FAQs

The Deanery team are frequently asked lots of questions including (but not limited to!) CCT dates, ARCPs, OOP, acceleration so we wanted to share some “myth busting’ facts with you to try and relieve any anxieties and minimise email traffic generally.

Rotation planning
1. We always ask what a doctor in training (DiT) would like for their next rotation as we really believe that you should be encouraged to mould your career as a paediatrician to your skills, interests, and future plans. We try our absolute hardest to accommodate these wishes, but it is not always possible because:
   a. You may need to complete a specific rotation for your training to meet the curriculum competencies.
   b. Another DiT needs to do that rotation due to their training needs (e.g., sub-specialty, previously known as GRID, must take priority when allocating rotations).
   c. Balancing the staffing needs for all units across the region. We cannot fill one unit and leave another empty. This would be unfair, unsafe and would lead to the rotation being questioned by the Associate Dean (AD) who would ask for changes to be made.

2. We would love to give you a 12-month rotation, but this has pit falls. Due to people going OOP (see below) whether for research, parental leave, sickness, or other valid reasons, you risk then leaving one unit very under-staffed. If you then move one DiT to fill a gap, the whole Rubik’s cube unravels ... sometimes it is easier to do this than others depending on where you are in your training or if you have specific needs.

3. It would be extremely helpful if you return the preferencing forms by the deadline. We too have a timeline to meet, and unfortunately if you miss the deadline to return your forms, we are unable to consider your request for specific placements.

4. If you have a change in circumstance or feel that you would qualify for consideration of OOP less than 6 months prior to the rotation start due to exceptional circumstances, please email your TPD to discuss this. We have and will continue to support trainees who have required a last-minute change of post.

5. A CCT date can only be moved within an ARCP panel. If you are requesting to accelerate a CCT date, we need an AD present on the panel, otherwise an ARCP panel can move CCT dates e.g. as a result due to all types of OOPs, incorrect Maths etc.

LTFT training
Lots of doctors choose to train less than full time for a variety of valid reasons. Recently we have seen a trend in people training at 80%, but assuming they can progress at 100%. It is worth noting that 80% means 80%, particularly with Progress Plus. Those on LTFT (including 80%) are no longer automatically eligible to progress at 100% and would need to request acceleration prior to their ARCPs, which would then be decided by the panel. The final decision on whether a trainee is granted acceleration is made by the Associate Dean who must be present at the ARCP.

DiTs can alter the percentage they train at. However, it is worth remembering:
  1. We require 16 weeks’ notice before the start date of the rotation during which you wish to go LTFT (rather than the date you wish to start your LTFT training). Requests need to be signed by your ES and TPD before being forwarded to the LTFT team who will then seek the approval of an Associate Dean. The final decision rests with the AD.
 2. Applications may be considered outside of this time period for exceptional circumstances, but evidence of Medical HR (not the rota coordinator) approval will be required. It is the responsibility of the DiT to seek this. This is to ensure the Trust can absorb the financial implications and the rota has space to accommodate the DiT.
  3. We are not required to say yes if you ask to increase your percentage.
  4. You need to submit an application if you wish to become LTFT or to change percentage, including returning to full time training.
  5. LTFT Applications are now online so the TPD and ES cannot sign the form, but the DiT needs to have emailed their TPD & ES to discuss LTFT training. The Programme Manager will review the applications with the TPD (that way, the TPD has sight of the application even if the DiT does not seek permission first).
Link to application - https://wessex.hee.nhs.uk/trainee-information/trainee-journey/less-than-fulltime-training/ 

 Parental leave:
You will need to inform your ES, TPD, HR department within your current Trust and the Deanery team that you are going on parental leave. The Deanery team will need to know your last working day and approximately how long you plan to take off. We recognise that timing of parental leave is not always exact, particularly for the partner who may be taking time off after the baby has arrived.

For those that are taking the two weeks off after the baby is born, the Deanery do not need to know about it but they will need to declare this TOOT on the Form R and the specific time off is for discussion with the employing Trust. If this doctor intends to take more than approximately one month off, the Deanery team would need to be informed. We would like to refer you to our website regarding Return to Training. You will need to complete one form before you go on parental leave and one prior to returning. The forms can be downloaded from our website: https://wessex.hee.nhs.uk/trainee-information/trainee-journey/supported-return-totraining/ .

It is worth remembering that if you wish to return LTFT following parental leave, you must apply 16 weeks before the start of the new rotation, not when you wish to return. During your Parental Leave you will have a “Not Assessed” ARCP, where we only request a Form R via TIS Self Service, which you also need to upload to Kaizen. The accreditation team will email you nearer the time. Your Trust will be able to help you with working out what accrued annual leave you will have. Once you know this and your return date is confirmed, please email the Deanery team.

Rules around acceleration
Whilst the RCPCH talk about “competency” based training rather than time-based training, the ultimate decision to accelerate a DiT and move their Certificate of Completion of Training (CCT) is a local decision made by the ARCP panel, in conjunction with an Associate Dean. Trainees need to demonstrate they are working at an exceptional level to be considered for acceleration. This is shown through evidence in their portfolio, MSFs and supervisor’s reports +/-CSAC report for sub-specialty.

It is highly unlikely that a trainee would be accelerated if they only complete the minimum required Written January 2024 WPBAs for their level of training. Evidence on ePortfolio needs to be robust, in-depth across multiple domains and from various sources. WPBAs and reflections need to be of a higher level and complexity than the trainee is currently working. Please note, DiTs will not routinely be allowed to move their CCT in their last year of training.

 Out of Programme
Wessex has always been extremely supportive of DiT stepping off the training pathway for other experiences. These include for research (“OOPR”), training (“OOPT”), experience (“OOPE”), career break (“OOPC”) or pause (OOPP). The important thing to remember is to discuss with your Educational Supervisor and Training Programme Director early (more than 6 months in advance) as things need planning.

To make it fair for everyone, the Deanery will not accept OOP applications less than 6 months prior to the planned OOP start date, unless there are exceptional circumstances. Remember:
1. Any OOP that you want to count towards your training has to be approved prospectively i.e., before you go.
2. DiT will not be allowed OOP in their final year of training except for exceptional reasons.
3. All requests are signed off by your TPD. Final approval is given by an Associate Dean.
4. You need to have an ARCP whilst you’re OOP.
5. We ask for your applications 6 months before you are due to start OOP.

Link to OOP application - https://wessex.hee.nhs.uk/trainee-information/trainee-journey/out-ofprogramme/ 

All evidence whilst on OOP will be considered at the next ARCP before the DiT is due to re-enter training. This includes completing the “reflection of work outside of training” document (https://wessex.hee.nhs.uk/accreditation-and-revalidation/arcp/) and regular (six monthly) ES and/or CS reports.

ARCPs
ARCP (Annual Review of Competence Progression) is the process whereby NHS England (formerly Health Education England) tell the GMC that you are a safe doctor, and that you are progressing as expected with the RCPCH curriculum. Key to this process is the Form R as this informs your revalidation process i.e., we tell the GMC that you are a safe doctor. When you are post-CCT, revalidation happens every 5 years and involves a lot of paperwork, including colleague multisource feedback and up to 50 anonymous patient/parent feedback reports. This is to allow your “Responsible Officer” (usually the Chief Medical Officer for the Trust you are employed by) to tell the GMC you are a safe practitioner. The Form R does this for you when you are in training. This is why it is so important.No form R= no revalidation= letters from the GMC.

 We plan to hold ARCPs 4 times a year. This is more flexible than a lot of other deaneries that only hold them twice a year. Every ARCP panel is chaired by the HoS or one of the TPDs. Other panel members are Consultants who have undergone appropriate training. An Associate Dean needs to be present if we need to move a CCT date, either due to acceleration requests or due to the trainee receiving any outcome other than 1,5, 6 or 0, or if there are other potential issues that require their expertise. Occasionally an external representative from the College may be present for quality control purposes.

10% of ARCP panels will have a Lay Advisor (a non-medical person) to ensure due process is being followed. The period assessed in an ARCP would be from the last ARCP to the date of the current ARCP, regardless of training period. An ARCP should be an unbiased process, which means the Panel go on what is in your portfolio- gone are the days of “I work with them, they’re really good it’s fine”. To this end, we ensure that none of trainee’s ES/CS for the period being assessed are part of the panel for that trainee’s ARCP. This is why we ask you to engage with the ePortfolio and upload evidence.

So, what do you need to do?

• Assessments as per the RCPCH assessment table 
  
• An Educational Supervisor Report for ARCP, uploaded at least 2 weeks before the date of your ARCP.
  
• Form R:this needs to be completed on TSS (Trainee Self Service) and needs to be uploaded to your ePortfolio in case there is no administrator available during the ARCP, otherwise the Panel will not be able to see the Form R. It would be helpful if this could be saved as “Form R [month and year of ARCP]” e.g. Form R July 2024.
  
• Evidence of linking to your portfolio learning outcomes for your level of training
  
•  Evidence of reflection
  

This needs to be done in a timely manner and well in advance of the date so that everything is ready, and the process goes smoothly. If you are having difficulty in accumulating any of the above evidence or in getting a completed ES/CS report, please approach your TPD for advice. We are here to help you achieve the best outcome from your training. No trainee should have to face difficulties in proving their learning.

What do the numbers for outcomes mean? Every Doctor in Training should know what outcome they are expecting from ARCP before it happens i.e., there should be no surprises! ARCP outcomes: 

• Outcome 1: Achieving progress and the development of competences at the expected rate.
  
• Outcome 2: Development of specific competences required – additional training time not required.
  
• Outcome 3: Inadequate progress by the trainee – additional training time required.
  
• Outcome 4: Released from training programme with or without specified competences.
  
• Outcome 5: Incomplete evidence presented – additional training time may be required.
  
• Outcome 6: Gained all the required competencies for completion of training.
  
• Outcome 0: Not assessed: This is given due to sick leave, out of programme or on parental leave.
  

​Outcomes 2,3 and 4 can not only affect your training, but could impact on you wanting to go OOP, apply for sub-specialty training (“GRID”) or apply for an inter-deanery transfer. We are trying to minimise the number of Outcome 5s we issue (as per national guidelines). An Outcome 5 is avoidable and with appropriate planning i.e., uploading appropriate documentation in advance, should not be necessary. Repeated failures to submit a Form R will result in an outcome 2.