In a teaching and training environment, as in other areas of life, not everyone hits it off. However, we all must be mindful of our own perspectives and behaviours (and that we may have unconscious biases) and try to maintain an effective professional and working relationship in all circumstances. If the situation in which you are supervising the student is a team effort, this will be easier as you will have the option of discussing this with team members and focusing more on other students or the types of tasks which require less direct contact with this student. In worst case scenarios, alternative placement arrangements may need to be made, however contacting the organisation who is arranging the placements early if problems arise can often lead to a successful resolution. 

As the primary day-to-day contact for the student, it is important that you are able to be open, honest and constructive with them about performance. Being clear on what you expect and explaining what elements of their work are not meeting this often helps learners to address concerns. To help you with this you may wish to seek additional training in giving valuable feedback.

Where you are in an employment relationship with the learner, you may also wish to invoke company processes for performance management.

Sometimes these issues will bring to light other matters, such as undisclosed family or health issues, or disabilities. It is important, whatever the issue, that matters are resolved in a way that protects patients as well as you, your students and the practice. It may be necessary to seek advice from, and communicate with, the other parties involved in the student's  education, or other professional organisations. This is likely to require the student’s consent unless you believe that they or another person is at risk of harm. Serious matters, such as criminal activity or falsifying patient records may require referral to the GOC in relation to Fitness to train.

If a student fails an assessment, there may be opportunities for them to be reassessed during the term of their work-based placement. If there were significant circumstances that impacted their performance during assessment, then they need to contact the assessment provider and follow the relevant process to ensure this is taken account of. It is important that they review any feedback provided on all assessments (even when passed), and work with you to develop in the ways suggested. Your employer may also offer access to additional training to prepare for assessment and reassessment. Education provider, ABDO and College (for CLiP) staff will also be following the progress of and supporting students (via the CLiP portal, Optometry Manchester tracking system or TURAS e-portfolio for the FTY) and via learning days, offering the opportunity for remedial clinical training or catch-up sessions delivered by the university if necessary.

Students who are employed have the same rights as other employees under the law, including workplace accommodations where needed. Students will be encouraged to collaborate with employers to ensure their workplace needs are met, but it is up to them to decide what they wish to declare in relation to this.

If the education provider has been made aware of disabilities that require reasonable adjustments to the assessment process, you will be made aware of any modifications to the assessment requirements (e.g. additional time) in advance, but this will normally only be in relation to assessment.

The impact of this will depend on the circumstances and primarily on the size of the practice and supervising team. It will be easier to deal with in a situation where a student is shared between sites or is being supervised by a team. In the case of students who are supervised by one person in a single, small practice, alternative placement arrangements for the student may need to be sourced. Although this would not be your responsibility, it is important to ensure you let the relevant organisation know as soon as possible so they can support the student in making alternative arrangements.

The major sector medical malpractice and legal defence insurances all cover you for supervising (including for any harm caused by a student under your supervision) provided you meet common sense requirements for supervision as this is part of the normal optometrist or dispensing optician role. It is good practice however to confirm in writing with your employer that appropriate cover is in place before you take on a supervising role. This may also be a requirement of the placement contract your employer has entered.

It should not as major sector insurances all recognise that supervising is a normal part of practice and that occasionally things go wrong in any clinical situation. However, provided you have behaved reasonably, as most supervising optometrists and dispensing opticians would, this should not affect your future cover. The insurers receive very few claims against supervisors about students under their supervision.