1. education
2. school

FY2 Programmes beginning August 2015
Special Circumstances / Change to Circumstances
Health Education Yorkshire and the Humber (HEYH) Foundation trainees’ preference a two year
programme when applying through the national application process. The HEYH Foundation School Director
has determined that changing your FY2 programme is not permitted, except in special circumstances or
where the trainees’ circumstances have changed since applying for the Foundation Programme or during
their FY1 year.
Current FY1 trainees may ONLY apply for a change for the whole year / all of the rotations in their FY2
programme e.g. GP / A&E / Ortho, not just the A&E four month rotation.
Current FY1 trainees are ONLY permitted to request a change to their FY2 programme within the same
Foundation School e.g. North Yorkshire and East Coast Foundation School.
Current FY1 trainees wishing to apply for change to their FY2 programme due to special circumstances /
change in circumstances since applying to the Foundation Programme, should complete and return the
special circumstances / change in circumstances form to Dr Catherine Dickinson, Foundation School
Director via the generic HEYH Foundation email address:
[email protected]
Deadline: Friday 16th January 2015.
Before completing your application, please familiarise yourself with the guidance notes below.
Guidance notes
From the Foundation Programme Reference Guide:
7.94 Medical students and foundation doctors must act in accordance with the GMC’s guidance in
Good Medical Practice on accepting posts and then refusing them, i.e. they must give the
foundation school sufficient time to make suitable arrangements to meet patient and service
needs. Appointees and employees are expected to meet the terms and conditions of their
contract if they wish to resign (see 10.54 – 10.55 and 11.50 – 11.51 resignation).
This policy is designed to ensure that trainees with specific needs are placed in appropriate FY2
programmes WITHIN the Foundation School the trainee is currently training in within HEYH (South
Yorkshire, West Yorkshire or North Yorkshire and East Coast Foundation Schools). Trainees cannot
transfer between these three schools; they can only transfer within the same school.
This policy is also not suitable for those needing to transfer between LETBs. Trainees in those
circumstances should complete a Foundation School Transfer application, available from the national
Foundation Programme website http://www.foundationprogramme.nhs.uk/pages/home/keydocs.
Policy
The following (in isolation) DO NOT constitute grounds for making a Special Circumstances application:
 Wishing to stay in the same Trust / wishing to move to a different Trust
 Living / owning property in a specific location
 A spouse’s/partner’s geographical location
 Career aspirations (i.e. your allocated programme does not contain the specialty you want)
Special Circumstances Criterion
Criterion 1:
The applicant is a parent or legal guardian with significant caring responsibilities for a child or
children under the age of 18 and their circumstances have changed since submitting their original
Foundation Programme application. This would normally mean the child(ren) reside(s) primarily
with the applicant.
Applicants must describe how their circumstances have changed and why they need to change their FY2
allocation to meet the caring responsibilities.
Supporting documentation required (mandatory for all applicants):
 Copy of birth certificate(s) of child(ren)
 Statement confirming that the applicant has significant caring responsibilities for the
child(ren).
Criterion 2:
The applicant is the primary carer for someone who is disabled (as defined by the Disability
Discrimination Act 2005) expected to be a partner, sibling or parent and their circumstances have
changed since submitting their original Foundation Programme application.
Applicants must describe how their circumstances have changed and why they need to change their FY2
allocation to meet the caring responsibilities
If the person they are caring for is not their partner, sibling or parent, applicants will be expected to explain
clearly why they are taking on the role of primary carer for this person.
Applicants must complete a care plan to demonstrate how they will combine the responsibilities of
foundation doctor and primary carer and that local support resources have been fully considered.
Supporting documentation required (mandatory for all applicants):
 Statement from GP/Social Services confirming the applicant’s role as primary carer for
this person
 Care plan
Criterion 3:
The applicant has a medical condition (physical or psychological) or disability for which local follow
up is an absolute requirement (as confirmed by a report from an Occupational Health physician or
an appropriate medical specialist) and their circumstances have changed since submitting their
original Foundation Programme application.
Applicants must describe how their circumstances have changed and why they need to change their FY2
allocation.
Supporting documentation required (mandatory for all applicants):
 A report by an Occupational Health physician or medical specialist, in which they will be
required to
o describe the current medical condition (be it physical or psychological) or disability
o describe the nature of the ongoing treatment and frequency of follow up required
o state why the follow up must be delivered locally, rather than by other treatment
centres in the region
Criterion 4:
The applicant has educational needs which will not be met by their current FY2 allocation.
Applicants must describe why the programme does not meet their educational needs, e.g.:
 Programme does not offer balanced educational experience (e.g. contains duplication of
specialties at FY1 and FY2)
 Programme does not meet the Foundation Programme curriculum
 Requesting a change with another trainee who is doing the SAME FY2 PROGRAMME
but in a different order (see item 5 under Process, below)
Supporting documentation required (mandatory for all applicants):
 Evidence of duplication or unbalanced programme


Documentary evidence that programme does not meet Foundation Programme
curriculum
For a change with another trainee – signed letter or statement from all trainees involved,
confirming their agreement
Process
1.
In the first instance, discuss your plans with your Educational Supervisor and Trust Foundation
Programme Director.
2.
Complete the Special Circumstances / Change in Circumstances application form, and obtain the
signatures required.
3.
In section ‘Applicant’s explanation of Special Circumstances / Change in Circumstances’, describe
your circumstances as they relate to criteria 1, 2, 3 and/or 4 (above). One or more of these criteria
may be relevant to you. Please provide information appropriate to your application; e.g. the nature
of your relationship to a dependant, the ages of any children, the nature of any relevant illnesses or
disabilities, the nature of your commitments to a dependant (time and geographical restrictions),
statement regarding your educational needs.
4.
In the ‘Evidence’ section, list the documentation you are including to support your application. This
may include doctors’ letters, occupational health report, copies of your children’s birth certificates,
explanations of how your allocated FY2 programme does not meet your educational needs and
evidence to support this claim.
5.
If you are applying to change your allocation of programme with another trainee you must provide
evidence that you have approached the other trainee involved and obtained their agreement. This
should take the form of a signed letter or statement from all trainees involved. The Foundation
School will confirm that all trainees concerned have given their agreement, but will NOT enter into
negotiations on your behalf.
PLEASE NOTE: You may only apply to change the whole FY2 programme with another
trainee in the same Foundation School. You cannot just change a rotation within your FY2
programme.
6.
Your completed form and supporting documentation must be submitted to Dr Catherine Dickinson,
Foundation School Director, via the Foundation team email [email protected].
The deadline for submissions is Friday the 16th January 2015.
7.
Incomplete or incorrectly completed forms will not be considered.
8.
The Foundation School Director or their representative will consider all forms submitted and
determine whether or not to approve your application.
9.
If your application is approved, the Foundation School Director or their representative will decide
whether to recommend that you require a specific geographical location and/or a specific
programme.
The FY2 programme you are offered will depend on availability. Some vacant FY2 programmes will
be used for Foundation School Transfers, trainees repeating their FY2 year, trainees returning from
Time Out of Foundation Programme, Flexible Trainees, etc. The Foundation School will make
decisions about appropriate programmes to offer you based on a balanced educational experience.
10.
The Foundation School will notify you of the outcome of your application by Friday the 13th of
February 2015.
11.
The Foundation School Directors decision is final. If you are unsuccessful, there is no appeal
process against their decision. Reasons for not approving a change will be given by the Foundation
School Director.
12.
If your circumstances change after the 16th of January deadline, you may still make an application,
which the Foundation School will consider, but the above process may not apply.
Health Education Yorkshire and the Humber (South Yorkshire Foundation School /
West Yorkshire Foundation School & North Yorkshire & East Coast Foundation School)
FY2 programmes beginning August 2015
Special Circumstances / Change in Circumstances Application Form
Please refer to the guidance notes before completing this application form
Surname:
GMC No:
First Name(s):
Address:
Email Address:
Telephone No:
Home:
FY1 Programme
(Trust and
specialties):
Trust:
Specialty 1:
Specialty 2:
Specialty 3:
Trust:
Specialty 1:
Specialty 2:
Specialty 3:
Allocated FY2
Programme (Trust
and specialties):
Mobile:
Date of
commencement of
FY1 Programme:
Applicant’s explanation of Special Circumstances (continue on another sheet if necessary):
Evidence – Please list supporting documentation here and attach to your application:
The information I have presented is accurate and I agree that it can be shared with appropriate
Foundation School/Trust staff
Signed:
Date:
Approved by Educational Supervisor
Signed:
Name:
Approved by Trust FPD
Signed:
Name:
Date:
Date:
Return completed form and supporting documentation to:
Dr Catherine Dickinson, Foundation School Director
[email protected]
Deadline: Friday 16th January 2015
FOR FOUNDATION SCHOOL USE ONLY:
Foundation School
Director / Representative
Comments
Applicant confirmed as having Special Circumstances
If yes, state criteria
Criteria 1
Criteria 2

If no, state reason

Criteria 3
Applicant confirmed as requiring post in specific geographical location

YES / NO
Criteria 4
YES / NO
Location Required
Applicant confirmed as requiring specific programme
Programme Required
Name:
Signature:
Date:
YES / NO
