate placements may be within all care groups in all localities across the trust and may also take place within neighbouring trusts who work in partnership with the relevant education provider. This is to satisfy the pre-registration requirements, as outlined by the NMC. During alternate placements, SNA’s will be supernumerary to staffing numbers.

These alternate placements will be allocated by the Placement Learning team (PLT) in collaboration with the education provider.

SNAs may be required to adhere to the usual shift patterns of the alternate placement area. This is dependent upon the education provider’s course structure. As per the agenda for change contract, any unsociable hours worked whilst on alternate placements will be paid accordingly as part of the contractual employment, following successful completion and verification of an RDaSH time sheet.

4.5 Registration

For the SNAs to join the NMC register as a nursing associate (NA) they must meet the mandatory requirements outlined above, complete their end point assessment and complete their apprenticeship.

The SNA’s overall performance during the program will be monitored by the education provider and line managers with support where required from the PLT. If more information is required, please contact the team at rdash.placementlearningteam@nhs.net.

4.6 Responsibilities, accountabilities and duties

4.6.1 The trust

The trust has a responsibility to provide placement learning, alongside supporting both the SNA and all parties, to confidently engage personnel to provide outstanding patient care within the communities they serve.
To monitor and support SNA’s in both the engagement of duties and learning through the SNA journey, within respective scopes of practice.
Work in collaboration with all parties to support the engagement of positive working practices with the aim of successful recruitment, completion of programme and retention of the SNA’s.

4.6.1.1 Recruitment team

It is the responsibility of the recruitment team to support in the recruitment process and generate the associated paperwork for both SNA training positions and qualified NA (nursing associate) contracts.
Please note: SNA and NA contracts will not be privy to a probationary clause where candidates are internal employees. External candidates will be privy to a probationary clause as outlined in the probationary periods SOP.

4.6.1.2 Employee relations

The employment relations teams, will support the line manager and placement learning team, advising on policy, procedure, and best practice. However, it is the expectation that resolution of issues will holistically be managed via the line manager with support from the placement learning team and academic assessor in the first instance, given their specialism within the designated area.
Where issues arise, within the workings of the employment contract it is for the line manager to take the lead in the activity of seeking a solution focused resolution to issues that arise, with support from (HR) employee relations ensuring equity and inclusivity throughout.

4.6.1.3 Professional leads and heads of service

Identifying apprenticeship requirements within their services through workforce planning and identifying vacancies, including budget for roles
Final sign off for applications for apprenticeships.

4.6.1.4 Line managers

Line managers should submit vacancy request to Trac, shortlist, and interview candidates, ensuring appropriate proof of qualifications is provided at interview, and, where necessary, ‘internal reference request for development roles’ form has been submitted for internal applicants.
Line managers are responsible for supporting SNAs as an employee of the ward or team, for example, line managers in base locations are responsible for; annual leave requests, managing sickness, personal development reviews (PDR’s), performance management and supervision in line with trust policies and any other duties they may provide for all other employees.
Line managers should support colleagues and advise them in the application of this guidance, ensuring consistency is applied.
The ‘internal reference request for development roles’ (appendix F) form must be completed (by the current line manager) for internal applicants. The completed form must be submitted to the recruiting manager before the closing date and is required to progress the application to the shortlisting phase.
Engage in tripartite reviews, as per the apprenticeship standards, with the SNA and education provider or delegate this duty to the SNA’s practice assessor.
Line managers should protect learning hours whilst supporting placements, learning opportunities, and provide the equipment required for the undertaking of roles.
Line managers are also responsible for the provision of hardware. Laptops are RDaSH property and therefore can be issued and move with the employee, across the geographical footprint of the trust whilst required for the undertaking of the role. Once the requirement is no longer needed, laptops should be returned to the line manager.

4.6.2 Supervisor and assessor

SNAs are assigned to a practice assessor, who are either an NMC registered nursing associate or an NMC registered nurse.
All registered colleagues can act as a supervisor within the SNA’s learning journey. It is recognised this may be changed on a day-to-day basis, based due to staffing levels and working environment.
Supervisors and assessors should follow the NMC standards for supervision and assessment.
The assessor is an allocated individual, chosen at the beginning of the learning journey.
It is recognised that there should be a fair and equitable process within the learning journey, therefore it is encouraged for the supervisor to change on a day-to-day basis. To remain impartial, based on the evidence provided, the assessor will therefore have minimal input other than those duties set out in the NMC standards for supervision and assessment.
Any concerns relating to clinical practices, values or professionalism need to be raised with the apprentice and documented. It is the Practice Assessor’s responsibility to notify the Line manager, academic assessor and PLT of any concerns raised. Should concerns continue the trust and university assessors will meet with the individual to discuss concerns and issue support within an action plan (see section 4.7, raising a concern).

4.6.3 Apprenticeship team

Procurement of training providers to deliver trust apprenticeship programs.
Authorisation of apprenticeship levy funding to services and, or staff for the training costs.
Registration and monitoring of learners on the government Levy account.
Liaising with the training provider, confirming course funding and arranging to provide the trainer with the apprentice contact details to enable them to commence enrolment.
Monitor the service level agreement with education providers and hold providers to account for delivery.
Seek further information on training providers from PLT and apprentices.

4.6.4 Placement Learning team

The placement learning team in partnership with the apprenticeship team will share the recruitment timetable for SNA programs via CLE Education and Learning subgroup.
Keep up to date and share any developments from a national or regional perspective in relation to the SNA program via CLE education and learning subgroup.
PLT act as a link to the education provider, assessor and placement areas supporting SNAs in practice.
The PLT will be responsible for planning and co-ordination of all alternative placements for both internal and external SNA’s. The base placement areas will be agreed in collaboration with the care groups as part of the recruitment and (or) enrolment process.

4.6.5 Student nursing associates

The SNA will be responsible for delivering high quality, patient centred, compassionate care under the direction of a Registered Nurse with a focus on promoting health and independence.
Work within the NMC standards of proficiency for nursing associates.
Work as part of a Clinical team to deliver care that focuses on the direct needs of the individual
Carry out specific clinical and care tasks and responsibilities to a high standard and competency, under the direction of a registered nurse.
SNAs would have the ability to work without direct supervision, at times delivering care independently in line with the individual’s defined plan of care, within the parameters of practice of the SNA role, accessing clinical and care advice when needed.
Recognise situations whereby they have reached their own parameters of practice and need to refer on to the registered nurse or other health care professional.
SNAs are required to sustain 100% MAST, attend supervision, placements and adhere to trust policies and procedures.

4.7 Employment and human resources

4.7.1 Contract

The trust will appoint SNA’s who meet the requirements of the trust, education programme, and the apprenticeship standards. The contract of employment will be provided, on a fixed term basis for a period of 27 months.

The contract will be generated as a Fixed term contract and will be broken down into two parts:

24 months for SNA education programme
3 months for end point assessment (EPA)

It is the responsibility of the line manager to amend ESR at the outset of the contract or initiation or rotation within base placements. Similarly, this is the case at the ceasing of the training contract, either as a result of removal from the training programme or inception of a permanent post following the satisfactory completion of the SNA training programme.

4.7.2 Flexible working

The requirements of the apprenticeship programme must be adhered to when considering flexible working agreements. All flexible working agreements will be reviewed on inception of the SNA programme to ensure the requirements meet the needs of the trust and support the employee. This process will be conducted in line with the trusts flexible working policy.

4.7.3 Reasonable adjustments

Reasonable adjustments to the roles may aid the employee to achieve the finality of the apprenticeship, reducing the need for a break in learning. Reasonable adjustments for SNA’s should follow the trusts policy and meet the requirements of the SNA programme. Refer to the Equality, Diversity, and Inclusion team for support.

4.7.4 Break in learning

Employees may wish to take a break in learning for various reasons however must complete the course in its entirety within 4 years of starting. Should a break in learning request be made for more than 3 months the trust will support the request, however, cannot guarantee where the placement will be upon return to the course, employees will be placed where there is a vacancy within RDaSH. Whilst on a break in learning the employee will revert to a band 2 position. The trust will aim to keep the employee within the same area however it is dependent on where there is a vacancy at that time.

The trust, in collaboration with the education provider will consider offering breaks in learning in exceptional circumstances and on a case-by-case basis.

Exceptional circumstances constitute as a serious short-term illness or injury, pregnancy, or flare-up of a diagnosed and ongoing illness or disability, including a mental health condition, symptoms of an infectious disease that could be harmful if passed on to others, death or significant illness of a close family member or friend.

Where an employee wishes to request a break in learning, they must first contact their base placement manager. The base placement manager will then arrange, with agreement of the employee, an occupational health referral. The employee and manager will create this together discussing the areas of concern. The referral will be conducted with pre and post clinical conversations taking place between the line manager and occupational health.

Once the previous action has been conducted. A mandatory meeting will be arranged with the employee or SNA, the base placement manager, HR department, the relevant education provider, and a representative from PLT, if appropriate, to discuss the parameters of the learning contract and both the future viability of learning and employment with the trust. The employee or SNA will have the right to representation by a colleague or trade union representative.

Breaks in learning must be used where active learning has not taken place for four weeks. The apprenticeship team must be contacted on rdash.apprenticeships@nhs.net to discuss any breaks in learning as these must be recorded by the Apprenticeship team on the digital apprenticeship service (DAS) account.

4.7.5 Ceasing of learning

The trust recognises there may be occasions where the employee wishes to cease their apprenticeship programme. Similarly, there may also be cases where the university shares concerns about the continuity of learning. In such cases base placement line managers are advised to follow the process of raising a cause for concern below.

4.7.6 Raising a cause for concern

Where the line manager, practice assessor, PLT or education provider has concerns regarding the individual’s performance or capability they must notify each other to form a collaborative, supportive approach. All concerns should be raised and documented with the individual and following RDaSH and the education providers policies. Policies for each education provider can be found on their respective website.

The learner will have both a contract of employment with the trust and a learning agreement with the university. To that end, decisions cannot be made by the trust in isolation. Decisions on future learning and employability must be discussed collaboratively with all parties, including occupational health, where relevant.

If a decision is reached that the SNA learning journey is to cease, this must be communicated with the Apprenticeship team via rdash.apprenticeships@nhs.net, so this can be recorded on the digital apprenticeship service (DAS) account.

4.7.7 Failure to complete the course

Colleagues completing the SNA programme are employed on a fixed term contract, which is subject to successful completion of the course. Failure to complete the course will result in termination of the fixed term contract, and a termination meeting will therefore need to be held between the post holder, the manager and a member of the HR team to serve the post holder with notice. The full procedure regarding termination of fixed term contracts can be found in section 5 of the leaving employment policy. Following the fixed term contract termination meeting, the post holder will be placed onto the redeployment register with the view to redeploy them into a suitable alternative post.

5 Appendices

5.1 Appendix A Recruitment to student nursing associates 16-week process

Timeline	Action	Responsibility
Week 1	Placement Learning team and Apprenticeship team to provide options to the clinical leadership executive learning and development subgroup and request numbers and areas for recruitment.	Apprentice lead and Placement Learning team
Week 1 to 5	Care groups to consider number of positions available to offer, including how many base placements, and the final offer of employment upon successful completion of SNA programme, and registration with NMC.	Care groups
Week 5	Care groups to submit numbers to PLT PLT to provide update to education and learning sub-group regarding number of posts.	Care group PLT
Week 10	Liaise with education provider in regard to the application process.	Placement Learning team and Apprenticeship team
Week 11	Begin recruitment process within RDaSH. Internal reference request for development roles form must be completed for internal applicants’ current line manager.	Appointing manager to add vacancy request to Trac. Posts will be advertised through Trac, and with RDaSH Communications, and Recruitment teams.
Week 14	Shortlisting and invitations to interviews sent to shortlisted candidates	Care group representative (line manager or service manager).
Week 15	Interviews and proof of Maths and English requirements to be submitted as part of interview process	Care group representative (line manager or service manager) and education provider.
Week 16	Pre-employment checks undertaken,	Recruitment team
Week 16	Final offer letter and start date ready information requested by Recruitment team. To include base placement information.	Line manager and Recruitment team via Trac
Week 16	Completed contract of employment for each new starter issued to line manager to be distributed to SNA. Copy to be sent to Placement Learning team by the Recruitment team, fixed term 27 months contract should include base placement information.	Recruitment team

5.2 Appendix B Apprenticeship funding

In order to use funds from the apprenticeship levy scheme, the apprentice must be eligible for funding as stipulated by the Education and Skills Funding Agency (ESFA). Both the employer and training provider have a responsibility to check an individual’s eligibility for an apprenticeship.

In addition to apprentice eligibility, there are a number of measures which must be met in order for the employer and training provider to be compliant, in order to utilise and claim levy funding for apprenticeship training.

The below are some of the main points for eligibility and compliance; full detailed information is available from the ESFA (opens in a new window).

5.2.1 Apprentice eligibility

To be eligible for an apprenticeship, an individual must:

require significant amounts of new knowledge, skills and behaviours to be competent in their current or future role
have the right to work in England
resident in the EEA, Switzerland, the UK or Gibraltar in the 3 years before the apprenticeship start
work 50% of their contracted hours in England
have an eligible residency status
be able to complete the apprenticeship in the time available
not be undertaking another apprenticeship
provide evidence of acceptable English and Maths qualification

5.2.2 What is eligible residency?

There is a comprehensive explanation of what the EFSA define as eligible residency and who is eligible for apprenticeship funding.

This includes:

those with unrestricted right to live in the United Kingdom
EEA citizens (with conditions)
individuals with immigration applications (with conditions)

Please read the full information available regarding eligible residency (at the government address stipulated above) if in any doubt.

Document control

Version: 1.
Unique reference number: 1094.
Approved by: Education and learning CLE group.
Date approved: 11 November 2024.
Name of originator or author: Placement learning facilitator.
Name of responsible individual: Director of people and organisational development.
Date issued: 18 November 2024.
Review date: 30 November 2026
Target audience: Student nursing associates and all those involved in the recruitment and those supporting student nursing associates whilst undertaking the apprenticeship.

Page last reviewed: December 05, 2024
Next review due: December 05, 2025

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