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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Professional Registration and Revalidation Support Policy

1. Purpose

The purpose of this policy is to provide clear guidance and structured support to all registered nurses working for {{org_field_name}} regarding the maintenance of professional registration and revalidation requirements as stipulated by the Nursing and Midwifery Council (NMC) and other applicable professional regulators. This policy outlines how the agency will assist nurses to remain compliant with their statutory professional obligations, maintain continuous registration, and meet revalidation requirements while working on temporary assignments.

The maintenance of professional registration and successful completion of the NMC’s revalidation process are fundamental to public protection, safe staffing, professional accountability, and compliance with the Nursing and Midwifery Council’s registration and revalidation requirements. As an employment business supplying temporary registered nurses, {{org_field_name}} will also carry out appropriate suitability, qualification, identity, right-to-work, reference, safeguarding and role-specific compliance checks in line with the Employment Agencies Act 1973, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, the Agency Workers Regulations 2010, the Immigration, Asylum and Nationality Act 2006, UK GDPR, the Data Protection Act 2018, and other applicable legislation.

2. Scope

This policy applies to:

• All registered nurses employed or engaged by {{org_field_name}} on zero-hours, bank, or temporary contracts
• The Director and administrative staff responsible for managing compliance, placements, and training
• Any temporary or contracted workers in roles requiring statutory registration with the NMC or other relevant professional bodies

This policy applies to all work undertaken by agency nurses within client organisations, including but not limited to care homes, nursing homes, and other health and social care settings.

This policy applies where {{org_field_name}} acts as an employment business or temporary staffing agency supplying registered nurses to hirers. {{org_field_name}} does not provide, direct, supervise, manage, or control regulated care to service users and does not act as the provider of nursing care or personal care. Responsibility for the day-to-day direction, supervision, clinical governance, care planning, risk assessment and delivery of regulated care remains with the client organisation, unless expressly agreed otherwise in writing and supported by any required regulatory registration.

3. Related Policies

• Recruitment Policy
• Training and Development Policy
• Supervision and Appraisal Policy
• Complaints Policy
• Code of Conduct
• Incident and Accident Reporting Policy
• Recruitment, Selection and Safer Recruitment Policy
• Right to Work Policy
• DBS and Criminal Record Checks Policy
• Safeguarding Adults and Children Policy
• Agency Worker Rights Policy
• Working Time and Holiday Pay Policy
• Data Protection and Confidentiality Policy
• Health and Safety Policy
• Modern Slavery and Labour Exploitation Policy
• Whistleblowing Policy
• Disciplinary Policy
• Fitness to Practise Referral Policy

4. Policy Statement

{{org_field_name}} is committed to ensuring that all registered nurses maintain valid, active NMC registration at all times during their employment. We recognise that professional registration and revalidation are critical components of the regulatory framework for ensuring public safety and high standards of care. We will provide practical, administrative, and pastoral support to help our staff meet their registration and revalidation obligations. The Director will ensure that no nurse is placed on assignment unless they have valid NMC registration and are compliant with revalidation requirements.

The agency will work in line with the NMC Code, NMC revalidation guidance, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, the Agency Workers Regulations 2010, relevant safeguarding and DBS requirements, right-to-work legislation, data protection law, and applicable client contractual requirements. Where {{org_field_name}} only supplies registered nurses to a client organisation and does not direct, supervise, or provide the regulated activity itself, it does not act as a CQC-registered provider of regulated care.

5. Responsibilities

Director

The Director, as the responsible individual for governance and quality assurance, will:

• Monitor the registration status of all nurses employed or engaged by {{org_field_name}}
• Maintain an up-to-date register of nurses’ NMC PINs and expiry dates
• Check nurses’ registration status prior to placement and on an ongoing basis using the NMC’s online register
• Check the NMC register before first placement, before any placement following a break in engagement, and at least quarterly thereafter, including any conditions of practice, cautions, interim orders, suspension, expiry, lapse, or removal from the register.
• Retain evidence of the date, time, method and outcome of each NMC registration check.
• Confirm that the nurse’s qualifications, experience, training, professional registration and any role-specific competence match the requirements provided by the hirer before introducing or supplying the nurse for an assignment.
• Obtain and record sufficient information from the hirer about the role, location, duties, required qualifications, experience, working time, known health and safety risks, safeguarding expectations, and any mandatory training or compliance requirements before placing a nurse.
• Notify the hirer promptly where {{org_field_name}} receives information suggesting that a nurse may be unsuitable for a role, subject to confidentiality, data protection and safeguarding requirements.
• Ensure workers are not charged prohibited work-finding fees.
• Support nurses with information, guidance, and access to professional development resources to meet revalidation requirements
• Ensure that expired registrations are identified promptly and that affected nurses are removed from the duty roster until reinstated
• Take immediate action if a nurse is subject to an NMC Fitness to Practise referral or sanction
• Facilitate access to reflective practice opportunities through supervision and appraisal
• Oversee the annual audit of professional registration records and revalidation support activities

All Registered Nurses

All registered nurses working for {{org_field_name}} are responsible for:

• Maintaining their NMC registration in accordance with NMC requirements
• Paying their annual retention fee and completing the revalidation process within specified deadlines
• Providing {{org_field_name}} with accurate and up-to-date registration information
• Immediately notifying {{org_field_name}} of any change in registration status, restrictions, or NMC proceedings
• Immediately notify {{org_field_name}} of any NMC condition of practice, caution, interim order, suspension, lapse, removal, investigation, referral, employer restriction, police matter, safeguarding concern, DBS update, barred list status issue, or other matter that may affect suitability for work.
• Provide accurate information about qualifications, employment history, training, right to work, professional indemnity or insurance arrangements where applicable, and any restrictions on practice.
• Work only within their professional competence, NMC scope of practice, assignment instructions, and the policies and procedures of the client organisation.
• Comply with working time, rest break, infection prevention, safeguarding, medicines management, confidentiality, incident reporting and health and safety requirements at each placement.
• Engaging in ongoing professional development to meet revalidation requirements
• Participating in agency supervision, appraisal, and reflective learning activities

6. NMC Revalidation Requirements

The NMC requires all registered nurses, midwives and nursing associates to revalidate every three years to maintain registration. For the purposes of this policy, the main group covered is registered nurses supplied by {{org_field_name}}.

The requirements for revalidation include:

• 450 hours of registered practice over three years (900 hours for dual registration)
• 35 hours of Continuing Professional Development (CPD), including 20 hours of participatory learning
• Five pieces of practice-related feedback
• Five written reflective accounts
• One reflective discussion with another NMC-registered nurse
• Completion of a health and character declaration
• Confirmation from a confirmer who can verify that all revalidation requirements have been met

{{org_field_name}} expects all nurses to familiarise themselves fully with NMC guidance on revalidation and seek agency support where needed.

Nurses are responsible for submitting their revalidation application through their NMC Online account by the NMC deadline. The online revalidation application normally opens 60 days before the revalidation application date. {{org_field_name}} may support nurses with evidence, reflective practice opportunities and confirmation where appropriate, but the legal and professional responsibility for maintaining registration remains with the nurse.

Practice hours must be relevant to the nurse’s current scope of practice and must be hours in which the nurse relies on their nursing skills, knowledge and experience. CPD must be relevant to the nurse’s scope of practice and must include at least 35 hours over the three-year period, of which at least 20 hours must include participatory learning.

7. Agency Support for Professional Registration and Revalidation

Registration Checks

• {{org_field_name}} will verify the NMC registration status of all nurses prior to commencement of employment
• Registration status will be checked before first placement, before reactivation after any break in engagement, following any notification of a concern, and at least quarterly thereafter. The check must include whether the nurse is currently registered, the registration type, expiry or renewal date, any conditions of practice, cautions, interim orders, suspension, lapse, removal, or other restriction shown on the NMC register.
• Evidence of each check must include the nurse’s full name, NMC PIN, date of birth or other identifier where needed to confirm identity, date and time of check, name of the person completing the check, outcome of the check, and any action taken.
• Any registration found to be expired, suspended, or restricted will result in immediate removal from duty pending resolution

Revalidation Support

• The Director will provide nurses with information on how to access NMC guidance, forms, and templates for revalidation
• Nurses will be offered regular supervision sessions which can contribute towards reflective practice
• Supervision and appraisal records will be made available to nurses to support their reflective accounts and revalidation portfolio
• The Director or another suitable person may act as confirmer only where they are appropriate under NMC guidance, have reviewed the nurse’s revalidation evidence, and can confirm that the nurse has demonstrated that the revalidation requirements have been met. The confirmer must not confirm evidence they have not seen and must record the confirmation using the NMC process or template where required.
• Staff will have access to a named contact at {{org_field_name}} for advice regarding revalidation evidence, documentation, or processes
• Training opportunities to support CPD will be promoted and, where possible, made available directly by the agency

7.1 Agency Conduct and Suitability Checks
{{org_field_name}} will comply with the Employment Agencies Act 1973 and the Conduct of Employment Agencies and Employment Businesses Regulations 2003 when introducing or supplying registered nurses to hirers. Before supplying a nurse to a client organisation, {{org_field_name}} will take reasonable steps to confirm the nurse’s identity, right to work, professional registration, qualifications, training, experience, employment history, references, suitability and any role-specific compliance requirements notified by the hirer.

Where the role involves working with children, adults at risk, patients or other vulnerable persons, {{org_field_name}} will obtain appropriate references and carry out appropriate safeguarding checks, including DBS and barred list checks where the role is eligible and the legal threshold is met.

{{org_field_name}} will obtain sufficient information from the hirer about the assignment before placing a nurse, including the nature of the work, location, start date, expected duration, hours, pay, required qualifications, experience, training, known health and safety risks, safeguarding requirements, and any client-specific induction or mandatory training.

If {{org_field_name}} becomes aware of information suggesting that a nurse may be unsuitable for an assignment, the Director will assess the information promptly, take appropriate action, and notify the hirer where required and lawful to do so.

7.2 Right to Work Checks

{{org_field_name}} will complete a compliant right-to-work check before any nurse or temporary worker starts work. Checks will be carried out using the appropriate method permitted at the time of the check, which may include a manual document check, the Home Office online right-to-work checking service, or an approved digital identity verification route where applicable.

Evidence of the check will be retained securely, including the date of the check, the identity of the person who completed it, the documents or online profile checked, and any restrictions on the type of work the individual is permitted to undertake. Where a worker has time-limited permission to work, {{org_field_name}} will diarise and complete follow-up checks before the permission expires.

A nurse or worker must not be supplied to a client unless {{org_field_name}} has confirmed that they have the legal right to undertake the work in question. Right-to-work checks will be carried out fairly and consistently, without discrimination on the basis of nationality, race, ethnicity, accent, appearance, or any other protected characteristic.

7.3 DBS, Barred List and Safeguarding Checks

Before supplying a nurse to any role involving patients, children, adults at risk, or regulated activity, {{org_field_name}} will assess the appropriate level of DBS check and barred list check according to the duties of the role and current DBS eligibility guidance.

Where a role is regulated activity with adults, {{org_field_name}} may request an Enhanced DBS check with an Adults’ Barred List check. Where a role is regulated activity with children, {{org_field_name}} may request the appropriate Enhanced DBS check with Children’s Barred List check. Barred list checks will only be requested where the role is legally eligible.

No nurse will be supplied into a role requiring a barred list check if they are barred from undertaking that activity. Any positive DBS disclosure, safeguarding concern, criminal record information, or fitness to practise concern will be risk assessed by the Director before placement, taking account of the nature of the role, relevance of the information, time elapsed, pattern of behaviour, explanation provided, client requirements, safeguarding risk, and legal restrictions.

DBS and criminal record information will be handled securely, confidentially, proportionately and in line with the Rehabilitation of Offenders Act 1974, the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975, the Police Act 1997, the Safeguarding Vulnerable Groups Act 2006, UK GDPR and the Data Protection Act 2018.

7.4 Agency Worker Rights and Working Conditions

{{org_field_name}} will comply with the Agency Workers Regulations 2010 and will work with hirers to ensure agency workers receive applicable day-one rights and equal treatment rights after the qualifying period. From the first day of an assignment, agency workers must be given access to relevant collective facilities and amenities and information about relevant vacancies with the hirer, subject to lawful exceptions.

After 12 calendar weeks in the same role with the same hirer, an eligible agency worker is entitled to equal treatment in relation to basic working and employment conditions as if they had been recruited directly by the hirer, including relevant pay, duration of working time, night work, rest periods, rest breaks and annual leave.

{{org_field_name}} will request the necessary information from the hirer to assess Agency Workers Regulations compliance and will maintain records of assignment dates, roles, hirers, breaks between assignments, pay rates, working time and holiday entitlement.

8. CPD and Reflective Practice

{{org_field_name}} will:

• Provide opportunities for nurses to attend mandatory and specialist training courses
• Record all training undertaken by agency staff on individual training records
• Encourage staff to engage in additional CPD opportunities available externally
• Facilitate reflective practice through supervision, appraisal, and debriefing following incidents
• Support staff in recording reflection to contribute towards their revalidation portfolios

CPD and reflective practice records created or held by {{org_field_name}} must be factual, accurate and limited to what is necessary for professional development, revalidation support, supervision, appraisal, governance and legal compliance. Reflective accounts must not include identifiable patient, service user, colleague or client information unless there is a lawful basis and it is necessary and proportionate to do so.

9. Fitness to Practise

If a nurse working for {{org_field_name}} is referred to the NMC’s Fitness to Practise process, becomes subject to an interim order, condition of practice, caution, suspension, removal, police investigation, safeguarding investigation, employer restriction, or any other matter that may affect safe practice or suitability for assignment, the Director must be informed immediately.

The agency will:

• Review the case confidentially and sensitively
• Take appropriate action, which may include suspension from assignments
• Cooperate fully with any investigations
• Review the outcome of the proceedings and determine the suitability of the staff member for continued placement
• Support the nurse through the process while maintaining public safety as the priority

The Director will check the NMC register, review any available information, consider whether the nurse can safely continue in any assignment, and notify the hirer where necessary and lawful. Where there is an immediate risk to patients, service users, staff, the public, or the integrity of an investigation, the nurse will be removed from assignments pending review.

Where the concern indicates a potential safeguarding risk, professional misconduct, dishonesty, unsafe practice, serious clinical error, abuse, neglect, exploitation, or breach of professional standards, {{org_field_name}} will consider whether a referral is required to the NMC, DBS, local authority safeguarding team, police, client organisation, or other relevant body.

10. Managing Non-Compliance

In cases where a nurse fails to:

• Maintain NMC registration
• Provide or maintain valid right-to-work evidence
• Provide required DBS, barred list, reference, qualification, training or suitability information
• Comply with assignment restrictions, NMC conditions of practice, or client safety requirements
• Notify the agency of a safeguarding, criminal, professional, immigration, health, or conduct matter relevant to suitability for work
• Comply with working time, rest break, confidentiality, incident reporting, medicines management or health and safety requirements
• Complete revalidation
• Notify the agency of a change in status
• Cooperate with revalidation or registration requirements
  The Director will:
• Immediately remove the nurse from all duty allocations
• Investigate the situation in line with the Disciplinary Policy
• Support the nurse in resolving the issue where possible
• Refer to safeguarding authorities or the NMC where appropriate

Where non-compliance relates to expired registration, suspension, removal, lack of right to work, barred status, or a legal restriction on practice, the nurse will not be supplied to any assignment until the matter has been resolved and verified. Where the issue cannot be resolved, or where continued engagement would present an unacceptable risk, {{org_field_name}} may terminate the engagement in accordance with the relevant contract and applicable law.

11. Record Keeping

{{org_field_name}} will maintain comprehensive, up-to-date records of:

• NMC PINs, registration status, registration expiry dates, renewal dates and revalidation dates
• Evidence of NMC register checks, including the date, time, checker and outcome
• Any NMC conditions, cautions, restrictions, interim orders, suspensions, lapses, removals or fitness to practise information relevant to suitability
• Identity checks, right-to-work checks and follow-up check dates
• Qualifications, employment history, references, training, competence and role-specific compliance evidence
• DBS certificate information, barred list check outcomes where legally eligible, risk assessments and safeguarding decisions
• Training and CPD completed through or notified to the agency
• Supervision, appraisal, reflective practice and revalidation support records
• Assignment details, hirer requirements, working time, pay, holiday and Agency Workers Regulations information
• Health and safety information received from hirers and any action taken
• Incidents, complaints, concerns, investigations, referrals and outcomes

Records will be held securely and accessed only by authorised personnel in line with UK GDPR, the Data Protection Act 2018, the agency’s privacy notice, retention schedule and data protection policies. Special category data and criminal offence data, including health information, DBS information and safeguarding information, will be processed only where there is a lawful basis and an applicable condition for processing. Records will not be retained for longer than necessary.

12. Training

All newly recruited nurses will receive information on this policy during induction. Ongoing training will cover:

• NMC registration and revalidation requirements
• Record-keeping and reflective practice
• CPD opportunities available internally and externally
• The agency’s supervision and appraisal framework
• Agency Conduct Regulations and suitability checks
• Agency Workers Regulations and equal treatment requirements
• Right-to-work checks and prevention of illegal working
• DBS eligibility, barred list checks and safer recruitment
• Safeguarding adults and children
• Data protection, confidentiality and handling DBS/NMC information
• Health and safety responsibilities for agency placements
• Modern slavery, labour exploitation and whistleblowing
• Working time, rest breaks, holiday entitlement and fatigue management

Additional targeted support will be provided for nurses approaching their revalidation dates.

13. Communication and Support

The Director will ensure that:

• All registered nurses receive reminders regarding revalidation deadlines at least 6 months in advance
• Individual support is available where a nurse is struggling to meet requirements
• Open communication is encouraged, enabling nurses to discuss concerns about revalidation or registration without fear of judgement
• The agency works collaboratively with client organisations to facilitate supervision and reflection opportunities where possible

{{org_field_name}} will communicate clearly with nurses about their professional registration obligations, revalidation deadlines, assignment requirements, pay, working time, holiday entitlement, right-to-work requirements, DBS requirements, safeguarding responsibilities and the consequences of failing to maintain compliance.

{{org_field_name}} will also communicate with hirers to obtain the information needed to confirm suitability for assignments, including role requirements, health and safety risks, safeguarding requirements, working time arrangements, pay information and any information needed to assess Agency Workers Regulations compliance.

14. Director’s Oversight

The Director will have full responsibility for ensuring:

• The policy is implemented effectively across the agency
• Registration checks and revalidation support systems are maintained and reviewed regularly
• Incident trends, including lapses in registration, failure to revalidate, expired right-to-work evidence, DBS or safeguarding concerns, suitability issues, complaints, client feedback, working time concerns and fitness to practise matters, are reviewed as part of the agency’s quality assurance and compliance governance arrangements.
• Monitor updates from the NMC, GOV.UK, DBS, Home Office, ICO, CQC registration guidance where relevant, ACAS and the Fair Work Agency to ensure the agency’s policies and checks remain up to date.
• Findings are used to improve training, supervision, and policy implementation

15. Policy Review

This policy will be reviewed at least every 12 months, or sooner where there are changes to NMC requirements, employment agency legislation, Agency Workers Regulations guidance, right-to-work rules, DBS or safeguarding requirements, data protection law, working time or pay legislation, Fair Work Agency enforcement arrangements, or the agency’s operating model. The review will be conducted by the Director of {{org_field_name}} and recorded with the review date, reviewer name, changes made and next review date.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.