Liaison Contact Meeting documents

Recommended Liaison Contact Meeting Pack contents

It will be helpful for the liaison team if packs include both hard copy of all relevant material and a diskette with completed request forms and report forms for the Liaison Contact Meeting.

The Liaison Contact Meeting pack should ideally be presented in a ring binder, tab indexed for ease of reference.

The suggested format is:

  1. Contents
  2. Itinerary
  3. Geographical map of deanery indicating main training locations, road/rail links, travel distances and mean times.
  4. Summary of aims of the Liaison Contact Meeting including main topics for discussion
  5. Summary of previous recommendations and action taken since
  6. Liaison contact request form A (any documents detailing procedures should be summarised in this text section and, if presented, as appendices to the section)
  7. Specialist registrar/trainee committee report
  8. Liaison contact request form B. This is partially completed by the host Faculty Adviser for further completion by the lead liaison oficer and education office

The pack should not generally include large documents detailing academic course content/timetable, internal process detail, management course detail etc unless specifically requested in advance. The liaison team will be interested in the broad outline of these areas (to be included in text in request form A).

 

Forms

Request Forms A and B [word]

Report forms 1 and 2 [word]

New post request form [word] (for interim approval between visits: see the information on approval of training posts for further guidance on the requirements for getting new training post approved.

  1. The forms are designed for ease of electronic transfer and completion.
  2. Guidance for completion is included on the forms in blue italics (this can be seen on screen or on colour printing).
  3. The documentation required should include:
    • an outline of the programme (number of locations, training the traininer process, academic support)
    • an overview of any recent significant changes or progress made since the last contact (either liaison or formal PMETB)
    • details of any quality assurance reviews undertaken within the Deanery
    • a list of all posts within the programme
    • a report from the trainees' committee (see Annex 2).
  4. All forms should be completed. A visit request pack including all forms and other relevant information and including a diskette with completed request/report forms should be sent to all liaison team members and to the Education Office (see Recommended Liaison Contact Meeting pack contents )
  5. The visit report should consist of free text (to the structure indicated in report form A) and completed tabular forms. Ideally the free text report should be contained within a maximum of two pages.

 

Trainees' report

This report should be submitted as a part of the liaison meeting request pack. It should include input from as many public health trainees as possible. Ideally issues raised will be discussed with the Faculty Adviser and Programme Director in advance of the visit.

The following areas are suggested but are not exclusive:

  • Recruitment and appointment
  • Induction
  • CCDC training and on call arrangements
  • Trainer allocation
  • Academic support (general and Part1/11)
  • Protection of training time
  • Structured in-programme training eg training day, annual conference etc
  • Study leave arrangements and funding
  • Other educational activities
  • Office support (secretarial, library, IT)
  • Specialist placement opportunities
  • Career guidance
  • RITA process
  • Consultant interview preparation

Matters of individual grievance are not connected with the aims of the liaison contact meetings. They should only be raised if they have bearing on the general running and quality if the scheme. Raising unconnected issues has an opportunity cost on what may more usefully be presented to, discussed by and resolved through the visit process.

For visitors to fulfil their role in external quality assurance of the programme, matters raised by trainees may need to be discussed with the Faculty Adviser. Matters raised confidentially in meetings will not be included in reports.