GUIDANCE NOTES, PROCESS & APPLICATION FORM FOR FOUNDATION YEAR 1 APPLICANTS WITH SPECIAL CIRCUMSTANCES MATCHING TO LOCATION AND PROGRAMME 2018/19

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1 This document describes the allocation process for Foundation Year 1 applicants with special circumstances, once they have been allocated to the Wales Foundation School. The national process for allocating applicants with special circumstances is separate to this and only allocates applicants to a Foundation School. Due to the geographical nature of the Wales Foundation School, it is necessary for an internal process to be used to allocate applicants to a location and programme. In keeping with the national timeline, the applicant will not know which programme they have been matched to, until all results are released. The two stages to this process are detailed below: Stage 1 Applicants will be allocated to a region by the Wales Foundation School. Applicants will not be required to rank all of the available programmes in the School, as per the standard application route, but will be required to rank 3 locations in which they would be prepared to work for their F1 year. It is generally accepted that special circumstances require an applicant to secure a programme in a specific geographical area. The locations shortlisted on this application must be appropriate to the special circumstances declared. Applicants must complete the Special Circumstances Matching to Programme Application Form attached and submit this form to the Wales Foundation School. The closing date for receipt of Phase 2 applications is Friday, 17 th November The Foundation School will assign approved applicants to one of their chosen locations according to their needs and availability of suitable programmes. Applicants will be informed which location they have been assigned to, by Friday, 24 th November 2017 and, at this stage, will be asked to confirm that they are happy to proceed or that they wish to opt out and apply via the standard route. (If the applicant decides to opt out, they will be asked to rank all rotations in Wales. The applicant s special circumstances will not be taken into consideration and there is the potential to be placed anywhere in Wales). Please note that once an applicant confirms that they wish to proceed, they will not be able to opt out of the pre-allocation process. Stage 2 Applicants will be allocated a programme by the Foundation Programme Director (FPD) Approved applicants will be required to meet with the FPD of their allocated location, between Monday, 4 th December 2017 and Friday, 26 th January 2018 to discuss programme preferences. Version: 2017/18 Page: 1

2 Prior to meeting with the FPD, applicants are advised to shortlist programmes within their allocated location. However, applicants should note that pre-allocation does not entitle allocation to first choice programmes. It is recognised that some programmes may be more suitable than others depending on the nature of the special circumstances. If the FPD feels that a certain programme would be more suitable, this will be suggested to the applicant. During the meeting, the FPD and applicant will review and discuss the shortlist of programmes for suitability. The FPD will attempt to pre-allocate the applicant to one of these programmes but the exact allocation will not be confirmed until Thursday, 5 th April 2018, the National allocation date. Please note that pre-allocation on the grounds of special circumstances is not an option for F2 doctors. Version: 2017/18 Page: 2

3 Special Circumstances - Application Form for F1 Applicants Matching to Location and Programme Please complete this form in BLOCK CAPITALS and black ink and submit to the Wales Foundation School (via the Postgraduate Deanery). Please ensure you have read the above guidance notes before completing your form. CONTACT DETAILS Surname: First name: Current Address: for correspondence Postcode: Home tel: Mobile tel: Special Circumstances Criteria Please tick all criteria that apply with your application. Criterion 1: I am a parent or legal guardian of a child or children under the age of 18 who resides primarily with me and for whom I have significant caring responsibilities. Criterion 2: I am the primary carer for someone who is disabled (as defined by the Equality Act 2010). Criterion 3: I have a medical condition or disability for which ongoing follow up for the condition in the specified location is an absolute requirement. Criterion 4: Unique Circumstances Version: 2017/18 Page: 3

4 LOCATIONS: Please list your three preferred locations in order of preference below: Abertawe Bro Morgannwg University HB (East) Princess of Wales, Bridgend/Neath Port Talbot Abertawe Bro Morgannwg University HB (West) Morriton/Singleton Swansea Cardiff and Vale University HB UHW, Cardiff/Llandough Penarth Cwm Taf HB (South) Royal Glamorgan, Llantrisant Cwm Taf HB (North) Prince Charles, Merthyr Aneurin Bevan HB Royal Gwent, Newport/Nevill Hall, Abergavenny Hywel Dda HB (Carmarthenshire) Glan Gwili, Carmarthen/Prince Philip, Llanelli Hywel Dda NHS HB (Ceredigion) Bronglais, Aberystwyth Hywel Dda NHS HB (Pembrokeshire) Withybush, Haverfordwest Betsi Cadwaladr University HB (East) Wrexham Maelor, Wrexham Betsi Cadwaladr University HB (Central) Glan Clwyd, Rhyl Betsi Cadwaladr University HB (West) Ysbyty Gwynedd, Bangor SIGNATURE: Please sign and date this form and submit to the Wales Foundation School. I confirm: I have indicated which special circumstances criteria I wish to be considered under. I understand that this information will be treated confidentially, but give my permission for all the information in this application to be shared with appropriate Foundation School/ Health Board/Deanery staff. I give my permission for information in this application to be used in anonymised form for review and evaluation of the process and outcomes of foundation training. Once I have been allocated and accepted a location, I will adhere to the pre-allocation process and will not be able to opt out. I hereby formally apply to the Wales Foundation School for pre-allocation to an F1 rotation on the grounds of special circumstances. Signature Date: / / Version: 2017/18 Page: 4

5 To be completed by the Foundation School: Please list the members of the panel who considered this application: What date did the panel convene? Do you approve and support trainee s application for pre-allocation on grounds of special circumstances? Approved Location: If NO, please give reasons: YES NO Signature Date: Name Position tel The completed form needs to be returned to the address below by Friday, 17 th November Sioned Edwards School of Postgraduate Medical & Dental Education Cardiff University 1 st Floor Neuadd Meirionnydd Heath Park, Cardiff, CF14 4YS Tel: Edwardsse@cf.ac.uk Version: 2017/18 Page: 5