Penultimate year assessment

The penultimate year assessment (PYA) is unique to physician training and is an arrangement that involves a face-to-face meeting with a senior trainer in your specialty who is external to your deanery/HEE local office. It should normally take place 12-18 months prior to your expected training completion date and is intended to be a supportive process for you as a trainee, where your progress to date will be reviewed against your curriculum.  This period is not pro rata for Less Than Full Time Trainees who will also be required to undergo their PYA 12-18 months prior to completion, regardless of the number of sessions worked per week. The PYA will identify outstanding targets to ensure the requirements of the curriculum are met in full.

If for any reason the final CCT date is more than 24 months after PYA then you must have a second PYA, which will consider your training in line with the current curriculum and transitional guidance extant at the time of the second PYA.  JRCPTB would wish this second review to be as “light-touch” as is consistent with patient safety. Therefore if you, the external adviser and your TPD are in agreement, it may be virtual (where the EA reviews your e-Portfolio and discusses your training and performance with your local specialty TPD, but you are not required to attend). You may however, request that the second PYA is held  face to face, if you have any concerns about your training.  Following the second PYA you will be informed of mandatory targets that you need to meet before your CCT date. (These may or may not differ from those specified following your first PYA.)  The policy requiring a second PYA will be implemented from 1 May 2018. Trainees with a CCT after 1 May 2018 WILL require a second PYA if for any reason the final CCT date is more than 24 months after their first PYA.

Please note, if you are planning on going Out of Programme in the final 12 months of training, you will need to complete your PYA first if you wish to claim any credit from your OOP episode.

If you are seeking a dual Certificate of Completion of Training (CCT) you will have a PYA for both of the specialties you are training in.

The trainee's responsibility

You will need to have a PYA for each of your specialties before the JRCPTB can recommend you for a CCT. If you are approaching your final year of training and have not received an invitation to attend a PYA, in the first instance, please contact your local deanery/HEE local office.

Please note, if you are planning on going Out of Programme in the final 12 months of training, you will need to complete your PYA first if you wish to claim any credit from your OOP episode. (In practice it is very rare that OOP time is granted in the final year of training).

If for any reason the final CCT date is more than 24 months after the date of the PYA then you must have a second PYA and it must be in line with the current curriculum.

Recording your PYA in the ePortfolio

PYA reports are now available on the ePortfolio. You will now notice a new tab on your ePortfolio called ‘PYA'. Within this tab your PYA report/s will be completed and saved. The appointed PYA external assessor will be the only person with the ability to create your PYA report, however all relevant parties will have read access once reports have been completed. The JRCPTB will contact you directly with further information once your PYA date has been confirmed by the Deanery/HEE local office.

Main changes to PYA process:

  • External assessors now have the ability to create your PYA form/s for completion within your ePortfolio. These forms are located within a tab called ‘PYA'. There is guidance within this tab.
  • The external assessors are asked to submit the report on your ePortfolio no later than 10 days after the event. In many cases these reports are submitted on the day of the assessment.
  • Once reports are submitted to your ePortfolio all relevant parties such as Deanery/HEE local office, TPDs and supervisors have read access to the reports.
  • This report is regarded as your official PYA documentation

Preparing for the PYA

It is vital that you as the trainee prepare for these important meetings by making sure your ePortfolio is fully up to date at least four weeks prior to the meeting. This will require all ARCP outcomes logged against each year of training and all educational supervisor reports uploaded - if these are not present it might mean the PYA does not proceed so please contact your deanery/HEE local office to ensure your ePortfolio is accurate.

All trainees will be asked to complete the Summary of Clinical Experience (SOCE) form and provide an up-to-date CV. These should be uploaded to your personal library and saved in a folder called ‘PYA paperwork'.  

Some specialties ask for additional paperwork to be completed and you will be informed of this in advance of your PYA. This paperwork should also be saved in your personal library so that the assessor has access prior to the PYA. 

The role of the JRCPTB/SAC external assessor

The external assessor will review your progress against the curriculum requirements and identify any targets that need to be met in order to fulfil the curriculum standards. The external assessor will create and complete the PYA form on your ePortfolio. This will be available no later than 10 days after your PYA has taken place.   

During the PYA

As part of the PYA, you will be asked about your training and future aims. In order to meet the curriculum requirements, questions will also be asked about experience and training in areas usually delivered by courses (eg management, advanced life support and teaching) and attendance at study days, experience of audit, ethic committees etc. These should be documented in your ePortfolio but you must be prepared to list the training attachments you have had to date and any sub-specialty or advanced specialist area module 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.