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ACE Nursing Student Information. Steph Harris Senior Recruitment Consultant, ACE


Academic year: 2021

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ACE Nursing

Student Information

Steph Harris



• What is ACE?

• Why ACE?

• Objectives and Outcomes

• Information Sources

• Eligibility Criteria

• Overview – Application Process

• Application process

– Registering

– What documents you need

– Preferencing your Employer and Practice Setting Specialties – Requesting References

– What happens after applications close

• Interviews

• Selection Criteria

• References

• ACE Match algorithm

• End of Year 2015 Timeline


What is ACE?




hoice of



ACE is the ONLY way to apply for a Nurse Entry to Practice (NETP)

or Nurse Entry to Specialist Practice (NESP – Mental Health &

Addictions) graduate training programme in NZ

ACE is a single application tool that allows graduate nurses

throughout the country to submit 1 application which is then

disseminated to up to 3 employers that you have indicated you

would most prefer to work with.

Note that you can apply to both NETP and/or NESP through the ACE process

ACE is tried and tested. The ACE system has been in place for

RMOs for the last 13 years and has now been operating for nursing

graduates since November 2012, successfully running through six

intakes so far.


ACE Achievements to date

• Eliminated wasted work whereby applicants were applying to multiple employers. You now submit 1 application that is disseminated to up to 3 employers.

• Eliminated wasted work whereby employers were sending multiple offers. Now employers send 1 offer and can be confident that the applicant is likely to accept because it is always going to be an employer the applicant has expressed an interest in working at, and it is the only offer the applicant will receive.

• Because ACE uses a set of nationally agreed criteria against which all

nursing applicants can be compared, ACE provides a nationally consistent and fair process for all applicants.

• ACE fills all NETP and NESP vacancies in a single round.

• ACE provides useful data regarding the movements of our graduates, which can be used for future workforce planning and development.


Information Sources

Kiwi Health Jobs Website


Applicant Guide – this is your

ACE Bible!

Nursing ACE Facebook Page

Contact the ACE Centre:

– 0800 223 236


ACE Application Process:

Eligibility Criteria

To be eligible applicants must meet the following basic criteria before

applying through the ACE system:

Be a New Zealand Citizen or have

Formal New Zealand



Be in the final year of a Bachelor of Nursing degree approved by the

Nursing Council of New Zealand as leading to registration as a

registered nurse OR Be awarded a Bachelor of Nursing degree

approved by the Nursing Council of New Zealand as leading to

registration as a registered nurse, no longer than

24 months


starting on the NETP/NESP programme


have not practised as a registered nurse for longer than six months

before starting on the NETP/NESP programme


Overview – Application Stage

• You have 4 weeks to submit your application from the day the application portal

opens. This includes submitting your; CV, cover letter (s), residency documents, transcript, and references etc.

Be Prepared, 4 weeks is not a long time. Start preparing your CV and cover letters now in preparation for when the application portal opens.

• Remember to ensure ACE has your up to date contact details AND postal address at

all times. If you need to update this outside of the 4 week application process, email

me at nursingace@kiwihealthjobs.com

• You will rank up to 3 employers in order of preference. You must rank a minimum of 1

Employer, maximum of 3. You will also rank up to 3 preferences of practice setting.

• The ACE Consultant will review your application documents and references to create

a ranking score for each applicant.

• Once we’ve scored your application, we send a list of all your completed applications

ONLY to the employers you have ranked. So all applicants are sent to employers


Overview - Screening & Interview


• Employers have 6 weeks to review your applications, interview and shortlist. They create a list of ranked applicants, ranking you in preference order. • Employers then send us their lists of ranked applicants and their number of

available positions and ACE performs the Match.

• Once the Match is complete and an audit has been completed we send match results to employers.

• Employers then allocate the matched candidates to their vacancies. This is when they will determine what practice setting you are allocated to.

• All successful and unsuccessful applicants will be informed at the same time and this will be AFTER the state finals on Wednesday 18th November.


ACE Application Process

• Go to http://nursingace.kiwihealthjobs.com to register.

• ACE serves as the application portal in exactly the same way as a standard

recruitment application would be made via Seek.

• As the applicant, you will set up a log-in on the ACE application site and complete a

series of application forms. This includes submitting the following documents:

– CV & Cover Letter(s) – Residency documents – OFFICIAL transcript

– Health & criminal history declarations

• You will then nominate up to 3 employers and up to 3 Practice Settings (specialties)

in preference order.

• You will also nominate two referees; 1 from a Clinical Tutor and 1 from your Nurse


Requesting References

• Make sure you’ve OK’d it with your referees BEFORE you send the ACE electronic reference request

• Nominate your 2 references one at a time:

• Once submitted, you will see in your referees page that the status under that referees name now says “Completed on __/__/__”.


Uploading Documents

Certified Documents:



– These must be requested from your education provider and remember, these can take up to 2 weeks to process, so get in early!

– Year 2 and 3 required, upload the same document twice if all results are combined in the same document.

Residency Documents

– EVERYONE must upload proof of citizenship/residency.

Other Documents:


– This is your chance to STAND OUT!

Cover Letter(s)

– You must submit a minimum of 1 Cover Letter, but you have the option of writing separate cover letters for each employer you rank.


Selecting your preferences

Choosing 3 employers – Select minimum 1, maximum 3

You are able to change your employer preferences up until the Match date.

• All employers participate in the End of Year intakes, only 9-12 participate in the


Choosing 3 Practice Settings – Select minimum 1, maximum 3

After applications close you will not be able to change these preferences.

• Remember you can apply to both NETP and NESP programmes through ACE

• You can apply for Primary Care, Aged Residential Care and Community Care

positions through ACE

• Remember: If interested in any subspecialties or if interested in a VLCA position, remember to mention this in your cover letter!



The aim of the ACE game is to get this checklist to show as



After Applications Close

• Following the closure of the portal ACE creates an Excel spreadsheet listing all the applicants who ranked each employer as one of their preferred ones.

– Note that you will only be included in this spreadsheet if your application was

Complete at application close time (5pm 8th September 2015)

• ACE then generates a “ranked score” by assessing your application against the nationally agreed criteria and adds this score to the excel spreadsheet. • ACE then sends this spreadsheet to ONLY employers you had ranked as a


Remember. employers do not know where you ranked them. It is a BLIND match.

• employers then review your application together with Primary Care, Aged Residential Care and Community Care facilities etc and create short lists based on their own local criteria and processes.


DHB Interviews

• Applicants who meet the locally applied criteria are interviewed and employers can then use their own interview or assessment process to determine which graduates to employ from each of these sub sets. • Please note Not Everyone will be interviewed.

• If you are not interviewed please do not call the ACE Consultant to ask why. They do not have this information. The ACE Consultant is not privy to the shortlist of applicants. This is an employer process.

• employers confirm their selections & rankings of applicants back to ACE along with a confirmed number of vacancies.

• Remember, you have right up until November 2nd, 9am to change the order


Current Selection Criteria

• Current ACE selection criteria:

– References (max 70 points each)

– Fit to practice – references (max 5 points) – Would you employ – references (0 points) – Grades (3 points)

– Scholarship (3 points)

Overall score out of 151 points (converted into a percentage)


ACE Scoring of References

• We use a standardised reference check form.

• Questions are divided into the 4 RN competencies (professional

responsibility, management of nursing care, interpersonal relationship and inter-professional) and these questions were constructed by the DON’s

• Each question is graded on a likert scale of 1 – 5 across nationally agreed

ratings of performance for a “3rd year student”

1 2 3 4 5 N/O

Professional responsibility

Professional knowledge (knowledge of professional responsibilities, policy, legal aspects understanding of RN role)

Reliability (demonstrates punctuality, reliability, honesty, fulfils obligations, meets deadlines)

Self-awareness (accurate assessment of own skills & knowledge and actively seeks feedback & assistance to improve)

Work organisation (organises and prioritises nursing practice in an effective manner, works under pressure)

Willingness to learn ( self directed learner, able to pick up new technical and nursing practice skills )


ACE Match

• ACE then (using an iterative algorithm ) provides a single National “Match”

The Match algorithm operates based on the following principles:

1. The employer ranking of applicants takes highest priority.

This way, the employer’s highest ranked applicants have the best chance of being matched to a position.

2. The applicant’s employer preference takes second priority.

This way, if an employer prefers an applicant, the algorithm favours the applicants choice of employer from 1st to 2nd to 3rd.

3. The algorithm will only match applicants employers preferred for NESP positions to NESP positions and applicants employers preferred for NETP positions to NETP positions.

This way only applicants that the employers preferred for NESP can be matched to NESP positions. Please note applicants who rank Mental Health and Addictions as their 1st choice practice setting have the best chance of being considered for NESP positions.

4. Each applicant can only be matched to 1 employer/Position

(this has not changed from the previous process).

• ACE subsequently informs employers which of their ranked applicants they’ve

been matched to, and the employers then subsequently, match those graduates to their vacancies or graduate programmes.

• Employers send out offers knowing that applicants will only be receiving their offer.

Applicants accept the offer because the employer making the offer is always one that they have expressed their preference to work at.


ACE algorithm

How it works…

Applicant A Applicant B Applicant C Applicant D

Hospital 1 Hospital 2 Hospital 1 Hospital 2

Hospital 2 Hospital 3 Hospital 3 Hospital 3

Hospital 3 Hospital 1 Hospital 2

Hospital 1 Hospital 2 Hospital 3

(2 positions) (1 position) (1 position)

Applicant B Applicant B Applicant C

Applicant A Applicant A Applicant B

Applicant C Applicant C Applicant A

Applicant D

The red line indicates the “quota boundary”. Applicants ranked above the red line who have

also ranked the hospital as their first

preference will be matched to that hospital and be taken out of the matching pool.

Applicants A and B have been matched to their

1st preferred employers, Hospitals 1 and 2


Applicant C has been matched to their 2nd

preferred DHB, Hospital 3.

Applicant D was not matched and hospital 1 has an unfilled position..


Post-Offer: What happens next

What to do if successfully matched:

– Receive notification email from ACE – Receive offer letter from employer

– Go back to employer with acceptance/decline

– Start work on Programme Start Date (January 2016)

What to do if not initially matched:

– Receive notification email from ACE

– Go on to talent pool sent to all employers

– Email your “expressions of interest” to employers

– Submit updated CVs, Cover Letters or Practice Setting preferences direct to the NETP/NESP coordinator(s)

– If still eligible – re-apply in next intake (see Kiwi Health Jobs website for information on next intake application dates)


End of Year 2015 Timeline

Applications open on ACE

website Wednesday 12th August

ACE to update and make live the front-end application process to allow students to start applying online

Applications Close Tuesday 8th September 4 weeks for applications to be received by the ACE centre.

ACE applicants sent out to

employers. Friday 18th September

ACE has 1 and a half weeks to create lists for each employer of those applicants who have nominated them as one of their 4 preferred employers. Short-listing and interviewing

process starts Monday 21st September

employers have 6 weeks to complete interviews and make their selections to rank

Nursing Interviews finish and number of hires and applicant rankings made via ACE

administration website Friday 30th October

employers log-in to ACE and input their selections in order of preference and their final number of Graduates to be hired. Applicants have until Monday 2 November 9:00am to change their employer preferences. ACE starts Match process

Match and Audit Completed

From Monday 2nd November to Friday 13th


ACE has 2 weeks to audit employer input and conduct the electronic match. ACE then responds to employers with the graduates from their preference list have been matched to.

Nursing ACE match completed

and sent to employers From 6th November Send employers matched candidate list

Nursing State exams Tuesday 17th November This timeline proposes to send out offers 1 day after the state exam.

Nursing Offers sent out to

successful graduates Wednesday 18th November

The employers have 8 working days from Monday 9th November through to Wednesday 18 November to match their actual new-hires to current

vacancies. Once that is completed all employers construct offers and dispatch directly to their new-hires on Wednesday 18 November. On the same day, ACE will also advise all applicants (both successful and unsuccessful). If you haven’t received this email by 2.00pm, contact the ACE centre.

Students accept offers Wednesday 25th November

Successful graduates have 1 week to accept or reject offers and respond to the employers




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