Time Allocations for Staff

Setting Standards:Time Allocations for Staff Involved in Specialty Training

 The expectations of those undertaking educational roles have increased in the last few years. There is now a requirement to induct, plan, assess, deliver specific curriculum objectives and, vitally, record many aspects of doctors’ performance during specialty training. Time and resources must be made available through the job planning process as part of the consultant contract. It is also an expectation of every LEP, as set out in KSS Deanery’s annual education contract with the LEP. Appendix 2 of the Graduate Education and Assessment regulations for KSS Deanery (see section 4e below) suggests a detailed tariff of the time allocations which key colleagues delivering specialty training might be expected to devote to this work. This guidance may also support LEP, Local Faculty Groups and Local Academic Boards in their quality control as they educationally support, manage, audit and resource the educational role of educational supervisors.  

 The approach taken in KSS Deanery is to educate and train all hospital consultants as educational supervisors. The role of Educational Supervisor is distinct from, but has points of overlap with, that of Clinical Supervisor. By educating and training all consultants as educational supervisors, KSS Deanery can ensure the robustness of education and training for all clinical supervisors, whilst ensuring that those who wish to take on a more expanded role of Educational Supervisor are also equipped to do so. Organisationally the formal roles of Clinical Supervisor and Educational Supervisor are disaggregated for the purposes of job planning.  

Educational Supervision

The Educational Supervisor is responsible for the supervision of a trainee’s progress over time.  Educational supervisors are responsible for ensuring that trainees are making the necessary clinical and educational progress (see Gold Guide 4.22). This is a complex role which spans the areas of educational management, educational supervision and feedback, clinical supervision, an understanding of the role of assessment in learning, the use of portfolios as a learning and assessment tool, an understanding of how to identify, support and manage a trainee in difficulty,and of supporting trainee career decision making.  

Clinical Supervision

Each trainee should have a named clinical supervisor for each placement, usually a senior doctor, who is responsible for ensuring that appropriate clinical supervision of the trainee’s day to day clinical performance occurs at all times, with regular feedback. (see Gold Guide 4.27)  

Allocation

The following suggested tariffs for Supporting Professional Activities (SPA) time cover usual contractual requirements to undertake the common education roles. There is more detail in GEAR Appendix 2.

Job Description Typical Allocation Comment

Clinical Supervisor

 Providing safe clinical oversight of trainees during routine ward rounds, out-patients, operating sessions or other clinical sessions. Undertaking a small number per year of workplace-based assessments (less than 10 a year) and contributing to 360° feedback. 0.25 PAs per week maximum

Not dependent on number of trainees. If operating lists are extended, or clinic lists extended because of supervision of trainees, or if undertaking assessments, then the number of patients in that clinic or list, should reflect that, thus allowing the time for education within the standard working week. Optional but preferred to undertake QESP.

Educational Supervisor

Responsible for a named trainee for all aspects of personal development planning, appraisal, attending faculty meetings, completing reports and helping the trainee complete workplace-based assessment.

Completing relevant sections of e-portfolios and offering help for careers guidance and TiD.		 0.25 PAs per week, per trainee

This would usually be planned as part of routine SPA time. However, an Educational Supervisor, by agreement in a department, might have a significantly higher than average number of trainees and SPA time must also cover other governance and educational activities for all consultants. On occasions extra PA time may be needed. However, this might well be by agreement within a department, still maintaining on average 2.5 SPAs per consultant. Mandatory to undertake QESP.

This sessional time is also needed for those consultants who are active hospital supervisors of GP trainees including completing all assessments and full use of the e-portfolio.

College Tutor

(Local Trust Specialty Training Programme Director)		 For detailed role See section 4c above

1 PA for up to 20 trainees in Specialty.

1.5 PAs for 20 to 40. 2 PAs for more than 40.

Although part of the time for the college tutor role may be able to come out of SPA time, many people undertaking such roles also have multiple educational supervisor responsibilities and other governance responsibilities. We expect that for many consultants some time, if not all, will need to come out of PA time.

A college tutor or deputy will be needed on each major clinical site, a minimum of 1 PA per site. KSS Deanery expects college tutors to be jointly appointed by the trust DME (or MD) and the relevant KSS Head of Specialty School.

Recruitment and ARCP activities (in addition to local College Tutor activities)

Shortlisting and speciality interviewing for both KSS and London Deaneries. For core training, this will be once or twice a year. For specialty training, this will be two or three times a year.

 

For Foundation allocation this will be once a year. It is an expectation that every Foundation educational supervisor will spend time on this once a year.		 0.25 to 0.5 PA, usually SPA time, or 1 to 6 days exceptional leave per annum.

Shortlisting and interviewing load tends to be significantly greater for core training recruitment than specialty training currently. Overall, recruitment being centralised to deaneries is far more efficient in consultant time, but much more obvious when it occurs on an annual basis.

Recruitment is particularly onerous in Core Medicine and Core Surgery, requiring the equivalent of 1 day for shortlisting and up to 3 days for interviewing for each recruitment round.
Lead for Simulation Developing scenarios, faculty development and delivery of simulation training. Relevant for both Foundation and Specialty trainees. 0.25 PA, usually SPA time. Patient safety and rehearsal are a national priority. Simulation is totally dependent on a trained and enthusiastic faculty. It is very time intensive.
STC members Provide representation on STCs.Help advise on rotations, LTFT training and other administrative matters.  Undertake Quality Management roles within the STC.

Usually nil for committee members.

Variable for programme directors, STC chairs.

The more onerous role of Programme Director is now receiving some direct remuneration from the London/KSS Deaneries.

While STC Chairs receive a small sum towards administrative support, this does not cover all the time required to undertake the role.

Both roles may need local discussion about PA or SPA time, up to 1 PA per week.