Out of Programme

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OutOfProgramme_ApplicationAndChecklist.pdf

Recruitment to a Specialty Post: Out of Programme  (OOP) Process

KSS Specialty Workforce Team provide full guidance on OOP processes. It should be referenced in conjunction with the relevant section of the Gold Guide. 

 

A core trainee or specialist registrar or specialty training registrar may take time out of their programme to undertake a period of research, gain clinical experience or other appropriate categories which are or are not available within KSS Deanery. Out of Programme placements are designed to accommodate this and can take place either in the UK or abroad.

 

Trainees should provide their Postgraduate Dean as well as current and next employers a minimum of six months notice, but preferably as much as possible. This is to ensure that service issues and the needs of patients can be properly addressed.  All OOP requests need to be agreed by the Postgraduate Dean, so trainees are advised to discuss their proposals as early as possible. It is normally expected that a trainee would have completed one year of training before submitting an application.

 

There are four types of OOP which may be considered:

OOPT – Out of Programme for Approved Clinical Training

This is where a trainee is undertaking GMC prospectively approved clinical training which is not part of the trainee’s specialty training programme. Only StR and “Core” trainees, ie those that were appointed after August 2007, are able to apply for an OOPT. A trainee would normally apply for this option if:

  •  they have an opportunity for further experience in an approved training post elsewhere in the UK or abroad OR
  •  they have an opportunity to ‘act up’ as a consultant in a post outside of the training programme, providing that post has appropriate supervision and the placement is relevant to the curriculum.

 

GMC must prospectively approve the clinical training if it is to be used towards a CCT award. If the training is not to be used toward a CCST award, applying for an OOPE may be more suitable. The Postgraduate Dean will advise trainees about obtaining prospective approval in these circumstances.

 

The trainee may retain their NTN during an OOPT, as long as the OOPT has approval in advance and the trainee continues to satisfy the requirement for annual review. The trainee must submit the assessments required by the specialty curriculum to KSS Deanery’s annual review panel, along with an annual OOPT document. It is the trainee’s responsibility to submit for this annual review.

 

 

 

OOPE – Out of Programme for Clinical Experience

Where a trainee is gaining clinical experience which is not approved by GMC but which may benefit the doctor or help support the health needs of other countries. Both “Core”, StR trainees (those that were appointed after August 2007) and SpR trainees (those that were appointed prior to August 2007) are able to apply for a OOPE. Trainees would normally apply for this option if:

 

  •  They are a StR trainee and wish to take time out to undertake clinical experience which does not contribute towards the curriculum, has not been approved by GMC and therefore will not contribute towards a CCT.
  •  They are a SpR trainee and wish to take time out to undertake clinical experience which does not contribute towards the curriculum, has been approved by GMC and therefore will contribute towards a CCT.
  •  They are a StR or SpR taking time out as a locum consultant which cannot be credited towards training. This can, however, be used to support an application for entry to the specialist registrar through the CESR route.

 

A request by a StR trainee is agreed by the Postgraduate Dean. The trainee is required to return the OOPE document to KSS Deanery on an annual basis.

 

A request by a SpR where the appointment is intended to count towards a CCT must have prior prospective approval from GMC. The Postgraduate Dean will advise trainees about obtaining prospective approval in these circumstances. An OOPE trainee may retain their NTN during their time taken out, as long as they continue to submit the appropriate OOPE documents on an annual basis.

 

OOPR – Out of Programme for Research

Where a trainee is undertaking a period of research both StR trainees (those that were appointed after August 2007) and SpR trainees (those that were appointed prior to August 2007) are able to apply for a OOPR. Trainees in their final year of training will not normally be granted OOPR.

 

A trainee would normally apply for this option if:

  • They wish to take time out for research purposes normally for a registerable higher degree, e.g. a PhD, MD or Master’s degree

 

GMC must prospectively approve the research if it is to be used towards a CCT. The application in these cases must be supported by the College / Faculty and KSS Deanery. The Postgraduate Dean will advise trainees about obtaining prospective approval in these circumstances. When OOPR does not count towards a CCT, approval is agreed with the Postgraduate Dean.

 

The trainee may retain their NTN during an OOPR, as long as the OOPR has approval in advance and the trainee continues to satisfy the requirement for annual review. The trainee must submit the assessments required by the specialty curriculum to KSS Deanery’s annual review panel, along with an annual OOPR document. It is the trainee’s responsibility to submit for this annual review.

 

OOPC – Out of Programme for Career Break

Where a trainee is taking a planned career break from the specialty training programme only StR trainees, ie those that were appointed after August 2007, are able to apply for an OOPC. OOPC will normally be for a period of no more than two years with agreement from the Postgraduate Dean.

 

Trainees would normally apply for this option if:

  •  they wish to step out of the training programme for a designated and agreed period of time to pursue other interests, e.g. domestic responsibilities, work in industry, developing talents in other areas;
  •  they wish to step out of the training programme to deal with a period of ill-health.

 

OOPC is agreed with the Postgraduate Dean, but there are factors which limit the ability to approve such an absence. These include the interests of patient care; the ability to accommodate the trainee’s planned return within the programme and evidence of the trainee’s on-going commitment and suitability for specialty training.

 

Trainees wishing to take an OOPC longer than two years will normally need to relinquish their NTN and re-apply in open competition upon their return. OOPC is not a suitable reason for deferring the start of a programme.

 

Trainees must complete form R and the relevant section of the OOP form on an annual basis and submit this to the ARCP panel at KSS Deanery so as to continue to register their interest in staying in the programme. It is the trainee’s responsibility to submit this for annual review.

 

Trainees should give at least six months notice of their intention to return to work. A period of refreshment of skills may be required upon return – this will be at the discretion of the Postgraduate Dean after consultation with the TPD.

 

Application

Trainees requesting time out of programme must complete a request form, available within the full guidance. For new requests, the trainee’s Educational Supervisor and TPD sign the form after which it should be sent to the Postgraduate Dean, who will use this to support the request for prospective approval from GMC where this is required. For annual review and renewal, the document should be signed by the trainee and TPD. Trainees must not apply to GMC for approval directly. Where a trainee’s application is subject to GMC prospective approval, the trainee should submit the following supporting documents with their application to KSS Deanery (This will allow KSS Deanery to submit to GMC for prospective approval on the trainee’s behalf.):

  •  confirmation that the specialty, through appropriate College mechanisms, is aware of and supports the OOP. The specialty should also indicate the length of tie the OOP should count towards the trainee’s CCT;
  •  a brief description of the OOP post which covers the following points:
    • Where the OOP is based
    • The structure of the OOP
    • The educational goals and characteristics of the OOP
    • Confirmation that the OOP is subject to quality management procedures in line with the GMC Generic Standards for Training.

 

Completed forms should be sent to:

Specialty Workforce Team

KSS Deanery

7 Bermondsey Street 

London

SE1 2DD

 

When an OOP is Not Approved

If a trainee has been issued with a RITA D, Outcome 2 or 4, or has been unable to meet objectives identified at their annual review, the period of OOP will not be granted unless it can be demonstrated that their specific training objectives have been or will be met. If a trainee has a RITA E, outcome 3 or 4 in force then they will not be entitled to take OOP.  The needs of the overall training programme will be taken into account.

 

During the OOP

It is the trainee’s responsibility to submit the OOP document annually during the ARCP process. This enables KSS Deanery to keep in touch and the trainee to renew both their commitment and registration to the training programme. When submitting the annual OOP document the trainee is requesting permission to retain their NTN (if applicable), providing information about a likely date of return and an estimate for the completion of training. The trainee should also keep KSS Deanery informed of any change of contact details such name, email, phone number or address during the duration of an OOP. This is a routine aspect of the ARCP.

 

Trainees Currently in Fixed Term Specialty Training Appointments (FTSTAs eg LAT)

Trainees currently in FTSTAs are unable to request an OOP.

 

Returning from OOP

The Postgraduate Dean cannot guarantee the date or the location of the trainee’s return placement. It is therefore in the trainee’s interest to advise the Deanery as early as possible as to their intention to return and preferred timing.

 

The return of an OOP trainee into the programme should be taken into account by the TPD when planning placements. If a trainee declines a suitable return placement offer then there is no guarantee that another place can be identified, although every effort will be made to do so. If this occurs then a discussion between the trainee, TPD, and Postgraduate Dean should occur, after which is may be decided that the trainee should relinquish their NTN.