Meeting Notes 11th May 2022

Peninsula Foundation School Committee Minutes                                

Wednesday 11^th May 2022 10.00 – 13:00.

via MS Teams 

1. Apologies            NBA confirmed apologies received from those listed above.

SR informed the committee that this meeting would be the last one for Trudi Geach, Foundation School Manager who retires from her post on 27^th May 2022. Sarah thanked Trudi for all her hard work and confirmed that Suzanne Maddock (current Foundation School Co-ordinator) will commence in the role on 3^rd June 2022.

2. Agree meeting notes from March 2022 Foundation School Committee Meeting.  

The previous meeting minutes were discussed and actions points updated.

TG informed the committee that there is a lack of engagement and communication from the quality team. Neil Squires and the deputy dean are aware of the issues we are facing and working to improve the communication. All trusts who have held their quality panels confirmed they had not received any feedback. The foundation school will keep working on this but it will be removed from the ongoing action list.

SR confirmed that the Education Lead position will be advertised for the second time and part of the role will be to review any core topics that are not currently covered by any teaching and to establish if they can be delivered by E-Learning.

SR is progressing with the proposal for a Psychiatry Lead in the Peninsula. No update for the meeting.

JE to send a summary on the feedback from F2s when they were surveyed about their experience in their first post and the trainees reported a low moral due to low staffing.

Academic Posts Expansion.  NW to speak with DME at RDE and TG to investigate the funding and programme possibilities.  JD to chase Plymouth University and DME. Action carried over.

Possible extra capacity in GP placements. Update from SA required, action carried over.

All FPDs were asked to make contact with their local Psychiatry DMEs to establish the capacity for extra post for expansion. Exeter have made contact and are hopeful to have 2 extra F2 posts. All FPDs to contact Psychiatry DMEs. SR to send contact details for Psychiatry DME to NK.

Public Health post in Truro has been removed for August 2022. The team is still working from home which is not a viable option for a training post. When a new consultant has been appointed TE will set up a meeting including SR to discuss reinstating this post. All other trusts were asked to investigate the possibility of having Public Health posts in their trusts.

Guidance for returning to face-to-face teaching. Teaching based in individual trusts with no HEE funding can go ahead using trust guidelines. As GP learning sets are funded by HEE they are not permitted to return to face to face.

HEE have confirmed that the study leave budget does not cover any membership fees even if it reduces the cost of a course.

3. Foundation Expansion and Recruitment

• Update and reserve list allocation

SR thanked all trusts for their cooperation with expansion and oversubscription. Number of expansion posts for each trust were agreed at the last meeting but since then trusts have been asked to create more posts to accommodate the applicants on the reserve list. 

Nationally there are 791 on the reserve list and the UKFPO have committed that all will be allocated a programme. The Peninsula have been allocated 25 to manage on a local reserve list and Exeter, Plymouth and Torbay will accommodate the extra trainees. 2 of the reserve list applicants have withdrawn as well as 1 substantive applicant. Torbay have one confirmed programme and the substantive withdrawal gives 4 posts and an additional 19 will be required. 

Any substantive posts will be filled before any extra posts and applicants are aware that if they are allocated a post in a trust and a substantive one becomes available, they will be moved. Allocations will be made in batches on 27th May and 24th June and applicants will be allocated at in score order. Some medical schools are publishing their final results after 24th June. We are aware that this is late and doesn’t meet the code of practice guidelines, but we are working to a nationally agreed timetable that we are required to follow. 

There are no guarantees that all of the extra posts that are being created will be filled. SR confirmed we could have capacity issues for F1s but additional funding would need to be agreed to use the new reserve list posts for extending trainees. All reserve list posts will attract an extra £5000 – this was given due to the applicants being IMGs and low scorers so are likely to need extra support and the extra payment would cover this. This premium will be for 2022 only and trusts can decide whether these posts will form part of their expansion posts for future years. All reserve list applicants will only be told their F1 programme and the F2 programme will not be confirmed until January 2023 so trusts will have more time. 

• STEP process

There are no changes to the step process for 2022. The process closes at the end of June and trusts will be sent all the relevant information. This will include any reserve list applicants. IMGs will send a paper copy of the form which the FS will send on to trusts. 

4. ARCPs 

• Extensions

SR confirmed there is no budget for trainee extensions so the school will try to fit all trainees in. F1 extensions will need to be in their first F2 post if possible. There is a possibility of trainees needing to move between trusts to complete their extension. 

3 panellists are required for each ARCP. MEMs can be a panel member if trusts are struggling for panellists. There are no national derogations for 2022 and the checklists set out the requirements for trainees. There is still an option of awarding a trainee a 10.2 if they have not met the requirements because of a direct covid problem. Any trainees that are identified as a 10.2 outcome must be discussed with Sarah before the outcome is given. Requirements will not be adjusted for individual trainees, so trusts are asked to identify any issues before the ARCP panel. 

The majority of trainees have started a TAB but not yet had it released by their supervisor. There are a number of trainees who have not yet started a TAB. TG to send individual names of those who haven’t started a TAB to trusts for them to chase the trainees. There is a similar number of trainees who do not have a PSG summary on their portfolio – a lot have had feedback, but their supervisor has not released it. The summary narrative is required for each HLO for all trainees and there are still some trainees who have not started the narratives. All 3 requirements identify a lack of engagement from some supervisors across all trusts. SR is concerned there could be multiple issues at the ARCPs in 2022. 

HEE is concerned about equality, diversity and inclusion and unconscious bias issues that have been raised during formal meetings, interviews and ARCPs. Two significant cases have gone to appeal; a senior doctor for a job position and a trainee has appealed their ARCP outcome due to unconscious racist issues. SR wanted all trusts to be conscious of this with the upcoming ARCPs and should check the equality and diversity training of all panel members. There are discussions at senior level how this will be taken forward with include unconscious bias training and equality, diversity and inclusion champions. All trusts were asked to ensure a lay rep was present at the panels if they thought they would have any issues in this respect. 

5. Regional Teaching 

• Non-core teaching hours

Some trusts have reported trainees having minimal opportunities to obtain the required number of non-core teaching hours due to covid restrictions. The foundation school completed a report on Horus which showed there were a significant number of trainees who do not meet the requirements. The committee discussed the possibility of removing the cap of 6 hours e-learning 

Decision made to remove the cap on e-learning for 2022 only. The FS will review this for 2023 

• Plan for 2022 onwards

All trusts should have begun to plan teaching from August 2022. The school have applied for funding for Human Factors, leadership courses, clinical skills and remote medicine which will all be face to face in different locations. In partnership with Severn some Peninsula trainees will have the opportunity to attend train the trainers and ethics courses. Clinical skills sessions have been popular with trainees which have been facilitated by fellows from Exeter. From August 2022 the fellows are not able to run the sessions, the kit is based at Derriford and there is an established programme and handbook, and SR has asked the team at Plymouth to take on this course as part of their regional teaching offer. KT confirmed Plymouth are happy to take over this course and have begun the process to identify a new facilitator. KT to liaise with the current facilitators to discuss the sessions and what can be learnt to move the project forward. 

Return to face-to-face teaching should be possible from August 2022 with the option for a hybrid approach for those who can’t travel to attend virtually. This will be dependent on trust guidelines and the facilitator. 

6. F1 Morale

SR Shared some feedback from a recent teaching session where the morale of trainees was concerning. SR has also had some feedback from an established ES who has feedback that they have never seen the trainee morale so low. Feedback from trainees is happening on the wards but then not being acknowledged or actioned. All trusts have been asked to reach out to trainees to listen to them and do what they can to help improve the current situation. 

The committee had a discussion on ideas of what can be introduced to improve the situation. SR to discuss the feedback at senior deanery meetings.SR is considering introducing a trainee forum where the foundation school are available regularly for open discussion with trainees over a virtual platform. YM to ask trainees if they would value this and for any other ideas on what the Foundation School can do to help improve the morale of trainees. Review at next meeting. 

7. Trainee rep matters 

JE attended an FDAB (Foundation Doctors Advisory Board) Meeting in April. There were reports of lack of engagement from trainees from email and survey fatigue. Trainees very rarely get feedback from the surveys they have completed so a lot is gained informally during working hours. Trainees were also confused as to where they can report any issues. There were suggestions for trainee representatives  in each trust who would come together at the end of each post and feedback to the trust foundation team, . Trusts asked to consider appointing trainee reps if they don’t already have them. 

There were questions of whether SDT time can be reimbursed financially. SDT time should be delivered to trainees to ensure a successful ARCP. If SDT is cancelled every effort should be made to be rearranged. In exceptional circumstances where this is not possible a written trail should confirm why it cannot be delivered and by accepting payment the trainee has agreed to complete their portfolio in their own time. Trusts should monitor whether this is consistently happening and should address it rather than keep paying the trainees for their SDT. KT asked to liaise with Steve Boumphrey to explore the issue that was raised in Plymouth. 

Some trainees have reported having trouble getting study leave approved for career progression. Problems include no time in the rota, arranging cover, informal conversations to see if leave would be possible and when it is refused the trainee does not complete the application form for study leave so the trusts are not made aware of the refusal. If the study leave request is required by the curriculum and the trainee gives 6 weeks’ notice of the leave the foundation team in the trust should be intervening the refusal from the rota co-ordinators. Career enhancing requests are a bit more difficult as service cannot fall in the trusts, but rota co-ordinators should be asked to find a solution. All trusts are asked to meet with rota co-ordinators to form a discussion on this topic. Each trust should establish communication with trainees if their study leave request is refused and should start to collect some data. YM to ask trainees how we can move this forward. NBA to add to the agenda for further discussion at the next meeting. 

If a trainee has completed a course / teaching but not claimed study leave it should still go on the study leave record form. If study leave falls on a day off trainees should be claiming the time back. Study leave is considered work so trainees should have a different day off. Trainees cannot claim money if they have not requested study leave. An hour here or there is just being professional but anything over that should be counted as study leave.

8. Welcome Event Feedback

• 126 (61%) of the cohort logged in
• 61 (48%) completed an evaluation form
• 30% had a different 1^st choice after the event
• 42 (69%) rated the event as a 5
• 100% would recommend the event

Attendees of the event liked hearing from the current trainees, finding out more about the pros and cons of each hospital, gaining insight into life at each of the trusts and the Q&A sessions. Improvements for future years included more time for Q&A, more information on the next steps, more information about next steps, more information on minimum scores per trusts and IMG testimonials. Only 1 attendee would have attended the event if it was face to face. Having a virtual event reduces travel and time commitment and the timing of the event is during student electives and final exams, and some could not commit to the travel time. 

The FS will look to include a morning session for next year which will not be related to choosing a trust and will include more information on what to expect next. It was suggested to include some information on the transition from medical student to foundation doctor. The FS will also collect some data on previous years scores and ensure the Q&A time is maximised. 

Trusts were advised to read all comments from the evaluation. 

9. General practice Update 

No representative present 

10. Psychiatry Update 

No representative present

11. AOB 

Education Lead recruitment – This role is aimed at SAS doctors or consultants and would be working on the regional teaching programme to make sure the curriculum requirements are met, and the role could be adapted for the successful applicant. The application form is thorough, and SR asked potential applicants not to be put off by this. The role attracts ½ PA per week. All trusts are asks to promote this role within their teams. 

Digital staff passports – this project is working hard to move all staff information (references, ID, employment checks) to mobile phones which can be transported from trust to trust. There is a small amount of funding for any trusts that sign up early to trial the project. Further information can be found on the attached slides. 

Horus has a 3-month deadline for supervisors to complete reports. Going forward this should be part of the information sent to the trainees. 

Next FSC on Tuesday 20^th September can return face to face. A discussion was held, and the meeting will be held at Plumer House in Plymouth with an online option for those who are unable or don’t wish to travel. 

The meeting concluded. 

 

Next Meeting Dates:  

Tuesday 20^th September 2022 

Wednesday 30^th November 2022 

 

Actions for Review: 

Agenda Item	FSC Member	Action	By When
2	SR	SR is progressing with the proposal for a Psychiatry Lead in the Peninsula. No update for the meeting.	Next meeting
	JE	Action carried over - F2s were surveyed about their experience in their first post and the trainees have reported a low moral due to low staffing. Rotas are under core staffing levels which impacts on trainees being able to take study leave and good stretches of annual leave. The majority of feedback was from Plymouth and Exeter. JE to share results with SR.	Next meeting
	NW/TG/JD	Action carried over. Academic Posts Expansion.  NW to speak with DME at RDE and TG to investigate the funding and programme possibilities.  JD to chase Plymouth University and DME.	Next meeting
	School/ SA	Continue to nurture possible extra capacity in GP placements.  Update required from SA.	Ongoing
	All trusts/ SR	All FPDs were asked to make contact with their local Psychiatry DMEs to establish the capacity for extra post for expansion. Exeter have made contact and are hopeful to have 2 extra F2 posts. All FPDs to contact Psychiatry DMEs. SR to send contact details for Psychiatry DME to NK.	ASAP
2	TE/ All trusts	Public Health post in Truro has been removed for August 2022. The team is still working from home which is not a viable option for a training post. When a new consultant has been appointed TE will set up a meeting including SR to discuss reinstating this post. All other trusts were asked to investigate the possibility of having Public Health posts in their trusts.	Next meeting
4	TG	There are a number of trainees who have not yet started a TAB. TG to send individual names of those who haven’t started a TAB to trusts for them to chase the trainees.	ASAP
	All trusts	HEE is concerned about equality, diversity and inclusion and unconscious bias issues that have been raised during formal meetings, interviews and ARCPs. SR wanted all trusts to be conscious of this with the upcoming ARCPs and should check the equality and diversity training of all panel members.All trusts were asked to ensure a lay rep was present at the panels if they thought they would have any issues in this respect.	ASAP
5	KT	Clinical skills teaching sessions - KT to liaise with the current facilitators to discuss the sessions and what can be learnt to move the project forward.	ASAP
6	SR/YM	The committee had a discussion on ideas of what can be introduced to improve the situation. SR to discuss the feedback at senior deanery meetings. Consider as aboveIntroduce a trainee forum where the foundation school are available regularly for open discussion with trainees over a virtual platform. YM to ask trainees if they would value this and for any other ideas on what the Foundation School can do to help improve the morale of trainees. Review at next meeting.	Next meeting
7	KT	SDT time - KT asked to liaise with Steve Boumphrey to explore the issue that was raised in Plymouth.	Next meeting
7	All trusts/ YM/ NBA	Study leave refusals - All trusts are asked to meet with rota co-ordinators to form a discussion on this topic. Each trust should establish communication with trainees if their study leave request is refused and should start to collect some data. YM to ask trainees how we can move this forward. NBA to add to the agenda for further discussion at the next meeting.	Next meeting
AOB	All trusts	Education Lead Job advert - All trusts are asks to promote this role within their teams.	ASAP

This page was last updated November 1st 2022 (2 years ago)