(1) This procedure applies to all students enrolled in MEDI Course/Units offered by the School of Medicine and Public Health (University of Newcastle (UON)) and the School of Rural Medicine (University of New England (UNE)) in the delivery of the Joint Medical Program (JMP). (2) This procedure is to be read in conjunction with the following: (3) In the context of this document: (4) The SSPP Procedure aims to ensure that the Universities: (5) There are four governance elements to the Student Support for Professional Practice procedure: (6) The Dean of Medicine - Joint Medical Program (JMP) has ultimate responsibility for all matters considered as part of the SSPP procedure. (7) Any correspondence with external agencies is over the signature of the Dean of Medicine - Joint Medical Program (JMP). (8) Any action taken by the Dean of Medicine - Joint Medical Program (JMP) will be in consultation with the Pro Vice-Chancellor of the relevant Faculty / University. (9) Joint Medical Program Student Support for Professional Practice Committee (SSPP Committee) is an advisory committee providing advice and information to the Dean of Medicine - Joint Medical Program (JMP) on matters of significant concern related to the Student Support for Professional Practice process. (10) SSPP Committee has oversight of the Student Support for Professional Practice process, including the application of principles and the procedure, development of best practice responses and application of these in a consistent way across both schools. (11) Membership includes experts internal and external to the JMP, and student and community representation. (12) At no time are details of individual students in the process to be disclosed or discussed in the SSPP Committee in a way that identifies any student. (13) Experts who are members of the SSPP Committee can be consulted on particular matters as required, maintaining confidentiality at all times. (14) The Executive Review Group comprises the Heads of the two Schools, or their delegate, and a representative or representatives of the Clinical Deans. The Office of the Dean provides secretariat functions to the Executive Review Group and the SSPP process. (15) The Chair of the Executive Review Group is appointed by the Dean of Medicine - Joint Medical Program (JMP). (16) Any matter considered by the Executive Review Group remains strictly confidential between the Executive Review Group and the Case Management Team managing that matter. (17) Members of the Executive Review Group can refer a matter for investigation at any time to a trained member of academic staff (part of a Case Management Team) to investigate the concern and to determine if the matter requires to be referred to another specific university process. (18) The Executive Review Group member who has referred a matter for investigation to the Case Management Team remains responsible for oversight of the processes of the Case Management Team, and must be familiar enough with the progress of the matter to report its status at Executive Review Group meetings as required. (19) The Executive Review Group considers recommendations of the Case Management Team and provides recommendations to the Dean of Medicine - Joint Medical Program (JMP) about conclusion of or further management of the matter. (20) The Executive Review Group monitors and maintains a record of referred students, their progress through the process, and their ongoing welfare including the management and monitoring for any conditions which might be imposed upon that student's registration by the Medical Council of NSW, or the Australian Health Practitioner’s Regulation Authority, until they conclude their studies in the JMP or leave the JMP through graduation or some other route. (21) The SSPP Case Management Team: (22) A student's well-being in relation to preparedness for professional practice will be considered in any or all of the following domains as determined by the Case Management Team (as each has the potential to impact on the quality of the service delivered to patients). (23) Issues that may affect the student's future ability to practice medicine and are likely to affect a student's studies, progression and/or career pathways; expose the student, patients or staff members to potential risk; and/or expose the JMP and thereby the Universities to potential risk. (24) Whether a student's actions indicate the required level of respect and sensitivity towards patients and colleagues, in keeping with professional standards. (25) Issues regarding the actions of the student occurring outside the program, such as any offence which is potentially punishable by three or more months in gaol (e.g., drug/alcohol related convictions, pornography convictions). (26) As identified in the national professional code, matters which fall under Unprofessional and Professional Misconduct and may require referral by the Case Management Team include these areas: (27) Note, where an issue is dealt with through a University investigation or disciplinary process, the outcome of that process may have implications concerning an individual’s fitness to practice. (28) Students will receive advice of the SSPP procedure that applies to their enrolment in the JMP: (29) Students of concern in need of support can be identified through a number of processes. (30) The processes within each course/unit of the JMP which assess professional skills and behaviour of students at the conclusion of a clinical attachment may identify acute concerns about a student. (31) Other indications for referral to the SSPP process can include (but are not limited to): (32) Students in need of support can be entered into the case management / support process by members of the Executive Review Group (ERG) only. (33) Participation in case management is designed to assist the student to achieve their individual potential. Participation in the case management process is voluntary on the part of the student. In the absence of participation the concern or complaint will be investigated and the student informed of the Case Management Team’s recommendations. (34) Matters can be brought to the attention of members of the Executive Review Group by anyone, but would usually be brought to the ERG’s attention by: (35) A student’s peers can informally bring their concerns about the wellbeing or fitness to practice of a student to the attention of a Head of School or Clinical Dean or any other academic or other members of staff, who may then inform members of the ERG as necessary. (36) A student can refer themselves if they feel their wellbeing is at risk and they are having difficulty getting the help they need. (37) Students are to be informed and kept informed about: (38) The student is informed once a Case Management Team has been convened. This should occur as soon as practical once a concern is identified and determined to warrant management according to this SSPP Procedure. (39) In any meetings involving the student, the student may select a support person to be present and observe the proceedings. This support person would not act as a ‘representative’ in terms of speaking for the student, as the student's own responses are required for adequate assessment of the matter. (40) For a student referred to the SSPP Procedure, the possible outcomes are: (41) Where a problem is identified, outcomes may include any or all of: (42) Where the problem identified is significant and may place the public at substantial risk of harm, the outcome may be: (43) To preserve confidentiality, the Executive Review Group of the SSPP Committee will make a recommendation directly to the Dean of Medicine - Joint Medical Program (JMP) concerning the outcome for the student. (44) The student is kept informed and notified of outcomes as soon as possible and practical. (45) Where necessary a management plan is agreed between the student and the Dean’s representative responsible for the student's ongoing support for professional practice (this may be the Year Chair); and milestones and outcomes of that plan are reported to the Executive Review Group (which then monitors the student's wellbeing until the student concludes their studies in the JMP). (46) Referral numbers, newly referred matters and status of each matter in progress will be reported monthly to the Executive Review Group. (47) The progress of any referred student will be reported monthly at the Executive Review Group meeting until the Executive Review Group is satisfied that the student no longer has concerns, or until the student has left the JMP through graduate or some other route. (48) The number of students in the process and their status and case outcomes are reported as de-identified data to the SSPP Committee twice per year. (49) Any student wellbeing matter should, where possible, be finalised by the Case Management Team and recommendations made back to the Executive Review Group within 30 days of having been referred to the Executive Review Group or an ERG member. Particularly complex matters may take longer than 30 days to finalise and have recommendations formulated, but this should be noted to the ERG within the 30 day timeframe, with an estimated time of completion. (50) The need to report back to the Executive Review Group does not mean that a management plan cannot commence earlier, in consultation with the person who is going to be responsible for the student's ongoing wellbeing. (51) A student will have access to avenues of appeal consistent with appeal policies and procedures specified by each University. (52) Any decision or action taken by the ERG will be communicated directly to the student, referencing the policy under which that action is authorised. (53) The appeal process for action taken will be according to the identified jurisdiction. (54) JMP Student Support for Professional Practice Guideline.JMP Student Support for Professional Practice Procedure
Section 1 - Application of Procedure
Top of Page
Section 2 - Definitions
Top of PageSection 3 - JMP SSPP Principles and Procedure
Top of PageSection 4 - Governance
Dean of Medicine – JMP
The SSPP Committee
The SSPP Executive Review Group
Case Management Team
Top of PageSection 5 - Scope of the Procedure
Areas Covered
Area 1: Health or Personal Issues
Area 2: Professional Attitudes
Area 3: Issues External to the Program
Unprofessional Conduct and Professional Misconduct
Matters Outside the Scope of SSPP (in the first instance)
Section 6 - Advice to Students of SSPP Procedure
Top of Page
Section 7 - Identification and Referral of Students of Concern
Identification
Referral
Informing the Student
Required Information
Timing for Providing Information
Support Persons
Section 8 - Outcomes
Further Action
Section 9 - Referral Monitoring
Section 10 - Timeframe Guidelines
Section 11 - Appeal
Section 12 - Essential Supporting Documents
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