Penultimate Year Assessment
Introduction
The Penultimate Year Assessment (PYA) is a tool to ensure that SpRs/StRs complete their training satisfactorily, at the projected CCT date and to allow applications for consultant posts to be made. The PYA should take place between 12 and 18 months before completion of clinical training. It would be beneficial for all Specialist/Specialty Registrars to read this document as a PYA is mandatory in each specialty for which they are seeking a Certificate of Completion of Specialist Training.
Within the guidance notes below, please note in particular 'The role of the JRCPTB/SAC external assessor' where an up to date CV is required together with completion of a further document detailing clinical training (Summary of Clinical Experience for Penultimate Year Assessment). It may appear as if we are asking SpRs/StRs to provide the same information in a different format, but both documents will be complimentary to the CV to provide a complete picture of a trainee's training.
The Penultimate Year Assessment is a tool to ensure that SpRs/StRs will complete their training satisfactorily at their projected CCT date. A Penultimate Year Assessment for each CCT specialty is mandatory as it forms part of the legal requirements for completion of training in the medical specialties. The Specialist Advisory Committees (SACs) require confirmation that the outstanding training highlighted at the PYA has been achieved when SpRs/StRs apply for their CCT. A PYA allows applications for consultant posts to go ahead.
Approximately 12 to 18 months prior to the completion of your clinical training you will be called, by your Deanery, to attend your penultimate Record of In Training Assessment (RITA) assessment i.e. your PYA. At this assessment a JRCPTB SAC external representative will be on the RITA panel to ensure that your training is on track for completion. A PYA is not a pass/fail examination but an opportunity to carefully review your Training Record to ensure that the curriculum requirements have been met and that your training has been regularly and satisfactorily documented, reviewed and appraised.
If you are also training in General (Internal) Medicine - or another joint CCT - you will have two separate Penultimate Year Assessments with a different RITA panel for each.
It is vital that you prepare yourself for this important assessment.
You will be advised by your Deanery of the date, time and venue of the PYA. It is therefore essential you have kept your deanery informed of your current contact details. You should confirm your attendance as a matter of courtesy with the Deanery organiser.
Some Deaneries require SpRs/StRs to make a brief presentation concerning their training. If so, you will be informed in advance. The Deanery will ask you to submit a current CV and your JRCPTB Training Record, sometimes in advance of the interview, so prepare documentation immediately.
If you have not heard from your deanery by the time you are within 18 months CLINICAL TIME of your provisional CCT date you should check with them that arrangements are in place.
Arranging PYAs involves co-ordinating a significant number of busy Consultants and SpRs/StRs. You will be expected to attend on the date notified. Your failure to do so will prevent recommendation of your CCT. Please see final paragraph of this document.
The minimum number of panel members should be 2 plus one external representative. The Committee should be chaired by the chair of the local Specialist Training Committee (STC) or by the Regional Specialty Adviser (RSA)/Regional Medical Adviser (Scotland). The Postgraduate Dean should also send a representative. A second consultant physician should be present although he/she does not necessarily have to be from the specialty of the SpRs/StRs being assessed. Finally, an external representative approved by the relevant Specialist Advisory Committee MUST be present for a PYA. Those involved in the training of individual SpRs/StRs should not be on the PYA panels for those trainees, although it is recognised that in smaller deaneries/specialties this may be unavoidable.
On notification from the deanery of the date of the PYA, the JRCPTB office write to each of the PYA SpRs being interviewed about eight weeks in advance of the PYA. Each SpR will be asked by JRCPTB for a copy of a CV and to complete a Summary of Clinical Experience form (SOCE), which allows training information to be presented in a standard format to the external representative. This information is essential if the external representative is to be conversant with your training prior to meeting with you. You will be asked to return this information to the JRCPTB office four weeks prior to the PYA.
Simultaneously SpRs will be advised by the Deanery to either send their JRCPTB Training Record to the deanery in advance or take it with them on the day of the assessment. The external representative will ensure the Training Record documentation is complete and countersigned as it forms an important legal requirement of training. It is vital all posts/periods of training must have a signed educational supervisors report and timetable. If the Training Record is incomplete, a proper PYA cannot take place and you may be asked to repeat the assessment.
At your PYA the external representative will ensure that you have satisfactorily achieved and documented the requirements of the curricula to date and have sufficient time available to complete the outstanding training before being recommended for your CCT. You will be able to discuss your training with the external representative and you will be informed of outstanding training to be completed. Your CCT date will be discussed.
You should have already received a letter of notification of your provisional CCT date from JRCPTB . If your training has changed due to a period of absence, then your CCT date will need to be reviewed. Please let JRCPTB and your deanery know the dates concerned immediately so the external representative can be advised accordingly.
If your provisional CCT is changed at your PYA, this will be confirmed by the JRCPTB office on receipt of the external representative's report of the PYA(s).
Flexible trainees should undergo their PYA 12-18 months, whole time equivalent, of clinical training before their provisional CCT date. This ensures that if outstanding training needs are identified the trainee will have sufficient time to complete them. Similarly, if a trainee takes Out of Programme Experience within 12 - 18 months of their provisional CCT date it is in their own best interests to have a PYA. This means that they will return to programme with a clear understanding of the training that they are required to complete.
As part of the PYA, you will be asked about your future plans for a consultant appointment, what kind of post you are seeking, what you have found out about the job market. Questions will also be asked about courses (including management, advanced life support and teaching) and attendance at study days, experience of audit, ethic Committees etc. These must be documented all of these in your Training Record but be mentally prepared to list the training attachments you have had to date and the sub-specialty training you have received. You should be able to identify the areas where you perceive extra training is required. The panel will require the opportunity to address all aspects of your training and plan for any outstanding training to be completed and you will be asked to leave the room at this point. When you return the Committee Chair will discuss the panel's decision with you and the relevant RITA documentation will be completed.
If you wish to have time to discuss any matters in private with the external representative you should speak to the deanery at least 2 weeks prior to your PYA.
The external representative will complete a PYA report which will be sent to the JRCPTB office. JRCPTB will then inform you of any training requirements agreed and confirm your completion date. This letter is copied to your Postgraduate Dean and your Regional Specialty Adviser. However, you are responsible for informing your trainers of the recommendations. Four months prior to your CCT, the JRCPTB will despatch a yellow notification form for you to apply officially for a CCT. JRCPTB will require confirmation, in writing, that any recommendations have been met before processing your application.
If you fail to attend your assessment, the consequences may be severe (unforeseen circumstances are of course exceptional). You will be required to arrange to take your completed Training Record to the external representative at his/her convenience BUT at YOUR expense, and in YOUR own time (the assessor may live many miles away).
You will not be allowed to progress (i.e. receive a RITA C) to the final year of training until this has been achieved. This may affect your expected CCT date. For example your CCT will be delayed because of your non-attendance at your PYA.
If you have any queries about the arrangements for your PYA, please contact your Deanery.