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This purpose of this page is to capture the process/es currently in place for putting a need on trainees to have signed what is known today as a “Training Agreement” that is required by HEE/Four Nations to be in place ahead of PGDiT beginning their training. PGDiT are accountable ultimately to the GMC. Dentists are dealt with separately in line with GDC and their Guide. It aims to answer a number of questions and validate assumptions in order to establish the context of the problem a “Training agreement” solves along with the needs and the users or stakeholders involved.
10/10: This is referred to as “Conditions of Joining a Specialty Training Programme” in the GMC Gold Guide
https://www.copmed.org.uk/images/docs/gold_guide_8th_-guide-9th-edition/GG8_GG9 Appendix _ 2 _ - _ Conditions _ of _joining_a_specialty_training_programme.docxJoing a Medical Training Programme.docx
Older Versions:
https://www.copmed.org.uk/gold-guide/
Background
3.41 All trainees (including those in a locum appointment for training (LAT) post) must register with the appropriate Postgraduate Dean at the time that they commence their training programme by obtaining and returning Form R (GG9 Appendix 1) or the Scottish Online Appraisal Resource (SOAR). (GMC Gold Guide 9th Edition, 3rd August 2022)
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This is referred to as “Conditions of Joining a Specialty Training Programme ”
10/10: This is referred to as “Conditions of Joining a Specialty Training Programme” (Appendix 2)
Problem Statement (to validate)
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So that we can verify and share this information with internal/external parties if any issues arise during their training that requires this to be checked formally.
10/10: The Gold Guide mentions that it has to be completed on joining. Business managers have mentioned that it needs to be completed annually, but we need to review how we do this in the future with some flexibility for some programmes to have more than one.
Working Group
TIS Trainee Self-service: Ashley Ransoo Nazia AKHTAR James Harris john o Kavitha.Shankar john o
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No. | Question/Assumption | Comments |
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1 | Is the Training Agreement also referred to as the Educational agreement (as per GMC Gold Guide)? | No. See above Background section updated. 10/10: This is referred to as “Conditions of Joining a Specialty Training Programme” (Appendix 2) in the Gold Guide. Consensus is to stick to the Gold Guide’s wording and future comms to align/refer to this definition. Educational Agreement is a separate agreement required for each placement which set out the plan for their actual training. |
2 | Which parties are involved in this "agreement"? Is is between the PGDiT and their Educational/clinical supervisors or both? between the PGDiT and the Local Office? Or between PGDiT and their employer/trust/Postgraduate Dean, TPDs etc.? Or who else with? The sample EoE agreement implies an agreement between trainee and Postgraduate Dean; the Gold Guide text saying that it “should be the basis of all educational review discussions” (with educational supervisor?). | SW: An agreement between the PGDiT and their Postgraduate Dean. They cannot train without it. |
3 | What is the purpose of the Training Agreement? What problem/s does it solve? Is the purpose answered in the above Gold Guide text? Or do you think it is also being used to solve additional LO issues e.g. providing a valid email address etc. | To hold the trainee accountable to a set of conditions on their behaviour and conduct. (Gold’s Guide definition) |
4 | Is it required per training programme or per placement or anything else? The Gold Guide paragraph mentions “for each training placement” for an educational agreement. | Per Programme with the flexibility to have it more than 1 time for some programmes. * |
5 | When is it required to be completed by the PGDiT? | Prior to starting their programme. |
6 | Is it required by both Specialty and Foundation trainees? The Gold Guide paragraph mentions “based on the requirements of the curriculum for the foundation or specialty training” for an Educational Agreement. | Yes. Foundation trainees (F1 & F2 Standalones) do it on Horus. The title of the agreement is slightly different. https://supporthorus.hee.nhs.uk/video-tutorials/foundation-doctors/#1326 |
7 | Is there one required for Dental Trainees? | Yes, a different form as required by the GDC Dental Gold Guide. |
8 | When completed, where/who does this go to? | It is stored against trainees records (e.g. JISC online surveys, word document, PDFs. |
9 | Who needs to have visibility of this agreement following submission? Gold Guide says that it “should be the basis of all educational review discussions” which seems to imply visibility for clinical supervisors and LOs perhaps? | Deans and delegates can access the documents. There is no requirement to be sharing it more widely. There is no counter signatories. |
10 | Who reviews it? | No one currently. There is nothing to check in the contents of it but only to see who has and hasn’t completed one. |
11 | How is a PGDiT/Appointees notified of a Training Agreement being required to be submitted/completed by them? | Notified via email with a link or method to complete. Local Office comms. |
12 | How long is the training agreement maintained? | For the whole duration of the programme. Refer to National TIS Retention Policy. Validity of which is for the duration of the programme. Changes that take place in between does not invalidate the submission. |
13 | How is it currently submitted in the Local offices? | Digitally. |
14 | Is it currently used by all Local Offices? | Yes. |
15 | What are the issues with the current way/s it is actually submitted? |
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16 | Is the same process followed in all 13 Local Offices? | Different processes and methods by LO’s although there is a national version of the form. |
17 | Is there a national process and therefore a national version of the form? If not, what are the differences and why? | Different processes and methods by LO’s although there is a national version of the form. |
18 | How is it ensured that the PGDiT are meeting those statements/clauses they are signing up for? e.g. at ARCP, Revalidation etc... | All interactions and opportunities with trainees (ARCP, Revalidation, etc.) |
19 | What happens if a PGDiT does not meet (breach) with any of those clauses/statements outlined on the agreement? | Depending on severity, they are reminded of, it could lead to suspension or their license removed, and removed from training. There is a reporting process (differs by LOs). |
20 | Can a PGDiT commence training without having the Training Agreement signed? is this verified by anyone at commencement of their training? | Yes. |
21 | Is the Training agreement looked at or has a dependency on any other Local or national processes/panel, e.g. ARCP, Revalidation onboarding, at rotation etc.? | No dependency. |
22 | What’s the impact of not submitting or late submission? | Historically obtaining NTN. Not anymore as it’s just an assigned number on the day the programme starts. Trainees can get it themselves. |
24 | What kind of support is there in the Local Offices to manage existing processes? Is this sustainable? |
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25 | Could the Training Agreement requirement be met other than by signing a form? |
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26 | When does a Postgraduate Dean/Delegate need to see a signed Conditions of Joining? |
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27 | What interactions would a Postgraduate Dean/Delegate have with a Trainee where one has not been signed? |
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28 | What are the issues Postgraduate Deans/Delegates experience with trainees not having signed a COJ and how could the process be made less burdensome for them in the future? |
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