Postgraduate Nursing Education

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1 Postgraduate Nursing Education HWNZ Investment Handbook (District) 2016 Postgraduate Nursing HWNZ Funding Information is current at the time of issue. All efforts will be made to publicise significant changes as they occur.

2 Acknowledgements: Developed by: Juliet Manning and Leanne Gardner Reviewed by: Jo Dobson and Leanne Gardner (July 2015) Jo Dobson: Leanne Gardner: Juliet Manning: Co-ordinator Postgraduate Nursing Education, Southern DHB RN, PG Cert (Child & Family Health), PG Cert (Health Sciences Leadership & Management), MN PDU Administrator, Southern DHB RN, PG Cert (Child & Family Health), PG Cert (Tertiary Teaching), MN 2

3 TABLE OF CONTENTS CONTACTS:... 4 POSTGRADUATE NURSING EDUCATION DISTRICT OFFICE... 4 PRACTICE DEVELOPMENT UNIT [PDU] (SOUTHLAND)... 4 INTRODUCTION... 5 COMMUNICATION... 5 OVERALL WORKFORCE DEVELOPMENT PRIORITIES... 5 WHAT IS HEALTH WORKFORCE NEW ZEALAND INVESTMENT, RELATIONSHIPS & PURCHASING?. 6 HWNZ FUNDING ELIGIBILITY... 6 EMPLOYMENT SETTINGS... 7 WHAT DOES FUNDING COVER?... 7 WHAT HWNZ DOES NOT FUND... 8 POSTGRADUATE EDUCATION... 8 WHY ENGAGE IN POSTGRADUATE EDUCATION?... 8 POSTGRADUATE EDUCATION IN A NUTSHELL... 8 POSTGRADUATE CERTIFICATE (60 points)... 8 POSTGRADUATE DIPLOMA (120 points)... 9 MASTER S DEGREE (240 points)... 9 CONSIDERATIONS PRIOR TO APPLYING FOR FUNDING OR ENROLLING IN STUDY... 9 TIME COMMITMENT... 9 FINANCIAL COMMITMENT... 9 CAREER PATHWAY... 9 WHERE DO I START, WHICH PROVIDER, QUALIFICATION AND PAPERS? APPLICATION FOR FUNDING PROCESS WHAT DO I DO IF MY PLANS CHANGE? APPLICATION FOR FUNDING PROCESS FLOWCHART INFORMATION FOR DECLINED APPLICANTS... ERROR! BOOKMARK NOT DEFINED. TUITION FEES REIMBURSEMENT PROCESS TRAVEL & ACCOMMODATION MĀORI AND PACIFIC SUPPORT REPORTING REQUIREMENTS OTHER IMPORTANT INFORMATION ONESTAFF CODING TRAINEE RELEASE CLINICAL MENTORING SUPPORT POSTGRADUATE NURSING EDUCATION OFFICE (SCOPE OF ROLES) POSTGRADUATE NURSE TRAINING ADVISORY GROUP SOUTHERN DHB SUPPORTED PROGRAMMES NURSING ENTRY TO PRACTICE PROGRAMMES (DHB & Non-DHB settings) MIDWIFERY POSTGRADUATE COMPLEX CARE CLINICAL TRAINING PROGRAMME HAUORA MĀORI (NON-REGULATED WORKFORCE) ALLIED HEALTH TERMS AND CONDITIONS OF POSTGRADUATE NURSING TRAINING FUNDING

4 For associated documents see: or Southern DHB staff visit Health Workforce New Zealand (HWNZ) Postgraduate Nursing Education Funding (66860) For further assistance, contact the Postgraduate Nursing Education Office CONTACTS: POSTGRADUATE NURSING EDUCATION DISTRICT OFFICE AT THE PRACTICE DEVELOPMENT UNIT (PDU) OTAGO Jo Dobson Co-ordinator - Postgraduate Nursing Education (District HWNZ Funding) Leanne Gardner PDU Administrator DDI: (03) or internal extn c/- Practice Development Unit (Otago) PG Nursing Education Office First Floor Fraser Building, Cumberland Street, Dunedin Box 20, Dunedin Hospital Private Bag 1921, DUNEDIN 9054 PRACTICE DEVELOPMENT UNIT (PDU) (SOUTHLAND) First Point of Contact for Southland Southern DHB employees Deb Ashworth Manager Clinical Development Education Phone: (03) or internal extn

5 INTRODUCTION The purpose of this handbook is to provide information relating to Health Workforce New Zealand (HWNZ) funding and support available for postgraduate study for registered nurses in the Southern District Health Board (Southern DHB) catchment area. This document will assist key stakeholders in postgraduate education to be well informed and to assist the decision-making process around postgraduate study. Key stakeholders include: Registered nurses considering postgraduate study Nursing leadership Health providers Line managers Nurse educators If there are still questions after reading the handbook, please contact the PGNE District Office - see Contacts listed on page 4. COMMUNICATION The Co-ordinator Postgraduate Nursing Education and the PDU Administrator will generally communicate directly with funded trainees rather than via the employer; except where it would be appropriate to communicate with the employer, e.g. regarding release/mentoring plans and employer claims/invoices, etc. , phone, and written communication channels will be used throughout the year, therefore it is essential that trainees advise the PGNE Office of any changes to their contact details, line management, employment or study pathway. OVERALL WORKFORCE DEVELOPMENT PRIORITIES With particular focus on: Aged Care, Mental Health, Rehabilitation Services, Primary & Rural Areas Health Assessment Nurse Practitioner development Māori & Pacific Islander health Qualifications with a focus on patient safety, quality & risk Priorities will be reviewed annually see Postgraduate Nursing Workforce Development Funding Priorities (District) (62669). 5

6 WHAT IS HEALTH WORKFORCE NEW ZEALAND INVESTMENT, RELATIONSHIPS & PURCHASING? Health Workforce New Zealand (HWNZ) Investment, Relationships and Purchasing is a funding agency of the Ministry of Health (MoH). HWNZ Investment, Relationships and Purchasing provide funding to the DHB via a contract process. For further information, refer to: or for new publications see: Contracts are currently in place with Southern DHB for medical (Rhonda Skilling RMO Office), postgraduate nursing, NETP, midwifery and Hauora Māori. The PGNE office manages the HWNZ Investment, Relationships and Purchasing funding provided for registered nurses for the purpose of accessing postgraduate training. The aim is to advance professional practice and facilitate career pathways towards specialist nursing roles. HWNZ funding must be used to provide programmes that meet prioritised workforce needs, government priorities and national health policy. There is some ring-fenced funding available, specifically for rural health and primary health. It is expected that outcomes from the funding include completion of a postgraduate qualification, demonstration of advancing nursing practice, and improved contribution to client and/or service outcomes. HWNZ FUNDING ELIGIBILITY HWNZ Investment, Relationships and Purchasing provide funding under the following criteria. It is necessary to meet the criteria first to be considered for the funding, which is limited and prioritised by the Postgraduate Nurse Training Advisory Group (PGNTAG), and in consultation with the nursing directorate. There are many factors to consider, including the service/ organisation s ability to meet release requirements, the amount of funding available, and the overall priority of applications. Limited funding is available from HWNZ each year. Meeting eligibility criteria and funding priority areas does not guarantee funding to individuals. The qualification must be at Level 8 on the National Qualifications Framework and be accredited by the New Zealand Qualifications Authority (NZQA) and the Committee on University Academic Programmes. The qualification must be approved by the Nursing Council of New Zealand (NCNZ) or be recognised by the NCNZ as contributing to the development of nurse practitioners. Please check the NCNZ website for current information: To be eligible for HWNZ funding for postgraduate nurse training each trainee shall: Be registered as a nurse or a nurse practitioner under the Health Practitioners Competence Assurance Act Hold a current annual practicing certificate (APC) with no restrictions on that APC that would negatively impact on their ability to participate in the programme. Be a New Zealand citizen or hold a New Zealand residency permit as conferred by the New Zealand Immigration Service. 6

7 Be currently employed in a permanent position as a registered nurse by a service that is funded by the DHB or MoH from Vote Health. This includes rest home, residential care and primary health care providers. FTE is considered on a case-by-case basis by the co-ordinator in liaison with the trainee s line manager and the Postgraduate Nursing Training Advisory Group (PGNTAG), however, at least 0.4 FTE is preferred. Have evidence of support by their current line manager to meet the training requirements (as per the application form Postgraduate Training Funds for RNs [HWNZ] Application (District) (MIDAS 57109). Have a current career plan - see the career plan template at Meet the entry criteria required by the education provider. Submit a fully completed application form within the stated application time frame. EMPLOYMENT SETTINGS Eligible RNs must be employed by an organisation funded through Vote Health (receives MoH funding with some conditions, e.g. for DHB contracts with private organisations) and may be employed in the following settings: DHB Provider arm health care: Clinical/health care services provided by DHB hospitals and community-based settings. DHB Non-provider arm health care: Aged care: Health care services provided to the elderly in the community, rest homes and hospitals. Palliative care: Health care services for people of all ages with a life-limiting condition. Primary health care: First-point-of-contact care, child and youth, population health, health promotion, disease prevention, wellness care and disease, and chronic disease management services provided by primary health care services. WHAT DOES FUNDING COVER? HWNZ Investment Relationships and Purchasing funding covers course fees and an allocation of trainee release time to attend compulsory components of study; (this may include compulsory online requirements). Papers must be NCNZ approved or be able to be credited towards a NCNZ approved nursing qualification. There is limited funding available to contribute towards travel and accommodation. To be eligible for travel/accommodation funding a trainee s place of work must be >100km from their place of study. Successful applicants: Will have their fees covered for funded paper/s (providers invoice the DHB directly). Will be allocated some clinical release time for compulsory days/compulsory online aspects or mentoring, where this is a requirement of the funded programme. However, this funding may not cover all release requirements. May be allocated travel & accommodation (T & A) funds. Some nurses required to travel may not be allocated T & A funds if this funding is exhausted. Travel and accommodation funding may not cover all T & A costs. 7

8 WHAT HWNZ DOES NOT FUND HWNZ Investment Relationships and Purchasing does not fund: Consumable items or text books Postage/courier fees Prerequisite courses/papers Payment to friends/family for accommodation Meals and refreshment costs Any claims without legible/legitimate receipts or adequate supporting documentation Situations where the trainee is mentored within the workplace during normal work roles/hours POSTGRADUATE EDUCATION WHY ENGAGE IN POSTGRADUATE EDUCATION? Postgraduate education for registered nurses is encouraged and supported by Southern DHB. PG education assists to: Develop expert practice and advanced practice roles. Improve the delivery of nursing care by encouraging the application of evidence-based practice. Improve health outcomes for patients. Promote ongoing professional development for nurses. Meet the requirements of the Professional Development Recognition Programme (PDRP) and the NCNZ in professional development. POSTGRADUATE EDUCATION IN A NUTSHELL Postgraduate study is a partnership between the trainee enrolled to study, their employer, the training provider and, if applicable, HWNZ Investment, Relationships and Purchasing. Each party is expected to contribute to a successful outcome. There is often some confusion around the different levels of qualifications, especially regarding the points values allocated to each qualification step. It is important to understand the basics because completed qualifications are the required outcome for HWNZ Investment, Relationships and Purchasing funded education. To receive HWNZ Investment, Relationships and Purchasing funding, each postgraduate qualification for registered nurses has had to be approved by the relevant education body and the Nursing Council. Each qualification and paper also has a credit value assigned to it. Each credit is approximately 10 hours of learning time. POSTGRADUATE CERTIFICATE (60 points) A postgraduate (PG) certificate is made up of 60 points. It is often the first step in a study programme and may provide the basis for further postgraduate study. A PG certificate is usually completed within one academic year, studying part time. The PG certificate requires a minimum of 60 points at Level 8 and serves as a qualification recognising continuing professional development in the same area as the candidate's original degree or relevant skills and knowledge acquired through appropriate work or professional experience. 8

9 POSTGRADUATE DIPLOMA (120 points) A postgraduate diploma requires a minimum of 120 points. Typically, a person who starts a diploma will have completed all requirements of the relevant bachelor s degree or is deemed to have acquired the relevant skills and knowledge through appropriate work or professional experience. The holder of a postgraduate diploma may, if eligible, enrol for a master s degree or a doctoral degree. MASTER S DEGREE (240 points) The master s degree is at least 240 points. It can be fewer than 240 points if it builds on four years of prior study at bachelor degree level or above. However, it must comprise a minimum of 40 points at Level 9 with the remainder at Level 8. NB - Providers of courses leading to a master s qualification are responsible for establishing entry requirements. CONSIDERATIONS PRIOR TO APPLYING FOR FUNDING OR ENROLLING IN STUDY Are my current circumstances compatible with: - postgraduate study? - personal/professional goals? Am I eligible for funding? Which qualification? - required/compulsory papers? How does PG study help my career? How much time will it take? How much will it cost and will there be a personal cost to me? TIME COMMITMENT Southern DHB is committed to postgraduate nursing education and to supporting employees throughout their postgraduate education. Non-DHB employers (community) are required to commit to supporting staff postgraduate education before HWNZ Investment, Relationships and Purchasing funding is approved. However, it is most important that consideration is given to work/life balance. Postgraduate education requires a commitment of time and personal resources as not all study time is covered by trainee release. Students should consider taking only one paper per semester, especially if employed full-time. Each semester lasts weeks. FINANCIAL COMMITMENT There is usually some personal financial cost associated with postgraduate study. CAREER PATHWAY It is important to consider how postgraduate study fits into your professional development. It is a requirement that applicants for HWNZ PGN funding have a current career plan in place. See the career plan template at Consider: Where you want to be in your career in five years time. Which educational programme will fit with your plans. How you want your practice to grow. Work/organisation requirements. Discuss your career plans with your line manager or other appropriate nurse leader, e.g. nursing director or nurse educator. Also discuss options with tertiary providers. Nurses wishing to explore the nurse practitioner (NP) pathway should consult with the nurse director of their service for information regarding potential NP roles and advice regarding education and development opportunities 9

10 WHERE DO I START, WHICH PROVIDER, QUALIFICATION AND PAPERS? First and foremost seek good advice. Do some initial groundwork, talk to colleagues who have undertaken postgraduate study, look up courses offered by tertiary providers on the internet. Once some options have been identified, have a discussion with the relevant tertiary providers; they will help with pathway advice. It is a good idea to make contact with the postgraduate co-ordinator of the nursing departments in the tertiary provider. This person will also be able to advise on what support would be available if you decide to study. It is very important to ensure that you have good pathway advice so that the study undertaken leads to the desired outcome. This can be complex, especially if you have studied with more than one institution. You need to consider which provider you will graduate with. It may be necessary to apply for cross-credits. Due to the geographical isolation of the Southern district, it is likely that you will have to travel to a tertiary provider that offers the qualification you are aiming for. Consider available flights and road travel, and factor in travel time when planning. Applicants for HWNZ Investment, Relationships and Purchasing funding, are required to have the support of their line manager/nurse director (or equivalent). Check that personal goals are aligned with your organisation s priorities. NB - You will need to check your eligibility against the institution s requirements. This is separate from HWNZ Investment, Relationships and Purchasing eligibility. APPLICATION FOR FUNDING PROCESS Registered nurses can apply for funding each year for the following year s funding round. Each funding round is widely publicised both within the DHB and also via communication to community groups such as Southern PHO, DHB non-provider arm contract holders and other distributions for example GP practices. Notification to potential applicants is via the services and organisations internal communication processes. Application forms are posted on: (or under the Health Providers tab on the DHB website). If you require assistance, please contact the administrator Postgraduate Nursing Education (HWNZ Funding). Step 1 Ensure that you meet the criteria Check your eligibility with HWNZ Investment, Relationships and Purchasing criteria and the tertiary provider criteria. Step 2 Discuss Prior to the closing date discuss your intended application with your line manager, along with your career plan and workplace goals. Step 3 Download application form Download a copy of the Southern DHB HWNZ Investment, Relationships and Purchasing funding application form - Postgraduate Training Funds for RNs [HWNZ] Application (District) (57109) or go to Fill in the application form, ensuring that all fields are completed. If you have any questions relating to your application or study, contact the co-ordinator. - Postgraduate Nursing Education (HWNZ Funding). For general administrative queries contact the administrator - Postgraduate Nursing Education (HWNZ Funding). It is essential that your application reaches the PGNE office in A4 hard copy format by the stated closing date. Late applications or applications received electronically will be considered late if not received in hardcopy by the close of applications date, and therefore will not initially be considered for funding. If some aspect of your application is outstanding for any reason, this should be communicated by contacting the administrator to advise of the outstanding aspect of your application. 10

11 Step 4 Submit application Submit your application and other required documentation (as per the application form checklist) to the administrator as per application requirements. All applicants will be notified of the outcome. Successful and unsuccessful applicants will be sent a letter informing them of the decision. Letters will usually be with applicants prior to Christmas. Step 5 Enrol for your chosen course of study In order to accept HWNZ funding you must be enrolled in your chosen qualification, e.g. PG certificate, PG diploma or Master s. You must apply to the tertiary provider for acceptance onto your chosen course. Once accepted, you will then need to complete the enrolment process. Be aware that some providers require you to accept an offer of place as part of the enrolment process. Check the tertiary provider websites for enrolment dates and requirements for supporting documentation. This is especially important if you are a first-time student, as often the enrolment date is early. Enrol with your chosen tertiary provider early as numbers accepted onto some courses are sometimes limited. Enrolment is your responsibility - the PGNE Office does not enrol or withdraw you. Once you have enrolled your course dates will be available to you. Step 6 Documentation check Make sure that details contained within your funding letter are correct and advise the PGNE Office of amendments. Any deviation from your application and funded paper/s must be discussed and approved by the co-ordinator Postgraduate Nursing Education. Step 7 Confirm your acceptance (in writing to the PGNE Office) Confirm your acceptance of funding in writing. If your circumstances have changed and funding is no longer required you must advise the PGNE Office so that funding can be reallocated, ideally prior to commencement of the funded semester. WHAT DO I DO IF MY PLANS CHANGE? Contact the co-ordinator and copy to the administrator for records management if: You have any paper/qualification changes. (Paper/qualification changes need to be discussed and approved by the co-ordinator ahead of changes being made for funding to be guaranteed.) You have any plans to withdraw/transfer papers. There is a change in your employment status/situation. Contact the administrator-pgne if: You have changed your contact details. There is a change for your release dates. (All funded nurses are also required to communicate release changes to their line manager and Southland - Southern DHB staff must also advise the PDU (Southland) for OneStaff purposes. You have any changes to travel & accommodation requirements/dates. 11

12 APPLICATION FOR FUNDING PROCESS FLOWCHART Step 1 Ensure that your application meets the criteria for funding. Step 2 Discuss study intentions with line manager Also consider: Do you need to discuss intentions with the funding coordinator and/or tertiary provider? No Is your application supported? Yes Step 3 Download application form See MIDAS or Step 4 Submit application to the administrator with all fields completed and the required documentation to ensure a complete application. Step 5 Enrol for your chosen course of study. The PGNE Office does not enrol or withdraw you from your course of study. Step 6 Document check / amendments? Step 7 Confirm your acceptance (via acceptance form) / early notification of any changes to allow for maximum utilisation of available funding. 12

13 INFORMATION FOR DECLINED APPLICANTS There are a number of reasons why funding may have been declined, e.g. number of applicants exceeds funding, funding priorities, ineligible, line manager/nurse director support, etc. Options for funding, should you wish to pursue study but have been declined funding, include: WAIT LIST A wait list is developed so that any additional funding available can be allocated to trainees who have enrolled in and been accepted for their chosen course of study. If the original application is declined, applicants will be waitlisted. Please notify the PGNE Office if you want to opt off the waitlist. Potential trainees will be contacted by the co-ordinator, by phone or , if any funding becomes available. Relevant documentation will follow. It is important to keep in contact with the co-ordinator regarding your study intentions so that if funding becomes available it can be allocated in a timely manner. SELF-FUNDING You may choose to self-fund your study by paying your own fees and expenses. If you are selffunding, it is strongly recommended that you remain on the wait list. In the event of funding becoming available through withdrawals, you may be eligible to have some of your costs reimbursed. STUDENT LOAN SCHEME If you are unsuccessful with your application, a student loan may be one option to consider. Information about student loans is available from - OTHER SOURCES OF FUNDING Healthcare Otago Charitable Trust - see Application for Funds - Healthcare Otago Charitable Trust (District) (17987). The trust offers limited funds for education please check MIDAS for more information. NZNO there are a range of scholarships and grants available to NZNO members. There are also education funds available via NZNO colleges and sections for members; check the NZNO website for details: Employer/service-specific funds may be available in your workplace check with your charge nurse manager/line manager for information. Mental Health and Intellectual Disability (ID) services may access funding through Te Pou for specific papers access via (workforce centre) Support may also be available through the Dunsmore Trust (Otago site) refer to: o Application Form for Dunsmore Trust Funds (18961); and o Criteria for Distribution of Dunsmore Trust Funds (Otago) (18960). Another option to consider may be courses offered by Southern Institute of Technology (SIT). SIT offer a zero fee scheme which makes their postgraduate nursing programmes more accessible for those considering self-funding. Qualifications available through SIT are PG certificate and PG diploma. For more information check the SIT website: 13

14 TUITION FEES Specific details re fees payment and reimbursement claims processes will be communicated in the funding documentation. HWNZ Investment, Relationships and Purchasing funding provides for full payment of tuition fees and compulsory fees charged by the tertiary education provider for the cost of the trainee attending the programme of study. This does not include fees incurred for late enrolment dependent on circumstances. Generally fees are paid directly to the tertiary provider by the DHB which is in most instances by bulk invoice. However, under certain circumstances, such as if the trainee has been funded off the waitlist, it may be necessary to advise the PGNE Office of fee payment status in order for the office to either make payment arrangements with the training provider or reimburse the funded trainee. REIMBURSEMENT PROCESS Claims can be submitted at any time during the semester once costs have been incurred. Note mileage cannot be claimed in advance. Usually one claim per semester will be accepted from the trainee. Usually one claim per semester will be accepted from non-dhb employers. It may be more convenient to submit one claim per year and this is also acceptable, although please be aware that there can be processing delays at the end and beginning of each year for a number of reasons, such as staff leave and a focus shift to preparing for the following year s funding allocations. Consideration will be given to trainees indicating financial hardship and/or urgency. The reimbursement process involves a number of people to check and sign off your claim so it may take a couple of weeks or possibly longer before you are reimbursed depending on the workload and priorities of the PGNE office and Southern DHB Accounts Payable Service at the time. To claim your reimbursement you will need to attach confirmation of proof of payment (preferably submit original GST tax invoices/receipts as evidence of payment). Supporting documentation must show dates and evidence of payment. Where possible, documentation should include the name of the funded trainee. It is a reimbursement requirement that dockets are copied onto A4 paper so that claims can be processed efficiently. All claims should be submitted as soon as possible at the end of the study period, and must be received by 31 st March of the year following funding. Please be aware that incorrect or unclear reimbursement claims may be returned for correction and/or clarification. Funded applicants will receive a funding pack which will include information and claim forms once approved for funding, typically an initial letter advising of the funding outcome is sent out in December and a more comprehensive pack including the breakdown is sent out later in January. Account details It is essential to submit a bank slip or formal bank documentation indicating the correct bank account with the claim form for reimbursement payments. The payment system does not link to DHB payroll and cheque payments are no longer an option. This is to ensure that reimbursement funds are paid into the correct account. Formal bank documentation including the correct bank account must accompany each claim submitted. 13

15 Trainee/employee claims To claim reimbursement, the trainee/employee is re required to submit a claim form with proof of payment for their funded course-related costs for processing and authorisation. The claim form clearly outlines claim requirements. For nurse claims, see Funding Reimbursement Claim for Trainees - HWNZ Postgraduate Nursing (District) (69335) - for community, see Employer claims At the time of writing, claim forms are submitted to the PGNE office. Claim forms can be downloaded from Once the claim is authorised, the claimant will be advised of the PO number to invoice against. Invoices are submitted to Southern DHB Finance. The invoice must match the PO details and authorised amount. Specific details of this process will be communicated to employers of funded trainees annually. Employers may claim for, e.g. trainee release and travel and any travel and accommodation costs directly incurred by the employer. In certain circumstances, such as for papers requiring mentoring, the employer may be able to claim for mentoring costs directly incurred by the employer - (see Clinical Mentoring page 16). Shared costs The PGNE office encourages trainees to share costs for travel and accommodation where it would be sensible use of funding to do so. If, for example, a cohort were travelling to the same training provider on the same dates, it would be financially beneficial to share a vehicle (if travelling by road) and accommodation. However, transparency is essential; there is an expectation that any claim documentation submitted reflects shared costs. Indicate clearly on your claim where costs have been shared, with another funded trainee. Where possible, each trainee should request their own separate documentation to assist with the claim process. Please do not cover costs for other funded nurses by e.g. by pay for one block of accommodation each. If sharing costs, divide the cost of each stay, as claims should reflect the funded nurse s individual costs. Mileage should not be claimed more than once for the same journey and copies of accommodation invoices should clearly indicate where accommodation has been shared and with whom if the other person is also a funded trainee. Invoices Invoices are required by employers only. Please refer to funding documentation for process requirements. See for tax invoice requirements. GST may be added to maximum allocations for employer invoices. If in doubt please contact the administrator for assistance. TRAVEL & ACCOMMODATION There is limited HWNZ funding for allocation towards travel and accommodation. Travel and accommodation funding may be allocated towards actual costs for trainees who are required to travel further than 100km (one way) from their usual place of work to the training programme location. These costs are recouped by reimbursement. The maximum allowance for eligible trainees is usually $910.00, per semester so careful consideration is needed when choosing flights and accommodation. Refer to the shared costs information above. 14

16 Travel At the time of publication, road travel may be claimed at NZ$0.77 cents/km from place of work to place of study - check claim form for current details. Mileage claims should be based on Google Maps and it is useful for a printout to be included with claims. Mileage claims must be accompanied by petrol receipts as evidence of road travel. Air travel claims are for ticket cost (include names, dates, destinations and evidence of payment). Taxis/shuttles/parking can be claimed for travel to and from airport/training provider and for airport parking costs. It is a good idea to book early to secure low cost flights. Accommodation Consider your choice in accommodation carefully to keep accommodation costs at an affordable level to allow for more accommodation requirements to be covered by funding. Claim documentation submissions Please retain all supporting documentation for reimbursement claims, e.g. travel and accommodation proof of payment, and petrol receipts for mileage claims as evidence of road travel. A copy of submitted documentation should be held by the claimant for their records. All documentation must be sent directly to the address below unless otherwise indicated. Administrator, PG Nursing Education Office, Practice Development Unit (PDU) (Otago), Box 20, Dunedin Hospital, Private Bag 1921, DUNEDIN 9054 MĀORI AND PACIFIC SUPPORT There is support funding available for Māori and Pacific Island nurses, aimed at providing mentoring, cultural supervision and cultural development activities. This funding needs to be applied for separately. Contact the co-ordinator - Postgraduate Nursing Education for details. REPORTING REQUIREMENTS The PGNE office is required to track your programme of study over its duration for the applicable year and report to HWNZ Investment, Relationships and Purchasing each month. If you have been funded via HWNZ Investment, Relationships and Purchasing, it is vital that you advise the PGNE office at Southern DHB if you withdraw from study, or if the funding is no longer required. Funding is received from HWNZ Investment, Relationship and Purchasing on a monthly basis, so it is necessary for reporting and funding purposes that the office is advised immediately. NB: - If funded, you are required to notify the co-ordinator PG Nursing Education of: Changes to your programme of study (to discuss options and eligibility of funding for changes) Changes to your employment situation/support Withdrawal from a paper o You must withdraw from funding; AND o You must formally withdraw along with the tertiary provider. Notifying your tutor is not sufficient. If you do not withdraw from the training provider, you will be liable for the cost of any fees incurred. 15

17 Southern DHB and HWNZ Investment, Relationships and Purchasing seek feedback about programmes of study in relation to workload management, learning support, and workplace support for the purposes of workforce development and ongoing quality improvement processes. Funded trainees will be advised of requirements for end of semester/year reporting (TBA annually). This information may be communicated with funding documentation or by . A transcript copy must be sent to the PGNE office on completion of each funded paper. OTHER IMPORTANT INFORMATION ONESTAFF CODING Trainee release is coded onto the OneStaff system by individual line managers for Otago site DHB employees; and by the PDU (Southland) for Southland DHB employees. There is no financial transaction for release; variances can be easily explained in area budgets. Code to the HWNZFUND work shift code for your area. Line managers are required to manage their staff entitlements to ensure that maximum funded release allocations are not exceeded. TRAINEE RELEASE Trainee release is an allowance towards the cost (per hour) of releasing the trainee while the trainee attends the compulsory aspects of their training programme, including academic and clinical mentoring requirements during the trainee s working hours. Where an employer requires a trainee to take annual leave (or leave without pay) in order to attend the compulsory aspects of their training, the employer will not be eligible for HWNZ trainee release funding. The maximum release allocation will be communicated to your manager, once funding has been approved, so that appropriate arrangements can be facilitated in advance. TRAINEE RELEASE PLANS (TRPs) You are required to meet with your manager to discuss and document your trainee release plan for all aspects of your programme of study, including compulsory study days, compulsory online course components or access to clinical mentoring. A copy of this plan should be forwarded to the administrator prior to commencement of your study by a pre-set date that will be indicated on the template provided in your funding pack. TRPs are signed by the trainee and their manager and are used to identify approved release days. It is particularly important that Southern DHB employees return their TRPs by the specified date as this information is entered on the OneStaff system at the respective sites. TRPs need to be returned by all funded trainees by the specified date and are a mandatory requirement before funding claims will be authorised. This funding covers your salary while you attend compulsory study days during your normal working hours. CLINICAL MENTORING Clinical mentoring is the provision of teaching, coaching and mentoring to support the trainee to integrate their learning into the practice setting. Clinical mentoring may be available via HWNZ Investment, Relationships and Purchasing funding if it is required by the particular training programme being undertaken. The clinical mentor role will be undertaken by a designated experienced nurse or relevant registered health professional that has the required qualification. The trainee remains accountable for their own practice at all times. There is an expectation that mentoring will be provided within the workplace where possible. 16

18 The clinical mentor will ensure that the: Level of mentoring will be appropriate to the trainee s knowledge and skill. Theory and clinical experience (as appropriate) are well integrated. Trainees participate in quality improvement processes. NB - Funding is not available for clinical mentoring already provided by the tertiary education provider as part of the training programme. SUPPORT When eligibility for funding has been checked and papers have been decided on, it is important to find out what support is available to complete the chosen qualification. Postgraduate education is a big commitment. After enrolment and funding has been approved (if applicable), it is important to keep in touch and let the PGNE office and/or support people, line manager, educator, mentor, tutor, etc. know of any difficulties that may arise. TERTIARY PROVIDER SUPPORT Tertiary providers have student learning centres. University and polytechnic libraries usually have teaching sessions to assist with literature searches. Lecturers and paper co-ordinators can be approached if additional assistance or clarification is required. ASSIGNMENT HELP Some institutions offer assignment writing sessions at the beginning of their first papers for new students and accessing these sessions is encouraged, especially for students that have not studied for a while. It is a good idea to discuss assignments with your support people. Assignments are the primary form of assessment, so understanding what is required is key to success. ORGANISATIONAL SUPPORT Manager support: OneStaff coding assists provider arm managers to manage trainee release, eliminating the need for journal transfers. Variances can be easily explained in area budgets. Southern DHB and other employers supporting PG study support trainee-release, based on available funds. Although funding covers the majority of the cost of release, there is still a commitment from areas to support this by changes to rosters to ensure staff cover, etc. Staff libraries (Southern DHB) PG nursing education staff 17

19 POSTGRADUATE NURSING EDUCATION OFFICE (SCOPE OF ROLES) Co-ordinator s key roles Co-ordination and oversight of PG nursing programmes Chair PGNTAG Funding allocations To provide advice re tertiary providers Communications & liaison with stakeholders/services Reporting/evaluation/analysis Documentation/document reviews Promotional/co-operative activities Resource Administrator s key roles Administration of the PG nursing education funds and related activity HWNZ funding aspects of the NETP / Midwifery Complex Care programmes PG Nursing Training Advisory Group membership and support Processing of applications and reimbursement claims/invoices Communications and liaison with stakeholders, services and DHB Finance Department Reporting, invoicing, tracking of funds Documentation/document reviews Promotional activities Databases Resources Some general PDU (Otago) support POSTGRADUATE NURSE TRAINING ADVISORY GROUP The Postgraduate Nursing Training Advisory Group is a mechanism to ensure the quality of postgraduate nursing training. The group s overall aim is to provide support to the postgraduate nursing training programmes and act as a point of liaison with employers, clinical service areas and education providers and trainees. The specific objectives of the advisory group are to: Monitor the evaluation and quality improvements of the programmes. Provide advice and overview for quality improvement processes. Ensure there is a clear and equitable application and selection process. Ensure training meets the needs of employer s workforce needs and government priorities and national health policy. Ensure programme co-ordination reflects the Head Agreement and postgraduate nursing training specifications. Review the annual report from clinical training programme co-ordinators, including a summary of evaluations and improvements made. The PGNTAG meets at least twice a year, to decide priorities for funding for the next funding round and strategise future planning. Those priorities are advertised widely to potential applicants and contractors within the catchment area. This is to ensure a transparent process, and assists applicants to consider other funding options in advance, if their preferred programme is not one of the priority areas identified. 18

20 SOUTHERN DHB SUPPORTED PROGRAMMES NURSING ENTRY TO PRACTICE PROGRAMMES (DHB & Non-DHB settings) The month Nursing Entry to Practice (NETP) programme commences with intakes of graduates generally in January, February and March. The programme is Nursing Council of New Zealand-approved. The NETP programme offers placements across Southern DHB, and in rural hospitals, private hospital-level care facilities, residential aged care facilities and primary care services within the southern district. Programme participants will be employed for the duration of the programme - a minimum of four shifts per week and released from their clinical areas for the formal class component of the programme. Clinical practice, in either one or two clinical workplaces, is the main arena for teaching, learning and assessment with an emphasis on reflective critical thinking and support from preceptors. The programme has a professional development focus with participants completing their professional development portfolio by the end of the programme. Funded through HWNZ Investment, Relationships and Purchasing and private employer support. For further information contact: PDU (Otago) Barbara Earl Nursing Entry to Practice Programme Co-ordinator Fraser Building, Dunedin Hospital Southern District Health Board Telephone DDI (03) or extn Cell: Glenda Rickerby Nursing Entry to Practice Educator (secondment) Fraser Building, Dunedin Hospital Southern District Health Board Telephone DDI (03) or extn PDU (Southland) Katharine Clarkson Nurse Educator Primary Health (Southland) Southland Hospital PO Box 828 Invercargill 9840 Telephone (03) or extn 8412 Cell: Maria Baynes Nurse Educator- Return to Nursing NETP programme (Southland) Ed Shed Southland Hospital Private Bag 19

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