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Scotland Deanery

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Trainee information

FAQs - Preparing for your ARCP

    At the present time the GMC & Royal Colleges have agreed derogation to the normal curriculum & ARCP requirements to recognise the challenge to trainees and trainers during the COVID pandemic. Trainees are asked to check their Royal College/ UKFPO website regularly for the latest advice on current speciality derogation.

    ARCP notification emails will include details of the standard mandatory requirements: request for trainees to check that their information held on TURAS is up to date; instruction to complete SOAR declaration; absence declaration; OOP form etc.

    This information will be collected via Questback. You will be sent an email directly from Questback which you should use to declare your absences. This will be sent approx. 8 weeks before your ARCP. Please ensure you also check your spam folder. If you have not received a Questback notification email 4 weeks prior to your ARCP please contact your deanery administrator. 

    If you have taken any absence due to COVID impact i.e. quarantine/isolation periods, please also include these in your Questback form. Please note these types of absences will be noted as separate 'COVID Absence', in separation to your overall sickness absence.

    Please include absence as follows: sick leave, maternity/paternity/parental leave, compassionate paid/unpaid leave, other (please specify).

    Please do not include: study leave, prospectively approved OOPT, OOPR, OOPE, OOPC.

    Your absence declaration must be completed for the time period since the last ARCP. If you’ve had more than one ARCP within a 12-month period, you will be required to complete an absence declaration each time

    The Deanery team will initiate your SOAR declaration approximately 8 weeks prior to your ARCP.  You will be notified by SOAR when it is available to complete.

    You must ensure that you are registered for a SOAR account. Please link up via your GMC Online account. More information.

    You can request a login for SOAR here. Please link up via your GMC Online account. More information.

    For the purposes of ARCP in Scotland, the Form R (part A) is replaced with the requirement for trainees to ensure that the details held on their TURAS account are correct. Form R (part B) is replaced by the SOAR declaration for revalidation.

    Please contact your Deanery Training Programme Administrator who will make the required change.

    Please contact your supervisor in good time, ahead of your ARCP to ensure that they complete the required sign-off. If this proves unsuccessful please inform your TPD.

    To meet the requirements of your ARCP, a SOAR declaration must have been made within the 6 month-period leading up to your ARCP. If your most recent declaration will be more than six months old at the time of your ARCP, you must complete another.

    The Deanery has agreed that for ARCPs, all trainees are required to submit their evidence at least two weeks before the date of the desk-top review. This time-scale provides the panel with adequate time to review e-portfolios etc. ahead of the desktop review.

    The Deanery expects a level of professionalism from all trainees and educational supervisors in this respect and requires trainees to work towards and meet this submission date. Failure to do so will result in the issue of an outcome 5 (Incomplete Evidence), unless exceptional circumstances apply, e.g., bereavement or illness of trainee/educational supervisor. Exceptional circumstances must be declared before the submission date and will not be taken into account following that date.

    An outcome 5 is a holding response, not an unsatisfactory outcome. You will be given a further time-period (usually two weeks) in which to submit any missing evidence. You will be issued with a follow-up outcome after the extra time-period.

    You should not find yourself in this situation unless under exceptional circumstances. In the majority of cases you will have received up to 6 months-notice of your ARCP date. You will therefore have been able to arrange the meeting(s) required with your educational supervisor in order to complete the report. In light of the ongoing pandemic, trainees are encouraged to organise completion of these reports earlier than usual to recognise the potential for delay due to clinical pressures.

    Please contact your TPD if there is any problem in relation to the completion and submission of your educational supervisor’s report.

    Please make contact with your educational supervisor well in advance of your ARCP and submission date and arrange the meeting(s) required in order for your educational supervisor’s report to be completed.

    If the report is not completed by the submission deadline you will be issued with an Outcome 5 (Incomplete Evidence) at the desktop review. This is a holding outcome (not an unsatisfactory outcome), you will be given a further time-period (usually two weeks) to ensure that the report is submitted. You will be issued with a follow-up outcome following this time-period.

    Please contact your Training Programme Director at your earliest opportunity if you envisage any problem with the completion of this report.

    It is your responsibility to set up meetings with your educational supervisor as follows:

    Initial meeting

    Mid-point meeting

    End of post meeting

    Final meeting – Educational Supervisor’s Report completion

    If you have forgotten your log-in details for Turas TPM please select the ‘Forgot your password?’ option at https://turasdashboard.nes.nhs.scot/.  If you are experiencing any issues with logging in to your account, please raise a Helpdesk ticket via the Dashboard. 




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