Health Education England working across the South West 

Peninsula Postgraduate Medical Education 

Minutes of the Foundation School Committee at RILD, RD & E, Exeter

Wednesday 26th September, 10.00am – 1pm. 






Sarah Rawlinson (Health Education England), Trudi Geach (HEE), Suzanne Maddock (HEE), Natalie Band (HEE), Neil Walker (RDE), Angela Cottrell (RDE), Alex Parr (F2 Rep), Jan Morgan (SDHT), Elizabeth Ginn (SDHT), Jamie Dunn (SDHT), Nina Bossa (RDE), William Gewanter (F2 rep), Caroline Rawlings (NDHT), Nicki Saulsbury (Medical School Representative Exeter), Tim Hookway (UHPT), Himanshu Sharma (UPHT), Kerry Dungay (UPHT), Bill Wylie (Lay rep), Trudy Eddy (RCHT via telephone), Katja Adie (RCHT via telephone), Katherine Trevorrow (RCHT via telephone), Alok Bahl (F1 rep), Matthew Arnaouti (F1 rep)


1. Trainee Support

Discussion was held on trainees in all trusts who are requiring additional support.


2. Apologies:

Giles Richards (Head of School of Psychiatry), Tamsin Sleep (SDHT), Hisham Khalil (Medical School Representative Plymouth), Tom Lewis (NDHT)


3. Meeting notes from May Foundation School Committee Meeting were agreed.                      

Matters arising from the previous meeting were discussed:

Future meetings

D: All future meetings will begin at 9am to incorporate the trainee support discussion. Trainee and Medical School representatives will not need to be present until 10am.

D: Representatives from North Devon must attend the Exeter meetings in person and can Skype/call in to the Plymouth meetings. Representatives from Truro must attend the Plymouth meetings and can Skype/call in to the Exeter meetings.


I: Teach the teacher training can be provided by the University of Exeter at minimal cost to the Foundation School. Will be dependant of the number of trainees who sign up for the course.

A: SR to liaise with NS to propose some dates for the first course.


A: TG to provide further clarification on funding for regional teaching at the next meeting.


Job descriptions

I: All trusts were reminded that the Foundation School requires a Job Description for each placement. A template was sent to all trusts at the beginning of the year.

A: TG to confirm with trusts what post are missing a job description.

A: All trusts to return the job descriptions by the end of October at the latest.


Teaching Programme

A: Trusts were reminded that they must email TG with what they feel would be an acceptable breakdown to meet the teaching requirements (60 hours) under the following headings:


Ÿ  Face to Face (include ALS, ILS and SIMS?)

Ÿ  Elearning for health

Ÿ  Other (e.g. departmental teaching – if relevant and able to be linked to competencies)


A: All trusts were asked to put the Welcome event in their diary - 18th March 2019 in Torbay


I: The Peninsula FS used the electronic version of the national career destination question for 2018 – only one trainee did not submit a response. The FS is waiting for the data from the UKFPO.


4. GMC Survey

I: The Peninsula Deanery is top of 13 in England for overall trainee satisfaction. The Peninsula FS is 1st for F2 and 2nd for F1 trainee overall satisfaction.


5. Recruitment

Academic interviews

I: The F1 2019 Academic interviews will be held on Friday 21st December in Exeter. The FS is short on interview panel members and shortlisters. Shortlisting will take place between 29th October – 11th November. Each shortlister will get approximately 25 applications to score white space questions.

A: All trusts were asked to take part or identify colleagues to help.

A: TG will send reminder to all trusts asking for volunteers.


6. Study Leave – appendix to the policy

I: The committee discussed the new proposal for the study leave policy/appendix.

D: Proposal was agreed.

A: SR to add in time frames of applications. Trainees must have study leave approved at least 6 weeks before the course.

A: SR to add in a flow chart to the policy

D: Retrospective courses will not be approved – trainees must apply for study leave before going on a course.

I: Any aspirational courses may only be funded at 50%.

D: The new policy will start from 5th December and will be reviewed in September 2019.


7. PSA and Full registration

I: All F1 trainees must complete the PSA to be able to receive an AF1C certificate at the end of the year. Those trainees who have been recruited through the stand alone process are trainees with full registration who do not require the AF1C certificate to progress into F2. These trainees can work as an F2 without passing the PSA. The trainees would receive an outcome 1 at ARCP but not be eligible for the certificate to complete the year.

I: An agreement has been made nationally that all trainees with full registration should be encouraged to sit and pass the PSA before the end of F1.

A: SR and AB to work together to produce an information package for trainees who are new to the UK to explain the PSA.


8. On call rotas – pre August rotation

I: During the August rotation a trainee was moving trusts between F1 – F2 and was put on call the night before the move which resulted in the said trainee not being released to attend the induction at the new trust.

A: SR asked all trusts to be aware of any trainees being on call the night before a rotation. This situation should be avoided if possible. SR also reminded trusts that there is also some trainee responsibility to highlight the situation if it arises again.


9. Trainee representative matters

I: WG reported the continued problem of the exception reporting amongst trainees. A recent survey has shown the trainees feel it is not fit for purpose. 75% of those who answered the survey said they wanted to report but didn’t. The committee said that trainees should be encouraged to report and educators are in favour of the system. Trainees are encouraged to speak to supervisors or FPDs in their trust if they are concerned of submitting a report.


10. Psychiatry

I: GR was not at the meeting and the FS had nothing to report.


11.Community posts – travel time and expenses

I: All trainees in General Practice can claim travel time and expenses during their post in the community. This option has never been given to other trainees in community posts within the region.

D: Trainees in both GP and community posts can claim travel expenses but the shortest route must be taken and trainees can only claim the difference e.g. if the trainees home to base journey is 10 miles and the journey from home to community placement is 15 miles the trainee can claim 5 miles in expenses.

I: Time allowance is very different in community hospitals and if the trainee can claim travel time as part of their working day this may have an effect on service provision.

A: SR to liaise with all trusts to see how claiming back time would affect the community posts.

D: New guidelines to start from August 2019.


12. Self-assessment of learning – PDP

I: When Horus was introduced in 2017 the self assessment of learning form was removed from the system so was subsequently taken off the ARCP checklist. For 2018 Horus has introduced a PDP progress form which is a self assessment of their progress during the year.

D: Trainees will be required to complete a PDP progress form at the end of each post – a minimum of two must be completed before ARCP.

A: FS to add the form on to the ARCP checklist and inform all trainees and supervisors.


13. Update from National Foundation School Directors (July 2018)

I: The National Education and Training Survey (NETS) is being launched nationally in November and all trainees in the Peninsula will be required to complete it. The Peninsula is an outlier that we have a good quality assurance of posts in place through our end of post surveys. The FS will send out the end of post survey in October and the NETS will be sent in November and trainees are required to complete both.

I: The National Foundation Review is underway. Sub groups have been created and have been having regular meetings since June. Each sub group needs to submit conclusions by March 2019.


14. AOB

I: AP reported that after attending GP learning sets it became apparent that F2s in GP have a very variable workload and the number of patients seen can be very different between practices.

A: SR to look at feedback from trainees and liaise with GP supervisors accordingly.

I: F1s in community Psychiatry placements should not be prescribing.

I: F1s should not be prescribing during the shadowing week.

I: WG reported that he is sat on a sub group for the national review and his group have discussed whether a specialised F2 year would be a possibility. The committee felt this would be a step backwards from broad based training programme that was introduced.


TAB dates

I: Trainees are required to complete 1 TAB during the year. Feedback from 2017/2018 indicated that the TAB was too early in the year (October).

D: For 2018/2019 the TAB round will be moved to January 2019.


15. Next meeting

11th December 2018 - Plymouth