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Summary of Assessments for Trainees

This text summarises the arrangements for monitoring Histopathology trainees on the Yorkshire rotation.  It brings together all the forms required, and describes how these are used and filed in the trainee portfolio and Deanery to build up a full record of progress during the rotation.

There are separate sections describing what Consultants, Educational Supervisors, and Trainees do.

 Trainees are assigned a Leeds based educational supervisor at the beginning of their training – this will remain the same throughout the training, so that a supportive relationship can build up over years.  On average, trainees spend 3 years in Leeds and 2 years in hospitals outside Leeds – during these attachments their educational supervisor will be the local member of the Specialty Training Committee (STC), but trainees should retain some contact with their Leeds based educational supervisor, especially if out of Leeds for more than 6 months.

What Consultants have to do:

Whenever you work with trainee, consider their competence/performance in relation to their stage in training, so that helpful feedback can be given – both in the course of day-to-day work, and recorded on the 6-monthly Generic Competency Form (form 6).  If you have specific concerns, contact the trainee’s educational supervisor. 

What Educational Supervisors have to do:

• Meet with your trainees at the beginning, middle, and end of each 6-month attachment.
• These meetings should be initiated by the trainee, who is also responsible for ensuring that they have the correct documentation required for their portfolio.  See attached: ‘What Trainees have to do.’ 
• The initial meeting includes objective setting for the next 6 months.
• The end of attachment meeting includes feedback on performance given in the completed Generic Competency form (form 5), and comments on achievement of objectives. Where trainees remain in the same Trust, this will also include objective setting for the next 6 months.

Clarification of Educational Supervisor: If the trainee is currently in Leeds, this will be their Leeds educational supervisor. If currently outside Leeds then this will be the local STC representative. Trainees should maintain some contact with their Leeds supervisor during attachments outside Leeds – at least one informal meeting during each 6 months.

List of forms:

Form 1.  INITIAL REVIEW (trainee) and Form 1b LIST OF POTENTIAL OBJECTIVES

• Filled in by the trainee and countersigned, filed in portfolio.

Forms 1 and 4

• Are used at start and end of each 6 months attachment, as a tool to guide and record the meetings with the educational supervisor.  This reflects on the trainee’s progress to date and sets objectives, which are reviewed at the end of 6 months.  This form should be filed in the training portfolio.  (It may occasionally be appropriate for a separate confidential record of part of the discussion to be kept by trainee and educational supervisor, but not filed in the portfolio). It does not normally form part of the evidence assessed at the RITA interview.

Form 2.  CHECKLIST FOR TRAINING PORTFOLIO

• Completed by educational supervisor confirming annual inspection of portfolio, filed in portfolio and forms part of evidence for annual RITA.

Form 3. RITA – ANNUAL SUMMARY OF ACTIVITIES

• Completed by trainee, used to provide focus during RITA interview.

Form 4.  FINAL REVIEW (trainee).  (See comments for Form 1)

Form 5.  GENERIC COMPETENCIES FORM from RCPath trainee logbook  Form B : For Trainers

• Completed at the end of each 6 months based on reports of all consultants who have worked with the trainee. Departments will have their own arrangements for collecting this information. This report is discussed with trainee by educational supervisor, and filed in the portfolio, and the copy for the Deanery file sent to Angela Jackson.  Trainees may also complete this form (form A for trainees), to compare their view of their performance with that of the consultants, and should discuss this with their educational supervisor.

Form 6.  END OF ATTACHMENT QUESTIONNAIRE.

• Trainee completes and sends to Angela Jackson; this is submitted anonymously.

Record keeping:

In Trainee’s Portfolio:

• Counseling and appraisal form for each 6 months (form 1 & 4).
• Portfolio review form 2
• Annual summary form 3                                                                          
• RITA record of discussion and training and development action plan, from Deanery
• Generic competency forms for each 6 months (form 5).
• WPBA (trainees commencing year 1 from Aug 07)

How should we monitor RITA D/E trainees?

Award of RITA D/E certificate – Consultant at the RITA interview will convey this information to the educational supervisor, with a summary (verbal or written) of the discussion at the RITA interview.

If the trainee is currently in Leeds, this will be their Leeds educational supervisor; if currently outside Leeds then this will be the local STC representative.

• This educational supervisor will meet with the trainee to devise an action plan.
• Action plan will be filed in the portfolio. 
• They should meet regularly to review progress.
• They should agree how the action plan will be made known to the other consultants at the current and next hospital. 

There will normally be another RITA interview to review progress after 6 months.

Trainees should present for MRCPath examinations when they and their Educational Supervisor feel that they are ready.  There may be occasions when RITA E is necessary to give sufficient preparation for the exam, in which case the training objectives will include the areas in which more preparation is required, how to prepare, and expected time frame.

PROGRESS MONITORING – WHAT TRAINEES HAVE TO DO, Version: January 2008

AUGUST – organise an INITIAL MEETING with your educational supervisor to set objectives for the next 6 months

• fill in initial review form (form 1a) and reminder of objectives form (form 1b) and keep in portfolio

OCTOBER – organise a PRE-RITA MEETING with your educational supervisor to review your portfolio

• fill in checklist for training portfolio form (form 2) and annual summary of activities form (form 3) to take along to RITA.  Bring a copy of each to be filed in your Deanery file and keep a copy in your portfolio

JANUARY – organise an END OF ATTACHMENT MEETING with your educational supervisor to get feedback on performance

• fill in final review form (form 4) and keep in portfolio
• get copy of generic competency form (form 5) to keep in your portfolio
• fill in end of attachment questionnaire (form 6) (on your own, not with your supervisor) and send to secretary of head of the training committee (at the moment Angela Jackson for Dr Wyatt) – this is anonymous, will not form any part of your assessment and should be honest – the aim is to identify any problems with the hospital as soon as possible

FEBRUARY– organise an INITIAL MEETING with your educational supervisor to set objectives for the next 6 months

• fill in initial review form (form 1a) and reminder of objectives form (form 1b) and keep in portfolio

MAY – informal mid-attachment meeting to check no major problems

JULY – organise an END OF ATTACHMENT MEETING with your educational supervisor to get feedback on performance

• fill in final review form (form 4) and keep in your portfolio
• get copy of generic competency form (form 5) for your portfolio
• fill in end of attachment questionnaire (form 6) – see above