Rules & Regulations

PREAMBLE

Nurses, Midwives and Health Training Schools were established in the various parts of Uganda to train young men and women to serve in the health services throughout the country. They were expected to conserve life, alleviate suffering and promote health.

Nurses, Midwives and Public Health Nurses have to go through a very vigorous and disciplined training in order to serve the public in their various disciplines. It is, therefore, absolutely necessary to maintain the highest standard of discipline in our Institutions in order to produce the type of personnel who will serve the public to the best of their ability.

The rules and regulations which are designed to serve the wellbeing of the trainees must be equally observed for the maintenance of the high standards of the profession.

1. THE MISSION STATEMENT AND ETHICAL CODES OF THE INSTITUTION

All students shall observe the Mission Statement of the school and shall abide by the ethical code of the Health Training school.

2. PROFESSIONAL CONDUCT.

2.1 Confidentiality and privacy

Students shall not expose any confidential information regarding patients to either their relatives or any unauthorized person(s). The breach of patient confidentiality will result in a disciplinary action.

2.2 Punctuality

1. Duty is part of the training; it is necessary to be punctual at all times;
2. The students shall report when starting and ending the day to the officer on duty at schools, to the ward in-charge after ward/department during practice periods;
3. Visitors are not accepted during duty time. Visiting of patients for making case studies or practical experience purposes, outside duty time, have to be discussed with the relevant Sister In-charge.

2.3 Students’ Conduct

1. Students are obliged to obey and respect their superiors and supervisors;
2. All students must attend to patients with compassionate care, empathy and sympathy. Rudeness and negligence are considered grave offences;
3. Students shall observe nursing ethical code of conduct
4. Violation of the ethics shall lead to disciplinary action

PENALTY:The School Disciplinary Committee shall have the right to punish any student who violates any of the above rules up to 2 weeks if proved guilty. Possible punishments shall include written warning, suspension, referred back 6 months and discontinuation depending on the gravity of the offence.

3. SCHOOL AND TRAINING.

3.1 School Fees and other Training Costs.

1. The students shall be required to pay a deposit to confirm their interest in the training;
2. If the required deposit is not received, before the final date indicated in the admission letter, the school shall have the authority to give the place to the next aspirant on the waiting list;
3. Each student shall pay all the fees and other training costs before, or on, the date that these are due according to written directions from the school authorities;
4. A student who has not paid all school fees and other training costs, as well as the examination fee, prior to sitting any examination, will not be allowed to sit for the exams;
5. A student referred or having to re-sit school/state examinations shall meet the additional school and examination fees, paid for the year, by a student, or his/her sponsor who decides to leave the school or who has been discontinued from the school shall not be refunded.
6. NB:Students shall not be allowed to sit for End of semester exams and state finals until they have cleared the school dues.

3.2 Attendance of Lectures:

1. All students must attend all lectures and practical work at stipulated hours without fail.
2. Failure to do the above without reasonable explanation or cause will constitute an offence
3. Failure to attend the class for the first time a student will make a statement with a verbal warning and be put in his/her file and a copy sent to the parents.
4. Students shall use the compulsory study periods for serious study work and shall not cause distraction to other students during these periods;
5. Habitual absenteeism from lectures without a sound reason and permission from school management they shall lead to disciplinary action;
6. In all cases, absence from class shall not exceed one week consecutively, or three weeks in the academic year.
7. If a student is sick, found away from duty, class e.g. attending ceremonies at home, collecting balance fees or coming from leave late for a continuous period of 21 days, he/she will be required to make up for the period lost by being referred for six months.

PENALTY:A student who violates section 3.2 above shall be liable to verbal warning, written warning and thereafter shall be referred back 6 months.

3.3 Attending Clinical Practices.

1. Students shall attend clinical practice at stated hours
2. Habitual Absenteeism from clinical practice stations without a sound reason and permission from the ward in-charge/Principal shall lead to disciplinary action;
3. In all cases, absence during the clinical practice periods shall not exceed one week consecutively, or three weeks in an academic year.
4. Students’ performance during clinical practice shall be appraised periodically by the responsible officers and a written report shall be submitted to the Principal at the end of the student’s practice period in that ward/department;
5. A student who fails a specific clinical practice period once shall be allowed to repeat this period.

PENALTY:Failure to abide by the above rule, the student shall be referred back 6 months.

3.4 Examinations and progressive Assessment.

1. For all end of semester Examination; if a student fails 1/3 (one third) of papers shall re-sit them when next offered, and if more than one third he/she will be referred 6 months.
2. Students with continuous poor progressive test results shall eventually be discontinued;
3. A student must pass Hospital Final (mock) examination before sitting for State Final Examination;
4. The Parent/Guardian and/or Sponsor of each student shall be informed twice a year, in writing, of the student’s academic and clinical practice progress as well as examination results.
5. If a student fails one third or less (1/3) of examination papers offered at the end of the semester (progressive and summative) will be allowed to continue on probation progressive (PP) but will have to retake the examination failed when next offered. If a student fails more than (1/3) of the paper in a semester, this will lead to referral for six months or automatic disqualification from the programme.
6. If a student fails a course three times this will lead to automatic discontinuation from the programme.
7. All candidates must meet the requirement of at least 75% of contact hours per course of both practicum and lecturers and when this is not met the candidates shall repeat the course in question when next offered.
8. A candidate found guilty of any examination malpractice or gross professional misconduct shall be discontinued from the course.

3.5 Co-Curriculum Activities.

Each student shall actively participate in all schools’ co-curricular activities. In the event that a student has a justifiable reason to be exempted from specific activities, she/he can request the Principal Tutor/Sports Mistress for an exemption letter.

3.6 Chapel Services

Chapel Services will be carried out in the Hospital and/ or School or the church authorized by the school.

Preamble:-
Our school subscribes to the principles, core values, rights and practices. These shall be respected by all students. Special prayer times shall only be arranged by the school administration.

Students undertaking Nursing and Midwifery at Evelyn Health Training Institute  MUST attend all the services conducted in the Chapel every Sunday, and those carried out in other areas like OPD. Daily morning prayers at the School are compulsory.

Students shall not organize, or take part in, any religious or political movements that create any kind of disharmony in the school, hospital or hostel.

3.7 Transfers/Referral to Other Schools:

1. Once a student has been admitted, there will be no transfer to another Training School except in special circumstances i.e. medical, family and insecurity.
2. A student who is referred/transferred to our school shall present a letter of recommendation from the previous Health Training Institution;
3. Once a student is expelled from any of the Training School, he/she will not be re-admitted to any other Training School in accordance with the Ministry’s directive;
4. If a transferred student is found to have concealed an expulsion from his/her previous school this shall lead to instant expulsion from our Health Training Institution.
5. SCHOOL AND HOSPITAL

4.1 Routine Medical Examination and Treatment:

1. When a student falls sick, she should immediately notify the Tutor in-Charge/Warden/Nursing Officer on duty who will arrange for the student to be seen by a medical Officer. If any Student is given days off or admitted to the Hospital Ward, he/she must report to the In-Charge of her/his place of work Tutor, and warden in the Training school;
2. Students must also inform the tutors daily of their progress if they are sick off in the hostel:
3. The ward managers should inform the tutors the students’ progress at the ward;
4. The students are fully responsible for the payment of the following treatment: eye, dental, x-ray, scan, HIV test, male circumcisions, and emergency and planned operations.
5. On admission, all students shall be subjected to medical examination which shall be repeated during training whenever considered necessary by the Principal;
6. Students shall pay a maximum percentage of the costs for their medical/surgical treatment for each episode, during the training period, when treatment can be provided in the parent hospital.
7. Treatments: Laboratory investigations and tests must only be carried out on doctors’ prescription and under supervision of a qualified person.
8. No student is allowed to embalm bodies.
9. Student shall not be allowed to possess, or administer, any medicines that are not duly prescribed by authorized person. A breach of this rule shall result in a formal disciplinary measure;

4.2 Special medical cases.

Where a student suffers from serious medical problem i.e. epilepsy, chronic osteomyelitis, cardiac failure, frequent sickle cell attacks, etc., the school shall handle such cases with compassion in regular consultation with the parent and Doctors/Physician. Parents of such students will be required to pay for the extra medical bills or attention provided.

4.3 Wearing Uniform and General dress code

1. A student shall wear his/her complete, clean and tidy uniform during classroom, practice periods in the hospital and any other practicum sites, including flat heeled closed shoes (covered); black and brown.
2. Students shall not wear jewellery, tinted-hair, painted nails, and perfumes while in uniform and during practice periods. No student shall have artificial hair/extension and natural hair must be maintained short.
3. Putting on mini-skirts (skirts above the knees) is prohibited and a grave offence.

4.4 School /Hospital Property:

1. Students shall observe the rules and regulations of the school library, computer laboratory, and practical rooms;
2. Students shall not possess any medicines, or other medical supplies, or equipment that is not duly authorized by an authorized person. A breach of this rule shall result in a formal disciplinary measure;
3. Students shall protect all school and hospital property from damage or loss specifically property under their use;
4. Students shall never borrow school or hospital property without authorization from the administration;
5. Students shall return any allocated school/hospital property after finishing the course, or on dismissal.

NB:Lost or damaged property shall be replaced by the student.

4.5 Corruption and soliciting of money/bribes

No student is expected to ask for reward for services from patients and attendants in the Hospital.

4.6 Out of bounds and escape from school

1. The Hospital is out of bounds to all trainees except those on duty, study or when sick. Sick friends may be visited during official visiting hours only. Staff quarters and offices are also out of bounds.
2. No student is allowed to visit dormitory during duty hours whether in Hospital or School time.
3. Failure to abide with the above, further steps will be taken i.e. verbal warning if done for the first time, then 2^nd time, a written warning and a punishment.

4.7 Punctuality:Students should be punctual at all times. They should walk fast. They must report for duty to the in-charge/ office. Must get permission from their in-charge before they leave department for any purpose.

4.8. Disciplinary action

 All students are required to adhere to School rules and regulations during the entire time of their training

5. LEAVE AND ABSENCE.
6. a) Annual leave

Students shall be given an annual leave of 15-30 days once a year, If the progressive assessment and clinical practice assessment results indicate better performance. However, if there is need, a student shall be retained during his/her leave period for clinical practice for specified period.

1. b) Compassionate leave.

This shall be granted for serious illness or the death of a close relative, or in extremely justifying circumstances. This leave shall be granted after a written request to Administration by either the student or his/her Parent/Guardian.

1. c) Sickness and sick leave.
   1. Students who feel too ill to attend lectures, or clinical practice, shall report to the Guild Health Minister and tutor on duty for assistance. Sick leave shall only be granted by a designated medical officer.
   2. Severely ill students shall be hospitalized as prescribed by the Medical Officer in charge;

• A student who is ill for a period up to two consecutive months shall be referred back six months;

1. Any student who is ill for longer than two months shall be given opportunity to repeat the course.
2. d) Roll Calls.
3. All students must attend roll calls at 6:30 – 7:00a.m, and in the evening at 9:00p.m. However, spot roll calls will be conducted at any time.
4. Students on morning duty should appear for roll call and breakfast in uniforms

• A student found absent during a roll-call, without permission, or sound reason shall receive a written disciplinary warning, followed by a suspension and expulsion.

1. Any student who is found out of school without permission will be expelled.
2. e) Off Duty.
3. Students given off duty are allowed out of school from 8:00am till 5:00pm, but should seek permission. Special permission should be sought for and granted by the principal to those going beyond Mbarara and those who will have a night out. Students should not have this kind of permission for more than 10 times during the course of training.
4. Students are not allowed to leave the school/hospital premises when they have a night shift for clinical practice.

1. f) Sleeping Out.
2. Permission to sleep out shall be granted by the Principal after a written request by the student/parent/spouse or guardian whose names and photographs appear on the rules and regulations; and has to be forwarded to the office 1-2 days before that except in case of emergency.
3. Students, who have been out, shall report back in the Hostel before 6p.m and inform the person in charge (warden).
4. No student is allowed to attend or organize dances and parties within the school without permission from the Principal.
5. Failure to observe the above rule, the culprit will face the disciplinary committee for action.

PENALTY: Failure to abide by this, a student will be suspended for 2 weeks and if this is repeated, immediate expulsion.

1. g) HOSTEL AND RECREATIONAL AREAS:
2. General
3. All students shall be residents, unless a written specific permission to be a day student has been granted by the Principal;
4. Students shall keep their bedrooms clean and tidy and shall be responsible for the furniture and their personal belongs;

1. (a) . Every student shall be responsible for his/her valuable and personal property.

• (b) . Each student shall actively participate in keeping common rooms, bathrooms, toilets and the wash rooms of the hostel clean and tidy according to the instructions of the hostel warden.

PENALTY:Failures to abide by the above rules, a student shall lose residence in the hostel and automatically the vacancy in school.

1. Each student shall abide by the sanitation rules displayed in the washing and toilet areas;
2. Students shall tightly turn off water taps after use;
3. Students shall switch off lights in hostels, common rooms, classrooms, etc when not in use by 10:00pm.

• Washing shall be done in the specified washing areas but wet clothes shall be hung out in provided drying places;
• Ironing shall be done in the provided room and not in bedrooms;

1. Students shall not cook in the hostel rooms nor possess a stove of any kind;
2. Students shall observe silence after 10pm. During day time students shall observe silence to allow students on night shift to sleep.

PENALTY:Failure to abide by the above rules, a student shall lose residence in the hostel.

For water and electricity bills a student shall have to contribute towards the payment of the water bill if he/she violates the above rule.

1. h) Dining room
2. The school menu is mainly posho and beans and all students must feed on the same although at times where financial conditions allow a change in menu will be considered. No special diet will be provided unless ordered by the Medical Officer.
3. Students shall have their meals in the dining room and they shall observe good table manners;

iii. Students shall be observed to take their meals and teas according to the lecture/practice period roster and students have to be punctual at all meals.

1. The kitchen staff shall always provide drinking water as prescribed by the food ministers;
2. The warden/kitchen staff shall supply boiled water for evening tea.
3. Students shall not enter the kitchen without permission head cook/warden.

vii. Students shall address any concerns, or complaints regarding their food to responsible Minister or warden.

Meals times
viii. Breakfast and other meals will be served between the following times.

Breakfast 6.00 – 7:30 a.m.

Lunch 1:00 – 2:00 p.m.

Evening hot water 5.00 Pm – 6.00 pm

Supper 6.00pm – 7.00 pm

1. Where dining facilities are provided, meals should not be taken into the dormitories.

NOTE:Students are not allowed to give School food to their visitors at any time or place without permission.

Cooking in the Hostel

1. To avoid accidents, no student under all circumstances is allowed to cook from the hostel using any cooking appliances i.e. coil, stove, hot plate, kettle, etc.

Water and Electricity

1. Taps should be turned off after use
2. All lights in hostels, classrooms, and toilets must be off when not in use.

• Lights should be off at 10.00 pm in all classrooms and by 10.30 pm in all Dormitories.

8. By 8.00 am, all students should be out of their dormitories to their respective classes.
9. The use of electrical coils and suicidal cables is not allowed in the school because they can be a danger to the building and the student’s lives and property.

PENALTY:Any student found using such appliances will be suspended forthwith.

1. The utensils will be confiscated
2. He/she will contribute towards the payment of the Electricity bill.
3. A student shallalso pay a fine of exposing fellow students to danger.
4. The second time a student is caught in the same act; she/he shall face the disciplinary committee for action including but not limited to discontinuation.

COMMUNICATION

1. Phones
2. All students are NOT allowed to carry mobile phones to the wards or classes; if any student is caught using his/her phone while on the wards or classes will be suspended for 2 weeks.

1. A student shall only make, or receive, telephone calls outside class/practice hours;

iii. Any urgent message for the student from parent/guardian shall be addressed to school administration

Penalty:The phone shall be confiscated followed by a verbal warning and thereafter the student shall face the Disciplinary Committee for action if the habit is repeated.

1. Visitors:

Students shall be allowed to receive visitors only in the visitors’ room provided during visiting time i.e. 10.00 am to 12.00noon and 2.00pm to 6.30pm only on weekends. During week days permission must be sought from the school administration. School premises may be inspected by visitors after permission has been granted by the Tutor In-Charge. Students’ residential rooms are out of bounds to all visitors.

1. Official language
2. Students shall use the English language in all communications and examinations in school during class hours and practice periods.
3. Only while caring for patient(s) shall the student be allowed to use local languages;

iii. During recreation and time off students are free to use the language of their choice.

1. j) STUDENT COMPLAINTS AND GRIEVANCES.

The School recognizes that problems may arise within the school and hospital work environment. In our Health Training Institution serious complaints and grievances of staff and students are handled by the disciplinary committee.

Students are encouraged to bring forward serious complaints, or grievances, pertaining to the Training School, Hostel, and / or the Hospital Management, or concerning an individual staff member forwarded following the procedure prescribed here below:

1. First discuss the complaint/grievance with the class leader to establish whether an amicable solution can be reached;
2. If this attempt fails, the student shall discuss the complaint/grievance with his/her Tutor/Mentor, or Guild leaders.

• If Tutor/Mentor/Guild leaders cannot assist, or his/her attempt does not lead to a resolution, the student shall file a complaint/grievance in writing to the Principal clearly outlining the complaint/grievance.

1. The Principal shall invite the student to discuss the complaint/grievance.
2. If the complaint/grievance was solved during the discussion a note signed by the student shall be entered in the student’s file;
3. If the matter cannot be resolved through discussion the student may submit his original complaint/grievance report to the disciplinary mentioning the result of the discussion with the Principal.

• The disciplinary committee will investigate the complaint/grievance and hear all parties involved. When it has formed its opinion, it will propose the appropriate resolution to the student and the other party.

1. k) OFFENCES SUBJECT TO SERIOUS DISCIPLINARY MEASURES.

Pregnancy and Abortion

1. An unmarried student who is found pregnant shall be allowed in school until progressing is 7 months.
2. A student, who has been sent home due to a pregnancy, shall be re-admitted to the training course, after having nursed the baby for six months;
3. The same measures shall apply to male students found to be responsible for the pregnancy of a fellow student or any other female other than his wife.
4. No student shall attempt/encourage abortion. Abortion is a criminal act liable to prosecution. A student found guilty in this respect shall be expelled and reported to the police authorities.

9.2 Alcohol/Smoking/Drug Abuse:The use of alcohol, smoking or any other drug abuse, is strictly prohibited in the Hospital and the school. Students found using alcohol/drugs/tobacco shall be dismissed instantly.

9.3 Theft

Stealing of any property belonging to individuals or school shall lead to instant expulsion from the training school. The hospital, school authority has the right to call police to investigate all cases of theft.

9.4 Fighting

Fighting shall not be accepted within, or outside, the training school and Hospital premises. In case of conflicts, students shall take the matter up to with the appropriate authority the Principal

9.5 Sexual behaviour misconduct:
Sexual involvement with patients, their relatives, staff and fellow students will lead to immediate expulsion and/or legal prosecution.

10. DISCIPLINARY PROCEDURES AND REGULATIONS

In all cases mentioned in No. 9 other cases of evident misconduct, disobedience towards the above prescribes rules and regulations, as we as in cases of persistent poor progress in academics and clinical, the student shall be reported to the disciplinary Committee for action.

The Disciplinary committee shall investigate the matter and hear the reporting authority as we as the student to form an objective and independent opinion of the offence. When the Committee finds the student at fault it shall determine the disciplinary measure to be taken.

Depending on the offence, the disciplinary measure that the committee can impose on the student shall include:

• A verbal warning to a maximum of three, after which a written will be issued; following disciplinary action shall be taken;
•  Referral for a period of 6 months
• Suspension from school for 14 days
•  Expulsion from the training school
• Report to the police authorities

The disciplinary committee may decide to impose other measures as shall be decided by the disciplinary committee or school/hospital authority in line with the Ministry of Education guidelines.

11. CONSENT OF PARENT/GUARDIAN AND STUDENT TO THE RULES AND REGULATIONS

It is a pre-requisite for admission to the school that a copy of the above rules and regulations is signed by the student and his/her parents/guardian to confirm their agreement with these rules and regulations

A copy of the rules and regulations will be sent to the student together with the admission letter to enable him/her and the parents/guardians to study them. When the student reports to the Training School to start the course she/he shall and his/her parents or guardian be requested to sign a copy of

This document to indicate that they commit themselves to abide by these Rules and Regulations. The copy of consent to these rules shall be filed in the student’s personal file.

Welcome: The Board of Directors and Management of Evelyn Health Training Institute welcomes you and wishes you a smooth and successful professional Training.