Application to the Foundation Programme 2014 Process for reviewing exceptionally low SJT scores

There will be a small group of applicants who obtain a low SJT score of 2.5 or more standard deviations from the mean, who will have their applications reviewed. It is anticipated there will be a proportion of this group whose applications are withdrawn due to having an exceptionally low SJT score, and not proving they meet all requirements on the national person specification for the Foundation Programme. Any applicants withdrawn from the national process for this reason will be advised on Monday 10 March 2014. If you find yourself in the group of withdrawn applicants, you will be invited to participate in a face to face review of your SJT outcome. Further details of the face to face review will be provided to you on 10 March, including the choice of venues and timings. If you choose not to attend the face to face review, you can apply to the Foundation Programme next year, including re-sitting the SJT. A summary of the face to face review process along with the timeline can be found below: 1. If you are identified as having an exceptionally low SJT score, your application will be withdrawn from the national process and you will be invited to attend a face to face review of your SJT outcome. If you are in this group of applicants, you will be notified on 10 March 2014. 2. The face to face review will take place on Monday 31 March 2014 with a contingency date on Thursday 10th April 2014. Only those individuals who are not able to attend on 31 March due to extenuating circumstances (see Appendix 1) are able to attend on 10 April. 3. You will have the choice of attending the face to face review in one of a number of locations across the UK. Venue details will be confirmed on 10 March to those applicants affected. 4. If you live abroad or are on elective on 31 March 2014, you will have the option to attend the review via video or Skype. All other applicants must attend in person unless you have extenuating circumstances (see Appendix 1). 5. The face to face review will be conducted by a panel of two people. 6. You are not required to bring additional documentation to the face to face review, and if you do it will not be considered by the panel. 7. If the decision following your face to face review is to re-instate your application, it will be put back in the national process with your original SJT score. 8. There will be no opportunity to appeal the outcome of the face to face review. 9. Travel expenses for attending the face to face review will not be reimbursed.

Timeline
Date 2014 Monday 10 March Activity National allocation date. Applicants with an exceptionally low SJT score will be withdrawn from the national process and invited to attend a face to face review. Further information regarding the face to face review will be provided to those applicants affected. Deadline for confirming attendance at the face to face review, and submitting venue preferences. National face to face review date Face to face review contingency date for those applicants with extenuating circumstances (see Appendix 1). Applicants informed of outcome of face to face review. Where relevant, applications re-instated in the national process.

Monday 17 March

Monday 31 March Thursday 10 April

Tuesday 15 April

Further details will be sent on 10 March 2014 to all applicants withdrawn from the national process due to an exceptionally low SJT score and who are invited to attend a face to face review. If you have any questions about the process at this time, send your enquiry to enquiries@foundationprogramme.nhs.uk.

Appendix 1 FP 2014: Face to face review of exceptionally low SJT scores Extenuating Circumstances Guidance
What are extenuating circumstances? Extenuating circumstances are considered to be events which are severe, exceptional, unplanned and unavoidable which occur close to the date of the face to the face review, and seriously affect the ability of an applicant to undertake the face to face review on the national date. Such events include bereavement, serious short term illness or injury. What to do if an applicant has extenuating circumstances Applicants should notify the UK Foundation Programme Office (UKFPO) if they are unable to attend the face to face review. Applicants declare themselves fit and well by entering the venue on the date of the face to face review. Claims of extenuating circumstances cannot be made retrospectively after attending the face to face review. The burden of proof' to support a claim of extenuating circumstances lies with the applicant at all times. Applicants are required to submit their claim of extenuating circumstances using the FP 2014 face to face review of exceptionally low SJT scores Extenuating Circumstances Claim Form with appropriate supporting independent evidence at the earliest opportunity and normally no later than one working day after the date of the face to face review for which they are registered. The claim must be submitted to the UKFPO. There is one national face to face review date: Monday 31 March 2014 There is a second date only for applicants with extenuating circumstances: Thursday 10 April 2014. Applicants can only make one claim of extenuating circumstances. Each claim of extenuating circumstances is considered on its own merits and as an individual case, at the discretion of the UKFPO. If an applicant is deemed by the UKFPO to have extenuating circumstances, they will be permitted to either undertake their review via Skype on 31 March 2014, or to attend on 10 April 2014. Any applicant unable to attend the review on either 31 March 2014 or 10 April 2014 will remain withdrawn from the FP 2014 application process. 1. The following would normally be considered to be acceptable extenuating circumstances: The following list illustrates examples of extenuating circumstances that seriously affect the ability of an applicant to attend the face to face review on 31 March 2014. This list is given without prejudice and for general guidance; it is not exhaustive, definitive or prescriptive. Medical school final examinations on Monday 31 March 2014 - Written confirmation from the medical school dean, or their delegated representative, is required. Medical or dental emergency of the applicant - An original medical certificate or a letter from the health professional who has examined the applicant for this illness/ hospitalisation on the day of, or in the days immediately preceding, the face to face review. The evidence must confirm the nature and

severity of the circumstance, and make clear that the applicant is unfit to attend the face to face review. For a long-term medical condition, the evidence must confirm that there has been a flare up at the time of the face to face review. Medical emergency of a close relative, partner, friend or third party for whom the applicant has caring responsibilities - Where there is a demonstrably close relationship between the applicant and the affected individual, independent evidence must confirm the impact on the applicants ability to attend the face to face review. Bereavement or funeral of a close relative, partner, friend or third party for whom the applicant has caring responsibilities - Where there is a demonstrably close relationship between the applicant and the deceased, the applicant must provide a death certificate or a letter confirming the death from an independent person (not a family member) with their contact details provided. Victim of crime on or close to the date of the face to face review - A written statement of events, which is supported by written evidence from the police (including a verifiable crime reference number). Where relevant, an original medical certificate or letter from an appropriate professional confirming the impact the reported crime has had on the applicant's ability to attend the face to face review . Severe transport disruption - Independent evidence of the incident and the scale of impact, plus evidence of intention to travel via this route e.g. a copy of flight tickets.

2. The following would not normally be considered to be acceptable extenuating circumstances: Late arrival at the face to face review venue - If applicants do not arrive on time for their face to face review, they will not be given another opportunity for a face to face review, and their FP 2014 application will remain withdrawn. Personal disruptions or events which could have been anticipated Care responsibilities - Alternative care arrangements may need to be made by the applicant. Review stress' - Feeling below par' leading up to and during the face to face review will not be considered.

3. Standard of evidence Claims of extenuating circumstances, and accompanying evidence, must be submitted to the UKFPO at the earliest opportunity and normally no later than one working day after the date of the face to face review. The UKFPO reserves the right to take such steps as deemed necessary to verify the evidence submitted without prior notification. Evidence submitted by applicants would normally be expected to meet the following standards: Evidence must be written by independent, appropriately qualified professionals. Evidence must be on headed paper, and signed and dated by the author, and provide the GMC reference number (or equivalent) of the practitioner, where relevant. Evidence presented by email may be acceptable if the email has been sent by the author from the official domain name of the author's organisation. Full contact details of the author must be provided, including name, telephone number, email address and postal address.

and

Evidence must be dated at the time of the reported extenuating circumstance and may not be retrospective. Evidence must be in English. It is the applicant's responsibility to provide supporting documentation and any translation should be undertaken by an accredited translator (e.g. be a member of the Association of Translation Companies - http://www.atc.org.uk/index.html). Evidence must be original. Copies of supporting evidence will only be accepted in exceptional circumstances. Evidence must be unaltered by the applicant. Documentation that has been amended for any reason will be deemed inadmissible by the UKFPO. If there is evidence that an applicant has fraudulently presented documentation, this may jeopardise their application to the Foundation Programme. Character witnesses are not acceptable. The UKFPO should only uphold an applicant's claim of extenuating circumstances when, in their opinion, all of the above clauses are fully satisfied. The decision of the UKFPO is final.

4. Confidentiality of Evidence By submitting a claim of extenuating circumstances, the applicant agrees to personal data being held for the purposes of processing the claim, in accordance with the 1998 Data Protection Act. Confidential information will only be shared on a need to know' basis. Any applicant wishing to restrict the sharing of such information should make his or her wishes known in writing. Normally such wishes will be respected unless to do so would be against the best interests of safety or security of any person(s). The UKFPO reserves the right to contact a third party directly to verify the evidence provided. Applicants should be aware that the UKFPO cannot respond to an applicant's circumstances if they remain unaware of relevant information.

FP 2014 FACE TO FACE REVIEW OF EXCEPTIONALLY LOW SJT SCORES EXTENUATING CIRCUMSTANCES CLAIM FORM This form should be completed if you want to make the UKFPO aware of any extenuating circumstances, which you believe seriously affect your ability to attend the face to face review on 31 March 2014. Please note that only the most serious extenuating circumstances are likely to result in permission to undertake the face to face review via Video/Skype or on the contingency date of 10 April 2014. Retrospective claims of extenuating circumstance will not normally be considered. Please read the guidance notes fully. This form must be completed and returned to the UKFPO at the earliest opportunity, and normally no later than one working day after the date of the face to face review. Name FPAS reference number Medical school E-mail address Date claim submitted Details of extenuating circumstances

List below the documentation which you have attached in support of your statement

The UKFPO reserves the right to verify the validity of supporting evidence by contacting the third party directly. The UKFPO reserves the right to reject claims where evidence is not provided. If there is evidence that you have fraudulently presented documentation, this may jeopardise your application to the Foundation Programme. I confirm that the information I have given is true, and that I have read and understood the guidelines on extenuating circumstances SIGNED: DATE: Data protection For the purpose of processing my request for extenuating circumstances, I consent to the use of my name and other relevant details as set out above. I understand that this information will not be used for any other purpose without my prior consent unless authorised by law. SIGNED: