1

Trainees have difficulty understanding Deanery and HEE (NHSE) being the same entity.

2

TPD / FTPD / GP Scheme manager are not normally discussing the impacts of LTFT on their training. E.g. impact on their CCT date and pay changes when having their initial discussion

3

A significant proportion of rejections due to trainees submitting applications outside published window. (See above table.)

4

Trainees having to reapply for LTFT following rejections, where they have applied outside HET window.

5

Trainees having to reapply for LTFT where rejection was due to insufficient supporting evidence despite being chased.

6

Approval emails are automatically sent to trainees except for Childcare reason where this is sent manually.

7

There is no SLA published to trainees currently in managing their expectations, but only internal to the HEE team on processing applications timeline.

8

The only determining factors and national guidelines available are for rejections where either there were insufficient supporting evidence/s for the LTFT category applied under.

The HET window is a Local Office arrangement and decision to reject applications under respective categories. (See approval processes)

9

The negotiation of work pattern not taking place until an approval received from HEE(NHSE).

10

There is currently no specific ETA/SLA by Head of Schools / Deputy Deans in providing a decision for an appeal where the application was rejected.There is no definite/defined process of Communication of HEE and Trust around Trainee Rotation planning, capacity planning and Post Funding.

Pre-application process

2

Some Trainees do not come to HEE LTFT Admin for guidance on LTFT process but go through the school or Lead employer who THEN contact HEE LO

Pre-application process

3

Some Trainees do not check website for information around LTFT but prefer to speak to colleagues, school or the LO

Pre-application process

4

Quite a number of forms to complete in this process

Application Process

1. he Return to Full Time Training Form

2. Post Reference Form

3. Approval Form -

4. E-Form

5. Eligibility Form-

5

Only the eligibility form is submitted online but all other forms are paper form and submitted via email

Application Process

6

Storage is something they need to look at. They have subfolders and spreadsheet to manage. It also go to TIS document section. Retention guideline is 6 years

Application Process

7

About 5% of trainee do not respond to emails in a timely manner

Application Process

Delays in response to emails from trainees. LO uses TIS email

8

Difficult to say what has really worked well in their process

Application Process

Process of comms not good enough. Trainee don’t do things in the right order. This is where study leave can help

9

Challenges of requesting for documentation because of confidentiality. The element of trust comes in. No clear rule in SOP

Application Process

10

Application window exceeds 2 weeks

Application Process

11

CCT date not mention in application

12

Complex appeal process

Approval

Dear Dr XXXX,

I’m pleased to inform you that your application has been approved to train at (Percentage) from (start date).

Your trust will be notified of your request to train LTFT via the trust portal. This will inform them of your placement and the number of sessions you are working at. You no longer need to submit a LTFT form upon each rotation, only if you wish to inform us of a change. The workforce team will also notify your Training Programme Director that you have been approved to train LTFT.

 Your tentative CCT date is XXXX and this will be ratified at your next ARCP.

Ensure that you have read the LTFT applicant guide and the frequently asked questions as these should address the majority of LTFT queries. If you wish to submit an enquiry, please do so by clicking into any of the LTFT FAQs and submitting an enquiry. We aim to respond to all enquiries within 5 working days.

Please note that Heath Education London and the South East is not an employer. Any issues you have with how your pay is calculated as a LTFT trainee should be submitted to the medical staffing department of your employing trust.

Rejection (insufficient evidence)

Dear Dr XXXX,

Thank you for submitting your application to train at Less Than Full Time.

Unfortunately you have not provided the supporting evidence with your request, and without this we are unable to proceed with your application. Therefore on this occasion we have had to close your application down.

A reminder that if you apply under caring responsibilities, health or disability you must supply a letter of support, dated within the last 3 months, from your GP or Occupational Medicine at your current Trust, recommending that you train at LTFT.

Please submit a new application with the evidence requested and we will proceed with your request. If we do not receive a new LTFT application from you with the evidence required, we will assume you no longer wish to train LTFT.

Kind regards,

Rejection – application not made within window

Dear Dr XXXX,

Thank you for submitting your application to train at Less Than Full Time.

All applications made under the criteria listed below, must be made within the LTFT Application Windows so your application has been rejected at this time. A reminder that these windows are according to the month/s you rotate.

• Welfare and wellbeing

• Unique opportunities

• Religious commitment

• Non-medical development

• Flexibility for training and career development

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If you wish to reapply please resubmit your application during the appropriate date range above.

Rejection- include appeal procedure

Dear Dr NAME,

Thank you for submitting your application to train at Less Than Full Time.

Unfortunately your application has been rejected for the following reasons XXXXX

If you wish to appeal this decision please submit a ticket via the portal outlining your reasons why and this will be revied by your Head of School.

Kind regards,