This guide outlines a structured approach for managing situations where a Practice-Based Learning, (PrBL) experience (placement) is at risk of being cancelled. This document provides a solution-focused, consistent approach for placement providers and HEIs to manage this risk. 

This guide supports the AHP Practice-based learning partnership agreements between NHS health boards and Higher Education Institutes, (HEIs). However, the principles described can be applied in any placement setting across health, social care and 3rd sector. 

The term ‘cancellation’ is when an AHP pre-registration PrBL experience (placement) has been confirmed to be provided by a practice education provider and then the offer is withdrawn by either the placement provider or HEI.  The placement then does not take place.

Within the context of the AHP PrBL partnership agreements between NHS Scotland health boards and the HEIs, if a placement is re-scheduled by the placement provider, in agreement with the HEI, within the same academic year, then this is not considered a cancellation.

A placement requires to satisfy the needs of the placement provider, HEI and student.

It is important to highlight that PrBL experiences (placements) may be cancelled by the HEI at short notice. Maintaining confidentiality prevents the HEI from sharing more information at an earlier stage.

Examples of short notice PrBL (placement) cancellations could include but are not limited to

• a change in a student’s circumstances
• a student’s physical or mental health
• a student’s academic performance

HEIs appreciate this can be challenging for practice educators and aim to ensure prompt and timely communication with practice education providers regarding the proposed cancellation.

Potential impact of cancellation by practice education placement providers

• Significant financial detriment to the student, particularly where non-refundable travel, accommodation, or relocation costs have already been incurred, with limited or no opportunity for recovery.
• Delays in achieving required placement hours, potentially impacting progression or programme completion
• Increased anxiety, stress, and uncertainty for the student
• Disruption to personal circumstances, including childcare, employment, and caring responsibilities
• Additional pressure on universities and placement teams to identify and secure suitable alternative placements at short notice

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