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EUROPEAN NURSING MODULE NETWORK

MEMORANDUM OF CO-OPERATION & HANDBOOK

Index Page

1.0 Introduction to the European Nursing 3 Module Network

2.0 European Nursing Module 5 Multi-lateral Memorandum of Co-operation 3.0 European Nursing Module 6 Bilateral Memorandum of Co-operation

3.1 European Nursing Module: Memorandum of 8

Co-operation (Example) 4.0 Arrangements for Collaboration 9 5.0 European Nursing Module Outline 11 6.0 Network Policies 19

6.1 Roles of the network Officers 20 6.2 Access to Network Co-ordination Fund 23 6.3 Application for Network Membership 26 6.3a Membership responsibilities 27

6.4 Non-payment of Annual network Subscription 30 6.5 Sleeping partner status 31 6.6 Conference attendance as an Observer / 32 non-Member 6.7 Allocation of Student exchange Placements 33 6.8 Students Financial Grants for Exchange 35 6.9 Student problems of Exchanges 37

6.9.1 Flow Chart Host Institution Problems 39 6.9.2 Flow Chart Student Problems 40

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6.10 Payment of Travel Costs for Group Work 41

6.11 First Conference Delegate Reduced Fee 42

7.0 Appendices 43

7.1 Annual availability of Exchange Placements 44 and Numbers 7.2 Exchange Dates and Deadlines 45 7.3 Application Form for Student Exchange 46 7.4 Student Exchange Costs and Expenses 48 7.5 Requirements for Clinical Visits 51 7.6 Module Evaluation 55 7.7Reflective Diary 62 7.8. Application Form for Student Grants / 67 Financial Assistance 7.9 Authorisation Form for Payment of Student Grant 69 7.10 Standing Agenda Items 71 7.11 ENM Pre-registration Certificate 72 7.12 Student learning Agreement 74

8.0 Post-registration European Nursing Module 76

8.1 Speciality areas offered for the Post-registration 79 Module Exchange Experience 8.2 Post-registration Certificate Form 82

9.0 Network Officers & Members Information 83

9.1 ENM Network members, Contacts and addresses 85 9.2 ENM Network e-mail contact list 97 9.3 ENM Network web pages 98

10.0 Other discipline contacts 99

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1.0

INTRODUCTION TO THE EUROPEAN NURSING MODULE

(ENM) NETWORK The ENM Network was founded in 1994 with the Inaugural Meeting held in Lewes, Sussex, United Kingdom. This initial meeting brought together a group of individuals representing educational institutions which offered basic nurse education programmes leading to the right to practice nursing in their specific country. Some of these programmes were based in hospitals and some in educational institutions. The principle behind the Network was to develop a Module, agreed and accepted by all member institutions that could be accessed by student nurses studying within those programmes. If appropriate, the Module would be validated by the appropriate body as an elective part of the basic nursing programme. Students would have the opportunity, within that Module, for an exchange with another member institution, allowing experience of a health care system within another European country and of the social and cultural nursing issues within that country. The Module was developed over a period of three years, with specified learning outcomes agreed by all members of the Network. Exchange of students within the Module began in 1997. Most students fund themselves, though some have limited assistance from their institution. Some institutions are able to offer some support to exchange students (such as accommodation). To date there are 28 member institutions in the Network from 15 European countries. "European" is used here in its widest sense, as not all countries involved are members of the European Union. Membership is limited to three institutions from any one country to allow the widest variation in experiences for student exchange without the Network growing to an unworkable size. Each institution signs a Bilateral Memorandum of Co-operation with each other institution agreeing in principle to promote international co-operation (chapter 3.0). In addition, all member institutions sign a Multilateral Memorandum of Co-operation detailing the proposals and regulations for the European Nursing Module (outlined under Arrangements for Collaboration, chapter 4.0). The Bilateral Memorandum of Co-operation also covers the exchange of students and teachers and any other scholarly activities outside the Module but within the Network. Each institution pays an annual subscription fee, currently 400 Euro to fund the work of the Network Officers, payable in January each year. The

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subscription payment is a condition of membership of the Network and the amount is reviewed annually. The Network holds an Annual Management Conference in April, hosted by one of its member institutions on a rotating basis. Institutions send up to three delegates to this meeting and one delegate is nominated by each institution as their formal contact member for the ENM Network. These formal contact members make up the Steering Group of the Network. The Steering Group holds its Annual General Meeting (AGM) during the Annual Management Conference. All issues pertaining to the management and membership of the Network are discussed and, if appropriate, voted on. Institution members each have one vote through their nominated formal contact. Attendance at the Annual Management Conference and the AGM is not a condition of Network membership, although it is expected. Non-attending members are expected to abide by the decisions taken by the Steering Group in their absence. The Network has three Officers elected by the Steering Group at the AGM, for a period of four years (Agreed. AGM April 1998). These are the Network Co-ordinator, the Secretary and the Third Officer. The Co-ordinator and the Third Officer should be employed by one of the member institutions. The Co-ordinator and Secretary cannot be the formal Network contact for their institution during their period of office, nor do they have a vote during that time. Activities other than those connected with the European Nursing Module (ENM) also take place within the Network with the exchange of basic students, post-registration students and teachers. There are also opportunities for joint research and other scholarly activities between members. Institutions wishing to join the Network should initially contact the Network Co-ordinator.

May 1998. Revised July 2000: July 2001: April 2005; April 2007; April 2008; April 2010; April 2011; April 2012

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2.0

EUROPEAN NURSING MODULE

MEMORANDUM OF CO-OPERATION

This Memorandum of Co-operation is made between the organisations that are members of the European Nursing Module Network, and other organisations, which may join the Network at a later date and sign this Memorandum. The Memorandum relates to the development of the European Nursing Module that will be operated and implemented in close collaboration between all participating organisations. All institutions identified within this Memorandum of Co-operation are referred to be their official titles. Such titles are normally given in the language of the institution concerned but where these would customarily be written in Cyrillic script, an officially sanctioned English Alternative has been used. This multi-lateral Memorandum of Co-operation can also form an annex to the Bilateral memorandum of Co-operation that may be agreed and signed between consenting member organisations (chapter 3.1) allowing additional exchanges and scholarly activities within the Network but outside the ENM Module.

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3.0

EUROPEAN NURSING MODULE

BILATERAL MEMORANDUM OF CO-OPERATION Between Medical College A and University B Health Studies The Medical College A and the University B Health Studies hereby agree to formalise their co-operative partnership within the European Nursing Module Network for the development of academic and cultural interchange in the areas of education and research. Part 1 Scope of the co-operation The areas of co-operation include, subject to mutual consent, any programme offered at either institution as felt desirable and feasible on either side and that both sides contributes to the fostering and development of the co-operative relationship between the two institutions. Part 2 General areas of co-operation Where appropriate, and subject to the availability of funds and approval of both institutions, co-operation may be carried out in the areas of: 1. Exchange of students 2. Exchange of staff 3. Joint research activities 4. Joint curriculum development 5. Participation in seminars and academic meetings 6. Exchange of academic materials and other information 7. Special short-term academic programmes In relation to each specific activity undertaken under this memorandum, there shall be an annexe detailing the management and quality assurance arrangements relating to that activity together with any academic award to be made. There shall also be a separate financial agreement relating to each activity. These supplementary agreements shall be mutually discussed and agreed upon in writing by both parties prior to the initiation of the particular programme or activity, and such programmes and activity shall be negotiated on an annual basis. Each institution shall designate a contact person to facilitate co-operative activities. Part 3 Renewal, termination and amendment The agreement shall remain in force for a period of three years from the date of the last signature, with the understanding that it may be terminated by either party giving notice to the other in writing no later than the end of January in any year. The agreement may be extended by mutual consent of the two parties.

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The agreement may be amended by the exchange of letters between the two institutions. Such amendments, once approved by both institutions, will become part of this Memorandum of Co-operation. The present agreement is signed in two (2) copies, by the Head of the institution or by his/her nominated representative. For the partner institution of Medical College A. By.Date. For the partner institution of University B Health Studies..

ByDate.

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3.1 European Nursing Module: Memorandum of Co-operation: Signature: Date: Name: Position: For: ______________________________________________________________

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4. 0 ARRANGEMENTS FOR COLLABORATION

1. Each institution will meet the requirements identified within the

consolidated proposal for the European Nursing Module in relation to providing material for use by students during preparation for exchange, providing/monitoring learning experiences during exchange and organising evaluation of learning experiences by exchange students.

2. Initial validation (where required), and subsequent monitoring of the

Module will be undertaken by the appropriate bodies within the individual organisations/national bodies in accordance with their established procedures.

3. Network wide evaluation of the Module, to which each institution is

required to contribute, will be an addition to any review process undertaken by that institution.

4. Subject to normal hierarchy of responsibility within the educational

institutions concerned, the oversight and maintenance of academic standards will be the responsibility of the head of nursing education within each of the participating institutions.

5. Each of the participating institutions will identify a member of staff who

will be given overall responsibility for leading the Module for the institution's own students and for visiting students from other network organisations.

6. In the case of a breach of Module regulations or professional

misconduct by a visiting student, a report will be made to the Module leader in their home institution, where normal disciplinary procedures will be followed. In the case of gross misconduct, a host institution may require a home institution to recall a student immediately.

7. The participating organisations will agree the appointment of a Co-

ordinator*, who will chair the annual network management conference, oversee the administration of the exchange "clearing house" and other duties as agreed by the network. The Co-ordinator will hold the post for four years, at which time the role will rotate to a representative of another participating organisation. The Co-ordinator will have the possibility to continue to hold the post for more than four years with the approval of the Steering group. If, during the term of office, the appointed Co-ordinator moves to an institution which is not a member of the Network, the term of office can be completed with the approval of

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the Steering group. However, the term of office can be continued for a new period of 4 years with the approval of the Steering group.

8. Visiting students will be responsible for funding their own travel, subsistence and accommodation. Where necessary, they will also provide their own personal and/or medical insurance **.

9. During exchange, all teaching, supervision and advice within the

educational institution and the clinical placement will be provided free of cost to the visiting student and their home institution.

10. Each participating institution will identify one person to be a member of

the Steering Group for the Network. This Group will be responsible for the overall management of the Network and will meet on an annual basis.

11. Each institution within the European Nursing Module Network will pay

an annual sum towards the co-ordination of the Network. Any proposed alteration in the annual fee will be subject to agreement by the Steering Group. The financial administration will lie with an institution named by the Steering group and can be changed at the request of the Steering group.

12. The Annual Meeting will discuss the detailed structure, process and

outcome of the Module and to continue its development. If necessary, a participating institution may send up to three representatives to this meeting (excluding translators). Where the Module leader for a participating institution is not a delegate to an Annual General Meeting, it is the responsibility of the institution to ensure that those who are delegates are appropriately prepared.

*It has been agreed that the role of Network Co-ordinator is incompatible with that person also being the formal contact for their institution and the ENM Network. **This may include gaining part funding from the European Union or other sources, either individually, through their institution or through the Network.

April 1997 The arrangements detailed here form the Multi-lateral Memorandum of Co-operation of the European Nursing Module Network. Each member institution has a copy of the Memorandum signed by a representative of each institution accepted for membership of the Network. Agreed and Amended April 2000 Innsbruck, Austria. Member institutions will sign bilateral agreements between themselves as needed and not formally through the ENM Network as before. Members may use the original bilateral memorandum of collaboration for this purpose if they wish. Amended April 2001 Tarragona, Spain Amended April 2010, Plovdiv, Bulgaria

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5.0 EUROPEAN NURSING MODULE OUTLINE

The European Nursing Module (ENM) outlined has been designed to provide a structured framework for international student exchange in nursing education which will ensure that the maximum professional learning benefit can be gained from a relatively short period of international study. Exchanges take place between students from the institutions that are members of the European Nursing Module Network and signatories to the Multi-lateral Memorandum of Co-operation for the ENM.

The European Nursing Module Philosophy We live in a globalized world where people have similarities and differences. Human rights should form the basis for all societies. We believe that developing intercultural sensitivity is a way to increase understanding of oneself and others. Individuals should be respected regardless of their socio-cultural background. We believe that the ENM student exchange enables intercultural awareness. The experience of being a stranger, coupled with intercultural analysis and reflection, can aid the restructuring of values and recognition of the need to develop intercultural competence. We believe that understanding the role of cultural values in health, illness, nursing and health care enhances patient experience and quality and effectiveness of care. ENM conference April 2011

Outcomes of the Module 1. The student will have developed her/his awareness of the influence

of culture on health, welfare and professional nursing. 2. The student will value the sharing of multi-cultural knowledge and

experience. 3. The student will demonstrate an awareness and tolerance of other

cultures. 4. The student will reflect on her/his values and attitudes relating to

nursing and health care. 5. The student will share her/his learning experiences with colleagues.

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6. The student will gain understanding of, and empathy for, the

experience of being a stranger. 7. The student will develop her/his understanding of how nursing

cultures define nursing and the nurses role. 1. THE BROAD AIMS OF THE MODULE To develop the students understanding of the concept of culture. To develop the students understanding of European and professional

cultural issues which will promote and enhance health care by individuals practising in a range of settings.

To enable students to recognise the international dimension of

professional nursing knowledge and health care. To develop the students awareness, understanding and acceptance of

cultural differences. To develop the students awareness of, and respect for, clients individual

cultures. To develop the students understanding of the influence of historical,

philosophical, ethical, economic, political and professional factors on their own and others professional cultures.

To develop the students awareness of professional culture and role, and

an increasing awareness of their own cultural identity. 2. THE PLACE OF THE MODULE IN THE COURSE Timing of the Module The first exchange of students within the Module took place in the academic year 1996/97. The Module should take place in the second half of three-year courses. In order to ease potential organisational problems that can result from student exchange. The timing of exchange should be co-ordinated to three points in the year. Appropriate slots for the coming year are agreed at the Annual Network Conference. If it proves impossible to identify specific weeks in which sufficient institutions are able to both send and receive students, it will be necessary to take a more flexible approach and to consider: -

a) the period during which an individual institution wishes to send its students on exchange, and

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b) those periods during which it would be willing to act as host to students from other institutions.

Status of the Module The Module should form an optional rather than a compulsory part of each course. However it will be a fully credited course component and all participating students will be required to pass the summative assessment. 3.GUEST STUDENTS AND THEIR SUPPORT MECHANISMS Number of guest students If possible, each institution will offer between ten and thirty Network places per year. The number of student exchange places available to any specific institution will be limited to the number of places that they are able to offer students coming from other countries. Any institution may choose to offer a greater number of exchange places for visiting students than it wishes to take up for its own students. All places offered must meet the criteria identified in this document. In identifying limits for exchange, consideration will need to be taken of the type of experience available. Thus, an institution offering twenty places to Network students would specify the field of clinical practice in which these places were available. The breadth or narrowness of this specification would depend on the circumstances of the individual institution concerned. Support structures for guest students Although the amount of support required by students is considerable and its adequacy forms a major criterion for acceptance of offered places into the Network, the way in which this support is provided will vary between institutions. Whilst the support mechanisms will always involve qualified professional nursing staff and nurse teachers from the host institution and must ensure adequate levels of supervision for visiting students in the clinical areas, the way in which they share the responsibilities may differ. In addition, institutions are expected to involve host students in the support of students. The experience of host students Some institutions intend to involve students who are not going on exchange placements in the experience offered to visiting students. The degree to which this involvement with student nurses from other countries might enable host students to meet the same learning outcomes as those undertaking exchange placement will have to be evaluated. There would certainly be an equal opportunity to compare national and professional culture and professional roles. They would have the opportunity to take part in discussions/seminars in the theoretical setting. They could also be paired with a visiting student for the clinical component of the experience.

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4. PREPARATION OF STUDENTS Academic preparation To ensure that students gain the maximum from the exchange component of the ENM, it will be necessary to provide them with adequate preparation. This will be implemented separately in each institution for their own students and will be organised to meet the circumstances within that setting. For some, it may consist of a consolidated week of learning. For others, it will form a strand of learning running through the period preceding exchange. Equally, the teaching methods used will vary from country to country. Despite such differences in the programme delivery, it is considered that there are a number of advantages in ensuring maximum commonality between preparation in the different member institutions of the Network. Firstly, such common content means that the work of designing and developing preparatory materials can be shared between the member institutions. There are a number of aspects to this. Whether in terms of language or aspects of culture, it is clearly much

easier for each institution acting as host to produce material about their own country or region and to circulate this to other members, rather than leaving each institution to prepare its own material for students visiting a particular institution.

Working groups of Network members can undertake the basic design work of deciding what information students require with regard to a particular subject. This basic design can then be utilised by each country / institution.

Secondly, common preparation allows a common expectation of student understanding and performance. This is important in terms of the preparation for visiting student experience and teaching undertaken by an institution and equally in teaching facilitation of sessions during the exchange. In any one institution, the student group will contain visitors from many different countries in addition to the host students. Contents of academic preparation Each country/institution will produce preparatory materials for use with students prior to their visit. All preparatory materials will be prepared in English. Where it is felt necessary, institutions may translate the preparatory material before distributing it to students. Where appropriate, the preparatory material will include a teacher pack providing additional material over and above that provided for students. (This could enable teachers to answer some of the common additional questions asked by students). The material will cover a number of topic areas: - A brief description of the culture of the society including its historical

background, its general diversity and any regional variation. **

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Information about the organisation and funding of health care within the country and the relationship between health and welfare services.

A brief description of the nursing profession in the country, to include the nature of registration (e.g. general or field specific), the roles undertaken by nurses, the nature of nursing education and the relationship of nursing to other health care professions.

Information about the locality, including the institution, the health care facilities where students will be based, the leisure facilities available and, if necessary, areas which the students should avoid.

Language preparation material providing students with the basics for survival in the social and health care setting.

Introduction to the reflective learning diary used during the Module. **Although the material should emphasise national culture, it should recognise the significant regional variations that can occur within any one country. There is no intention that students preparing for exchange should be presented with a view of the country they are to visit as culturally monolithic. However, whilst the breadth of culture within a country will form an element of the preparatory material, the emphasis will be on the official version the cultural norms within the country.

Familiarity with the type of clinical environment Exchange placement in a particular type of clinical environment is not intended as an alternative to a similar experience in a health care setting attached to the students home institution. Indeed, effective use of the European Nursing Module requires that students will have already had experience of an equivalent clinical environment in their own country prior to undertaking the exchange placement. Legal matters In addition to the more formal educational preparation identified above, students will need information about the law as it relates to all aspects of behaviour, including such aspects as age of consent for various activities. Practical preparation Students will need to have general information about a number of aspects of their exchange, which have little relationship to the educational aspect of their experience. The following list is not exhaustive, but is intended to give some indication of the breadth of information that may be needed: - expectations of climate and appropriate clothing, travel requirements and arrangements, accommodation arrangements and costs, types of food and costs of food, currency and general cost of living, telephone and postal services and internet access, contact name and number to leave with next of kin, insurance issues (travel / health / indemnity).

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Administrative preparation Students wishing to undertake an exchange experience will need to make a formal application through the Network. Since places in any institution will be limited, students will be required to identify a first, second and third choice. All student requests will be made through their home institution. Student requests and details of available exchange places in Network institutions will need to be co-ordinated through a central clearinghouse. This co-ordination will require a tight timetable. At the Annual Management Conference: all institutions will confirm to

the co-ordinator details of the number of placements that they intend to offer to visiting students during the following academic year. The timing of the exchange periods and deadline dates for submitting student exchange information for the following academic year will be agreed

By an agreed date in May: institutions must have submitted any student requests for exchanges to take place in October.

By an agreed date in November: institutions must have submitted any student requests for exchanges to take place in March

By an agreed date in January: institutions must have submitted any student requests for exchanges to take place in May.

The initial placement request consists of a completed student application for exchange form. It is vital that students indicate their first, second and third placement choices. The student application form gives personal details, to be accompanied by a passport photograph and details of contact addresses. For those countries where it is necessary, the form must also be accompanied by health clearance forms, letters placing host staff in loco-parentis etc. (Details of documentary requirements for each country will be held by all institutions). The clearinghouse will inform institutions of the provisional places to be offered to their students. Every effort will be made to offer students their first choice of placement, but the mix of visiting students in any one institution will clearly have to be taken into account. The final acceptance or rejection of an application from a particular student must take account of health clearance, visas etc. and is therefore out of the hands of the individual institution. 5. THE NATURE OF THE EXCHANGE EXPERIENCE Introduction Each student will be provided with appropriate support throughout the period of exchange. This will involve professional nursing staff and teachers from the host institution. Although students may be allocated to different health care settings for the practical component of their experience, they will come together for group discussions on a regular basis. There will be an identified programme for each day of the experience as outlined below. It is recognised that certain aspects

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of the detailed organisation of the experiences should properly be left to individual institutions. Day 1: Orientation Students will be oriented to the teaching institution and informed about the availability of computers, library facilities, student support systems etc. They will also be introduced to the specifics of the health care system and facilities in the locality. This will build on their more general pre-exchange preparation with regard to the health care system of the country. Host and guest students will discuss the aims of the exchange programme and their own personal aims for the experience. Students will have the opportunity for a short tour of the institution and its environment. Any institution wishing to offer more than a single day of orientation is at liberty to do so, but cannot require reciprocation from others. Days 2 9: Main experience For the main part of their exchange, students will be based in the practice environment. Students will be allocated to one or two practice settings and may negotiate visits to other areas. Whilst students are based in the practice setting throughout this period, they will normally have 8 hours of group teaching/learning and further time for personal reflection on their experience. As part of the teaching/learning, students will be involved in seminar work. (Seminar papers will be prepared and printed prior to the experience, but copied at the host institution, when required numbers are known). The timing of teaching/learning and reflection will be negotiated to suit both hosts and guests. Over the two week period of the exchange, time in the clinical area should be no less than 30 hours -both in an early or a late shift- and the planned programme will not exceed 60 hours in total. Where possible, this should be co-ordinated so that all guest students have the opportunity to get together on a daily basis. It s recognised that the geographical spread of clinical environments in some areas may make this difficult. Guest students will have observer status only. In addition to reducing any potential problems with regard to communication with patients, the requirement for personal indemnity insurance etc., this will also ensure that students retain a focus on the particular learning opportunities of the experience, rather than slipping back into the comfort of familiar tasks. Unless the host student can also have observer status for the duration of the experience, this stance will be almost impossible for the guest student to maintain. Day 10: Feedback This may include some of the seminar and group discussion time identified for days 2 9, but must include time for student reflection and evaluation of their

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experience, providing feedback for the educational institution and the clinical area. The teacher and other group members will also give students feedback on their own performance. Evaluation at this stage should be an open, informal, verbal process. More formal evaluation processes will complement this when students have returned home. Information from both these evaluation processes will be shared with the other institutions concerned. Reflective diary During the exchange experience, students will be required to keep a reflective diary in their own language, on a daily basis. Where the process of reflective learning is unfamiliar to them, it may be helpful if they commence the diary, with appropriate facilitation, during the preparatory component of the module. Access to the reflective diary will be restricted to the individual student and the tutor in their home institution. Students may still choose to share their reflections with other students and with their hosts during the exchange, but they cannot be required to do so. The reflective diary will start with the students identifiaction of her/his personal learning needs. These needs will relate to the achievement of the set aims and outcomes of the Module, but may also relate to the individual aims and interests of the student. Throughout the exchange, the student will reflect on their learning experiences. At the end of the experience, she/he will be required to identify further learning and to consider how that could have been achieved, or might be achieved in the future. The reflective diary may provide the student with the material from which to write their assessed paper. 6. EVALUATION This will be a two-stage process. In addition to the informal evaluation, which will take place as part of the last day of the exchange visit, there will be a formal written evaluation to be undertaken by all students on their return home institution. The form for the written evaluation will ask standardised questions as agreed by the Network. The evaluation will be sent to the host institution and the person in charge of assessing the evaluation forms elected at the Annual Management Conference - who will provide a summarised version for inclusion as part of the Annual Report of the Network. 7. ASSESSMENT All students will be assessed through submission of a written paper on an aspect of their experience. The specific nature and conduct of this assessment will be decided by individual institutions in due consideration of their own assessment regulations. September 1995; Revised Tarragona 2001; Tartu 2005; Pvoa de Lanhoso 2007; Plovdiv 2010; Cuprija 2011

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6.0

ENM NETWORK POLICIES 6.1 Roles of the Network Officers

6.2 Access to Network Co-ordination Funds

6.3 Application for Network Membership 6.3a Membership responsibilities 6.4 Non-payment of Annual Network Subscription 6.5 Sleeping Partner Status

6.6 Conference Attendance as an Observer/ Non- Member

6.7 Allocation of Student Exchange Placements 6.8 Student Financial Grants for Exchange 6.9 Student Problems on Exchanges

6.9.1 Flow Chart Host Institution problems 6.9.2 Flow Chart Student Problems

6.10 Payment of Travel Costs for Group Work 6.11 First Conference Delegate Reduced Fee

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6.1

ROLES OF THE NETWORK OFFICERS

CO-ORDINATOR

The Co-ordinator is responsible for: - The approval of the final report from the Annual Management Conference, Chairing the Annual Management Conference, Arranging alternative chairs for simultaneous sessions during the

Conference, Liasing with the Annual Management Conference hosts on the

organisation of the meeting, Setting the agenda for the Annual Network Management Conference and

any others meetings as needed, Administration of the Network exchange clearing house, Co-ordination of, and decisions on, student exchanges within the module. Communication should be directly with the Co-ordinator on: - Any Network issues out with standard procedures, Problems arising from the Network, Finance issues, New applications for Network membership, Letters requiring Co-ordinators signature, Requests for student exchanges within the module.

SECRETARY The Secretary is responsible for: - Producing & distributing the Annual Management Conference report, Keeping information on Network members up to date by maintaining a

database of all relevant information, Distribution, and receipt, of all dates for exchanges and deadlines etc., Standardisation of paperwork and forms, Collation and preparation of rough drafts of all Network meetings and

reports, before finalisation by the co-ordinator, Taking or obtaining records of all sessions of the annual Network

Conference and other meetings as required by the Co-ordinator. Copying the Annual Financial Account from the Finance Officer at The

Post Secondary Nursing School Carol Davila, Pitesti, to the Co-ordinator and Third Officer,

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Communication should be directly with the Secretary on: - Enquiries on standard procedures and information , Distribution of all standard forms which should be returned directly to the

Secretary. The Secretary may, at the request, and on behalf, of the Co-ordinator or Third Officer, produce letters, reports etc. for signature.

THIRD OFFICER The Third Officer is responsible for: - Overseeing the Co-ordination Fund on behalf of the Network, Presenting the Annual Financial Report to the Steering Group at the

Annual Management Conference, Acting as third signatory for any expenses claimed by the Co-ordinator or

Secretary over and above those agreed annually by the Steering Group Informing VIA University College Finance Department, Denmark of the

number of first delegate subsidies to pay the Conference host on receipt of their invoice for the amount.

Authorising payment of student grant awards Reporting on the number of student grants awarded for the annual

Conference

NOTE The Co-ordinator and Secretary do not have individual voting rights on any Network issue. Each member institution has one vote, represented by its member on the Steering Group, and these two Network Officers cannot represent an individual institution during their term of office. The Third Officer, as a member of the Steering Group and therefore the representative of their institution, does have voting rights on any Network issues. The Network financial year runs from January 1st to December 31st. The Network exchange year runs from May 1st to April 31st The election and length of term for the officers follows the Network exchange year and the term of office is four years. Officers are elected by the Steering Group at the Annual Management Conference a year before they are due to take office. The term of office for each officer commences at the Conference the year after they are elected. The term of office for each officer ends at the Conference of his or her fourth year of office. When there is a change over of officers, both incoming and outgoing officer will attend the Conference that year.

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If during the term of office the Co-ordinator moves to an institution that is not a member of the Network, the term of office can be completed, with the approval of the Steering Group. Agreed April 1998 Edinburgh, United Kingdom Revised April 2001 Tarragona, Spain. April 2003 Silkeborg, Denmark, April 2008 Pvoa de Lanhoso, Portugal, April 2011 Cuprija, Serbia April 2011 Brighton, UK.

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6.2

ACCESS TO ENM NETWORK CO-ORDINATION FUNDS

Each member institution pays an annual subscription fee (currently 400 Euro) through VIA University College Finance Department, Denmark, into a fund identified as the "European Module Network Co-ordination Fund". The Finance Officer manages this fund for an annual fee. The only people, who can legitimately draw money for expenses from this budget as agreed by the ENM Steering Group, are the Network Co-ordinator and the ENM Secretary. The authorised signatory for any such withdrawal of funds by either party is VIA University College Finance Department, Denmark. The Steering Group will elect a Third Officer for a four-year term to oversee the Co-ordination fund on behalf of the Network. This Officer will be a member of the Steering Group and will not be from the same institution as either the Network Co-ordinator or the ENM Secretary. This Officer will have specific roles as identified above, but will not be able to draw from the fund. The Network Co-ordinator and the Secretary will each keep an annual record of their own claims made on the fund. VIA University College Finance Department, Denmark, will compile and make available an account covering the financial year for the Third Officer and the other Network officers. The Third Officer will present the financial report to the ENM Steering Group at the next Annual Management Conference. The signature of the Third Officer will be required for any claim on the Co-ordination Fund over and above the following expenses: Cost of printing Costs of postage, telephone, faxes and email (including subscription to

email for non-institutional elected Officers) Travel and subsistence for the Network Co-ordinator for an annual pre-

meeting visit to the Planning Meeting host site Travel and subsistence for the Network Co-ordinator and the Secretary for: Attendance at the Annual Planning Meeting Attendance if necessary, at a later meeting to write the Planning

Meeting report Planning Meeting fees for the Network Co-ordinator and the Secretary

if necessary. The signature of the Third Officer is required for payment of:

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Subsidy to the Conference host institution at the rate of 50 per attending institution, amount to be confirmed to The Post Secondary Nursing School Carol Davila, Pitesti, by the Third Officer on an annual basis (see also chapter 6.11 in Handbook and 6.2.5 in 2010 Conference report).

Student financial assistance grants. Travel costs for group work. All three ENM Officers will have their signature lodged with the Manager / Finance officer of The Post Secondary Nursing School Carol Davila, Pitesti. Agreed April 1998 Edinburgh, United Kingdom Agreed and amended April 2000 Innsbruck, Austria Agreed and amended April 2011 Cuprija, Serbia. The Network financial year runs from January to December with the annual Network fee due in January of any year. VIA University College Finance Department, Denmark, will provide a financial statement of income and expenditure for the Third Officer, in July and December each year, for presentation at the Annual Management Conference in the following April. Expenditure from the Co-ordination fund will be listed under the headings of

Printing (copying, supplies): Telephone (email costs & subscription, mail, telephone/fax): Travel (airfare, train fare, road): Hotel: Miscellaneous (subsistence, conference fee, other).

Amended Tartu 2005; Amended Pvoa de Lanhoso, 2007; Amended Plovdiv 2010; Amended Cuprija 2011; Amended Brighton 2012

Reclaiming from the University of Brighton expenses incurred on behalf of the European Nursing Module Network

The process for claiming expenses incurred on behalf of the European Nursing Module Network is set out in the Network policy document shown above. The Network funds and budget is managed under a service agreement, by VIA University College Finance Department, Denmark. All claims should be submitted as soon as possible to VIA University College Finance Department, Denmark, using the agreed Network claim form. Payment of expenses will be made by an electronic transfer of funds (BACS) directly to a bank account, details of which are held by VIA University College Finance Department, Denmark.

25

Claims need to be supported by valid itemised receipts. A credit card receipt or statement are not acceptable as proof of payment unless accompanied by an itemised receipt. It is important to claim promptly in order to include the expenditure commitment for the correct period in VIA University College Finance Department accounts. Normally claims should be lodged as soon as possible after the end of each month. Claims will normally only be reimbursed if submitted within three months of the event. You are advised to keep copies of all the documents and receipts submitted.

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6.3

APPLICATION FOR NETWORK MEMBERSHIP

The European Nursing Module (ENM) Network is an association of interested institutions from different European countries who provide nurse education programmes leading to the appropriate basic qualification for practice. The Network wishes to encourage new members and will accept institutions that fulfil the application criteria. Application process Requests for membership of the Network from interested institutions should be made to the Network Co-ordinator. The Network requires no more than 4 member institutions from any one country in order to maximise the opportunities for different student exchange experiences. If an institution from a country with three existing members enquires about membership of the Network, they will be informed of this policy and placed on a waiting list. If there are less than 3 institutional members from the country, the Network secretary will write to the interested institution to- 1. Outline the outcomes and broad aims of the Module and the resource

implications of running the module and membership of the Network, 2. Request the following information from institutions who then wish to

pursue their application a. details of the length of their nurse education programme b. the total number of nursing students in their programme c. details about the institution d. a commitment to accept the outcomes and broad aims of the ENM Module, provide the resources to support the exchange programme, meet the financial obligation of membership of the Network and attend the Annual Management Conference.

3. Inform the institution that, if accepted, they must commit to two years full paid membership of the Network before applying for Sleeping Partner status. Institutions asking for this status within two years will be considered to have withdrawn from the Network. This information will be submitted to a sub-group of the Network Steering Group for review. Participation in the Network Once accepted to the Network the institution is required to participate in student exchange regularly and the Membership responsibilities outlined in section 6.3a apply.

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On becoming a full member of the Network, the institution will be required to nominate one person as their institutional contact that will represent the institution on the Steering Group and vote on issues concerning the Network and the policy on conference attendance outlined in section 6.3a applies. Usually no more than 2 representatives from any institution (excluding an English speaking interpreter) attend a Conference. Financial arrangements Applicants who have provided the required information and been accepted for membership of the Network only become full members on payment of the annual subscription fee (see section 6.4). On behalf of the Network, VIA University College Finance Department, Denmark, sends an invoice for this fee as soon as an institution has been accepted for membership, and thereafter in December of every year. This invoice is due for payment on receipt. Any costs associated with the transfer of the annual fee is the responsibility of the individual institution and not the Network. Alternatively, once accepted for membership, that institution may send representatives to attend a Conference, at their own expense, prior to payment of their fee and either join the Network at the Conference by payment of the subscription fee or- return to their institution for further discussion. If after reflection they still wish to join the Network, they may do so on payment of the annual Network fee the following January.

6.3a MEMBERSHIP RESPONSIBILITIES Members of the Network are expected to undertake the following

Pay an Annual fee (see section 6.4)

Student exchange

Attend Conference

Complete an annual Self Audit Student Exchange Institutions are expected to participate in the student exchanges, which occur three times a year. Institutions can offer to receive students in all or some of the student exchange periods as agreed when they joined the Network. These are re-affirmed at the annual conference. If an institution cannot offer to receive students in at least one student exchange with the Network year (April March) then the institution will be

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made a sleeping partner until able to re-engage with the student exchanges (as outlined in section 6.5) Conference attendance All Network member institutions are expected to attend the Annual Management Conference, as this is the Steering group of the Network and is viewed as essential to the on- going function of a healthy network. The Annual Management Conference reviews and votes on the Network philosophy, policies and procedures and considers the effectiveness of the exchanges as well as providing a forum to work collaboratively to meet the Network aims. We recognize that it is not always possible for Annual Management Conference attendance due to resource, financial or personal issues, however to ensure the effective functioning of the Network an institution must send a representative to the conference as least every third conference. In addition it is a requirement that if an institution is unable to attend the Annual Management Conference they must continue to demonstrate commitment to the Network through regular contact with the Network coordinator via other modes of communication. Failure to attend every third conference (as a minimum) and instigating no communication with the coordinator will mean the sleeping partner policy will apply (as outlined in section 6.5). Annual Self Audit Institutions must complete the annual self audit in January of each year and return the self audit to the Secretary of the Network. This is important because it re-affirms the institutions commitment to providing a high quality student exchange which meets the Network agreements. Failure to complete the annual self audit will mean the sleeping partner policy will apply (as outlined in section 6.5).

a. meet the financial obligation of membership of the Network and attend the Annual Management Conference.

3. Inform the institution that, if accepted, they must commit to two years full paid membership of the Network before applying for Sleeping Partner status. Institutions asking for this status within two years will be considered to have withdrawn from the Network. This information will be submitted to a sub-group of the Network Steering Group for review. Representation from member countries Only four institutions from any one country will be accepted for Network membership in order to offer the widest possible cultural and professional experiences to students participating in exchanges. Consideration must be given to this issue before inviting institutions to apply for membership. Any institution which has Sleeping Partner status will count as one of the four institutions from any one country whilst ever they hold that status within the

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Network. The Steering Group at the Annual Conference will review this number as necessary. Notification of withdrawal Any member who wishes to withdraw from the network must initiate the process by submitting the notification of withdrawal in writing to the coordinator by November 15th. Any agreed commitment to place students in the next exchange period should be ensured in order that students are not disadvantaged and their exchange opportunity compromised. Revised & Agreed April 2000 Innsbruck Austria Revised April 2001 Tarragona Spain Revised 2004 Bucharest, Romania Revised Povoa de Lanhoso, Portugal 2007 Revised Taganrog, Russia 2008 Amended Cuprija 2011 Amended Brighton 2012

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6.4 NON-PAYMENT OF ANNUAL NETWORK SUBSCRIPTION Each member institution of the European Nursing Module (ENM) Network pays an annual subscription fee, the amount to be agreed at the meeting of the Steering Group at the Annual Management Conference. These funds cover the costs incurred by the Co-ordinator and the Secretary during the year, as agreed and reviewed annually by the Steering Group. The Network financial year runs from January to December. Payment of the annual subscription is a condition of membership in the Network. The ENM membership year starts from after the annual Management Conference. This Co-ordination Fund is currently managed for the Network through VIA University College Finance Department, Denmark, who sends an annual invoice for payment on receipt, to each member institution in the January following the Annual Conference. Although the Network is sympathetic to problems with such a payment and wishes to be as flexible as possible, non-payment of the annual subscription increases the financial burden on all other Network members and compromises the work of the Network. In the event of non-payment of the annual subscription by a Network member, the process will be as follows: - Invoice sent out in January, payment due on receipt. The Annual Subscription fee can be paid at the Annual Conference in April

of the same year. On receipt of invoice, member institutions wishing to use this payment option MUST notify the Co-ordinator or Secretary of their intention to do so.

If payment is not received within 4 months (by end of May), the Finance Office will send a reminder that the subscription is overdue for payment.

If payment is not received within 6 months (by end of July), the Finance Office will send a second reminder, to be accompanied by a formal letter from the Network Co-ordinator. This will ask why the subscription has not been paid and indicate that non-payment of subscription means the institution can no longer be a member of the Network.

If no response is received by the Co-ordinator (by the end of August), it is assumed that the institution has withdrawn from the Network.

If a response is received at this stage that the subscription is to follow, it is the Co-ordinators decision as to what action should then be taken.

At any time during this process, the institution can discuss the problem of non-payment with the Co-ordinator, for consideration of an alternative route to loss of membership in the Network, such as Sleeping Partner status. Agreed April 1998 Edinburgh; Amended April 1999 Trondheim; Amended April 2012 Brighton

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6.5

"SLEEPING PARTNER" STATUS

Each member institution of the European Nursing Module (ENM) Network pays an annual subscription fee, the amount to be agreed at the meeting of the Steering Group held during the Annual Network Management Conference. It is recognised that some Institutions, for many reasons, may find themselves in a position of being unable to raise the subscription fee, but may wish to remain associated with the Network in the hope that they can return to full membership at a later date. Once they have been a full member for two years, such institutions can apply to be a Sleeping Partner in the ENM Network, through a letter to the Co-ordinator requesting such membership status. This request must be submitted in writing to the coordinator by November 15th of each year. This category of membership means that the institution: - pays no annual subscription fee, is recognised in the report of the Annual report under the heading of

Sleeping Partners, is counted as one of the maximum of three institutions within the Network

from any one country, receives a copy of the report of the Annual Management Conference, is notified of the Annual Conference but may only attend if they have rejoined the Network by paying the subscription for that current year. a Sleeping Partner is NOT eligible to participate in the exchange of

students within the European Nursing Module. Such membership status can continue for no more than two years, at which time the institution will be recognised as having left the Network altogether. Members applying for Sleeping Partner status within two years of becoming a member will not be considered for that category but will be recognised as leaving the Network. At such a time when circumstances allow the institution to rejoin the Network as a full member, they can do so by informing the Co-ordinator and paying the subscription for the next full Network year. Such an institution would not have to formally re-apply for Network membership but would still be counted as one of the maximum of three institutions within the Network from any one country. Agreed April 1999 Trondheim, Norway Revised 2001 Tarragona, Spain Revised 2003 Silkeborg, Denmark Revised 2007 Pva de Lanhoso, Portugal Revised 2008 Taganrog, Russia

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6. 6

CONFERENCE ATTENDANCE OF NON-NETWORK MEMBERS

The European Nursing Module (ENM) Network is an association of interested institutions from different European countries who provide nurse education programmes leading to the appropriate basic qualification for practice. Any application for membership of the Network should be addressed to the Network Co-ordinator either directly or through the Network Secretary. The Network has agreed to accept only three institutions at any one time from any country in order to maximise the opportunities for different student exchange experiences. If an institution from a country with three existing members enquires about membership of the Network, they will be informed of this policy and placed on a waiting list. If there are less than three existing members from that country, the Co-ordinator will communicate the process for membership application to the interested institution. They will be required to submit information on their programme and institution to a sub-committee of the Network for approval If an interested institution from a country with less than three members wishes to send a representative to attend one Annual Network Conference as an observer before making a final decision on whether to apply for membership, they may do so at the invitation of the Network. This is an option for one year only. The observer/s will have to pay the full Conference fee to the organising institution and any other expenses associated with his/her attendance. Agreed April 2000 Innsbruck Austria Revised 2001 Tarragona Spain Revised 2007 Povoa de Lanhoso, Portugal

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6.7

ALLOCATION OF STUDENT EXCHANGE PLACEMENTS

WITHIN THE EUROPEAN NURSING MODULE All exchange placements within the European Nursing Module (ENM) are co-ordinated through the Network Co-ordinator. Students wishing to undertake an exchange experience within the European Nursing Module Network must make formal application to their home institution by the agreed deadline, using the standard ENM Exchange Application Form. Only applications made on the ENM application form will be accepted. Since placements in all institutions are limited, students must identify a first, second and third choice for a fair allocation of placement. Students will not necessarily get their choice of placement by only identifying ONE choice rather than first, second and third. Three dates for each student exchange period are agreed at the Annual Network Management Conference, for the coming year. The first two dates for any exchange period represent essential deadlines for the exchange of all information necessary for the organisation of the exchange placements. These are as follows; - 1. First date: By this date, HOME institutions will have sent to the Co-

ordinator, the name, date of birth, exchange placement choices and e-mail address for students who have applied to take part in the exchange. This is the only information to be sent to the Co-ordinator who will add the student e-mail address to the list of placements. The Co-ordinator must also be informed at this time if the student has already participated in an Enm exchange, and if the student wishes to travel and visit their chosen host institution at the same time as another named student.

2. Second date: By this date, the Co-ordinator will have notified both HOST

and HOME institutions of student exchange placement allocations. In allocating placements, the Co-ordinator will try to ensure that the maximum number of students get their first choice of placement. The Co-ordinator will notify institutions in writing by email, standard mail or fax as follows: -

To the HOME institution, a list of the placements offered to their students with an indication that the student should get a letter of invitation from the HOST institution as soon as possible. At this stage, the HOME institution sends to the HOST institution the completed application forms. Any further discussion on that placement is then between the two institutions and not through the Co-ordinator,

To the HOST institution, a list of the students allocated to them for exchange placement, asking that they notify their acceptance of each placement with a letter of invitation/acceptance to the HOME institution

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as a matter of urgency. Any further discussion on that placement is then between the two institutions and not through the Co-ordinator.

3. Third date: Start of student exchange placement with HOST institution. STUDENTS SHOULD MAKE NO TRAVEL ARRANGEMENTS UNTIL THEY HAVE A FORMAL INVITATION FROM THE HOST INSTITUTION. THE HOST INSTITUTION SHOULD NOTIFY THE STUDENT AS SOON AS POSSIBLE THAT THE PLACEMENT HAS BEEN ACCEPTED In order for the process to work effectively it is essential that home AND host institutions agree and adhere to deadline dates for submission of required information. The Network is not responsible for the withdrawal of placements by the host institution after students have been assigned to them. Institutions should try and ensure that students who apply for an exchange are serious about that commitment as a great deal of preparatory work goes into arrangements for receiving students on placements. The deadline for contact between student and host-institution and vice versa, is two weeks. The institution has the right to accept / withdraw students who have not contacted them within the deadline, If a student should withdraw close to an exchange period, a letter, explaining the reason for withdrawal, should be sent (by post or by e-mail) to the persons / institutions involved. Agreed April 1999, Trondheim, Norway. Revised April 2001, Tarragona, Spain Revised April 2006, Stockholm, Sweden Amended April 2010, Plovdiv, Bulgaria

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6.8

STUDENT FINANCIAL GRANTS FOR EXCHANGE

1. The Network will make financial grants available for 12 students per year, of 350 Euro. The grants will normally be three per exchange and any funds not used at the end of the exchange will be returned to the surplus finds. 2. The grant is available to any student participating in the module, regardless of nationality, who meets the criteria below. 3. Students may make application only once. Criteria for Awarding Grant 1. Students who are not in receipt of a bursary or grant and do not have access to any other funds to support the exchange. 2. Students who are in receipt of bursary or grant, but are receiving no additional financial support for the exchange are eligible, if one or more of the following criteria apply: i. the cost of living in the host country is higher than that in their own country:

ii. they will be paying double rent for accommodation, i.e. paying rent both in their home and host institutions iii. they have dependants to support financially and will incur additional expense whilst away, e.g. single parents

Procedure The procedure should be as simple as possible and allow applications to be processed smoothly & quickly. Given that the exchange takes place three times a year, and that therefore students do not apply for the module at one point in the year, it will be necessary to allow for applications to be made and processed for each exchange. The process is: 1. The group to process the applications for financial subsidy is currently: Network Co-ordinator (Chair of the Panel) Third officer Petya Ivanova, Plovdiv, Bulgaria Ms. Melanie Robbins, Leeds, England 2. Students complete an application form for the grant immediately on being accepted for the Module.

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3. The application is considered in the first instance by the home institution, according to the above criteria. The home institution will then: i. inform the student(s) whether their application is to be processed: ii. forward grant applications by email to each of the three

members of the group as soon as possible. iii. receipt of the completed application form should be confirmed to

the home institution by each of the three group members. 4. The decision as to whether to award a grant or not will be made known to the home institution within two weeks of receipt of the application. The student will then complete the form asking for bank details etc. Two copies must be made of this form. When the grant is received, the student will sign both these copies. One is kept on file at their home institution and the second sent to the Third Officer for information. The original must be forwarded to the Third Officer (Finance) for signing as soon as possible. The signature of the Third Officer is required to authorise any such payments from the Network funds . The Third Officer will then send the completed form to VIA University College Finance Department, Denmark authorising payment of the grant. 5. Any costs incurred for the money transfer will be paid from Network funds. 6. If an unsuccessful applicant appeals against the decision, the Network Third Officer, Finance, will nominate two members of the Steering Group from institutions other than that of the student, to hear the appeal. Such an appeal must be made by the student within two weeks of them being notified that they have been unsuccessful in their application for subsidy. 7. The student will be notified of the decision of their appeal within four weeks 8. If the complaint is upheld, the panel will notify the Network Co-ordinator to authorise an extraordinary payment to the student. 9. As Chair of the committee, the Co-ordinator will keep a record of all applications for grants. 10. The Third Officer will keep a record of all successful grant applications and report on this activity at the Network Conference. Agreed Leeds 2002 Revised Silkeborg 2003 Revised Bucharest 2004 Revised Tartu 2005 Revised Plovdiv 2010 Amended Brighton 2012

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6.9

STUDENT PROBLEMS DURING EXCHANGES

Although unfortunate, from time to time some students may experience a serious problem during their exchange visit. Institutions participating in exchanges within the European Nursing Module are reminded of the documents Arrangements for Collaboration and European Nursing Module Outline in the ENM Network Handbook dealing with the required preparation of the student by the home institution before an exchange, and the required preparation by the host institution to receive a visiting student. In addition, up to date information packs, student survival language and any general information dealing with social customs, political and legal issues should be available in all participating institutions about their exchange partners. It is important that all involved persons from the home and host institution and the students involved in the exchanges are fully aware of this policy before the exchange commences. All students participating in an exchange should have an emergency number for a contact in the home institution who can be reached any time during the day or night in an emergency. In the case of problems occurring when a student is in a foreign country on an exchange visit, the main concern in the event of any problem must be to ensure the safety of the student. Problems will usually fall into two categories:

A. the student has a problem with the host institution B. the host institution has a problem with the student

A. The student has a problem with the host institution

The student should discuss the problem with the host institution through the named ENM contact. If this is the person with whom the problem has occurred, the student should have access to the Programme Director or Dean to discuss the issue.

If there is no resolution the student must discuss the issue as soon as possible with the home institution. Students should be allowed telephone access from the host institution for this purpose.

If the issue is not resolved, the home institution should discuss the issue with the host institution as a matter of urgency.

If there is no resolution, the home institution should seriously consider organising the students return home as soon as possible or making arrangements to remove them from the immediate environment of the host institution to a safe environment.

At this stage the home institution should contact the Network Co-ordinator and ask for a letter to be sent by the Network Co-ordinator to

38

the host institution with a copy to the Dean or Head of School to try and resolve the issue.

The Network Co-ordinator should report to the Steering Group at the next Conference regarding the problem and the outcome.

The Steering Group should discuss the issue and determine whether the Network membership of the involved host institution should be revoked.

B. The host institution has a problem with the student

The ENM contact or appropriate person for the host institution should discuss the issue with the student and try for a resolution.

If the issue is not resolved, the host institution should discuss the issue and any action to be taken by them, with the ENM contact person in the home institution as soon as possible. Such action may include the immediate return of the student to their home country.

In the case of a breach of module regulations or professional misconduct by the student, a written report should be made immediately to the ENM contact person in the home institution where normal disciplinary procedures will be followed if appropriate

In the case of gross misconduct the host institution may require the home institution to recall a student immediately

Agreed Bucharest 2004

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6.9.1

ACTION FOR HOST INSTITUTION PROBLEMS WITH STUDENT

The ENM contact or delegated person at the HOST institution discusses the problem with the student to review available options eg.change of placement, accommodation, disciplinary consequences etc.

Not resolved Resolved

As soon as possible the ENM contact or delegated person discusses the issue with the HOME institution. The student is encouraged to discuss the issue with the HOME institution. The HOST institution will provide telephone access for this purpose.

Not resolved Resolved

HOST and HOME institutions discuss the issue as a matter of urgency

Not resolved Resolved

HOME and HOST institutions should seriously consider organising the students return home as soon as possible.

Not resolved Resolved

The HOST institution contacts the Network Co-ordinator with details of the problem. The Co-ordinator writes to the HOME institution with a copy to the Dean/Head of School.

Not resolved Resolved

The Network Co-ordinator reports on the issue at the next Conference for discussion

Agreed Tartu 2005

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6.9.2

ACTION FOR STUDENT PROBLEMS WITH HOST INSTITUTION

Student with a problem discusses with HOST institution through ENM contact. If this is the person with whom there is a problem, the student should

have access to the Programme Director or Dean to discuss the issue

Not resolved Resolved

Student discusses problem as soon a possible with HOME institution. Students should have telephone access from the HOST institution for this purpose.

Not resolved Resolved

HOME institution discusses the issue with HOST institution as a matter of urgency

Not resolved Resolved

HOME institution should seriously consider organising the students return home as soon as possible or arrange their removal from the HOST institution to a safe environment

Not resolved Resolved

The HOME institution contacts the Network Co-ordinator with the details of the problem. The Co-ordinator writes to the HOST institution with a copy to the Dean/Head of School

Not resolved Resolved

The Co-ordinator reports on the issue at the next Conference for discussion ? Network membership revoked

Agreed Silkeborg 2003 Revised Tartu 2005

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6.10

PAYMENT OF TRAVEL COSTS FOR GROUP WORK

From time to time the Steering Group may set up small groups of members to undertake specific tasks or investigation on behalf of the Network. Because of the nature of the Network it is quite possible that such members will be from institutions in different countries. In order to keep the cost of such work as low as possible, the process for such work should follow the guidelines indicated below.

Wherever possible group work done at the request of the Network should be done via e-mail, regular mail or telephone. Consideration should also be given to such groups meeting before or after the Annual Management Conference to further reduce costs.

Any travel must be agreed by the subgroup chosen by the Steering Group at the Conference or by email if necessary. Subgroup members: MJC, Petya and Melanie

Any travel should be within reasonable costs.

Participants must pay their agreed costs and reclaim from the Network by sending a request for re-imbursement, together with all receipts, to the Third Officer for signature. Claimants should ensure all their bank details are included should repayment be directly into a bank account.

The Third Officer will approve refund of costs by signing the request for re-imbursement and forwarding it to VIA University College Finance Department, Denmark, for re-imbursement. Agreed Silkeborg 2003. Revised Bucharest 2004. Revised Tartu 2005 Revised Cuprija 2011 Revised Brighton 2012

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6.11

FIRST CONFERENCE DELEGATE REDUCED FEE

In order to facilitate the attendance of delegates to the Annual Conference and assist the Conference host with the costs associated with the Conference, the Conference fee will be no more than 300 Due to the financial situation of the Network it was agreed that the First Conference delegate subsidy should be removed completely. Delegates attending the Conference as visitors from a non-member institution will pay the full Conference fee. This policy and the sums of money involved will be reviewed at each annual Network Conference Pvoa de Lanhoso, April 2007 Revised Plovdiv 2010 Revised Cuprija 2011 Revised Brighton 2012

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7.0 APPENDICES

7.1 Annual availability of exchange placements 7.2 Exchange dates and deadlines

7.3 Application for Student Exchange 7.4 Student Exchange Expenses

7.5 Requirements for Clinical Visits 7.6 Module Evaluation

7.7 Reflective Diary

7.8 Application form for Student Grant / Financial Assistance

7.9 Authorisation form for Payment of Student Grant 7.10 Standing Agenda items 7.11 ENM Pre-registration Certificate

7.12 Students Learning Agreement

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7.1 ANNUAL AVAILABILITY OF EXCHANGE PLACEMENTS 2013

INSTITUTION MARCH 13 MAY 13 OCTOBER 13

Reggio Emilia 2

2

2

Sjaelland 4 4 4

Silkeborg 5 5 5

Vejle 0 4 4

Leiden 4 0 0

Antwerp 4 4 4

Ostfold 0 2 2

Trondheim 0 0 6

ISAVE 4 4 4

Galati 8 8 8

Pitesti 2 2 2

Plovdiv 4 4 4

Taganrog 0 2 2

Rostov 0 0 4

Cuprija 4 4 4

Madrid 4 4 0

Tarragona Vitoria

9 8

0 0

9 0

rebro 4 0 4

Stockholm 2 0 2

Bern 0 12 12

VISAN Belgrade 5 5 5

Milutin, Belgrade 3-5 3-5 3-5

Brighton 0 4 6

Leeds 5 5 0

Northampton 4 4 6

2009-88 2009-63 2009-97

2010-84 2010-57 2010-98

2011-73 2011-72 2011-81

2012- 65 2012-74 2012-88

Total 2009-248 2010-239 2011-226

2012-227 2013-276

The table indicates how many students each institution can take during the three exchange periods. The specific dates for each exchange period are decided at the Annual Management Conference of the Network in April. Bold italics: no information received to date.

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7.2 EUROPEAN NURSING MODULE

EXCHANGE DATES AND DEADLINES MARCH 2012 TO OCTOBER 2013

NAMES TO

COORDINATOR

CONFIRMATION BY

COORDINATOR

STUDENT GRANT

APPLICATION

EXCHANGE STARTS

6.11.2012

4.12.2012

18.12.2012

4.3.2013 (weeks 10-11)

15.1.2013

12.2.2013

26.2.2013

6.5.2013 (weeks 19-20)

6.5.2013

13.6.2013

17.6.2013

7.10.2013 (weeks 41-42)

Names to Co-ordinator: By these dates, institutions will have sent

name, e-mail address and three options from students who have

applied to undertake the ENM, to the Co-ordinator.

Confirmation by Co-ordinator: By these dates, the Co-ordinator will

have notified both host and home institutions of student placement

allocations. At this stage, any further discussion regarding allocated

placements is between the two institutions and NOT through the Co-

ordinator.

Grant application: This is the LAST date for student grant application

reception.

Exchange starts: These dates indicate the start of the student

exchange (weeks 2 and 3 of the Module) in the host institution.

It is vital that the appropriate information is exchanged by the agreed deadline dates for this process to work effectively. 2013 CONFERENCE DATES April 24th to April 27th in Fredrikstad, stfold (Norway).

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7.3

APPLICATION FORM

For attending the exchange programme in the European Nursing

Module.

(After allocation of exchange placement by the ENM International

Co-ordinator, this form will be forwarded to the receiving institution by the

home institution)

Name of home institution: _________________________________________

Student first name: _____________Family name: ______________________

Home address: ______________________________________________

___________________________________Country: ________________

Telephone:________________________________

Email : ______________________________________________

Date of birth:______________________Female:_____Male:_____

Start of nursing education, month/year: __________________________

Languages spoken: (Indicate level of communication / confidence in speaking

the language) ______________________________________________

_________________________________________________________

I agree that my e-mail address can be circulated within the Network as

required_______________________________________________________

Possible home contact name if needed during exchange period:

Name and relationship: ___________________________________________

Address:_______________________________________________________

______________________________________________________________

Home phone number with country code: _____________________________

Work phone number with country code: ______________________________

Email address: _________________________________________________

In order of priority, identify 3 different network institutions for exchange:

1: ____________________________________________________________

2: ____________________________________________________________

3: ____________________________________________________________

The module consists of 1 week of preparation, 2 weeks of exchange and 1

week of reflection.

Attach photograph

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I wish to apply for the following 2-week period of exchange:

from:______________________to:_______________________Year:______

I would like to go on the exchange with ______________________________ I have already participated in an ENM exchange Yes______No_______ Year______________Host Institution______________________________ Please specify what fields of nursing you are interested in:

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

Personal aims for the exchange:

______________________________________________________________

______________________________________________________________

_____________________________________________________________

List clinical experience to date:

______________________________________________________________

______________________________________________________________

______________________________________________________________

I agree to comply with the regulations as stated in the ENM Handbook for

preparation, exchange and reflection.

Date: __________________

Student signature: ___________________________

To be completed by the home institution:

Application supported/signature: _________________________________

Application not supported/signature: _______________________________

Date: __________________ Agreed: AGM April 1999, Trondheim, Norway Revised April 2007 Pvoa de Lanhosa, Portugal Revised April, 2003, Silkeborg, Denmark Revised April 2009, Biel, Switzerland Revised April 2006 Stockholm, Sweden

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7.4

Student Exchange Expenses for the European Nursing Module

2012-2013 This table shows the approximate costs for a student wishing to attend one of the Network partner institutions listed below on an exchange as part of the European Nursing Module. It is the best available estimate from the institution listed and should be taken as a guide only. Costs are for 2 weeks unless otherwise indicated and are given in EURO'S as a common currency for comparison. THEY ARE APPROXIMATE COSTS ONLY!

YEAR 2012-13

INSTITUTION

Accomm. (two weeks)

COST IN EURO'S

Meals (PER DAY)

COST IN EURO'S

Transport between

accomm. & placements/

university (two weeks)

COST IN EURO`S

Organised social/cultur

e activities if any (two weeks)

COST IN EURO'S

Cost of transport to/from

airport/port of entry

COST IN EURO'S

Karel de Grote University College Antwerp Belgium

25 per night /

breakfast included in youth hostel

Free in hospital /

10-20

Bicycle rent / variable on

distance 10 public transport

Not (yet) organized

20 by train

Plovdiv College of Medicine Plovdiv, Bulgaria

15-20

10

0,5 per journey by

bus

N/A

20 train/bus

Sofia-Plovdiv-Sofia

University College Sjlland, Insitute.for Health Education Nstved, Denmark

300-400

25

0-100

0

40

VIA University College Sygeplejeskolen i Silkeborg Silkeborg,Denmark

300-500

10-25

0-135

0

See web site

University College Lillebaelt The Nursing Education in Vejle Vejle, Denmark

250

10-25

0-20

0

14-bus Billund

airport

Universita di Modena e Reggio Emilia, Italy

260-300 in hostel

with bed and breakfast free Wi-Fi.

120 in University Residence if

available; free in student homes

15-20 Kitchen available in

University residence

By bus 1,20 per

journey 9,60 for ten journeys

22,00 for 1 month. Rent a bicycle 4,00

for one day 10,00 for a week.

Not organized routinely, variable

costs

24 from Bologna

airport (bus +train);

9 from Parma airport (bus +

train)

Hogeschool Leiden Dept.of Nursing, Leiden Netherlands

200-300

10-15

0-25 depending on

distance

Not organized

routinely,variable costs

10

49

Ostfold Uni. College Fac.of Health & Social Work Studies Fredrikstad ,Norway

280-310

15-20

Walkable

Not organized

routinely,variable costs

75 from Oslo

25 from Rygge

Facultyof Nursing Sr-Trndelag Univ. College Trondheim, Norway

250-380 in

students home

15-25

0 if walkable

30 by bus

Not organized

routinely,variable costs

23 from Vaernes

airport by bus/return

ISAVE Povoa de Lanhoso Portugal

150-200

5-10

0-30

0

10

Scoala Sanitara Postliceala Carol Davila, Galati, Romania

10 per night

10-15 per day

10 for two weeks

150 for 3 days voluntary trip to mountains (the price includes

accommodation, meals and transp.

Dependent on method of travel/ contact host institution

Post Secondary Nursing School Carol Davila Pitesti, Romania

15-20 per day/per

person hotel

10 per day

5-10

50-100

40 return per

person (possibility of

being taken from the airport Bucharest)

Rostov Base Medical College Rostov-na-Donu Russian Fed.

200-300

16-20

15-20

150-200

20-30

Taganrog Medical College Taganrog, Russian Fed. College of Health Education in uprija, Serbia Sanitary Medical School of Applied Sciences, Visan, Belgrade, Serbia

200-