Less Than Full Time (LTFT) Training

Transcription

1 Less Than Full Time (LTFT) Training Trainee Applicant Guide June 2015 Version 1

2 Contents Introduction 3 Types of LTFT Training 3 Useful Links/Further Reading 3 Training Durations and Calculating Training Time 4 Application Process 4 Flowchart 5 Step 1: Eligibility 6 Completing the Eligibility Form & Supporting Documentation 6 Submitting the Eligibility Form 7 Confirming Eligibility 8 Appeals Process 8 Step 2: Approval 8 Completing the Approval Form 8 Submitting the Approval Form 10 Confirming Approval 10 Changes and ending LTFT Training 10 Additional Information 11 Academics 11 Annual Leave 11 ARCPs/RITAs 11 Extensions 11 Grace Period 11 LATs 11 Maternity Leave 11 On-Call Commitments 11 Out of Programme (OOPs) 12 Study Leave 12 Undertaking other work while LTFT Training 12 Contacting Educational Resources 12 2

3 Introduction The purpose of LTFT is to keep doctors and dentists in education and training where fulltime training is not practical for well-founded individual reasons. LTFT trainees must meet the same requirements in specialty and general practice training as full-time trainees. The only difference is the possibility of limiting participation of medical activities due to the number of hours worked per week (Gold Guide: section 6.52). Essentially, LTFT and fulltime trainees follow the same curriculum and will have the same requirements for completion of training. If you intend to apply for LTFT training you should begin the process no later than 8 weeks before the commencement of your anticipated post to ensure that all the necessary approvals and funding arrangements are in place before you begin your proposed placement. It is highly unlikely that funding will be made available retrospectively. Types of LTFT Training There are three types: Slot Shares Two or more LTFT trainees work in the same department, sharing a full-time post. Each trainee may work between 50-80% whole time equivalent (WTE). A slot share is different to a traditional job share arrangement as the trainees can overlap shifts dependent on business needs. Reduced Sessions A trainee is placed in full-time post but is working only between 50-80% whole time equivalent (WTE). Supernumerary A trainee is in a placement which is in addition to the usual complement of training placements in a Trust. A trainee can only be placed into a Supernumerary placement if all other educationally approved posts are already allocated to trainees. Any trainee placed in a supernumerary placement will be required to apply for educational approval. Useful Links/Further Reading This Guide should be read in conjunction with: A Reference Guide for Postgraduate Specialty Training in the UK (the Gold Guide ) Equitable pay for flexible medical training 3

4 Training Durations and Calculating Training Time Whole Time Equivalent (WTE) % Sessions 6 Months 12 Months 18 Months 24 Months 30 Months 36 Months 50% 5 sessions a week = 6 months per year 60% 6 sessions a week = 7.2 months in each year 12 months 24 months 36 months 48 months 30 months 72 months 10 months 20 months 30 months 40 months 50 months 60 months 70% 7 sessions a week = 8.4 months in a year 8.5 months 17 months 25.5 months 34 months 42.5 months 51 months 80% 8 sessions a week = 9.6 months in each year 7.5 months 15 months 22.5 months 30 months 37.5 months 45 months Application Process Health Education South London (formerly London Deanery) Educational Resources Team processes applications from trainees of all grades and specialties (with the exception of Public Health & Primary Care GP Trainees) working in London. Before applying for LTFT you need to contact the following to discuss your intention to train LTFT: Type GP Specialty Trainees Foundation Trainees Specialty Trainees Contact Please contact the GP LTFT Advisor (GPLTFT@southlondon.hee.nhs.uk) Further information is available on the website: Please contact your Foundation School. Please contact your Training Programme Director. 4

5 Flowchart Discuss your intention to work LTFT with your Training Programme Director/GP LTFT Advisor/Foundation School. This should also include a discussion on your proposed LTFT timetable. You should try and do this as early as possible, no later than 14 weeks before your proposed placement is due to commence. Complete and submit an eligibility form & supporting documentation to educational resources. You should try and submit your eligibility as early as possible, no later than 12 weeks before your proposed placement is due to commence. Educational resources will assess your eligibility and notify you of the outcome by within 5 working days of receipt of your application. If: Eligible, complete (incl. signatures) & submit an approval form to educational resources. If you are applying for a Supernumerary post you will also need to complete a Form 19a educational approval form, a copy of CV & timetable. You should try and submit your approval form as early as possible once your placement has been confirmed, no later than 8 weeks before your proposed placement is due to commence. Not Eligible, discuss further with Training Programme Director, GP LTFT Advisor or Foundation School - no further action unless you appeal the decision. Appeals must be received by Educational Resources within 30 working days of the decision you are appealing. Educational resources will process your approval form and arrange for funding with your Trust. You will be notifed by once this is complete, generally within 5 working days. If you are applying for a supernumerary post your Form 19a will be forwarded by educational resources to your Head of School for educational approval. You will be notifed by once this has been assessed and approved. No further action until there is a change in your circumstances for eligibility or if your approval expires. Application Forms are available for on our website: Please note: When applying for the first time, or when your eligibility circumstances change you must submit an eligibility form prior to submitting an approval form. 5

6 Step 1: Eligibility In order to determine eligibility, trainees must have well-founded reasons demonstrating that it is not practical for them to train on a full time basis. In order to prioritise requests there are two categories under which trainees can apply. Category 1 consists of the following circumstances: Disabled or in ill health (this may include those on in-vitro fertility programmes). Caring for an ill/disabled child, partner, relative or other dependent. Personally caring for a child aged 16 or younger. Category 2 consists of the following circumstances: Unique opportunities for their own personal/professional development, e.g. training for national/internal sporting events. Religious commitment involving training for a particular role which requires a specific time commitment. Non-medical professional development such as management courses, law courses, fine arts courses, etc. Other well-founded reasons may also be considered by the Postgraduate Dean in consultation with the GMC. Hospital Retainer Scheme In exceptional circumstances, Trainees in London Trusts may be eligible to apply for the Hospital Retainer Scheme. Placements in this scheme allow trainees to take a managed break from training yet retain contact with the NHS. These placements do not count towards training and have no out-of-hours requirements. Placements are for 2 sessions a week for up to a maximum of one year. To apply for the Hospital Retainer Scheme please follow the normal LTFT application procedure. Completing the Eligibility Form & Supporting Documentation In order to confirm your eligibility to train LTFT you are required to submit an eligibility form. The eligibility form is available on our website: If you have previously been deemed eligible for Category 1 and your circumstances have not changed you do not need to re-submit an eligibility form you can proceed directly to the approval stage. Please complete your personal details and select the eligibility category that you wish to be considered for. 6

7 Supporting Documentation Please include the following supporting documentation when submitting an eligibility form. Category Circumstance Supporting documentation Category 1 Disability/ill health A letter from your GP/ Occupational Health Consultant/ Medical Specialist which includes: Responsibility for caring for children Responsibility for caring for ill/disabled partner, relative or other dependent Nature of disability/health requirements for LTFT training Duration of requirement for LTFT Training i.e. shortterm/long-term It must be on letter-header paper or be from an official address which can be validated. You will need to confirm the anticipated or actual date of birth of your youngest child on the eligibility form. A letter from your GP or medical specialist involved in the care of your partner/relative/dependant which includes: Level of care anticipated that you will need to provide Duration of requirement for LTFT training i.e. shortterm/long-term It must be on letter-header paper or be from an official address which can be validated. Category 2 All circumstances Please provide a letter giving reasons why you would like to train LTFT. Include any relevant evidence to support your letter. Hospital Retainer Scheme All circumstances Please provide a letter giving reasons why you would like to apply for the Hospital Retainer Scheme. Include any relevant evidence to support your letter. Submitting the Eligibility Form You can submit the form and supporting documentation by scanning and ing to LTFT@southlondon.hee.nhs.uk or you can post it to: Educational Resources LTFT Stewart House 32 Russell Square London WC1B 5DN 7

8 Confirming Eligibility Once the Educational Resources Team receives and assesses your eligibility form you will receive an response to confirm whether you are eligible. You should expect to receive a response within 5 working days. If you are eligible you will need to submit an Approval Form (see Step 2), if you are not eligible you will need to discuss this further with your Training Programme Director, GP LTFT Advisor Approval or Foundation School. You have the right to appeal the decision. Appeals Process If you wish to appeal the ineligible decision you must do so within 30 days from the date the decision was communicated to you. The appeals process is outlined in detail in the Principles underpinning the 2005 arrangements for less than full time training on the NHS Employers website. The appeal submission should be sent to the educational resources team in the first instance. Please address your appeal submission to the Operations Manager Educational Resources via to ltft@southlondon.hee.nhs.uk Step 2: Approval Once you have been deemed eligible (Step 1) for LTFT you can officially apply for funding by submitting the approval form. The approval form is available on our website: Completing the Approval Form Page 1 Please complete your personal details & placement details. The medical staffing or HR department of your Trust / LEP will be able to confirm your pay grade, basic pay and banding details if you are unsure of these. There is also information available in the NHS document Equitable pay for flexible medical training. Your Training Programme Director/GP LTFT Advisor/Foundation School will need to confirm the type of placement further in the form e.g. reduced sessions, slot-share or supernumerary (educational approval is required for supernumerary placements). Page 2 Please read the trainee statement and sign the form. You will then need to obtain a signature from your Training Programme Director/GP LTFT Advisor/Foundation School. Once they have signed your form it will need to go to your medical staffing / HR and finance department at your Trust or LEP. Some medical staffing / HR departments will obtain the finance signature on your behalf and will forward your form directly to the educational resources team. Please note: It is your responsibility to ensure that your form reaches the Educational Resources Team. Educational Approval for Supernumerary Placements If you are applying for supernumerary placement, you will also need to complete the form 19a. The form 19a which is available on the website ( is required to obtain educational approval for your post. Please submit the form 19a, a copy of your CV and timetable with your approval form, it will then be sent to your Head of School for approval. Failure to obtain educational approval before your start date could result in your training not being recognised at a later date. 8

9 Educational Approval for Reduced Session and Slot-Share Placements Reduced session and slot share placements do not require this additional approval as the placements have already receive GMC educational approval. However, once you have drawn up your proposed weekly training timetable with the relevant educational supervisor, this should be compared with a full-time programme and the proportion assessed. The timetable and proportional assessment should then be sent to the appropriate Royal College if necessary. The particular arrangements and requirements for each college vary so please contact your relevant Royal College to check whether they will require these documents. 9

10 Submitting the Approval Form You can submit the form by scanning and ing to or you can post it to: Educational Resources LTFT Stewart House 32 Russell Square London WC1B 5DN Confirming Approval Once the Educational Resources Team receives and processes your approval form you will receive an response to confirm that processing is complete and funding has been arranged for your Trust / LEP. You should expect to receive a response within 5 working days. Your Training Programme Director/GP LTFT Advisor/Foundation School, Operations specialty team and medical staffing / HR department will also be advised of your approval. If you have also submitted a Form 19a for supernumerary educational approval you will be notified once this has been approved by the Head of School. The process is now complete. Please ensure that you contact the Educational Resources Team if you move Trusts / LEP or employer, your approval expires or any other circumstances which affect your eligibility to train LTFT change. Changes and ending LTFT Training If changes occur that effect your eligibility or approval for LTFT you need to contact the Educational Resources Team as it is likely that you will need to re-submit a new eligibility or approval form. Changes may include: Increase/decrease in number of sessions Change of slot-share partner Going on or returning from maternity leave (you or your slot-share partner) Undertaking an out of programme Having a period of ill health lasting longer than 1 month Leaving the LTFT training scheme Changing Trust / LEP / Employer If you wish to return to full time training, please discuss this with you Training Programme Director/GP LTFT Advisor/Foundation School as soon as possible to ensure the best chance of a suitable post being identified for your return. 10

11 Additional Information Academics Academic trainees may apply for LTFT and will go through the same approval process as other LTFT trainees. Further information for academics is available in the Integrated Academic Training Guide available on the website: Annual Leave Annual leave and bank holidays are generally calculated on a pro-rata basis for LTFT trainees. As this is an employment issue, you will need to seek specific advice from your medical staffing or HR department. ARCPs/RITAs As is the case with full-time trainees, LTFT trainees are required to have an ARCP or RITA each year. These are arranged by the Operations specialty teams. Contact details for your team can be found here Extensions If your current approval is coming to an end, you will need to submit a new approval form at least 8 weeks prior to starting your next post or the end date of your current approval (whichever is earliest. Grace Period LTFT trainees are entitled to a grace period of 6 calendar months which is the same as for full-time trainees. The time cannot be extended if you decide to work part-time throughout the grace period; it will still be for a maximum of 6 months in duration. LATs LATs are entitled to apply for LTFT training for a maximum of one year full-time equivalent and should not be extended beyond a year. Maternity Leave If you are a LTFT trainee and you are planning to take maternity leave. Please notify your Trust, Training Programme Director/GP LTFT Advisor/Foundation School, Operations specialty team and the Educational Resources Team. Your approval and funding for LTFT will cease at the beginning of your maternity leave and you will need to reapply when you return to work. On-Call Commitments A LTFT programme should be equivalent to a full-time training programme just on a pro-rata basis, therefore LTFT trainees are generally expected to work on-call on a proportional basis, e.g. If you are working 60% of full-time, you should be doing roughly 60% of the oncall commitments required on the full-time training programme. Your trust medical staffing department / HR and Training Programme Director/GP LTFT Advisor/Foundation School will be able to advise you further on this. 11

12 Out of Programme (OOPs) If you are a LTFT trainee and you have been approved to go on OOP, you will need to notify the Educational Resources Team as the LTFT funding will cease. You will need to reapply when you return to the programme. Study Leave LTFT trainees should have the same access to study leave funding as full-time trainees and pro-rata access to time allowance for study leave. Individual arrangements may be negotiated with your trust / LEP or employer. Undertaking other work while LTFT Training If you applied for eligibility under Category 1, you are not permitted to undertake any other unpaid or paid work. If you wish to do so, you would need to reapply for eligibility under Category 2. Contacting Educational Resources Application Forms and FAQs are available at our website: You can also contact the Educational Resources Team by: Post: LTFT@southlondon.hee.nhs.uk Educational Resources LTFT Stewart House 32 Russell Square London WC1B 5DN Telephone: