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Emergency, Pre-hospital and Immediate Care iBSc

A quick reference guide for hospital

and Cardiff University staff

This quick reference section is for EPIC iBSc Cardiff University employed staff, SIFT funded LEP clinical supervisors, LEP undergraduate managers and honorary title holders. It contains a list of important documents (some of which are drafts awaiting approval), notifications of upcoming deadlines and advice on running various university, prehospital and emergency department elements of the programme. Note: this section does not contain any teaching content or assessment material. For further details please email EMAcademicCentre@cardiff.ac.uk

Documents and Deadlines

Drafts of all documents are available for review before they are published to the students. These include timetables, module handbooks, module descriptors, module curricula. All staff are encouraged to review these documents and suggest any changes of the module handbooks/descriptors/curricula to the relevant module lead and any changes to the timetable to programme director.

Minor programme changes, such as any alterations to the documents listed above must be agreed in the January prior any given academic year. After which time they are submitted to the university via SIMs for publication to students, including their examination dates. 

Major programme changes, such as the change to any programme or module level learning outcomes, will require a full academic year’s notice and involves a college approval process. 

The ‘List of Important Dates for Staff’ document will be posted only once the process described above is completed.  The list of important dates and the timetable can be used to populate calendars. 

Timetable: GIANT / DETAILED

EPIC-01: Handbook / Descriptor / Curriculum

EPIC-02: Handbook / Descriptor / Curriculum

EPIC-03: Handbook / Descriptor / Curriculum

EPIC-04: Handbook / Descriptor / Curriculum

EPIC-05: Handbook / Descriptor / Curriculum

EPIC-06: Handbook / Descriptor / Curriculum

Staff facing documents:

List of Important Dates for Staff

Timetable: GIANT / DETAILED

EPIC-01: Handbook / Descriptor / Curriculum

EPIC-02: Handbook / Descriptor / Curriculum

EPIC-03: Handbook / Descriptor / Curriculum

EPIC-04: Handbook / Descriptor / Curriculum

EPIC-05: Handbook / Descriptor / Curriculum

EPIC-06: Handbook / Descriptor / Curriculum

Staff facing documents:

List of Important Dates for Staff

Timetable: GIANT / DETAILED

EPIC-01: Handbook / Descriptor / Curriculum

EPIC-02: Handbook / Descriptor / Curriculum

EPIC-03: Handbook / Descriptor / Curriculum

EPIC-04: Handbook / Descriptor / Curriculum

EPIC-05: Handbook / Descriptor / Curriculum

EPIC-06: Handbook / Descriptor / Curriculum

Staff facing documents:

List of Important Dates for Staff

Timetable: GIANT / DETAILED

EPIC-01: Handbook / Descriptor / Curriculum

EPIC-02: Handbook / Descriptor / Curriculum

EPIC-03: Handbook / Descriptor / Curriculum

EPIC-04: Handbook / Descriptor / Curriculum

EPIC-05: Handbook / Descriptor / Curriculum

EPIC-06: Handbook / Descriptor / Curriculum

Staff facing documents:

List of Important Dates for Staff

Timetable: GIANT / DETAILED

EPIC-01: Handbook / Descriptor / Curriculum

EPIC-02: Handbook / Descriptor / Curriculum

EPIC-03: Handbook / Descriptor / Curriculum

EPIC-04: Handbook / Descriptor / Curriculum

EPIC-05: Handbook / Descriptor / Curriculum

EPIC-06: Handbook / Descriptor / Curriculum

Staff facing documents:

List of Important Dates for Staff

Timetable: GIANT / DETAILED

EPIC-01: Handbook / Descriptor / Curriculum

EPIC-02: Handbook / Descriptor / Curriculum

EPIC-03: Handbook / Descriptor / Curriculum

EPIC-04: Handbook / Descriptor / Curriculum

EPIC-05: Handbook / Descriptor / Curriculum

EPIC-06: Handbook / Descriptor / Curriculum

Staff facing documents:

List of Important Dates for Staff

RELEVANT TO:  Module Leads [✓]   Clinical Supervisors [✓]   Undergraduate Managers [✓]

Agreements, Funding and Deadlines

SIFT FUNDING (AGREEMENT 1): For SIFT placement funding to continue to each participating Local Education Provider (LEP), agreement 1 must be returned to the intercalated undergraduate team (intercalatedbsc@cardiff.ac.uk)  by the last week of February prior any given academic year. Only this length of notice will ensure inclusion of the LEP in the annual ‘SIFT Census’ submitted to the Welsh Assembly Government for ministerial sign-off of funds. It should be noticed that this is a separate SIFT agreement to Medicine MBBCh and Dental BDS programmes. The LEP undergraduate manager is the individual responsible to ensure this deadline is met and that thereafter the funds are allocated in accordance with agreement 1. 

RESEARCH FUNDING (AGREEMENT 2): For research funding to continue to each participating Local Research Provider (LRP), agreement 2 must be returned to the intercalated undergraduate team (intercalatedbsc@cardiff.ac.uk) by the last week of April prior any given academic year. To claim the funding, an invoice for all agreed research projects within the relevant UHB / institute must be sent the Medical Education Finance inbox (medicaleducationfinance@cardiff.ac.uk) by the last week of November (please note that the invoice reference number must match the original purchase order reference number sent by the university). The Responsible Director for the EPIC iBSc programme (who is typically the on-site Emergency Department based Clinical Supervisor) is the individual responsible to ensure these deadlines are met and that thereafter the funds are allocated in accordance with agreement 2. 

Commitments:

  • Commits the Welsh ambulance Service Trust to provide 1/days per week (over an 18-week period) of clinical experience for 16 students
  • Commits the Welsh ambulance Service Trust to providing all relevant uniforms for 16 students.
  • Commits the Welsh ambulance Service Trust to providing pre-hospital major incident teaching in the ME3401 module of the EPIC iBSc programme and other training activities. 

 

Funding / Expenditure notes:

  • To cover cost of clinical experience for 16 students (as outlined int he agreement) with ‘Welsh Risk Pool’ indemnity cover (as outlined in the bespoke EPIC iBSc ride-out policy of 2017).
  • To cover cost of all relevant pre-hospital equipment and uniforms (where possible all training equipment is to be purchased for the benefit of both the EPIC iBSc medical students and WAST students).
  • To cover cost of teaching/training to a minimum standard for the EPIC iBSc medical students as outlined int he agreement (including relevant conferences, courses, teaching and training sessions).
  • Expenditure varying to that outlined in the agreement, post-SIFT allocation will lead to an ‘in-period alteration’ of SIFT funding or termination of SIFT funding as outlined in clause 12.

Commitments:

  • Commits the each Emergency Department to provide 2.5/days per week (over an 18-week period) of clinical experience for the allocated students.
  • Commits the Emergency Department based clinical supervisor (as the on-site Responsible Director for the EPIC iBSc programme) to their SOP, including (a) 0.5/days per week over an 18-week period of face-to-face education tailored to the programmes ‘topic of the week’, (b) regular review of the student’s clinical skills sign-off, (c) a role in pastoral care for each student, (d) attendance at interim/final exam board meetings, (e) collating all time spent teaching the EPIC iBSc emergency medicine students / completing the ‘Placement SIFT Expenditure Return for the Funding Period’ in Schedule 6 and (f) attendance at the annual SIFT expenditure meeting.
  • Commits each hospital based undergraduate manager to their SOP, including (a) an initial hospital induction, (b) participating in their pastoral care role, (c) notifying the intercalated undergraduate team if the on-site Responsible Director for the EPIC iBSc programme is absent, (d) ensuring the on-site Responsible Director for the EPIC iBSc programme is afford a ‘Senior Honorary Clinical Lecturer’ title,  and (e) ensuring funds reach the relevant Emergency Medicine job plan to secure the above described face-to-face teaching occurs.
  • Commits the SB-UHB and BC-UHB LEPs to provide on-site accommodation (Swansea, Bangor and Wrexham sites only).

 

Funding / Expenditure notes:

  • Both the SB-UHB and CAV-UHB LEPs also receive EPIC iBSc SIFT infrastructure funding for improvement of facilities and accommodation costs.
  • Post-ministerial sign-off of the annual ‘SIFT Census’,  Annex G1 of the annual ‘SIFT Allocation’ document lists the funds allocated to each Emergency Department. This document can be requested by each LEP from WAG.
  • Total EPIC iBSc SIFT funding for any given hospital site is in excess of the cost of one Emergency Medicine consultant session (at the top of scale and point including all on-costs) plus accommodation costs (Swansea, Bangor and Wrexham sites only).
  • Expenditure varying to that outlined in the agreement, post-SIFT allocation will lead to an ‘in-period alteration’ of SIFT funding or termination of SIFT funding as outlined in clause 12.
  • Any remaining funding can be allocated to local programme improvement costs (following consultation with and agreement from the ‘Responsible Director’ for the EPIC iBSc programme on each site).

Commitments:

  • Commits the research project supervisor to provide supervision until the end of the research period. 
  • Commits the emergency department, WAST or institute to hold funds in a non-zeroing account to ensure funds are rolled over year-to-year.
  • Commits the LRP to provide access to relevant databases (in a timely manner) until the end of the research period. 
  • Commits the research project supervisor to completing a one page report, by the stated deadline, on the engagement of the student throughout the research period.

 

Funding / Expenditure notes:

  • To cover staff development for the research project supervisor
  • To cover undergraduate emergency medicine student development
  • To cover direct material/infrastructure costs of the research project
  • To cover publication costs relating to the research project
  • To cover conference costs for students relating to the research project
  • To cover related activities to the research project
  • Expenditure varying to that outlined in the agreement must be agreed by both the clinical director of the emergency department / WAST / institute and the EPIC iBSc Programme Director.
RELEVANT TO:  Clinical Supervisors [✓]   Undergraduate Managers [✓]

Allocation of students to clinical placements / supervisors

Allocations of students to both hospital and pre-hospital clinical placements will not be complete until the last week of July prior to the start of the academic year (as the allocation depends on the enrolling students successfully completing their year 4 ISCEs). Once the students are allocated to their clinical placments they will be posted below and it is requested for:

  1. the undergraduate managers to email their relevant students all hospital induction details and, in the case of SB-UHB and BC-UHB, to also inform them of details of how/when/where to pick up the keys to their on-site accommodation. Note: The dates of accommodation key ‘drop-off’ and ‘pick-up’ are listed on the last page of the timetable.
  2. the hospital and pre-hospital clinical supervisors to email their relevant students with all emergency department induction details and to discuss possible local research project supervisors (if the student has not already organised a bespoke project).

Student allocations and contact details 2022/23 – NOT YET ALLOCATED

Student allocations and contact details 2023/24 – NOT YET ALLOCATED

Student allocations and contact details 2024/25 – NOT YET ALLOCATED

Student allocations and contact details 2025/26 – NOT YET ALLOCATED

Student allocations and contact details 2026/27 – NOT YET ALLOCATED

RELEVANT TO:  Clinical Supervisors [✓]   Undergraduate Managers [✓]

Research Projects in your Health Board or Institute

Dr Bastiaan Hoogendoorn will encourage the offering of research projects from the beginning of each summer period (in preparation for the next cohort of EPIC iBSc students). However, future ‘Research Projects Supervisors’ can offer a project at any point in the year. Please encouraging your colleagues to do so by directing them to this EPIC RESEARCH PROJECT WEB-LINK. Remind them that they can earn their department or institute anything from £500 to £1,400 per project.

RELEVANT TO:  Module Leads [✓]   Clinical Supervisors [✓]   Undergraduate Managers [✓]   Research Project Supervisors  [✓]

Learning Central - Access

If you are a module lead and have issues regarding your access to your module on Learning Central please contact the C4ME Learning Technology Unit (C4ME-LTU@cardiff.ac.uk). If you are an honorary lecturer or clinical supervisor and wish to have access to a specific EPIC iBSc module, please provide your Cardiff University username to the relevant module lead, who will contact the C4ME Learning Technology Unit with your request.

RELEVANT TO:   Module Leads [✓]   Clinical Supervisors  [✓]   Honorary Lecturers [✓]

Learning Central - Annual Roll-over

All Learning Central module ‘role-overs’ will be completed (before the end of July of any given academic year) by Dr Bastiaan Hoogendoorn on each of the modules leads behalf. All functions, menus, structure and content will be copied across to the new academic year. All new documents for the next cohort of students will also be uploaded. Module leads are requested to review their module on Learning Central by the end of July. It is likely that module leads will only have to manage uploading new session recordings and/or new content. If you have any issues with modifying your Learning Central module please contact the intercalated administration staff (intercalatedbsc@cardiff.ac.uk). 

RELEVANT TO:  Module Leads [✓]

Recordings Lectures (using Panopto, ZOOM or PowerPoint)

Click here to download a ‘How to guide’ on how to record teaching sessions. This guide informs on how to record a synchronised face-to-face lecture (using Panopto on an on-site Cardiff University computer), record a synchronised virtual lecture (using ZOOM) or pre-record an asynchronised lecture (using PowerPoint). Note for module leads: To avoid recordings of more than 2-years-old being automatically removed, module leads are encouraged to ensure that all recordings are (1) stored in their own folders and (2) made available “to all”. Doing this will not restrict your recordings to any one year group and will minimise the need for you to re-record sessions.

RELEVANT TO:  Module Leads [✓]   Honorary Lecturers [✓]

Room Bookings

Room bookings for all central teaching events (the module week, the Wednesday teaching events and all assessments) has been organised at either:

  • EMAC Education Suite, Heath Campus, Cardiff, 
  • Lecture Theatre 3, Heath Campus, Cardiff, 
  • Wrexham Education Centre, Wrexham Maelor Hospital, Wrexham or
  • Kier Hardie Education Centre, Merthyr.

Module leads should refer to the timetable to direct their honorary lecturers to the correct location. To book the EMAC Education Suite for any additional activities click here. To book any other university facilities outside the EMAC Education Suite contact the university room booking team (roombooking@cardiff.ac.uk).

RELEVANT TO:  Module Leads [✓]
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