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TERMS OF REFERENCE
Progression Panel
Approved Date: 28 August 2015
Review: August 2018
Approved by: Board of Censors


Background and Rationale

The Progression Panel is a specific purpose panel that monitors and evaluates Candidates’ progression in the Fellowship Training Program via Standard and Clinical Specialist Pathways and provides recommendations for continuation into the following year of training (re-enrolment) and remediation for those Candidates identified at risk.

The function of the Progression Panel is to:
  • - In relation to each individual candidate:
    • Review the progress of all standard and clinical specialist pathway Candidates;
    • Identify Candidates who may be at risk and /or progressing unsatisfactorily;
    • Advise JCTs and/or Preceptors on development of remediation strategies for inclusion in next ATP
    • Provide advice on eligibility for re-enrolment, and eligibility to sit the Oral Exam
  • In relation to the candidate cohort
    • Monitor general progress and face validity of cohort/s
    • Identify tactical and strategic issues requiring attention and/or development to be briefed to the BOC.
  • In relation to education standards
    • Develop standards for satisfactory and unsatisfactory progression
The Progression Panel was set up as a trial at the end of 2013 academic year, and after a successful launch the process and panel have been fully formulated in 2014. Due to the restructure of the RACMA Committees the Panel is to report to the Board of Censors (BOC) and comprise the following membership:
  • Chair of Progression panel (Dr Donna O’Sullivan)
  • Censor in Chief (A/P Alan Sandford)
  • Jurisdictional Coordinators of Training
  • National Office Assessment Team
Panel members are appointed for 3 years with an option for extension beyond that period. Members may be co-opted for specific input: a Candidates Representative can be called to take part in the discussions of the Panel and/or the Chair of Candidates Advisory Committee may be called for consultation.


Reporting
The Progression Panel will report to BOC.


Meetings
The Progression Panel will meet at least bi-annually to review the ITPs.


Responsibilities

1. The National Office
The National Office will provide the following to the Progression Panel:
  • ITA reporting data (de-identified and identified)
  • Reports on Candidates’ submissions of their formative and summative assessment tasks, engagement levels, workshop attendance etc. The reports are to be provided to the Panel members for the nominated meetings and will serve to identify underperformance, problematic progression and the need for remediation including strategies and dialogue with the individual Candidate’s preceptor and/or Jurisdictional Coordinator of Training.
2. Progression Panel
The Progression Panel will review the In-Training Assessment Report (ITA), and determine underperforming Candidates and remediation needs. The Progression Panel will:
  • Review totality of the total candidate cohort as well as the year cohorts, to identify possible outliers
  • Review the specifics of completion of both formative and summative tasks in order to identify candidates who are failing to complete tasks in a timely manner
  • From review of the above data, Identify Candidates who may be at risk and of unsatisfactory progress;
  • Engage with the Preceptors and JCTs in the development of remediation strategies for inclusion in the Candidates’ Annual Training Plan;
  • formulate recommendations around Candidates’ progression after consideration of any remedial actions developed by the JCT and/or preceptor
  • Establish processes for continuation of Candidates into the following year of training – re-enrolment; and
  • Develop dialogue to improve commitment and engagement from Preceptors and Jurisdictional Coordinators of Training.

Note: progression recommendations must be unanimously agreed by the Panel.

3. Preceptor/Supervisor/Jurisdictional Coordinator of Training
The Progression Panel will review the Candidates progression and identify candidates who are potentially at risk of under-performance and in need for remediation. The Panel will identify such candidates and bring to the attention of Preceptors, Supervisors and/or Jurisdictional Coordinator of Training so that appropriate actions in relation to Candidates progress can be made. This may include the need for remediation via advice, reworked Annual Training Plans, remediation strategies relating to the assessment tasks, written work, and level of engagement and supervised practice. This process will be closely coordinated with the National Office for recording Candidates’ files in the Client Management System (CMS).


Guidelines

The Progression Panel will use the following factors to guide its evaluation of progression and remediation recommendations for Candidates:
  • Untimely submission of assessment tasks
  • Unsatisfactory results in their written work– resubmissions and re-writes
  • Non-attendance of Workshops
  • Continuous requests for extensions
  • Demonstrated poor level of engagement e.g. attitude demonstrating disengagement with the College, training requirements, with Preceptor and/or Supervisor – this can be lack of response to individual communication from the National Office, to reminders and lack of contact with Preceptor
  • ITA supervisor assessments inconsistent with level of training e.g. “Novice” assessments during third year of full time Fellowship training

Standards/Principles:
  • Fully compliant/engaged:
    • The Candidate has submitted all formative assessment requirements for the stage;
    • The Candidate has satisfactorily passed all summative assessment requirements for the stage;
    • There is evidence the Candidate is satisfactorily meeting the completion requirement of 47 weeks of medical management supervised practice per annum;
    • The supervisor and preceptor engaged in one/two ITAs and have noted (c) above
    • The ITAs reflected the training plan outlined and developed in the ATP;
    • The ITAs suggest the candidate has met the progression stage attributes and is ready to advance/enrol in the next stage of the program.
  • Compliance/engagement of concern
    • Should complete the supervised practice period before moving to the next stage
      • Should complete additional supervised practice to demonstrate improvement before progression to the next stage.
      • Should be developing a revised/remediation ATP in line with the remediation issues identified by the Panel together with Preceptor and Supervisor
      • Should repeat the supervised practice period i.e. supervised practice period will not be accepted if ITA is not submitted for that period
      • May enrol in the next stage with a remediation plan e.g. to complete non-submitted work within a designated time period
  • Continuing unsatisfactory progress which extends the training period beyond 8 years (6 years at 0.5 + two exam re-sits) may result in formal suspension/exit from Candidacy if there is no evidence of engagement or commitment to completion of outstanding requirements.

Remediation

Remediation may mean the following:
  • Referral/Special meeting with JCT to discuss progress, commitment, requirements etc.
  • JCT/Preceptor practice visit to Candidate’s workplace
  • Revised ATP with specific tasks or additional training/course to be undertaken and completed satisfactorily (these may be required outside the Fellowship Training Program)
  • Appointment of a new Preceptor (if required and applicable)
  • Additional coaching or specific training opportunities identified and proposed
  • Review of ATP and ITA/s for monitoring progression/ performance and fulfilling gaps in training with Supervisor and Preceptor

Evaluation

The Progression Panel will annually review its performance, polices and regulations that support its operations, and provide a written report to the BOC at the end of each year for its recommendations to the ETC for endorsement.


Quorum

Three JCTs need to attend the meeting, and the Chair or the Censor in Chief to constitute a quorum for meetings of the Progression Panel.
 

Approved by:
Reports and any recommendations by the Progression Panel will be forwarded to BOC for endorsement of these to the ETC (in the BOC minutes with the recommendations).


Related documents
Policy for Recognition of Prior Learning Policy
Application for Candidacy Form
In Training Assessment Form
Project Brief for Medical Management Practice Program
Annual Training Plan Template
RACMA Leadership and Management Curriculum
Management Practice Folio for Candidates
Fellowship Training Program Requirements


Last Updated on Thursday, 14 April 2016 09:59