Student Streamlining Scheme FAQ

Q1

What is the Student Streamlining Process?

The Student Streamlining scheme is an all-Wales programme that matches final year nursing, midwifery and operating department practitioner pre-registration students in specific fields to suitable roles within NHS Wales Health Boards and Trusts.

It opens in the final year of training before courses completed. It involves several phases and runs for several months.

All suitable roles for newly qualified students are advertised on the matching scheme website with additional roles added as they become available.

The number and location of roles available each year reflect workforce requirements and service needs across NHS Wales as identified by Health Boards.

Students complete just one application form selecting up to four preferred roles. Recruiting managers review and rank applications, and an allocation is made using a matching algorithm based on both student preferences and manager rankings.

If a student is not allocated a role through the Matching phase, they will be supported through the Additional allocation phase (previously known as Escalation Process), a further matching and support stage reviewing any additional opportunities available.

The Student Streamlining scheme is delivered in partnership between the NHS Wales Health Boards, Health Education and Improvement Wales (HEIW) and NHS Wales Shared Services Partnership (NWSSP) to support coordinated and sustainable workforce planning across Wales.

Q2

Who is the Student Streamlining Scheme open to?

Currently, this scheme is for students studying in the following Universities in Wales. The number and type of roles available each year reflect workforce requirements to meet service needs and are confirmed by Health Boards and Trusts.

• Aberystwyth University
• Bangor University
• Cardiff University
• Swansea University
• University of South Wales
• Wrexham University

All graduating students who wish to apply for roles within NHS Wales Health Boards and Trusts must apply via the Student Streamlining scheme, using the NHS Wales Student Hub (this is the website where the application and matching take place).

Students should contact the NWSSP Student Streamlining team if they see a role they believe is suitable but not advertised on the Student Hub website. The Team will liaise with the relevant organisation to confirm whether the role is appropriate for newly qualified professionals and, if so, arrange for it to be added to the scheme.

Q3

What are the aims of the Streamlining Process?

There are three main aims:

1. To place the right graduates, with the right values and skills in services where they are most needed at the time they are needed.
2. To provide enhanced opportunities for graduates to stay and work in Wales upon graduation
3. To create an environment within NHS Wales whereby graduates feel aligned with NHS Wales and supported to build their careers in Wales

Q4

Do you have a website?

Yes, more information can be found via the below link: Student Streamlining Scheme - NHS Wales Shared Services Partnership

Q5

What are your contact details?

To contact the Student Streamlining team please use one of the email addresses below, if a call back is required that can then be arranged.

Depending on the field of study, there are 2 inboxes students can email their queries to:

Nursing & ODP’s Email Address:

NWSSP.StudentStreamlining.Enquiries@wales.nhs.uk

Midwifery Email Address: NWSSP.MidwiferyStudentStreamlining.Enquiries@wales.nhs.uk

Q6

When do students receive an email informing them to log into the Student Streamlining website?

Students will receive an email approximately six months before their expected qualification date, inviting them to log into the Student Hub website.

This email includes login instructions and guidance for students who are non-bursary or returning from a deferred cohort.

Q7

What does the Streamlining process involve?

The Streamlining Scheme opens in the final year of training before courses complete. It involves several phases and runs for several months.

Students who have not registered for an account can register via the following link - Registration | NHSStudents

Once you have created an account, you will then be asked to enter your course information, such as university, field of study and course start/end date, to ensure you are added to the correct cohort.

When the Streamlining Scheme opens, students must complete an application form including:

1. Demographic and monitoring information
2. Placement history details
3. Five value based questions (maximum 300 words each)
4. A personal statement section with a maximum word count of 800 words.

Students can view roles, rank roles and ‘favourite’ them by using the heart function. Students can ‘favourite’ as many roles as they like but are only able to apply up to 4. If a student has ranked 4 roles but wishes to change the role ranking, they can toggle the roles up and down to change the order of the rankings. Students can remove roles they have selected by clicking the delete button and then add any new ones if they wish.

In order to apply, at least 1 role needs to be ranked. Students will receive reminder emails while the scheme is open if their application has not yet been submitted.

Students can amend their application as many times as they wish whilst the scheme is open, however, no changes can be made once the application deadline has passed.

Q8

What roles will be available for me to apply for?

All roles suitable for newly qualified students within NHS Wales are provided by the health boards to the Student Streamlining team and advertised through the Student Hub website.

Students should not apply for newly qualified roles via NHS Jobs, Trac (NHS recruitment platform) or Health Board jobs boards. All suitable roles will be advertised through the Student Streamlining scheme.

Roles listed on NHS Jobs or Trac often require an immediate start date or previous experience, meaning they may not be appropriate for newly qualified students.

The following roles are not included within the Student Streamlining scheme:

• GP Practice Nurses
• Private sector roles
• Local authorities and nursing homes
• Roles outside Wales
• Roles requiring previous experience

If you see a role that you believe is suitable for newly qualified students but is not advertised on the Student Hub website, you should contact the NWSSP Student Streamlining team. They will liaise with the relevant Health Board to confirm whether the role is appropriate and, if so, arrange for it to be added to the scheme.

It is possible that additional roles may be added while the process is open. If new suitable roles are identified, they will be uploaded to the website and students will be notified by email. If a role is withdrawn, students who selected that role will be informed and advised to review their preferences.

Students interested in roles outside the parameters of Student Streamlining (for example in general practice, care homes, local authorities, voluntary organisations, or other healthcare providers) may explore those opportunities separately. However, students receiving an NHS Wales bursary must inform both the NWSSP Student Streamlining team and the HEIW Bursary Team at HEIW.Bursary@wales.nhs.uk before accepting a role outside the Student Streamlining. A conditional offer in writing should be obtained before opting out of Student Streamlining.

Role numbers are determined by Health Boards based on service need and workforce planning requirements.

We understand that preferred location and speciality are important to many students. Some areas, particularly parts of South Wales, have higher demand than available roles, which is important to consider when applying.

Your first role as a qualified professional offer a valuable opportunity to consolidate learning and build confidence through preceptorship. Many graduates then move into their preferred location or specialty within a short time of starting employment.

Q9

When does the organisation receive a student’s application form?

Once the deadline for student applications has closed, the Student Hub  website is then open for Recruiting Managers to log in, review the students who have applied for their role(s) and complete and submit their student rankings.

Managers are only able to view their own roles and have no visibility of other roles in their Health Board or any other Health Board. Managers are advised to shortlist ALL suitable students regardless of how many roles they have advertised. If a recruiting manager deems a student not suitable for a role, they must provide a valid reason.

Q10

Will the Recruiting Manager consider a student’s degree results?

Your degree classification does not affect the Streamlining process.

Results are only relevant if your expected graduation date changes (for example due to make-up time or delayed completion). In this case, you must inform the NWSSP Streamlining Team and the recruiting manager, as this may affect your ability to take up the role.

Q11

Will a Recruiting Manager shortlist a student if their role was a student’s fourth choice?

Recruiting Managers are not made aware of student preferences and in which order they have chosen to rank the roles. Recruiting Managers will not know which other roles students have selected and can only view applications for their own roles.

Q12

How many roles can students apply for?

Students can apply to a maximum of four roles. Students must select at least one role in order to submit their application.

We understand that preferred location and speciality are important to many students. Some areas - particularly parts of South Wales, have higher demand than available roles, which is important to consider when applying.

Q13

Do students have to select roles in the Health Boards where they have carried out placements?

Students are encouraged to consider opportunities across NHS Wales and select roles in locations where they would genuinely be willing to work in their first qualified role.

First roles as a qualified professional offer a valuable opportunity to consolidate learning and build confidence through preceptorship. Many graduates then move into their preferred location or specialty within a short time of starting employment.

Q14

How do I reset my password?

If a student or recruiting manager needs to reset their password, they can use the ‘forgot password’ link which will give directions on how to reset it:

Forgot Password | NHSStudents

Q15

Can a student change their application after the application date closes?

No. Once the application deadline has passed, the system closes to students and opens to recruiting managers for shortlisting. Changes cannot be made after this point.

If you encounter technical difficulties when applying during the allocated timeframe, please contact the Student Streamlining team at the earliest opportunity, who will be able to assist you.

Q16

How does the allocation work?

The Matching scheme uses an automated algorithm that considers:

• Your ranked preferences
• Recruiting manager shortlisting decisions
• Interview outcomes (where applicable)

The weighting of the algorithm is 2:1 in favour of the student’s preference, meaning your ranking choices carry greater influence than the recruiting manager’s ranking.

For example, if you are the strongest candidate for both your first and second choice roles, you would be allocated to your first-choice role.

Once allocations have been confirmed, the Student Streamlining team will notify you via the Student Hub website. There is no further action required from you at this stage until you are invited to begin pre-employment checks.

If you are not allocated a role through the initial match, or if you have mitigating circumstances that affect your allocated position, you will be supported through an Additional allocation phase.

For students progressing through this Additional allocation phase, details will be uploaded to Trac so that the NWSSP Recruitment team can issue conditional offer letters and begin pre-employment checks.

Q17

Will I be allocated to a position I don’t want?

The Student Hub encourages students to select a maximum of four preferences; however, we recommend that you only select roles where you would genuinely be willing to work as your first role after qualification.

Students who decline their allocated role will enter the Additional allocation phase. Once declined, the original allocated role cannot be reinstated.

First roles as a qualified professional offer a valuable opportunity to consolidate learning and build confidence through preceptorship. Many graduates then move into their preferred location or specialty within a short time of starting employment.

Q18

What organisations and key contacts are included in Streamlining?

Nursing & ODP

Midwifery

Q19

Can a student get help with their application?

Students must complete their application using their own words and personal reflections.

The application form is designed to assess your individual values, experiences, and suitability for practice. Please do not use AI to complete your application.

Universities may provide guidance and support, but responses must be your own original work.

If concerns arise about the authenticity of an application, this may be discussed with the relevant university.

Q20

What if a student has a holiday or time off booked after their education?

If a student is planning to take time out before they begin employment in their allocated position, the Streamlining Team and the future Line Manager both must be informed to ensure they are aware and agree to a delayed start date.*

*Please note these arrangements are at the discretion of the Health Board/Line Manager.

Q21

Who is the Key Contact for the NHS Wales Bursary?

A dedicated web page is on the Health Education and Improvement Wales (HEIW) site where all information, forms and updates are held.

https://heiw.nhs.wales/education-and-training/undergraduate-education-for-health-professionals/nhs-bursary/

The bursary team have a dedicated inbox for enquiries, queries, and requests; HEIW.bursary@wales.nhs.uk

Q22

Who is responsible for what within the Student Streamlining scheme

• Health Education and Improvement Wales (HEIW) commissions education and workforce supply.
• NHS Wales Shared Services (NWSSP) manages delivery of the Student Streamlining process.
• NHS Wales Health Boards determine role numbers based on service need.

All partners work collaboratively to provide clear and timely information to students.