Meeting Notes 24th February 2025

MINUTES & ACTIONS

Agenda Point

Agenda Item

Brief Description

1

Welcome and Apologies 

AC welcomed all to the meeting and introductions where necessary made.

SM reported unfortunately the apologies made for the September 18^th, 2024, meeting were not added to the meeting notes this has now been corrected. AC mentioned that Dr Laura Bennett would join later as the new Psychiatry Foundation lead.

2

Previous minutes / matters arising / actions

• Local Rep Information: AC and SM discussed the difficulty in identifying local representatives and requested support from local trusts to identify and share information about local reps.
• Job Descriptions: AC and SM mentioned that many job descriptions had been received, but some were still outstanding. They emphasized the importance of job descriptions for incoming foundation doctors and decided to close the action while continuing to chase any outstanding job descriptions.
• Placeholder Experience Feedback: AC discussed the feedback received from F1s regarding their placeholder experience, highlighting significant themes such as communication, education experience, and financial parity. She mentioned that this feedback was presented to UKFPO.

3

TOR Update

SM Shared current version of TOR with the meeting.  Changes to organisation and to trust names made.  CVH’s role of Deputy Dean added to TOR and MEM added as an appropriate member to represent the Psychiatry School.  Amended TOR accepted by FSC.

4

Trainee rep Matters

AC asked AM & HZ if they had anything to raise.  Nothing to report at this time

5

Foundation School Directors Update

AC provided updates on the foundation school directors' meeting, including changes in UKFPO leadership - Mike Masding has been appointed Director UKFPO they are currently advertising a vacancy to back fill his post for Lead FSD for England.

Recruitment Foundation.  As in previous years AC confirmed more eligible applicants have applied than there are trusts than posts.  This excess number would likely be managed with withdrawals and that communication would be led by UKFPO.  CVH explained that this year, although doctors would be allocated to a school on February 27th, they might be moved to another school if there were not enough withdrawals in one school. This change could lead to more uncertainty for those in placeholder positions.

F2 regional teaching AC discussed the need to gather information on F2 regional teaching offerings in each trust and mentioned the positive uptake for Max course.  SM asked AM to help with finding out what is happening in each trust via a questionnaire. SM will contact AM & HZ after the meeting via email.

ARCP Checklist and Pre-ARCP Meeting: AC announced the review of the ARCP checklist and the introduction of a pre-ARCP meeting on May 19th to discuss doctors in difficulty.

• ARCP Checklist Review: AC announced that the ARCP checklist had been reviewed and that there were no significant changes. The checklist would continue to be used to guide the ARCP process.
• Pre-ARCP Meeting: AC introduced the idea of a pre-ARCP meeting on May 19th to discuss doctors in difficulty. This meeting would allow TPDS to bring up doctors with significant issues in their portfolios, time out of training, or other difficulties to pre-empt and minimize surprises during the ARCP panel. AC emphasized that the pre-ARCP meeting would help support TPDS by identifying and addressing issues before the ARCP panel, ensuring better preparation and minimizing the risk of adverse outcomes.

BW welcomed the introduction of a Pre ARCP meeting felt this is a positive move.

Accelerated Training: AC and CVH discussed the possibility of accelerated training for exceptional F2 trainees and the challenges related to guidance changes.

• F1 Acceleration: AC clarified that F1s could not accelerate their training as their time had to be 12 months pro rata. Therefore, no acceleration was possible for F1s.
• F2 Acceleration: AC explained that F2s could potentially accelerate their training if they were exceptional trainees working less than full time (80%) and had a statement from their ES or TPD showing their exceptional performance, agreed by the FSD or their representative.
• Guidance Challenges: CVH mentioned the challenges related to changing guidance and the need to follow the gold guide process. She emphasized that while exceptional trainees might be considered for acceleration, the guidance was still evolving, and final decisions would be made later in the year.
• Case-by-Case Basis: AC and CVH agreed that decisions on accelerated training would be made on a case-by-case basis, considering the exceptional performance of trainees and the evolving guidance from UKFPO and GMC.

RT stated that RCHT currently have a lot of F2s working LTFT and she is being asked whether they can be signed off and the conflicting and changing advice makes the situation very challenging

CVH commented that ruling a Doctor as Exceptional can be difficult as it is subjective and hard to justify to a doctor not deemed as ‘exceptional’.

Specialty training makes things very difficult if they cannot confirm that they are going to be eligible so it is putting Foundation Schools in a difficult position.

All trusts to identify all F2 doctors who may be looking for sign off and bring to May 19^th FPDS pre ARCP meeting.

Public Health – AC has had been in positive meetings with Public Health colleagues.

• Success in Plymouth: AC highlighted the success of public health foundation post in Plymouth, noting that they provided valuable experience for foundation doctors and were well-supported by the public health head of school.  Following feedback re suitability for F1 doctors this post will be moved to a F2 post.
• Expansion Potential: AC mentioned the potential for expanding public health foundation posts to other trusts, particularly in trusts where foundation doctors might not be getting the best educational experience due to overexpansion in certain departments. She suggested considering these posts for F2 2027 and she will discuss possibilities further with individual trusts.

•           Innovative Placements Feedback: AC requested feedback on new innovative placements, such as radiology and

community pharmacy, to assess their effectiveness. CVH asked where community pharmacy will be grouped for the GMC survey – AC confirmed supervised by the ED department.  CVH felt local feedback was needed. SM confirmed that EOP surveys are still happening and AC also confirmed Quality Panels were still being held in Foundation.  CVH also took the opportunity to inform the FSC that Lizzie Eley will continue in her current interim role for Geoff Smith for the time being.

Laura Bennett CAMHS consultant in Torbay joined the meeting as Psych Foundation Lead AC welcomed her introductions were made.

• SFP Feedback Event AC reported that one of the MEDED Academic F2s in RCHT is keen to establish a F1 and F2 Academic network.  AC met with her and other academic Foundation Doctors for an informal catch up session. They are going to set up a SFP regional WhatsApp group AC reported SFPs can feel isolated.  CVH confirmed that PEN Academics had been invited to attend the annual Academic Showcase event in March run by Bristol University to share their achievements.  This will also help with networking.

GP Placements AC discussed the challenges in locating GP placements close to trusts and accommodating F2 doctors in GP practices due to space constraints and competition with other training grades.  AC has been speaking to GP leads trying to explore ways to help where capacity is short.   

• Community Medicine Opportunities: AC emphasized the importance of exploring community medicine opportunities, such as community hospitals, palliative care, and pharmacy, to provide a broader experience for foundation doctors in general practice.
• Supervisor Awareness: AC mentioned that many GP ST supervisors were not aware that they could supervise both GP trainees and foundation doctors, and efforts were being made to improve this understanding.
• Optimizing Placements: AC discussed the potential for GP practices to take two F2 doctors and provide a varied experience, including community medicine, to optimize placements and ensure a comprehensive educational experience.

6

School Update

SM reported Siobahn O’Brien recently appointed as FS Administrator who will be working mainly within the Severn FS, they are currently out to offer for a Co-Ordinator role hopefully this will be accepted by the applicant.

SM reported that following the restructure over the last 2 years NHSE is currently undergoing another review the ask from the DOH is £150 million of non-pay resource savings and a further saving £175 million of staff costs (equivalent to around 15% of the new NHS England structures) – giving £325 million to support the frontline over the coming year.

FPP which includes our MedEd and L& M academic jobs – 9 of our 10 FPP roles have been filled the remaining 1 FPP in North Devon has been converted to a standard FP and put into the main recruitment round.

SFP – Research Academic jobs – Exeter have expanded to 5 research jobs by repurposing existing rotations and switching to 4-month Academic research blocks in line with those offered in UHP and Bristol.  UKFPO have put these SFP jobs into a separate Group

FP 

Allocation date confirmed very late as 27^th Feb.  UKFPO has published a statement confirming all eligible applicants will be offered a FS place.  This is likely to result in oversubscription.   The current F1 total number will be 310 (including 1 x placement held for an existing F1 LTFT).  SM reported that she is unsure what communication has been sent to the UK Medical Students but assurances have been given that all communication will be handled by the UKFPO.  SM stated there is likely to be a number of anxious and unhappy applicants.

Recruitment and Allocation Process: SM provided an update on the recruitment and allocation process, including the introduction of a two-step process and the handling of linked applicants.

Less Than Full-Time Training: SM explained the updated policy for less than full-time training, emphasizing the need to manage expectations and the possibility of program adjustments.

Swaps Process: SM reported on the completion of the swaps process. SM reported the school received 66 requests to Swap either their F2 location or one of their F2 placements

20 had their change of trust location approved

16 had their placement change approved

36 approved in total= 55% of applications approved.

SWAPs Proposal for next Year

• Removal of specialty groupings from guidance – SM reported this is often confusing.  It will be replaced by wording The Head of School will review all Swaps requests on an individual basis and decide on whether the resulting 2-year programme after a swap remains balanced and offers sufficient experience to obtain all the Foundation Programme Capabilities required for ARCP sign off.  The Head of School’s decision is final and there is no appeals process or similar.  SM hopes this will be a little more flexible without compromising on the need for balanced rotations.
• With the introduction of PIA and the possibility that an applicant may end up in a SFP who has little interest in an academic programme SW FS have agreed to allow F1s in SFP or FPP programmes to apply to swap their F2.  Still no guarantee of a swap but this may also give additional opportunities to those who wanted an academic programme.  The logistics will be worked on and communicated at a future meeting.

GP Placement Challenges: SM acknowledged the challenges in securing GP placements and the ongoing efforts to find suitable alternatives.

Linked Applicants

We currently allow linked applicants to remain linked done to programme level, we may be the only school left that does this – very popular but the introduction of Groups has added a layer of complexity allowing linked applicants to be matched to programme level.  We have added the following to the Linked applicant’s policy:

Following the introduction of Groups in 2025 to facilitate recruitment to Specialised Foundation Programmes (SFP), both linked applicants will need to be allocated to the same Group through PIA.  If one linked applicant is allocated to the SFP Group and another to the main FP group the LINK WILL BE BROKEN.

Welcome Event

10^th March starting at 11 am – SM confirmed format will be the same – MS Teams all have been sent the agenda for the day please ensure your trust reps are available for a minimum of your time slot.  SM requested that trusts ensure their pre-recorded presentations are sent to her by 28^th Feb together with the names and email address of trust attendees so she can send out links to all.

7

AOB

Study Leave – AC acknowledged that this was still an area that is causing concern. There is a meeting planned to update guidance and policies to provide clearer information.

ADP – sent to trusts last week please can the trusts review whether they can still provide the sessions on the ADP, review the costs and the numbers that can be accommodated.  SM apologised for the very tight deadline given

International Medical Graduates Support: CVH and JK discussed the need to support international medical graduates by identifying their learning needs and providing educational resources.

Forensic Psychiatry Post: AM fed back to the meeting that she had recently undertook a placement in Forensic Psychiatry and that she felt it was a really good experience.  AM to discuss the potential for more F2 forensic psychiatry posts with LB.

GP Placement Parking Issue: JH raised an issue re one GP practice asking their F2s to park offsite can they claim expenses?  FS will look into and respond

Future Meeting Dates

Thursday May 22^nd2025 morning timings TBC

Thursday September 18^th 2025 morning timings TBC

Monday November 10^th 2025 afternoon timings TBC

Agenda Item

Action

FSC Member

By When

2

Job Descriptions: Forward any outstanding job descriptions to SM.

All Trusts

Ongoing

Placeholder Experience Feedback: Provide any informal feedback on placeholder experience to AC.

Foundation Reps

Ongoing

5

F2 Regional Teaching: AM & HZ to Coordinate with AC/SM to gather information on F2 local teaching offerings in each trust.

Foundation Reps

By next meeting

5

ARCP Pre-ARCP Meeting 19^th May: All FPDS to bring Drs in danger of not being signed off at ARCP to Pre ARCP-Meeting for discussion.  Also, any F2 LTFT Doctors who are requesting accelerated training

All FPDs

19^th May 2025

6

Welcome Event: All trusts to provide pre-recorded Trust Presentation

All Trusts

28^th Feb 2025

7

ADP: Trust teams to review and confirm to SM by March 3rd

All trusts

3^rd March 2025

7

Forensic Psychiatry Post: LB to discuss AM feedback re her placement experience

LB & AM

When Convenient

7

GP Placement Parking Issue:  School to respond to whether F2s in GP can claim for parking expenses

AC/SM

ASAP