Inter Deanery Transfer Guidance Notes

updated December 2008

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Background information
Accepted reasons for requesting Inter Deanery Transfer
Transfer Windows
Acceptability Criteria
Appeals Process
How to Apply
Inter Deanery Transfer Request Form
FAQ's / Examples

Introduction

During your SpR / StR training, it may become necessary to have to consider the possibility of requesting an Inter-Deanery Transfer (IDT).

This may come about because of well founded personal reasons (e.g. the relocation of a partner) or for a temporary period, on educational grounds, (e.g. to gain further experience or undertake a particular training module).

At all times, movement is at the discretion of both the "home" and "receiving" Postgraduate Dean.

This guidance reflects significant changes in the Inter Deanery Transfer process for 2008 / 09 which came into effect from November 2008. These changes are being piloted over the next year and will be reviewed in December 2009. Currently this process will be followed by all Deaneries in the UK except Northern Ireland.

Unlike in previous years this information now applied to all specialist and speciality trainees including GP trainees (SpR / StR / GPStRs)

Background information

It is possible for SpRs/StRs to be helped to move between Deaneries or within the UK. The arrangements for this apply to both full-time and part-time trainees. Movement is at the discretion of the Postgraduate Dean and trainees will be expected to show that they have well-founded reasons for moving.

Section 14 of the Orange Guide: http://www.dh.gov.uk/en/Publicationsandstatistics/Publications/PublicationsPolicyAndGuidance/DH_4006614 gives a clear outline of the basic rules relating to trainees in SpR training posts. Section 6 of the Gold Guide gives a clear outline of the basic rules relating to trainees in StR/GPStR training posts. What follows is drawn from this guidance but expanded in the light of operational experience. Postgraduate Deans and trainees need to be aware that a "protected" transfer bypasses the normal appointment process for the receiving Deanery, and may delay the entry of other trainees, including LATs, aspiring to an StR post in that speciality in the region concerned.

It is important that trainees give as much notice as possible when requesting a transfer as training vacancies in other deaneries may not be readily available and arrangements therefore may take some time to set up.

Accepted reasons for requesting Inter Deanery Transfer

Well-founded personal reasons (usually permanent transfers)

These will often be related to family, such as the genuinely unavoidable move of a spouse or committed partner to another part of the country, or illness in a dependent family member, which could not have been foreseen when the appointment to the current SpR/StR/GPStR post was made.

To be considered for a transfer on these grounds, applicants will be asked to confirm (by signing "Application for Inter-Deanery Transfer" form) a change in their circumstances subsequent to their appointment, and to note that movement will not usually be supported within the first year of the programme. Transfer within the first year after appointment would only be agreed under exceptional circumstances and on a specific case by case basis.

Deaneries will accept transfer requests within the first year of appointment but the transfer itself would not be considered appropriate, unless in very exceptional circumstances, until after 12 months in the appointed post.

It should be recognised that transfers are "not an entitlement", (Orange Guide/Gold Guide) and the decision will be influenced not only by the strength of the personal case but also the impact of the requested transfer on other trainees in the receiving Deanery, especially in specialties for which competition is intense. The final decision will rest with the receiving Deanery, who will be advised by the home Postgraduate Dean responsible for the current post, and by key trainers.

If agreed in principle, a commitment will be made, but actual placement in the programme and provision of a new higher/core training post may not be possible immediately, or even for some time. That will depend on the availability of an appropriate slot in the training programme and the availability of NTNs/training posts in the receiving Deanery. Inter-Deanery transfers cannot be made from one specialty to another.

Where there are differences in programmes offered with respect to run through or core between deaneries a transfer will not confer any advantage i.e. a trainee undertaking core training in England, Northern Ireland or Wales cannot transfer into a run through training programme in Scotland.

A recent review of the Inter Deanery Transfer process accepted the following principles/criteria for consideration of transfer requests for well-founded personal reasons

Significant life events
Caring responsibilities
Committed relationship - particularly marriage, civil partnerships
Other Relationships including the importance of support networks
Length of rotation
Impact on the well being of the individual
Having to accept a change of location of a partner where the partner has no real choice in changing the length or location of their employment

The following principle was rejected as it was agreed that this was more appropriately, and efficiently, covered by current OOPR and OOPE procedures.

Research, education or leadership responsibilities of a national significance not able to be delivered within the Deanery

Educational grounds

(temporary transfer unless permanent transfer explicitly agreed) These are not usually dealt with via the IDT process but via Out of Programme.

A range of situations can arise or exist:

Remedial and targeted training

It may be appropriate for remedial and/or targeted training to take place away from the host Deanery. Such training will be for a defined period of time and with pre-determined objectives and outcomes (and funding arrangements) agreed between the two Deans. The trainee should retain his or her original NTN/VTN and, on the completion of the training, should return to the host Deanery.

Specialised training opportunities: secondment of individuals

Exposure to certain highly specialised training opportunities which may exist in just a few Deaneries may be essential for a particular trainee's future career. Where these opportunities are unavailable with the current Deanery, by agreement between the two Deans, a trainee may transfer on secondment retaining the original NTN/VTN. On completion of the secondment the trainee would return to the host Deanery. Deans will agree specific funding arrangements in these cases. Extension to permanent transfer should be viewed with caution; there is a risk that 'donor' regions may suffer a steady loss of new CCT holders, while 'receiving' regions may have difficulty in progressing their more junior trainees.

Fixed progressions and rotations between Deaneries as part of regular planned training programmes:

In a number of specialties, the complete training programme cannot be provided within one Deanery because of lack of suitable specialist training opportunities. Also, there are long-standing rotations which straddle two or more Deaneries. The rotation forms part of the whole training package. There are two versions of this arrangement.

Structured Progression

In these "rotations", often in specialties such as cardiothoracic and paediatric surgery, the trainee may start in Deanery A and finish in Deanery B. The original NTN/VTN is surrendered and a new NTN/VTN provided by the new Deanery (B). A stable share of NTNs/VTNs across Deaneries can be agreed.

Structured Rotations

In these programmes (for example several of the pan-Thames programmes) trainees may start in either Deanery and finish in either Deanery, often depending on where the next vacancy happens to arise. When a trainee moves, at some defined stage(s) in the programme, to "the other" Deanery, he or she retains his or her original NTN/VTN

Other Movements and Transfers

Trainees wishing to transfer because they would prefer training in another region, not on the specific advice of the home Deanery or Specialty Training Committee, or trainees wishing to move into a different specialty or CCT programme, can only transfer by applying in open competition for a place on a training programme in another Deanery.

Transfer Windows

The review has recommended the introduction of a transfer window and it has been agreed that during these transfer windows a Deanery panel will meet to consider all requests from trainees wishing to transfer into the Deanery.

Applicants can apply at any time throughout the year but should be aware that, in most cases, their application will not be considered until one of the Transfer Windows below. The Dean may consider "fast track" applications out with these windows only in exceptional circumstances.

There will be 2 national transfer windows over the next 12 months - in May 2009 and then again in November 2009. This should allow any requests to be considered before any upcoming recruitment rounds.

Transfer Window 1: To consider all requests submitted to the Deanery between November 2008 and April 2009 - panel meeting to review all requests received to be held in May

Transfer Window 2: To consider all requests submitted to the Deanery between May 2009 and October 2009 - panel meeting to review all request received to be held in November.

Acceptability criteria

When the "home" Deanery agrees to release a trainee from the Deanery, an "Application for Inter-Deanery Transfer" form should be completed confirming that the trainee fulfils one of the seven principles/criteria for transfer, is currently progressing satisfactorily in training and is not undergoing any disciplinary procedures. In exceptional circumstances a failing trainee may be transferred if it this is deemed to be the correct educational decision and had been agreed by both Postgraduate Deans.

Trainees should confirm their circumstances for transfer by signing a declaration on the "Application for Inter-Deanery Transfer" form. If this information is subsequently found to be untrue, this will be considered a probity issue and may be referred to the GMC.

Appeals process

The decision to release a trainee is far simpler than the decision to accept a trainee and it is important that applicants realise that there is a distinction made between the two.

Appeals against release: An appeal against this decision would be conducted by the Postgraduate Dean in the "home" Deanery. Trainees appealing this decision can be supported by a trainee representative or a representative provided by the BMA Junior Doctor Committee (JDC) if requested

Appeals against panel decision to accept a trainee: The appeal will be conducted by a separate panel to that which conducted the transfer window panel. This panel will consist of Deanery Staff but will also have lay and trainee representation.

Trainees may contest the reasons for the decision but will be unable to appeal if the reason their request has been refused is that there is no available post for them in the Deanery they wish to transfer into.

Trainees should submit any requests for an appeal of the decision to the Deanery within 10 working days of the decision being communicated to them. A panel will then be convened within 10 working days of receiving the appeal.

How to apply

If you wish to be considered for an inter-Deanery transfer you should:

Ask your own postgraduate Deanery for a copy of the guidance document on 'Movement of SpRs/StRs/GPStRs between deaneries, and inter-Deanery transfers of NTNs/core/uncoupled training posts', and read section 14 of the 1998 Orange Guide(SpRs) or section 6 of the 2008 Gold Guide (StRs/GPStRs)
Approach your own Postgraduate Dean to explain why you are seeking an inter-Deanery transfer. If doing this for personal reasons, you should be able to show a change in your personal circumstances which accounts for this request. You will need the agreement of your current Postgraduate Dean to initiate the process.
Complete the "Inter Deanery Transfer Request Form" requesting an inter-Deanery transfer and submit it to your current Postgraduate Dean together with an up-to-date CV. Your Postgraduate Dean should then contact the dean in the region in which you are seeking to transfer.
You may subsequently be contacted by that Postgraduate Dean or his representative in order to discuss the process further.
Please note that all requests for inter Deanery transfers will be considered by a Deanery panel. There will be 2 transfer windows in each year - May to October with applications being considered in November - and November to April with applications being considered in May. Postgraduate Deans may consider and approve requests outside of these windows if it is felt that there are exceptional circumstances in any particular case
Trainees will have the right to appeal decisions taken by the panel. All requests for appeal would need to be received within 10 working days of the decision regarding a request to transfer being communicated

Inter Deanery Transfer Request Form

This form can be found on the IDT website

Once completed the form should be sent to: Becky Trainer, Quality Assurance Administrator Becky.Trainer@southwest.nhs.uk

Frequently Asked Questions

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