Health

Temporary Accommodation During Placement

Sometimes you may need to stay in temporary accommodation, for example if public transport makes it difficult to reach rural placements in Cumbria or Lancashire.

You can claim back accommodation costs through the NHS Learning Support Fund (LSF). Full details are available here.

NHS guidance states: You may claim the cost of temporary accommodation near your placement site if it's not possible or practical to travel daily from your normal address.

Can the University Pay Upfront?

Yes, the University may cover upfront costs for accommodation you're eligible to reclaim from NHS LSF. To do this:

• Request no earlier than 4 weeks before your placement start date.
• Give at least 7 days notice.
• Accommodation must accept credit card payment.

Reason must be:

• Journey to placement is over 90 mins one way, or
• Public transport is not practical from your registered address.
• Complete an Accommodation Request Form.

After your stay, the University will invoice you. You can then claim the amount from NHS LSF to pay the invoice.

Important Information

• The University is not responsible if NHS LSF refuses your claim, always check your claim will be accepted before booking or spending money.
• If you don't repay previous accommodation costs, you won't be able to use the booking service again.
• Money claimed from NHS LSF must be used to repay accommodation costs - failure to do so may lead to disciplinary action.
• All purchases fall under Student Financial Regulations and could affect graduation. Be aware claims can take time to process and respond promptly to finance queries, especially near the end of your course.
• Students must pay for any damage or extra costs during their stay. Accommodation must be vacated on time and left in good condition.

The University accepts no liability for loss or damage during your stay.

Questions? Email: placements@cumbria.ac.uk.

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Attendance

If you're studying a professional health care course, there are strict rules about how many hours of practical and theory training you need to complete. These rules come from official UK bodies, and they apply to each area of your training.

To make sure you meet these requirements, the University keeps track of your attendance, both on placement and in class. This is important because you need to complete the required hours to be able to register in your chosen profession after graduation.

Getting in Touch with Your Placement Setting

Make sure to contact your placement setting at least 3 weeks before your placement starts to introduce yourself. Before your first day, you should:

• Find out the dress code
• Confirm start and finish times
• Ask for your rota (work schedule)

If you need to request a specific shift or day off, talk to your placement staff early. Just keep in mind that requests aren’t guaranteed and depend on what the placement can offer.

If you have childcare or caring responsibilities, it’s best to get in touch with your placement setting as soon as possible so there’s time to make any necessary arrangements.

Duty Rota Info: You won’t be able to choose your own shifts – your placement supervisor will decide when you’re on duty. You can ask about preferred days or times, but it’s only possible if the placement can accommodate your request.

On the Day: Arrive in plenty of time for shift handover – being punctual is important.

Even though you’re supernumerary (not counted in staffing numbers), you’re expected to:

• Work the same shift pattern as your placement team – including some weekends
• Experience a mix of shifts – like early, late, day, and night shifts

Supernumerary Status – What It Means for You on Placement

When you're on placement, you're considered supernumerary, this means you're not counted as part of the regular staffing team. You're there to learn, not to fill staffing gaps.

Sometimes, you might be asked to help out in unexpected situations. If this happens, your learning time should be rescheduled in agreement with your placement team.

Your supernumerary status will be discussed regularly:

• At each placement meeting with your academic assessor
• Or during Tripartite Review meetings (for apprentices)

Working Within Your Limits

You're expected to:

• Know your own limits
• Only carry out tasks you're trained and confident to do
• Start working more independently as you move into Part 3 and get closer to qualifying

If you ever feel like you're being used as part of the regular staff and it's affecting your learning, contact the University straight away. You can do this by:

• Speaking to your personal tutor
• Talking to your academic assessor (who may also be your tutor)
• Filling out an Supernumerary Status Incident Report Student Form

If You Also Work for a Healthcare Employer

If you're employed by a healthcare organisation while studying:

• You must follow the EU Working Time Directive – no more than 48 hours per week
• You must not do paid work during your placement hours. Doing so could lead to Fitness to Practice disciplinary action

Recording your Placement Hours

While you're on placement, you must keep track of your hours and get them signed off by your mentor. Once your timesheet is complete, you need to submit it to the University.

If you don’t record your hours properly or forget to submit your timesheet, it will count as an unauthorised absence, and you’ll need to make up the time.

Different courses use different methods to record hours:

• Some use the Online PARE system
• Others use a paper-based form

Shift Limits and Extra Hours

• You’re not allowed to work more than 12 hours per shift, plus breaks.
• If you're ever asked to work more than 12 hours, let your Practice Educator Facilitator (PEF) know.
• You can’t work extra hours each week to make up for missed time.
• If you have questions about extra hours, speak to your Personal Tutor.

You are expected to complete 100% of your placement hours in order to meet both programme and minimum registration requirements. Further specific discipline guidance can be found in the relevant placement handbook.

Sickness and Absence

As a student, it’s your responsibility to:

• Know and follow the Sickness & Absence Protocol
• Report any sickness or absence correctly, following the proper procedures
• Keep track of your own attendance (e.g. in a diary or planner) and discuss it with your Personal Tutor
• Look after your health and take reasonable steps to make sure you're fit to attend placement and University

If you don’t follow the sickness/absence protocol, your absence will be marked as Unauthorised.

In this case, you’ll need to attend a Progress Review Meeting. If you’re a seconded student, your seconding Trust will be informed of the breach.

Accessing and Managing Your Sickness/Absence Record

If you need to check your sickness or absence record, you can do this by logging into InPlace through your Student Hub.

To view your absence reports:

1. Go to the Shared Documents tab.

2. Scroll to the bottom and select:

• • Generate PRACTICE absences
  • Generate THEORY absences (Note: Only Nursing and Midwifery students have theory absences tracked in InPlace.)

Keeping Track of Your Absences

It’s a good idea to keep your own record of any sickness or absence (e.g. in a diary or planner). This helps you stay informed and makes it easier to discuss any issues with your Personal Tutor.

If something doesn’t look right in your record, you have up to one month after the last day of the absence to raise a query. After that, changes can’t be made.

How Absences Are Verified

The University will only update your record if there’s official confirmation:

• University attendance is verified by signed registers. If a register wasn’t signed, your lecturer must email placements@cumbria.ac.uk to confirm you were present.
• Placement attendance is verified by signed timesheets from your practice educator, supervisor, or mentor. Make sure your timesheets are accurate and submitted on time.

You can’t use off-duty days or annual leave to make up for any absences.

Intercalation and Absence Records

If you take a break from your course (intercalate), any sickness or absence from before your break will still count. These will be added to any absences after you return, to give a full total by the end of your course.

Course and Professional Body Requirements

Reporting Sickness or Absence During Placement

To meet course and professional requirements (like those from the Nursing & Midwifery Council or Health and Care Professions Council), you need to complete enough hours on placement. Your attendance record also helps your Personal Tutor when writing references at the end of your course.

If you're absent from placement, follow these steps:

Step 1 – Let Your Placement Supervisor Know

• Call your supervisor as soon as possible before your shift starts.
• Let them know why you’re off and when you expect to return.
• Agree whether you’ll keep in touch while you're off.
• Email your Personal Tutor to let them know too.

Step 2 – Record Your Absence

• Log your absence on your PARE timesheet (Practice Assessment Record & Evaluation).

Step 3 – Return to Placement Discussion

• When you're ready to go back, have a chat with your supervisor to confirm you're fit to return.
• Talk about anything you missed and how you’ll catch up.

If you can’t return to placement or if your illness means you can’t finish your placement, call the Placements Team, your Personal Tutor, and your Placement Supervisor to let them know.

Information Coming Soon

NHS Learning Support Fund

The NHS Learning Support Fund (NHS LSF) is here to help eligible healthcare students.

You could receive:

• £5,000 Training Grant each academic year
• Money back for extra travel and temporary accommodation while on placement If you wish to apply for the funding, please visit: https://www.nhsbsa.nhs.uk/nhs-learning-support-fund.

If you are struggling financially and have used all other funding options (including university hardship support), you may be able to claim up to £3,000 through the Exceptional Support Fund (ESF). Find out more here.

Travel and Accommodation Expenses

The NHS Business Services Authority (NHS BSA) who manage the NHS LSF, make the decisions about whether a claim will be paid. It is important to note that the university have no control over the process.

If you are unsure about what you can claim, it is best to contact NHS BSA directly. We recommend checking with them before you spend any money, so you know what is covered. For more information, please visit: https://www.nhsbsa.nhs.uk/nhs-learning-support-fund/travel-and-dual-accommodation-expenses.

How to Submit a Claim

1. Log in to your NHS LSF account, select TDAE, and complete the online form.

2. After submission, your claim will show as ‘Submitted to University’.

• If everything is correct, the University will approve it within 10 working days, and the status will change to ‘Submitted to NHS BSA’.
• If something is missing, the claim will be returned or rejected, and you’ll be told what needs fixing via the portal.

3. Once NHS BSA approves your claim, payment should arrive within 10 working days. You can track progress in your account, the status will change to ‘Paid’.

4. If NHS BSA rejects your claim, the reason will appear in ‘Claim Notes and History’. If they need more info, the status will show ‘Returned from NHS BSA’.

Common Reasons Your Claim Might Be Returned:

• Missing evidence (e.g., tickets, invoices, hire car authorisation).
• Claimed travel on dates you were absent (check your PARE timesheet).
• Only entered one-way mileage, claims must be for a return journey.
• Mileage doesn’t match Google Maps, claim the shortest route (usually A roads), even if you used the motorway.
• Parking evidence doesn’t match the date or amount.
• PARE timesheet not signed off, please ensure to upload alternative proof (e.g., e-rota).
• Hire car, provide evidence why it was necessary (e.g., public transport unavailable or less than 90 mins).
• Accommodation invoice missing your name, request a corrected invoice or use the University invoice if booked on your behalf.
• Lift to university, add details (how arranged, any contribution).
• Community mileage, select both driving and community mileage on the form and record daily totals from your milometer.

When Mileage Differs from Google Maps

If your mileage is different from Google Maps, explain why in the comments (e.g., road closure on a specific date).

• Spoke placements: Include the full address and postcode in the placement comments under “Your Placement Travel Costs.”
• Trust training at another site: Record this as a spoke and add the full address. In comments, note the day as “trust clinical learning” or “trust clinical learning set” so it’s clear it wasn’t university-delivered training.

Why Your Claim Could Be Rejected

• Claim is too old – NHSBSA only reimburses costs within 6 months of the last date claimed.
• Claim includes future dates – You can only claim after the final date of travel or accommodation.
• No placement record – We can’t approve claims if the dates aren’t recorded on InPlace.
• Duplicate claim – You’ve already claimed these costs.

When to Submit Your Claim

• Submit your claim within 6 months of your placement end date.
• Best practice: submit at the end of your placement, not months later.
• You can start a claim and save it for later if needed.

How Often to Submit

• Public transport: Weekly or fortnightly is better as it is easier for you to manage the evidence.
• Mileage & parking: Submit regularly or at the end of placement.
• Accommodation/hire car paid by University: Submit as soon as you get the invoice (you have 60 days to pay the University).
• Accommodation/hire car you paid for: Submit after the booking ends with all evidence.

Travel by Taxi

• Taxi costs are not normally covered; you’ll only be reimbursed for the cheapest travel option.
• If public transport isn’t practical, you can claim for temporary accommodation near your placement instead (if this is more cost-effective).
• Taxi claims are only considered in exceptional cases (e.g., cancelled public transport or a one-off journey for a night shift when no buses run).
• Entire placements by taxi will not be approved.
• Any taxi claim must be authorised by the University. You’ll need:

1. 1. Name of the person who authorised it
   2. Reason for travel
   3. Evidence of authorisation If you think you have a valid reason, complete a Taxi Authorisation Request Form first.

Students who use their own vehicle to travel to placements are responsible for ensuring that they have the following:

• Appropriate insurance
• Valid MOT
• Valid licence
• Valid car tax

Insurance Cover – What You Need to Know

You must have adequate insurance for travel to and from placement so that neither the University nor your placement provider is liable.

Check with your insurer that you’re covered for:

• Driving your own car to placements (including sites that aren’t your usual place of study and between different placement settings).
• Using your car during placement to visit patients/clients at home (you may carry a small equipment bag).
• Carrying other students as passengers.

Also make sure your insurance isn’t invalidated if you:

• Receive travel cost contributions.
• Carry passengers while claiming expenses through the NHS Learning Support Fund.

Travel Costs - What You Need to Know

NHS guidance says:

“Students should use the cheapest form of transport available where practical.”

You may be able to claim for a hire car if:

• Public transport isn’t available due to placement location.
• Shift work makes public transport impossible.
• You need a car for community visits during the day and can’t share with an educator.

Check the full details on what you can claim at the NHS Business Services website.

Using a Hire Car for Placement Travel

In some cases, if there’s no reasonable way for you to get to your placement, the University may cover the cost of a hire car through Enterprise Rent-a-Car. This is decided case-by-case by your Institute.

To be eligible, you must:

• Be 18 or older at the start of the hire period
• Have a full driving licence
• You can still use a hire car if you have points on your licence, unless you’re currently banned from driving
• Complete a Hire Car Request Form

If approved:

• The University will pay for the hire car for the agreed placement period
• You must be willing to share the car with other named students

Any costs you incur fall under Student Financial Regulations, which means unpaid invoices could affect your graduation and award. NHS reimbursements can take time, so plan ahead and respond promptly to any finance emails, especially near the end of your course. The hire car must only be driven by the named driver; allowing anyone else to drive will lead to disciplinary action. After your hire period, the University will send you an invoice for the cost, and you must then claim this amount back from the NHS Business Services Authority. The University is not responsible if the NHS refuses your claim, so it’s important to check your eligibility before booking or incurring any costs.

The Placements Team will book the car for you and you’ll get an email with the details. You must return the car to the same Enterprise depot you collected it from—unless you’ve been given permission to return it elsewhere. If you don’t follow this, you may have to pay a fee.

While using the hire car, please follow all traffic rules:

• No speeding
• Park legally
• Don’t drive in bus lanes or restricted areas

If you get any fines (e.g. parking or traffic violations), you’ll need to pay them yourself, including any admin fees. You’ll be notified by email, and your programme team or Personal Tutor will be copied in.

Parking fines usually range from £60 to £85, and the University will send you an invoice directly for payment.

Breakdown and Accident Information

If your hire car breaks down: Call 0330 053 0405 straight away.

If you're involved in an accident or the car is damaged: Please follow these steps:

1. Don’t admit fault at the scene (e.g. avoid saying “it was my fault”).

2. Check the damage and make sure everyone is safe.

3. Call the Placements Team as soon as it’s safe: 01228 279 289.

4. Contact Enterprise Rent-a-Car (use the branch number on your rental contract or call 0345 600 5923).

5. Report the accident to our insurance provider:

• Call Zurich Municipal Claims Line: 0800 055 6767
• Quote certificate number: NHE-08CA08-0013-52
• Say you’re a University of Cumbria student o Or report online: Zurich Motor Claims

§ Use Roadside Reporting for quick reports

§ Use Detailed Reporting if you need more time to explain

6. Complete the Accident Report Form and email it within 48 hours to: incidentreporting@cumbria.ac.uk and placements@cumbria.ac.uk 

If the damage isn’t covered by a third party, you may be charged up to £1000 (the insurance excess).

Important Tips:

• Take photos of the car when you collect and return it.
• If you notice any scratches or marks when collecting the car, make sure they’re recorded and photographed.
• If damage is reported, you’ll be asked to provide photo evidence.

Using the Hire Car:

• You’re covered by University insurance for placement travel and limited personal use (e.g. going to the supermarket).
• Do not use the car for paid work travel.
• If damage occurs, you’ll need to confirm whether it happened during placement or personal use.

Fines You’re responsible for paying any motoring fines (e.g. speeding, parking, bus lane violations) Fines usually range from £60–£85 You’ll get an invoice from the University if a fine is issued Your programme team or Personal Tutor will be copied in for awareness

Professional Appearance on Placement

When you're on placement, you're representing the University of Cumbria, so it's important to maintain a professional image. The Uniform Policy and Dress Code are in place to help build public trust and ensure you're meeting professional standards.

Here’s what you need to know

• Don’t travel to and from placement in your uniform. This helps protect your own health and safety, as well as that of patients and staff.
• If you're on a community placement, make sure to cover your tunic or polo shirt with a coat or fleece while travelling.

Uniform and Dress Code – What Happens If It’s Not Followed

While on placement, it’s important to follow the Uniform and Dress Code to maintain a professional image and ensure safety. If you're ever considered inappropriately dressed by your:

• Supervisor
• Assessor
• Educator
• Placement staff
• Practice Educator Facilitator
• Or a University staff member

You’ll be given advice on what needs to change. If you can’t make the necessary adjustments, you’ll be asked to leave the placement for that day.

Any time missed due to inappropriate dress will be recorded as an authorised absence, but you’ll need to make up the time later.

Your Personal Tutor will record the incident on your placement record.

Wearing Uniform Outside of Placement:

Wearing your uniform outside of duty hours (e.g. while travelling or in public) is also a breach of protocol and will be noted on your placement record.

Repeated Breaches:

If there’s a second breach of the Uniform and Dress Code, it will be treated as unprofessional conduct. This will lead to a disciplinary meeting with your Personal Tutor and the University.

 

Wearing Uniform on Placement – What You Need to Know

When you're on placement, you're representing the University of Cumbria, so it's important to follow the uniform and dress code.

• You must wear the University-provided uniform in practice areas unless the department or Trust has a different dress code. If that’s the case, follow their local guidance.
• Your clothing should be clean, smart, and professional – even if you're not in uniform.
• Always check with your placement area to find out what “appropriate dress” means for that setting.
• If you're in uniform, it should only be worn during University practice learning experiences – not for other work like bank shifts.

Important Reminders

• Your appearance should never cause distress or discomfort to patients, clients, carers, or families.
• For infection control reasons, do not wear your uniform outside of placement (e.g. while travelling or in public).

Social Work Students

You don’t need to wear a uniform, but you’re expected to dress in smart casual clothing. While some social work placements may be more relaxed about things like piercings or visible tattoos, you must follow the dress code of the agency you're placed with.

Also, think about personal safety when it comes to body piercings – especially if you're working in environments where this could be a risk.

Students on the Following Courses:

• Midwifery
• Nursing (Adult, Child & Mental Health)
• Occupational Therapy
• Physiotherapy
• Radiography
• Paramedic Practice

You’ll need to buy the following items before your placement starts (students cover the cost):

Black shoes and black socks.  (Paramedic students need ambulance boots)

Black or navy blue coat (Not essential for Paramedic students, but ambulance shirts must be covered when outside placement)

Fob watch Essential for Nursing & Midwifery students - Optional for OT, Physio, Radiography, and Paramedic students.

Cardigan (Optional – Nursing & Midwifery students only)

Items supplied by the University: Academic Year 25-26

Students will receive the following uniform entitlement: Tunics, Smart Scrub, Polo shirts and Fleeces are embroidered with the University logo.

Programme	Uniform Provided
Nursing (Adult)	4 Smart Scrub Tunic (Grey) and 4 Trousers (Black)
Nursing (Child)	3 Smart Scrub Tunic (Grey) and 3 Trousers (Black)
Nursing (Mental Health)	3 Smart Scrub Tunic (Grey) and 3 Trousers (Black)
Nursing (Learning Disability)	2 Smart Scrub Tunic (Grey) and 2 Trousers (Black)
Midwifery	4 Smart Scrub Tunic (Grey) and 4 Trousers (Black
Occupational Therapy	1 Tunic (White), 2 Polo Shirts (Green), 2 Trousers (Green) and 1 Fleece (Green)
Physiotherapy	1 Tunic (White), 2 Polo Shirts (White), 2 Trousers (Navy) and 1 Fleece (Navy)
Radiography	3 Smart Scrub Tunic (Grey) and 3 Trousers (Black)
Medical Ultrasound	3 Smart Scrub Tunic (Grey) and 3 Trousers (Black)
Paramedic Practice	2 Polo Shirts (Green), 2 Trousers (Green), 1 Soft Shell Jacket (Green), 1 High Visibility All Weather Anorak and 1 Safety Hat with visor.

Additional Uniform Requests:

If you need extra uniforms during your course, you’ll need to cover the cost yourself - except in the case of maternity wear, which the University will pay for.

For Nursing, Midwifery, Radiography or Ultrasound Students (who started before 2024):

To order additional white tunics, email the supplier directly at: students@salonweardirect.co.uk

For All Students Ordering Uniforms from Dencowear:

Follow these steps:

1. Go to: www.mycollegeuniform.com

2. Enter your course code from the list below:

Course	Code
Medical Ultrasound	UOC-MUSF
Midwifery	UOC-MWFSF
Nursing – Adult	UOC-ANSF
Nursing – Child	UOC-CNSF
Nursing – Mental Health	UOC-MHNSF
Occupational Therapy – Female	UOC-OTFSF
Occupational Therapy – Male	UOC-OTMSF
Paramedic Practice	UOC-PPSF
Physiotherapy – Female	UOC-PHYSIOFSF
Physiotherapy – Male	UOC-PHYSIOMSF
Radiography	UOC-RSF

3. Choose the items you want to order.

4. Go to checkout and create an account using your name, email, and a password.

5. Fill in your delivery details.

6. Add your payment info and confirm your order. You’ll get an order number starting with #6000 - make a note of this in case you need to contact the supplier.

Returns & Exchanges

You have 14 days from receiving your order to return items for a size exchange. Returns must include the correct paperwork and are at your own cost.

Supplier Contact: students@salonweardirect.co.uk University Placements Team: placements@cumbria.ac.uk

Maternity Wear

If you need maternity tunics or trousers, the University will provide them free of charge.

• How to Request: · Email the Placements Team at: placements@cumbria.ac.uk
• Give at least 6 weeks’ notice
• Include your correct size (in inches). If the size is wrong and the uniform doesn’t fit, you’ll need to pay for replacements.

Once ordered, uniforms may take up to 6 weeks to arrive. You’ll be contacted when they’re ready to collect.

Looking after your uniform

You’re responsible for washing your own uniform.

• Change it daily and wash it separately from other clothes to help prevent infection.
• It’s a good idea to buy extra uniforms to make this easier.
• Iron your uniform to help with infection control.

Don’t return uniforms to the University. Dispose of them responsibly and remove the University logo first. You can also donate them to other University of Cumbria students still on the course.

Washing Tips

• Follow the care label instructions
• Wash dark/bright colours separately from whites
• Turn garments inside out to help keep colours vibrant
• Iron on the reverse side while slightly damp to avoid creasing
• Avoid bleach or chlorine-based detergents, use non-biological products to protect the fabric and colour

Removing Stains

• Blood: Use starch paste, rinse with mild soapy water
• Ink: Soak in cold water
• Iodine: Rinse with cold water, then use methylated spirit
• Lipstick: Rub gently with white bread

Placement Appearance & Safety Guidelines

Protective Clothing

• Items like gloves and aprons will be provided by your placement. Make sure you follow their local policies and standards

Pens & Scissors

• Don’t keep scissors in top pockets – they can be dangerous and may be taken by distressed patients.
• Use lower front or side pockets instead.

Hair & Nails

• Hair should be neat, off the face, and above the collar. Use plain accessories
• Beards must be clean and tidy
• Nails must be short and clean. No false nails, polish, or nail art

Makeup, Perfume & Aftershave

• Keep makeup natural and minimal
• No false eyelashes
• Avoid strong scents

Jewellery & Tattoos

• One plain wedding ring
• One pair of small stud earrings
• Fob watch
• Exceptions may be made for religious or medical reasons
• Tattoos must be covered, unless on hands/forearms during hand hygiene

Shoes, Socks & Underwear

• Wear black, flat, non-slip shoes (no trainers, sandals, crocs, etc.)
• Black socks with trousers
• White or neutral underwear

Cardigans & Coats

• Nursing/Midwifery students may wear black/navy cardigans, but not during clinical procedures
• Wear a black/navy waterproof coat over uniform when travelling to community placements
• OT/Physio students should wear their University-issued fleece
• No coats or fleeces during clinical procedures

Smoking, Gum & Phones

• No smoking in uniform
• No chewing gum while on duty
• Phones must be off during placement hours

Student Quality Ambassadors (SQA)

You may sew your SQA badge onto your uniform, but it must not cover the University logo or the word “student.”