Transfer of Information 2012/2013

NATIONAL TRANSFER OF INFORMATION (TOI) PROCESS AND GUIDANCE 2012 / 2013

Content General principles Summary of processes and timeline Information / guidance notes for: • • • medical students / graduates / Foundation Programme applicants medical schools foundation schools

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TOI form

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other problems and areas of the student’s relative weakness are passed to those responsible for foundation training. This allows the student to manage their health in a professional manner. Under the Medical Act 1983.Health and welfare information aims to highlight health and welfare issues that may be of relevance to the setting or delivery of the Foundation Programme. universities have formal responsibility for confirming that doctors at the end of F1 are eligible for full registration. The TOI form is completed by the student. welfare.Educational progress information outlines any additional support that may be required during the Foundation Programme. health. Every Foundation Programme applicant is required to comply with the TOI process and complete a TOI form. and during the F1 year. This information will be used by the educational supervisor to assist the student in producing a personal development plan as a new foundation doctor and to identify any additional educational support that may be needed. TOI forms should be shared only with relevant individuals at the applicant’s allocated foundation school. The TOI process aims to highlight doctors who may require additional support during the Foundation Programme. Completion of the TOI form does not replace the need to report any fitness to practise issues to the GMC or to inform the Local Education Providers (LEPs) HR/Occupational Health departments of any health issues. Educational progression . Information on the TOI form is endorsed by the medical school and medical schools may provide further information where appropriate. it is essential that information regarding any potential patient safety issues. There are two key components to the form: • Information concerning health and welfare (Section 1) • Information concerning educational progress (Section 2). significant educational. The TOI process is facilitated by completion of a TOI form. absences.Transfer of Information 2012/2013 PROCESS AND GUIDANCE 2012 / 2013 General principles (excerpt from FP Reference Guide 2012): The transfer of information (TOI) processes are a means of supporting medical students during the transition from medical school to foundation school. Health and welfare . 2 . In particular. It is therefore essential that there is a two-way transfer of information between the university/medical school and the deanery/foundation school until the point of full registration with the GMC. This also allows the medical school to meet the GMC requirement of ensuring that graduates’ areas of relative weakness are fed into their Foundation Programme portfolios.

Medical student Medical school Medical student UKFPO Medical student Medical school 3 . applications to be submitted no later than 14th December 2012) Action and overview of process UK medical school to hold an ‘early review’ meeting between medical school and local foundation school staff. to add relevant information to the form. ‘Medical Student’ refers to all Foundation Programme applicants.e. non-UK medical school graduates and those who graduated from a UK medical school prior to 06 August 2011. Medical student to seek guidance if required from the medical school re completing the TOI form. Eligibility Office FP applicants only to complete all details on the TOI form (including having obtained medical school endorsement and signature). Medical school to send original form to the allocated foundation school. *Please note that some actions are specific to those applicants applying via the UKFPO Eligibility Office i. Copies of the form should be made (one for the graduate and one for medical school records). Medical school and medical student Action owner Medical school (This is a separate process to TOI. UK medical school to invite any students identified through the ‘early review’ meeting to attend a confidential meeting to discuss: • TOI: to provide guidance on information which is relevant to the delivery of the Foundation Programme and the level of detail to be provided on the TOI form • (and if applicable) ‘Special circumstances’ FP application information. The meeting should aim to identify any final year medical students for whom there are considerations that may impact the location and/or delivery of the Foundation Programme. please see the Special Circumstances process available on the UKFPO website for details. UKFPO Eligibility Office to send a TOI form to every Eligibility Office FP applicant. all forms to be endorsed and signed by the medical school. UK medical school to review student completed TOI forms and if necessary.) January – March 2013 UK medical school to send a TOI form and guidance to all final year students applying for the Foundation Programme.* As soon as possible/ no later than 30th April 2013 As soon as possible/ no later than 31st May 2013 Or no later than a week after allocation for those on the reserve list* As soon as possible/ no later than 31st May 2013 Non-Eligibility Office FP applicant to complete a TOI form and return to the named individual at their UK medical school. This only applies if the considerations identified are judged to impact on the location of the Foundation Programme. Once the level of information is appropriate.Transfer of Information 2012/2013 Summary of processes and timeline For the purpose of this paper. Date Autumn 2012 (To allow sufficient time for special circ.

If an applicant is not allocated on this date. A copy of the form should be kept by the applicant.Transfer of Information 2012/2013 Or no later than a week after allocation for those on the reserve list* As soon as the TOI form is received/ no later than 3rd June 2013 FP applicant to send original TOI form to the allocated foundation school. Foundation doctor and educational supervisor Foundation school * The UKFPO will announce FP allocations on 25 th February 2013. they will be placed on the reserve list. which will be completed by October 2013. Reserve list applicants (and their medical school if appropriate) must ensure that their TOI form is received by the allocated foundation school AS SOON AS POSSIBLE and strictly by no later than one week from the allocation date. July / August 2013 Foundation doctor and educational supervisor to discuss educational progress details at the ‘Initial meeting with the educational supervisor’. and • Section 2 (educational progress) with educational supervisor. Reserve list allocations will be announced on the following dates: • 30th April 13 (completed TOI form with foundation school ASAP/by 7 th May 13) th • 29 May 13 (completed TOI form with foundation school ASAP/by 5 th June 13) th • 26 June 13 (completed TOI form with foundation school ASAP/by 3 rd July 13) • 24th July 13 (completed TOI form with foundation school ASAP/by 31 st July 13) The 2012 TOI process and guidance was approved by the UK FP Board on 27 th September 2012. The UK Foundation Programme Office (UKFPO) and Medical Schools Council (MSC) will lead a review of the 2012 process and guidance. Subsequent reserve list allocations will be made on predetermined dates. 4 . Foundation schools to receive TOI forms. FSD to share TOI content appropriately: • Section 1 (health and welfare) with Foundation Training Programme Training Director/ Tutor (FTPD/T). Foundation school to consider if any adjustments or additional support may be provided to enhance the training and development of the new foundation doctor.

If you are a UK medical school graduate. arrangements for additional supervision or training. It is important to understand that TOI processes are designed to support you fully during the transition from medical school to foundation school and up until the point of full registration with the GMC. you are required to comply with the TOI process and complete a TOI form. 7. The TOI form is presented in two sections: • Section 1 asks for information relating to health and welfare • Section 2 asks for information relating to educational progress. The Health and welfare section of the form is intended to be wholly supportive by providing the opportunity to highlight any health and welfare issues that may be of relevance to work placement location (not the foundation school location). As a UKFPO Foundation Programme applicant. 9. If a TOI form is not received it is your responsibility to obtain it. Support that may be provided as a result of the TOI process may include. Medical Schools Council. 5. The TOI processes outlined in this document have been approved by the UKFPO. 2. representatives from the BMA Medical Student Committee and BMA Junior Doctor Committee. Transferring relevant information may help reduce the risk of encountering difficulties throughout the F1 year. 4. An example might be difficulties with a particular type of assessment such as OSCEs. The sharing of information via the TOI process is entirely separate from any employment processes and will not have any bearing on your foundation school allocation. you should ask your medical school who will be able to support you in completing the form (see medical school information and responsibilities). What is required is enough information to give an accurate impression of your overall performance and ongoing learning needs. 5 . Foundation schools are not looking for a detailed account of your performance in every exam.17). Forms are available from the UKFPO website: www. delivery of the programme. If you are a non-UK medical school graduate or graduated from a UK medical school prior to 6 August 2011. 11. You should complete and sign both sections of the TOI form. your performance as an F1 doctor and any additional support you might need.nhs. The purpose of the Educational progress section is to provide your foundation school and your educational supervisor with information needed to assist you in producing a personal development plan and to identify any additional educational support you might need. your medical school will send a TOI form to you to complete. for example. foundation doctor advisors and other key stakeholders. If you are unclear as to what information might be relevant and the level of detail to be provided. your medical school may provide additional details on the TOI form to support your transfer to the foundation school (please see paragraphs 15 .foundationprogramme. 3. 8. Support that may be provided as a result of the TOI process may include. 12. 6.Transfer of Information 2012/2013 INFORMATION FOR MEDICAL STUDENTS/ GRADUATES/ FP APPLICANTS 1.uk. It is important to note that if you do not provide information relevant to your transition and training as an F1 doctor. the UKFPO Eligibility Office will send the TOI form to you. ensuring that students with a disability or health problems are adequately supported by being allocated to a placement where reasonable adjustments have been made. for example. 10.

Your medical school will destroy the form within one month of you gaining full GMC registration. It is strongly recommended that you obtain a copy of the final TOI form from your medical school. they will inform you and invite you to discuss this. Transferring relevant information may help reduce the risk of encountering difficulties throughout the F1 year. 19. 22. A copy of your TOI form will be retained by the medical school up to the point of full registration with the GMC. Other applicants 14. you will need to make a copy of the form and send the original directly to your allocated foundation school. 15. If however your medical school wishes to provide additional details to support your transition to foundation training.e. If you are a UKFPO Eligibility Office applicant (i. monitoring or adjustments made to their foundation training. This may benefit you greatly when creating a personal development plan and setting learning objectives at that meeting. 16. Appropriate technical and organisational measures will be taken to prevent unauthorised or unlawful processing of the personal data (as defined in the Data Protection Act 1998) and against accidental loss or destruction of. In the unfortunate event that you do not pass your final exams or at any point you choose to withdraw from the FP. Once you and the medical school have completed and signed both sections of the form.Transfer of Information 2012/2013 UKFPO Eligibility Office applicants 13. The form will be kept in accordance with data protection and local governance requirements. However. non-discriminatory and in keeping with the TOI principles of identifying and supporting those students who may require additional support. Once complete. This allows the medical school to meet its obligation as described in paragraph 121 in Tomorrow’s Doctors (2009): ‘While it is essential that the outcomes are achieved by all graduates. 18. you should make a copy of section 2 and take this along to your ‘Initial meeting with your educational supervisor’. you should return the form to the named contact at your medical school. 6 . Information to support you is required by the foundation school in time to allow any required adjustments to be made to your FP. If you are a UK medical school graduate (not applying via the UKFPO Eligibility Office). following the timeline on pages 3 and 4. It is NOT necessary for your medical school to withhold transfer of information until final exam results are known. non-UK medical school graduate and those who graduated from a UK medical school prior to 6 August 2011) you should complete the form and obtain your medical school’s endorsement and signature. In particular. it will endorse the form by signing both sections. your UK medical school will make a copy of the form and send the original to the named individual at your allocated foundation school. it is for the medical school to make the final decision about what information they consider relevant to transfer. the foundation school will destroy the TOI form within one month of being notified.’ Any information disclosed by the medical school should be relevant. the personal data. 21. If your medical school needs to provide additional information to support your transfer and to meet their obligation in “Tomorrow’s Doctors”. 17. lawful. 20. medical schools should also make arrangements so that graduates’ areas of relative weakness are fed into their Foundation Programme portfolios so they can be reviewed by the educational supervisor. it may do so. Your medical school will review information that you have provided and if it is in agreement with the details that you have disclosed. or damage to.

26. FOUNDATION SCHOOLS AND RELEVANT EMPLOYER/LEP HUMAN RESOURCES AND OCCUPATIONAL HEALTH DEPARTMENTS AS APPROPRIATE IN COMPLIANCE WITH GMC REQUIREMENTS. ‘Medical Student’ refers to all Foundation Programme applicants. the FTPD/T may ask to meet with you to discuss and agree an action plan. 30. 27. Your FSD will review the information provided and appropriately share section 1 (health and welfare) with your FTPD/T and section 2 (educational progress) with your educational supervisor. Therefore. BLOOD BORNE VIRUSES ETC. the personal data. you have an obligation to disclose and discuss any information that is pertinent to patient safety. 25. the named TOI contact will pass your form to the foundation school director (FSD).Transfer of Information 2012/2013 23. applications to be submitted no later than 14th Action and overview of process UK medical school to invite any students identified through the ‘early review’ meeting to attend a confidential meeting to discuss: • TOI: to provide guidance on information which is relevant to the delivery of the Foundation Programme and the level of detail to be provided on the TOI form Action owner Medical school and medical student 7 . The copy of the TOI form held by the educational supervisor will be returned to you or destroyed within one month of the ‘Initial meeting with the educational supervisor’ taking place. MEDICAL SCHOOLS. 28. Any information provided to the foundation school solely through the TOI form must not be kept beyond the duration of an individual’s Foundation Programme training. Appropriate technical and organisational measures must be taken to prevent unauthorised or unlawful processing of the personal data (as defined in the Data Protection Act 1998) and against accidental loss or destruction of. ANY INFORMATION DIRECTLY PERTINENT TO PATIENT SAFETY (FITNESS TO PRACTISE ISSUES.) WILL BE MANAGED BY DIRECT CONTACT BETWEEN THE MEDICAL STUDENT/FOUNDATION DOCTOR. If any information on your TOI form requires action or a discussion. and so all TOI forms must be destroyed once an individual has completed the Foundation Programme. *Please note that some actions are specific to those applicants applying via the UKFPO Eligibility Office i. 24. Local processes and policies should make it clear to you on how this information will be managed. 29. Your form will be kept in accordance with data protection and local governance requirements. This will usually take place within two weeks of you commencing the programme. Your TOI form will be retained by the foundation school for the duration of your Foundation Programme training. Overview of medical student/ FP applicant/ foundation doctor responsibilities: For the purpose of this paper. you need to be aware that in addition to completing the TOI form. The copy of the TOI form held by the FTPD/T will be returned to you or destroyed within one month of you starting the FP. Once your form is received by the allocated foundation school. You are entitled to ask the medical school and foundation school for a copy of the TOI form.e. non-UK medical school graduates and those who graduated from a UK medical school prior to 06 August 2011. Date Autumn 2012 (To allow sufficient time for special circ. or damage to.

please see the Special Circumstances process available on the UKFPO website for details.Transfer of Information 2012/2013 December 2012) • (and if applicable) ‘Special circumstances’ FPapplication information.) January – March 2013 Medical student to seek guidance if required from the medical school re completing the TOI form. Foundation doctor and educational supervisor to discuss educational progress details at the ‘Initial meeting with the educational supervisor’. As soon as possible/ no later than 31st May 2013 Or no later than a week after allocation for those on the reserve list* July / August 2013 Eligibility Office FP applicants only to complete all details on the TOI form (including having obtained medical school endorsement and signature). Subsequent reserve list allocations will be made on predetermined dates. A copy of the form should be kept by the applicant. FP applicant to send original TOI form to the allocated foundation school. (This is a separate process to TOI. Reserve list applicants (and their medical school if appropriate) must ensure that their TOI form is received by the allocated foundation school AS SOON AS POSSIBLE and strictly by no later than one week from the allocation date. Reserve list allocations will be announced on the following dates: • 30th April 13 (completed TOI form with foundation school ASAP/by 7th May 13) • 29th May 13 (completed TOI form with foundation school ASAP/by 5th June 13) • 26th June 13 (completed TOI form with foundation school ASAP/by 3rd July 13) • 24th July 13 (completed TOI form with foundation school ASAP/by 31 st July 13) 8 . Foundation doctor and educational supervisor Medical student Medical student Medical student * The UKFPO will announce FP allocations on 25 th February 2013. This only applies if the considerations identified are judged to impact on the location of the Foundation Programme. If an applicant is not allocated on this date. Non-Eligibility Office FP applicant to complete a TOI form and return to the named individual at their UK medical school. they will be placed on the reserve list.

and retain responsibility for the foundation doctor throughout the F1 year. the school representative should ensure that: • students who may need to be allocated to a specific foundation school are made aware of the facility to apply for special circumstances and that applications must be made by no later than 14th December 2012. Medical schools play a vital role in supporting the Foundation Programme (FP) applicant during the transition from medical school to foundation school. Medical schools have an obligation described in paragraph 121 in Tomorrow’s Doctors (2009): ‘While it is essential that the outcomes are achieved by all graduates. 32. or can be nominated for special circumstances by their medical school as appropriate. 37. It is strongly advised that for those students who may require specific information to be disclosed on the TOI form. • the expected level of detail to be disclosed about the student’s health & welfare and educational progress is made clear. 35. 38. the medical school will provide the appropriate level of detail to support the transition between medical school and foundation. information relating to this can be found on the UKFPO website. During the discussion with the identified medical student. To support the medical student as much as possible. medical schools should also make arrangements so that graduates’ areas of relative weakness are fed into their Foundation Programme portfolios so they can be reviewed by the educational supervisor.g. 33. Ideally. it is recommended that a school level ‘early review’ meeting between the medical school and local foundation school is held to review relevant information of all final year students/FP applicants. These students must be informed of the facility to apply for pre-allocation to a foundation school/unit of application due to special circumstances as part of the Foundation Programme application process. The early review meeting should bring together medical school representatives (e.’ Every UK medical school should have a named contact who will co-ordinate and confidentially manage the TOI process for their final year graduates. although it is recognised that many students may not be allocated to that local foundation school.Transfer of Information 2012/2013 INFORMATION FOR MEDICAL SCHOOLS 31. 9 . the medical school invites the student to discuss the expected level of detail to be provided as early as possible. 36. This approach is advised. and • the student is aware that if inadequate details are provided on the TOI form. the foundation school representative will possess expertise in dealing with foundation doctors who may have displayed or developed health and welfare or education support needs in the F1 year. Special Circumstances: The early review meeting may highlight a minority of students whose health and welfare or educational needs mean that they require a FP within a particular foundation school/unit of application. Chairman of Progress Committee or equivalent) and representatives from the local foundation school. The purpose of the review meeting is to: • identify students who may be eligible to submit a ‘Special Circumstances’ Foundation Programme application • identify students who may require specific information to be disclosed (by the medical school if necessary) on the TOI form. 34. There are specific processes for Special Circumstances.

All forms should be sent to the foundation school marked as ‘confidential’ and sent via special delivery. 42. Once the medical school has completed and signed both sections of the form. relevant. 41. If the information is inadequate. All discussions or meetings should stress the supportive nature of the process and the reasons why the medical school may/will provide further details to support the transition and first year of F1. lawful and non-discriminatory. medical schools should send the forms in a timely manner with very clear instructions of when and to whom to return the form. If a student is reticent about completing the form or providing an appropriate level of detail. the medical school must keep a copy of the final TOI form that is being transferred to the foundation school. 44. 47. 50. The medical school should ensure that all students (not only those identified above) are appropriately informed of the supportive nature of TOI and that they are actively encouraged to engage in the TOI process in advance of completing the TOI form. the original must be sent to the allocated foundation school immediately. It is important that the TOI form is transferred to the allocated foundation school as early as possible (please see the timeline). to allow sufficient time for the school to include additional details and discuss this with the student). 10 . In the unfortunate event that the student does not 40. Appropriate technical and organisational measures must be taken to prevent unauthorised or unlawful processing of the personal data (as defined in the Data Protection Act 1998) and against accidental loss or destruction of. The named TOI contact at the medical school should be pro-active in and responsible for issuing TOI forms and guidance to their final year students/FP applicants. 49. medical schools should review and verify the information provided.Transfer of Information 2012/2013 39. 48. 45. the personal data. 51. It is NOT necessary for the medical school to withhold the transfer of information until final exam results are known. or damage to. Transferring information early will allow the foundation school the time to review and where possible make adjustments to the FP. monitoring or adjustments made to their foundation training. a meeting should be held to reassure the student of the supportive nature of this process and their responsibility to complete a TOI form as part of the national FP application process should be reiterated. Once the TOI form has been copied and stored in accordance with data protection and local governance requirements. To allow time for the TOI form to be completed by the student and returned to the medical school for endorsement (and where necessary. in preparation for when/if the student requests a copy. 46. 43. Once the student has returned the TOI form. Any information disclosed by the medical school should be accurate. The medical school may provide additional information (on the TOI form) to support the transition. the form should be endorsed and signed by the medical school. ambiguous or does not provide the level of detail as identified/expected from the early review meeting. Transferring relevant information may help reduce the risk of encountering difficulties throughout the F1 year. It may be good practice to make two copies at this time. If the medical school agrees with the information provided by the student. All information must be in keeping with the TOI principles of identifying and supporting those students who may require additional support. This is because foundation schools may need to make adjustments to the FP depending on what is required. it is good practice for the medical school to discuss this with the student.

Local processes and policies must make it clear to the foundation doctor how this information will be managed. foundation doctors should be aware that in addition to completing the TOI form they have an obligation to disclose information and discuss any information that is pertinent to patient safety. Therefore. Medical school Medical school 11 . 54.) January – March 2013 As soon as possible/ no later than 31st May 2013 UK medical school to send a TOI form and guidance to all final year students applying for the Foundation Programme.) WILL BE MANAGED BY DIRECT CONTACT BETWEEN THE MEDICAL STUDENT/FOUNDATION DOCTOR. MEDICAL SCHOOLS. Appropriate technical and organisational measures must be taken to prevent unauthorised or unlawful processing of the personal data (as defined in the Data Protection Act 1998) and against accidental loss or destruction of. UK medical school to review student completed TOI forms and if necessary. The TOI form must be destroyed within one month of the foundation doctor gaining full registration. This only applies if the considerations identified are judged to impact on the location of the Foundation Programme. BLOOD BORNE VIRUSES ETC. the personal data. 55.Transfer of Information 2012/2013 pass final exams or at any point they choose to withdraw from the FP. you should provide a copy of the TOI form to the student. Overview of medical school responsibilities: Date Autumn 2012 (To allow sufficient time for special circ. applications to be submitted no later than 14th December 2012) Action and overview of process UK medical school to hold an ‘early review’ meeting between medical school and local foundation school staff. the foundation school will destroy the TOI form within one month of being notified. 52. The form must be kept in accordance with data protection and local governance requirements. Medical school and medical student Action owner Medical school (This is a separate process to TOI. Upon request. or damage to. FOUNDATION SCHOOLS AND RELEVANT EMPLOYER/LEP HUMAN RESOURCES AND OCCUPATIONAL HEALTH DEPARTMENTS AS APPROPRIATE IN COMPLIANCE WITH GMC REQUIREMENTS. please see the Special Circumstances process available on the UKFPO website for details. UK medical school to invite any students identified through the ‘early review’ meeting to attend a confidential meeting to discuss: • TOI: to provide guidance on information which is relevant to the delivery of the Foundation Programme and the level of detail to be provided on the TOI form • (and if applicable) ‘Special circumstances’ FP application information. A copy of the TOI form should be retained by the medical school up to the point of full registration with the GMC. The meeting should aim to identify any final year medical students for whom there are considerations that may impact the location and/or delivery of the Foundation Programme. to add relevant information to the form. 53. ANY INFORMATION DIRECTLY PERTINENT TO PATIENT SAFETY (FITNESS TO PRACTISE ISSUES.

Reserve list allocations will be announced on the following dates: • 30th April 13 (completed TOI form with foundation school ASAP/by 7th May 13) th • 29 May 13 (completed TOI form with foundation school ASAP/by 5th June 13) th • 26 June 13 (completed TOI form with foundation school ASAP/by 3rd July 13) • 24th July 13 (completed TOI form with foundation school ASAP/by 31 st July 13) 12 . Medical school to send original form to the allocated foundation school.Transfer of Information 2012/2013 Once the level of information is appropriate. If an applicant is not allocated on this date. all forms to be endorsed and signed by the medical school. Or no later than a week after allocation for those on the reserve list* * The UKFPO will announce FP allocations on 25 th February 2013. Copies of the form should be made (one for the graduate and one for medical school records). Reserve list applicants (and their medical school if appropriate) must ensure that their TOI form is received by the allocated foundation school AS SOON AS POSSIBLE and strictly by no later than one week from the allocation date. Subsequent reserve list allocations will be made on predetermined dates. they will be placed on the reserve list.

64. 61. the foundation school will destroy the TOI form within one month of being notified. Therefore. It is essential to identify any information which may indicate that additional support or adjustments are required. 58. Local processes and policies must make it clear to the foundation doctor how this information will be managed. Upon receipt of the TOI form. In the unfortunate event that the student does not pass final exams or at any point they choose to withdraw from the FP. The FTPD/T and educational supervisor within the local education provider (LEP) will receive the relevant section of the forms (usually between 20 and 40 forms). foundation doctors should be aware that in addition to completing the TOI form they have an obligation to disclose information and discuss any information that is pertinent to patient safety.Transfer of Information 2012/2013 INFORMATION FOR FOUNDATION SCHOOLS 56. BLOOD BORNE VIRUSES ETC. 62. The named TOI contact at the foundation school should be pro-active in. make reasonable adjustments to a foundation programme. Foundation schools may need to make adjustments to the FP depending on what is required. 65. Each foundation school should have a named TOI contact who will co-ordinate and confidentially manage the TOI process (once information has been received at the foundation school). The relevant sections of the TOI form should be processed as follows: • The FTPD/T’s copy (section 1) will be returned to the trainee or destroyed within one month of them starting the FP • The educational supervisor’s copy (section 2) will be returned to the trainee or destroyed within one month of the ‘initial meeting with the educational supervisor’ taking place. The TOI form should not be passed onto the HR department and should not be used influence any subsequent employment process. In the rare instance where the FTPD/T identifies issues that have implications for patient safety. 13 . 59. It is NOT necessary for the medical school to withhold the transfer of information until final exam results are known. MEDICAL SCHOOLS. 60. foundation schools should support the transition into foundation training and where appropriate. This may help reduce the risk of doctors encountering difficulties throughout the F1 year. The FSD will review all information provided and appropriately share a copy of section 1 (health and welfare) with the FTPD/T and section 2 (educational progress) with the educational supervisor. they are duty-bound to inform the Trust medical director. ANY INFORMATION DIRECTLY PERTINENT TO PATIENT SAFETY (FITNESS TO PRACTISE ISSUES. 63. ensuring that a TOI form for EVERY incoming F1 doctor is received and submitted in a timely manner (please see timeline). and responsible for. 66. Working with the medical school and Foundation Programme (FP) applicant. 57. FOUNDATION SCHOOLS AND RELEVANT EMPLOYER/LEP HUMAN RESOURCES AND OCCUPATIONAL HEALTH DEPARTMENTS AS APPROPRIATE IN COMPLIANCE WITH GMC REQUIREMENTS . the foundation school named contact should issue the TOI form to the foundation school director (FSD). Each form must be reviewed by these individuals.) WILL BE MANAGED BY DIRECT CONTACT BETWEEN THE MEDICAL STUDENT/FOUNDATION DOCTOR.

72. Throughout the F1 year. It is for this reason that medical students are encouraged to discuss any relevant issues with their medical school prior to the national foundation application process. Any information provided to the foundation school solely through the TOI form must not kept beyond the duration of an individual’s Foundation Programme training. the FSD and/or FTPD/T may ask to meet with the student to discuss and agree an action plan. the earlier these are identified to the relevant foundation school(s) the more likely they are to be accommodated. If any information on the TOI form requires action or a discussion. and • Section 2 (educational progress) with educational supervisor. Foundation school to consider if any adjustments or additional Action owner Foundation school 14 . A decision on who should share this information would form part of that agreement. The original TOI form should be kept by the foundation school and stored in accordance with data protection and local governance requirements for the duration of FP training. you should provide a copy of the TOI form to the student. This encourages a two-way process between the foundation school and medical school to feedback and monitor progress of the doctor throughout F1. Experience has shown that the vast majority of TOI forms will cause no concern. In the unfortunate event that the foundation school receives a TOI form for a doctor who does not pass their final exams or at any point chooses to withdraw from the FP. It should be noted that where there are significant considerations relating to the location and/ or delivery of the Foundation Programme. the principles of transfer of information should continue. the FSD / FTPD/T should make note of this and arrange an early meeting with the foundation doctor. the school must ensure that the TOI form is destroyed within one month of being notified. This information should be used to discuss their educational performance at medical school and the implications for their ongoing needs for educational support. 70. 71. 69. 73. If a form does reveal any areas which cause concern. Appropriate technical and organisational measures must be taken to prevent unauthorised or unlawful processing of the personal data (as defined in the Data Protection Act 1998) and against accidental loss or destruction of. Upon request. 75. 68. At the meeting(s) with the foundation doctor. This should usually take place within the first two weeks of the first placement. Appropriate provision of additional support is decided on a case by case basis and agreed with the foundation doctor. or damage to. any potential issues or additional support should be highlighted and an appropriate action plan agreed with the foundation doctor.Transfer of Information 2012/2013 67. and so all TOI forms must be destroyed once an individual has completed the Foundation Programme. Overview of foundation school responsibilities: Date As soon as the TOI form is received/ no later than 3rd June 2013 Action and overview of process Foundation schools to receive TOI forms. 74. the personal data. FSD to share TOI content appropriately: • Section 1 (health and welfare) with Foundation Training Programme Training Director/ Tutor (FTPD/T). The trainee is also expected to discuss the educational progress information (section 2) with the educational supervisor at the ‘Initial meeting with the educational supervisor’.

July / August 2013 Foundation doctor and educational supervisor to discuss educational progress details at the ‘Initial meeting with the educational supervisor’. they will be placed on the reserve list.Transfer of Information 2012/2013 support may be provided to enhance the training and development of the new foundation doctor. Foundation doctor and educational supervisor * The UKFPO will announce FP allocations on 25 th February 2013. If an applicant is not allocated on this date. Reserve list allocations will be announced on the following dates: • 30th April 13 (completed TOI form with foundation school ASAP/by 7th May 13) • 29th May 13 (completed TOI form with foundation school ASAP/by 5th June 13) • 26th June 13 (completed TOI form with foundation school ASAP/by 3rd July 13) • 24th July 13 (completed TOI form with foundation school ASAP/by 31 st July 13) 15 . Subsequent reserve list allocations will be made on predetermined dates. Reserve list applicants (and their medical school if appropriate) must ensure that their TOI form is received by the allocated foundation school AS SOON AS POSSIBLE and strictly by no later than one week from the allocation date.

Have you had any reasonable adjustments made or received any support at medical school that YES NO may need to be continued into foundation training? If you have selected yes please provide details:       I confirm that the information I provided is accurate. To be shared with the Foundation School Director and Foundation Training Programme Director /Tutor) General information Name:       Date of birth:       Allocated foundation school:       FPAS reference number:       Graduating medical school:       Year of medical school start date:       Date (or expected date) of graduation:       Any additional degrees undertaken since commencement of medical training:       Student Declaration Q1. Please complete both sections of the form. to the foundation school.Transfer of Information 2012/2013 MEDICAL STUDENT TRANSFER of INFORMATION (TOI) FORM The TOI form is designed to facilitate the supportive process of Transfer of Information from the graduate and their medical school. hepatitis C & HIV) YES NO Mental health condition YES NO Any other personal circumstance that has affected your training YES NO If you have selected ‘yes’ to any of the above please provide details:       Q2. INFORMATION RELATED TO HEALTH AND WELFARE (Section 1 of 2. Full guidance on completion is available on the UKFPO website. During your medical school training. Signed: Yes NO Date: I agree that the information in this form may be used for anonymised statistical purposes (*please select as appropriate) Medical School Declaration Comments or additional information to support the doctor during the transition/the F1 year:       On behalf of the medical school. Name:       Signed: Job title:       Date:       16 . have you had a history of any of the following? Physical health condition (including blood-borne viruses: hepatitis B. I endorse the accuracy of the information provided in this form.

Full guidance on completion is available on the UKFPO website.Transfer of Information 2012/2013 MEDICAL STUDENT TRANSFER of INFORMATION (TOI) FORM The TOI form is designed to facilitate the supportive process of Transfer of Information from the graduate and their medical school. Name:       Signed: Job title:       Date:       17 . To be shared with the Foundation School Director and Educational Supervisor) General information Name:       Date of birth:       Allocated foundation school:       FPAS reference number:       Graduating medical school:       Year of medical school start date:       Date (or expected date) of graduation:       Any additional degrees undertaken since commencement of medical training:       Student Declaration Q1. to the foundation school. I endorse the accuracy of the information provided in this form. Signed: YES NO Date: I agree that the information in this form may be used for anonymised statistical purposes (*please select as appropriate) Medical School Declaration Comments or additional information to support the doctor during the transition/the F1 year:       On behalf of the medical school. Please complete both sections of the form. INFORMATION RELATED TO EDUCATIONAL PROGRESS (Section 2 of 2. What areas of your training do you see as priorities for development in the early period of your foundation training?       I confirm that the information I provided is accurate. What support do you anticipate needing during the Foundation Programme?       Q3. What additional educational support has your medical school provided you with during your training?       Q2.