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Trainee Information

Annual Review of Competence Progression (ARCP)

A foundation doctor can only progress from F1 to F2 if they receive a satisfactory outcome at their ARCP which is held toward the end of the foundation year (June/July). The evidence to determine your progress is recorded in the e-portfolio and it is your responsibility to ensure that it is completed. The e-portfolio also provides an update of your progress.

Evidence deadline

The Scottish Foundation School have agreed that evidence for Annual Review of Competency Progression (ARCP) must be submitted by 5pm on Friday, 31st May 2019.  However, ARCPs will be taking place in June and July. Any submissions after the deadline of 31st May 2019 will be considered as late submissions and you are likely to receive an outcome 5.  Following this, if the required evidence is submitted, your FPD will consider if your evidence is satisfactory for achievement of an outcome 1.

Previously the ARCP dates varied, so some Foundation doctors would potentially receive a longer time to gather evidence which is unfair. The move to a fixed date for submission is fair to all in Foundation trainees in Scotland.

If you have any queries please email sfas@nes.scot.nhs.uk.

Requirements

The requirements for sign-off and a satisfactory ARCP (outcome 1) are as follows:

100% coverage of the curriculum - this will be through SLE's, attendance at teaching, e-learning modules, reflective practice etc.  It is your responsibility to link the relevant learning to the relevant parts of the curriculum and ensure the coverage is recorded in your e-portfolio. There are 20 Capabilities in the Foundation Curriculum, with a variable number of Descriptors in each section. Each Descriptor requires a minimum of one item linked to it. You can link one piece of evidence (eg an SLE, online module, teaching session or reflection) to a maximum of 3 Descriptors only. By ARCP you must have linked appropriate evidence to each of the descriptors within the 20 Capability sections. Supervisor reports and TABs are not regarded as suitable evidence for links. You must provide evidence that you have covered 100% of the curriculum

SLEs- in each post you must complete 5 SLEs. This should comprise of 1 DOPS, 2CBDs, and 2 minicex’s per post. It is accepted that in some posts some of these SLEs will be more difficult to achieve given the nature of the case mix and you may replace a DOPS with an additional Minicex. If you anticipate that it may be difficult to achieve the required mix and number of SLEs in a post (ie laboratory medicine) then you should discuss this with your FPD who will advise you on how to proceed.

There is no maximum to the number of SLEs that you can complete.

You should not be using an SLE and/or key output e.g. teaching session to link to more than 3/5 outcomes and the pop up on the portfolio reminds you of this.  It is important to be aware that if the ARCP panel consider that you have linked too many outcomes to the one assessment/output, you will be given an outcome 5 and asked to provide more evidence for proof of coverage of the curriculum by doing further work.

  • Developing the Clinical Teacher is a mandatory SLE and one must be completed in the year.
  • End of Placement Review forms from both the Clinical and Educational Supervisor for all placements of which two MUST be satisfactory including the final form.  If your Educational & Clinical Supervisor is the same person, then one Combined report is acceptable.
  • 2 complete and satisfactory TABs, from a suitable variety of assessors including at least 2 consultants or equivalent for each TAB. This should include a TAB from your Educational Supervisor
  • All 15 GMC core procedures completed.
  • Current ILS certificate – this should be uploaded and confirmed on your Portfolio
  • PSA certificate indicating that you have passed – this should be uploaded and confirmed on your Portfolio
  • Evidence of participation in systems of QA/QI.  This could be done by providing feedback on your posts through the GMC National Trainee Survey (NTS) and/or Scottish Trainee Survey (STS)  and record this under “Achievements" using the completion code or other relevant information. It is desirable to evidence learning and participation in QI activity.
  • Engagement in learning – 30 hours teaching attendance at the Deanery delivered education programme over the year. This is a mandatory requirement for ARCP. Attendance at teaching is to be recorded on TURAS. No other attendance record will be accepted. It is appreciated that some of you may have difficulty reaching the 30 hour level due to rotas. therefore the school has provided some additional guidance which can be viewed here.
  • In addition to the delivered education programme we recommend that you attend a further 30 hours of teaching or learning. This can include departmental teaching and learning of your choice. This is not mandatory however is desirable. This can be recorded on TURAS.

Please note that just having three satisfactory End of Placement reviews will not mean that you will be automatically allowed to progress.  All other requirements must also be met.    

If all the required evidence is not available, and the panel consider that they cannot make a decision, you will be given an outcome 5 at your ARCP.  You will then be given a period of time (around 10 days) to provide all the relevant missing evidence and a repeat ARCP will be held.  If all the evidence is then present and satisfactory, you will be given an outcome 1 to progress.  However, it is important to note that the outcome 5 will remain on your e-portfolio record and this extra time may delay your registration with the GMC.  If you do not meet the requirement in the time frame, you will not be able to progress to your FY2 year which will have major implications.

If there are concerns about your competence and practice, you may be requested to attend an ARCP in person.

All trainees will have an ARCP even if they are not expecting an outcome 1, for example trainees on maternity leave or in less than full time training.

If you think that there may be a problem in relation to the completion of the evidence in your e-portfolio, please get in contact with your Foundation Programme Director as soon as possible.  If requirements are not met, the Scottish Foundation School will not be able to sign you off.  This will mean that you will have to continue to work as a FY1 for a further period of time. This may then prejudice your sign off as FY2 and consequently your ability to get a ST post.  This is a very important time for you.  Please ensure that you meet all the requirements.

It is your responsibility to sign the ARCP form in Portfolio after it has been completed. 

Please note that if you have been absent from work for more 20 working days (apart from A/L) but includes Sick Leave, Paternity Leave, Special Leave etc you will be required to do an extra 4 month block.  This is due the GMC regulations where sign off is both related to competency and time.

All trainee doctors are required to have a ARCP every year to determine their progress as a FY2, this will take place in June/July and if satisfactory, an outcome 6 will be awarded i.e. completion of programme. This will result in a FPCC being awarded which is required for progression into specialty training.

Evidence deadline

The Scottish Foundation School have agreed that evidence for Annual Review of Competency Progression (ARCP) must be submitted by 5pm on Friday, 31st May 2019.  However, ARCPs will be taking place in June and July.  Any submissions after the deadline of 31st May 2019 will be considered as late submissions and you are likely to receive an outcome 5.  Following this, if the required evidence is submitted, your FPD will consider if your evidence is satisfactory for achievement of an outcome 6.

Previously the ARCP dates varied, so some Foundation doctors would potentially receive a longer time to gather evidence which is unfair. The move to a fixed date for submission is fair to all in Foundation trainees in Scotland.

If you have any queries please email sfas@nes.scot.nhs.uk.

Requirements

The requirements for sign-off and a satisfactory ARCP (outcome 6) are as follows:

100% coverage of the curriculum - this will be through SLE's, attendance at teaching, e-learning modules, reflective practice etc.  It is your responsibility to link the relevant learning to the relevant parts of the curriculum and ensure the coverage is recorded in your e-portfolio. There are 20 Capabilities in the Foundation Curriculum, with a variable number of Descriptors in each section. Each Descriptor requires a minimum of one item linked to it. You can link one piece of evidence (eg an SLE, online module, teaching session or reflection) to a maximum of 3 Descriptors only. By ARCP you must have linked appropriate evidence to each of the descriptors within the 20 Capability sections. Supervisor reports and TABs are not regarded as suitable evidence for links. You must provide evidence that you have covered 100% of the curriculum.

 SLEs- in each post you must complete 5 SLEs. This should comprise of 1 DOPS, 2CBDs, and 2 Minicex’s per post.  It is accepted that in some posts some of these SLEs will be more difficult to achieve given the nature of the case mix and you may replace a DOPS with an additional Minicex. If you anticipate that it may be difficult to achieve the required mix and number of SLEs in a post (ie laboratory medicine) then you should discuss this with your FPD who will advise you on how to proceed.

There is no maximum to the number of SLEs that you can complete.

You should not be using an SLE and/or key output eg teaching session to link to more than 3/5 outcomes and the pop up on the portfolio reminds you of this.  It is important to be aware that if the ARCP panel consider that you have linked too many outcomes to the one assessment/output, you will be given an outcome 5 and asked to provide more evidence for proof of coverage of the curriculum by doing further work.

  • Developing the Clinical Teacher is a mandatory SLE and one must be completed in the year.
  • End of Placement Review forms from both the Clinical and Educational Supervisor for all placements of which two MUST be satisfactory including the final form.  If your Educational & Clinical Supervisor is the same person, then one Combined report is acceptable.
  • 2 complete and satisfactory TABs, from a suitable variety of assessors including at least 2 consultants or equivalent for each TAB.
  • Current eALS certificate -  this must be uploaded and confirmed on your Portfolio
  • Provide feedback on your posts through the GMC National Trainee Survey (NTS) and/or Scottish Trainee Survey (STS) - record this under “Achievements” using the completion code or other relevant information.
  • Engagement in learning – 30 hours teaching attendance at the Deanery delivered education program over the year. This is a mandatory requirement for ARCP. Attendance at teaching is to be recorded on TURAS. No other attendance record will be accepted. It is appreciated that some of you may have difficulty reaching the 30 hour level due to rotas. Therefore the school has provided some additional guidance which can be viewed here.
  • In addition to the delivered education programme we recommend that you attend a further 30 hours of teaching or learning of your choice. This can include departmental teaching. This is not mandatory however is desirable. This can be recorded on TURAS.
  • Evidence that you can manage, analyse and present at least one quality improvement project and use the results to improve patient care.
  • Completed SOAR declaration.

Please note that just having three satisfactory End of Placement reviews will not mean that you will be automatically signed off.  All the other requirements must be met for you to be signed off. 

If all the required evidence is not available, you will be given an outcome 5 at your ARCP which will require you to provide all the relevant evidence within 10 days when a repeat ARCP will be held.  If all the evidence is then present, you will be given an outcome 6 as you will have completed the programme. However, it is important to note that the outcome 5 will remain on your Portfolio record. If you do not meet the requirement in the time frame, you may not be able to progress to Specialty Training which could have major implications.  If there are concerns about your competence and practice, you may be requested to attend an ARCP in person where options for future completion of foundation training can be discussed.

As a fully registered doctor, you are also required to complete a form as part of your revalidation.  To make your declaration as part of the process, a Scotland-wide IT package has been mandated called SOAR (Scottish Online Appraisal Resource).  Information about this has already been sent to you and the declaration initiated approximately 8 weeks prior to your ARCP.  It is your responsibility to complete it so that it can be countersigned.  If the form is not signed by all parties by the time of the ARCP, this will result in an outcome 5. 

It is your responsibility to sign the ARCP form in Portfolio after it has been completed. 

If you are awarded an outcome 6, you will be sent a link in your Portfolio which will require you to complete the Destination Survey.  Completion of the Destination Survey will release your FPCC form into your Portfolio.  This form has been signed by the Foundation School Director to confirm that you have satisfactorily completed the Foundation Programme.  Once this has been completed, I would suggest you download it from your Portfolio and keep copies as they will be required in the future.  The Scottish Foundation School will not provide hard copies for you this year or in the future.

Please note that all trainees are given an ARCP. We are aware that for some of you, especially those on maternity leave or working less than full time, an outcome 6 may not be the outcome at this time as you still have further time in the Foundation Programme.

If you think that there may be a problem in relation to the completion of the evidence in your Portfolio, please get in contact with your Foundation Programme Director as soon as possible.  If requirements are not met, the Scottish Foundation School will not be able to sign you off. This may prejudice your start as a Specialty Trainees as it is a requirement to produce a FPCC on the first day of work.  This is a very important time for you.  Please ensure that you meet all the requirements.

Please note that if you have been absent from work for more 20 working days (apart from A/L) but includes Sick Leave, Paternity Leave, Special Leave etc you will be required to do an extra 4 month block.  This is due the GMC regulations where sign off is both related to competency and time.

F1 sign off

F1 trainees who have successfully completed their F1 year and have achieved an Outcome 1 in their ARCP will be issued with an Foundation Year 1 Certificate of Completion document.  This document is your end of year certificate and will be signed-off by the Foundation School Director or other authorised signatory in the Foundation School.

 Your certificate of experience (CoE) required by the GMC to allow full registration will not be processed unless you have a F1CC.

  • Scottish graduates in a Foundation Programme outside Scotland will have an electronic copy of the completed F1CC sent by the host Foundation School to the relevant foundation contact for your graduating university.
  • Scottish graduates in the Scottish Foundation School will have an electronic copy of the completed F1CC sent to the Foundation School in the region where your graduating university is based.
  • Non-Scottish graduates working in Scotland, will have an electronic copy of the form sent to the relevant foundation contact for your graduating university/Medical school by the national deadline. This will allow them to complete your CoE. 
  • The F1CC is generated electronically, signed digitally and stored in your e-portfolio.  There is NO paper copy. 

GMC Full Registration

You must have full registration before you start F2. Follow this simple guide to make sure this is in place.

Applying on GMC Online

Three months before you're due to start F2, you should log in to GMC Online to apply.

You'll need your GMC reference number and the password you set when you applied for provisional registration. If you can't remember your password, you can reset it on the log in page.

On the menu on the left, click on 'My Details' and make sure your address and telephone numbers are correct. Next, click on 'My Registration' then 'My Applications', and follow the instructions to apply.

Then you'll need to:

  • confirm your start date (F2 start date)
  • complete a declaration of fitness to practice
  • pay the relevant application fee

Confirming your start date

You will be asked to confirm the date you want your full registration to start. For 2019 the F2 start date is 7th August 2019.

Declaring any fitness to practice issues

You'll need to declare any issues that could potentially affect your suitability to be a doctor (fitness to practice issues), such as criminal convictions or problems with drug or alcohol abuse. You should declare all potential fitness to practice issues - you can find out more about these on the GMC website.

If you have a fitness to practice issue to declare, you should apply as early as possible because they may need further evidence from you about it. If you're not sure whether something matters, it's better to declare it so they can assess and discount it rather than finding out about it later on.

Paying the fee

The cost of full registration is £200  - you'll need to pay this when you submit your online application. Paying the fee doesn't automatically grant your registration with a license to practice; this will be granted if they approve your application.

Sending your Certificate of Experience

Before the GMC can grant your registration, your medical school (or their designated signatory) needs to confirm that you've met the requirements of F1. They do this by submitting the Certificate of Experience directly to the GMC within their timeline.

If you are a UK graduate, the designated representative of your medical school will automatically submit your certificate of experience to the GMC. 

If you are a non-UK graduate Your registration will be processed through the Foundation School you are currently working in. The designated representative of your Foundation School will automatically send your certificate of experience directly to the GMC. 

To find out who's responsible for completing your certificate please refer to the GMC web page.

The GMC will process your application when they receive your Certificate of Experience and match it with your online application. You can check the progress of your application by clicking on 'My Applications' on GMC Online. They will send you a certificate once they have processed your application.

Before you start work

Your new registration status will show on the online medical register from the start date you chose in your application. You can see this here. You should make sure that you're fully registered before you start work.

If you have any questions or need any more information, you can contact the GMC by email.

F2 trainees who have successfully completed their F2 year and have achieved an Outcome 6 in their ARCP will have a "Foundation Programme Certificate of Completion" Document (FPCC) issued. This document is your end of year certificate and will be signed by the Foundation School Director or other authorised signatory in the Foundation School.

This document is generated electronically, has a digital signature and is stored in your e-portfolio. There is NO paper copy.

This document is an important document and will be required before starting Specialty Training. You may be asked to produce a copy for future employers and training programmes. You do this by downloading from your e-portfolio. The Scottish Foundation School will not provide paper copies or sign downloaded forms from the e-portfolio.

For an at-a-glance table of ARCP requirements for F1 and F2, please click here.


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