Less Than Full Time Trainee Applicant Guide - KSS Deanery

This is a Trainee Guide – please read carefully
KSS Deanery
Less Than Full Time Trainee
Applicant Guide
The content of this document is intended to provide Trainees with a step
by step guide to the KSS Deanery Less than Full Time Training
Application and Approval Process
Full details of the Less than Full Time Training scheme can be accessed
via the KSS Deanery website at: www.kssdeanery.ac.uk

Contents
1. INTRODUCTION ....................................................................................................... 2
2. PURPOSE ................................................................................................................. 2
3. SCOPE ...................................................................................................................... 2
4. APPLICATION AND APPROVAL PROCESS TIMELINE......................................... 2
5. STAGE 1 – MAKING AN APPLICATION.................................................................. 4
5.1 ELIGIBILITY CRITERIA...........................................................................................................4
5.2 COMPLETING AN APPLICATION FORM....................................................................................4
5.3 APPLICATION SUBMISSION AND SUPPORTING DOCUMENTATION .............................................4
5.3.1 Application on Grounds of Disability/Ill-Health (including those on in-vitro fertility programmes) 4
5.3.2 Application on Grounds of Caring for an Adult Dependent..........................................................4
5.3.3 Application on Grounds of Caring for Young Children .................................................................5
6. STAGE 2 - ELIGIBILITY CONFIRMATION............................................................... 5
6.1 ELIGIBILITY CONFIRMATION LETTER......................................................................................5
6.2 LIAISING WITH KEY CONTACTS .............................................................................................5
6.3 ARRANGING THE LTFT TRAINING PLACEMENT.......................................................................5
6.3.1 Slot Sharing..................................................................................................................................6
6.3.2 Reduced Sessions .......................................................................................................................6
6.3.3 Supernumerary Placements.........................................................................................................6
6.3.4 How to Organise the Working Week ............................................................................................6
6.3.5 How to Organise On-Call Hours...................................................................................................7
6.3.6 How to Organise the Training.......................................................................................................7
6.3.7 LTFT Training Whole Time Equivalent Timetables......................................................................7
7. STAGE 3 - LTFT TRAINING FUNDING APPROVAL ............................................... 7
7.1 THE LTFT TRAINING FUNDING APPROVAL FORM...................................................................7
8. STAGE 4 – LTFT TRAINING EDUCATIONAL APPROVAL..................................... 8
8.1 THE LTFT TRAINING EDUCATIONAL APPROVAL FORM AND ‘TRAINEE TIMETABLE.....................8
9. STAGE 5 – APPROVAL CONFIRMATION................................................................ 9
9.1 APPROVAL CONFIRMATION LETTER ......................................................................................9
10. FURTHER GUIDANCE............................................................................................ 9
10.1 CHANGES AND TERMINATION OF LTFT TRAINING ................................................................9
10.2 EXTENSIONS .....................................................................................................................9
10.3 MATERNITY LEAVE ............................................................................................................9
10.4 PAY................................................................................................................................10
10.5 KSS LESS THAN FULL TIME TRAINING POLICY...................................................................10
10.6 FURTHER READING MATERIAL..........................................................................................10
11. FURTHER INFORMATION..................................................................................... 11
TABLE 1: KEY CONTACT DETAILS.............................................................................................11
TABLE 2 : GENERIC LTFT TRAINING WTE TIMETABLE ...............................................................12
TABLE 3 : LTFT TRAINING FOUNDATION WTE TIMETABLE .........................................................13
APPENDIX A: FLOWCHARTS FOR COMPLETION OF APPROVAL FORMS (FOUNDATION) .................14
APPENDIX B: FLOWCHARTS FOR COMPLETION OF APPROVAL FORMS (GP) ................................15
APPENDIX C: FLOWCHARTS FOR COMPLETION OF APPROVAL FORMS (SPECIALTY) ....................16
1

Less than Full Time Trainee Applicant Guide
1. Introduction
Less than Full Time (LTFT) Training (previously termed flexible training) is the
means by which doctors and dentists undertake their training when they are unable
to work and train full time for “well-founded” reasons. The NHS is committed to
flexible working arrangements across the health economy and LTFT Training is a
method by which trainees can utilise the LTFT Training scheme to balance their work
and personal lives, as well as assisting those trainees who are in poor health or
those who have a disability.
This guide illustrates 5 key stages to the LTFT Training Application and Approval
process as follows:
Stage 1 – Making an Application
Stage 2 – Eligibility Confirmation
Stage 3 – Funding Approval
Stage 4 – Educational Approval
Stage 5 – Approval Confirmation
2. Purpose
The purpose of this guide is to provide applicants and existing LTFT trainees with
advice and guidance on how the LTFT Training scheme works, who is eligible to
apply and the arrangements necessary to secure approval. The guide is aimed at a
trainee target audience, whilst the KSS Less than Full Time Training Policy is
intended for a wider audience, including new applicants and existing LTFT trainees.
3. Scope
KSS Deanery manages the LTFT Training scheme for eligible trainees across all
medical and dental training grades, although the focus of this guide primarily relates
to medical trainees in postgraduate training. This guide deals with trainees in
medical placements across Foundation, Specialty (including GP, Core, Specialty
Run-through and Higher Specialty Training programmes within Kent, Surrey and
Sussex.
4. Application and Approval Process Timeline
The Department of Health (DH) recommend that the application and approval
process is completed within three months from enquiry to completion of approval.
In order to agree a preferred start date, all parties (including medical staffing,
educational supervisors, programme director, medical workforce colleagues and the
trainee should liaise to agree a mutually convenient start date, which should be
reflected in the application form. Please refer to the Deanery website at:
www.kssdeanery.ac.uk for relevant contact details.
2

A timeline summary for completion of the application and approval process is
illustrated below and via a flowchart in Appendix A.
Stage
Stage 1
Application
Stage 2
Eligibility
Confirmation
Stage 3
Funding
Approval
Stage 4
Educational
Approval
Stage 5
Approval
Confirmation
Approximate
Timescales
Timescale Actions Required
At the
start
Within 1
week
Further 4
– 6
weeks
Further 2
– 3
weeks
Further 1
– 2
weeks
Total 10
– 12
weeks
Trainee to download the following forms the website, complete and
submit them (with the required supporting documentation,
including an up to date curriculum vitae) to the Deanery LTFT
Training Team:
• LTFT Training Application Form (completed)
Equality and Diversity Monitoring Form (completed)
Following receipt of the fully completed application form and
supporting documentation, the Deanery LTFT Training Team will
send the trainee the following:
• Eligibility Confirmation Letter
• LTFT Training Funding Approval Form (blank)
• LTFT Training Educational Approval Form (blank)
The Eligibility Confirmation Letter advises that funding has been
set aside to support the trainee to undertake a LTFT Training
placement. The confirmation will reflect that funding will need to be
on the basis of either a ‘slot share’ or ‘reduced sessions in a full
time post’. It will not be feasible for these forms to be completed
until a placement is secured as they need to reflect the placement
details.
Once the LTFT Training placement details are agreed following
discussions with Medical Workforce / Programme Director /
Foundation School and relevant Trust colleagues, the below
mentioned form should be partially completed to reflect the agreed
start and end date of the LTFT Training placement, working hours
(sessions), whether the placement will be ‘slot share’ or ‘reduced
sessions’, etc. The form requires Trust agreement from Medical
Staffing and / or Trust Finance, including LTFT placements to be
undertaken on reduced sessions for DH reporting purposes. The
remainder of the form will require completion by relevant Deanery /
Foundation School colleagues.
LTFT Training Funding Approval Form (partially completed)
The below mentioned form is also partially completed by Trust
colleagues, e.g. Director of Medical Education / Clinical Tutor with
educational approval details which relate to the agreed LTFT
Training placement, i.e. a Timetable before it is submitted to the
Deanery / Foundation School for full completion. For further
details, i.e. a guidance flowchart, the trainee should refer to Stage
4 of the LTFT Trainee Applicant Guide and Medical Staffing
should be able to support the trainee with relevant contact details
as appropriate.
LTFT Training Educational Approval Form (partially completed)
Once all the above mentioned forms are received by the LTFT
Training Team and fully signed, the following correspondence will
be sent to the trainee, copied to a range of Trust / Deanery
colleagues for information. Upon receipt of this final
communication, the trainee has full approval from the Deanery to
commence the LTFT Training placement although it will be the
trainee’s responsibility to ensure relevant notice has been given to
appropriate colleagues
Trainees are advised to apply within six months as the full
process can take up to 3 months. The same timescale applies
for extensions, which also require approval.
3

5. Stage 1 – Making an Application
5.1 Eligibility Criteria
Applications for LTFT Training can currently be made on the following grounds:
• disabled or in ill-health (this includes those on in vitro fertility programmes)
• caring for an ill/disabled partner, relative or other dependent
• personally providing care for young children
5.2 Completing an Application Form
An LTFT Training Application Form can be downloaded from the KSS Deanery
website at: www.kssdeanery.ac.uk. The form includes an Equality and Diversity
Monitoring Form. In addition, the website provides further guidance, including the
KSS Less than Full Time Training Policy, which can be downloaded from the
‘Resources’ section of the website. Other publications, which trainees are
advised to read before submitting an application for LTFT Training, include the
following:
• Doctors in flexible training – Equitable pay for flexible medical training
• Principles underpinning the new arrangements for flexible training
These documentations are also available from the Deanery website.
5.3 Application Submission and Supporting Documentation
The application form can be completed electronically but will need to be printed
and signed before submission. In addition, you should send the following
completed documentation to the LTFT Training Adviser at KSS Deanery as part
of the application process:
• Application Form, including the Equality and Diversity Monitoring Form
• Curriculum Vitae (CV) – must be up to date
• Supporting Documentation – If you are applying on the grounds of either
disability/ill-health or carer responsibilities you should read the
following paragraphs, which contain important information in order that
applications can be fully considered and processed in a timely manner.
5.3.1 Application on Grounds of Disability/Ill-Health (including those on
in-vitro fertility programmes)
Supporting documentation is required from your GP / Occupational Health
Consultant / Medical Specialist. It should detail the nature of the
disability/health requirement for LTFT Training and must be produced on
letter-headed paper or from an official email address which can be validated.
5.3.2 Application on Grounds of Caring for an Adult Dependent
Supporting documentation is required from the medical specialist involved
in the care of your partner/relative/dependent. This must be on letter-headed
paper or from an official email address which can be validated. The details
should include the level of care which the specialist anticipates you will need
to provide to the partner/relative/dependent and the level of time commitment
that will be required. To avoid communication of sensitive, personal data,
broad terms, eg. personal care, should be used rather than sensitive personal
details relating to the level of care which will be provided.
4

5.3.3 Application on Grounds of Caring for Young Children
No supporting documentation is required but the youngest child's date of birth
should be entered on the application form. Trainees may be asked to verify
this information at a later date.
Please note that it is possible to submit an application form in advance of
providing the supporting documentation. The application will then be held until
supporting documentation can be submitted but cannot be processed until all
documents are received.
6. Stage 2 - Eligibility Confirmation
Once the LTFT Training Team has received all the appropriate paperwork, your
completed application will be reviewed by the LTFT Training Team. If you are
deemed eligible, the LTFT Training Adviser will issue an ‘Eligibility Confirmation
Letter’.
6.1 Eligibility Confirmation Letter
This letter, and its enclosures, initiates the next step in the application process for
LTFT training. Please note that the term ‘Eligibility Confirmation’ means that you
have been deemed eligible to undertake LTFT Training and funding has been
provisionally set aside for you to progress your application. This is subject to
commencement on the date you have specified and on the basis of the funding
terms stated below, which are subject to change and financial constraints.
6.2 Liaising with Key Contacts
If you have not already done so, you should now make contact with the relevant
colleagues who will be best placed to assist with completion of your LTFT Training
Application Form. Relevant contacts are indicated below but you may also find
useful advice on who to contact on the Deanery website and in the KSS Less than
Full Time Training Policy. Successful completion of the LTFT Training application
process requires input from relevant contacts. The roles of the key contacts listed
below will become clearer as the remainder of the process is described.
Please see Table 1 for full contact details.
6.3 Arranging the LTFT Training Placement
Once you have made contact with the appropriate colleague(s), they should be
able to assist you with identification of a LTFT Training placement, subject to
available training capacity. You will then be in a position to complete the forms
issued with your Eligibility Confirmation Letter.
5

You are advised to consider the following areas during your discussions:
Type of LTFT Training
Placement:
Number of sessions
(WTE)
Start Date
End Date
Educational Content of
Programme
Slot Share or Reduced Sessions (Protection
arrangements apply to some existing
supernumerary placements)
6 sessions or 60%
Day, Month and Year of Current Training Grade
(approval is restricted to the current training
grade, eg. ST1 only)
Day, Month and Year of Current Training Grade
(approval is restricted to the current training
grade, eg. ST1 only)
LTFT Training Timetable
6.3.1 Slot Sharing
Slot sharing works on the basis that two trainees share one full-time post and
manage the out-of-hours between them. However, each doctor may work up
to 80% whole time equivalent (WTE) and is paid as an individual trainee on
the basis of actual contracted hours.
Further details on how slot shares are arranged and funded is included on the
Deanery website and in the KSS Less than Full Time Training Policy, also
available for downloading from the Deanery website.
6.3.2 Reduced Sessions
A trainee occupies an established full-time post but works reduced hours. No
additional funding is required from the Deanery as the full-time post is already
funded from the Educational Contract, but the employer is able to retain the
surplus funds to support the LTFT arrangement at local level. However, the
trainee would still need to complete the LTFT Training Application and
Approval Forms, as there is a national requirement to report on LTFT Training
arrangements to the Department of Health via the national LTFT Training
Forum.
6.3.3 Supernumerary Placements
KSS Deanery is no longer able to fund LTFT Training on a supernumerary
basis and requires new applicants to secure a slot share placement or
reduced sessions in a full time post. For further details on how these
placements operate, you are advised to refer to the KSS Less than Full Time
Training Policy. Some protection arrangements exist for the trainees in post
in July 2010, when the changes in administration and funding occurred.
6.3.4 How to Organise the Working Week
Find out how many hours the full-time trainees are contracted to work per
week. This may vary in the same specialty in different Trusts. Slot sharers
sometimes find it helpful to work one half of the week for 6 months and the
other half of the week for the next 6 months (subject to employer agreement)
in order to get full experience. The hours of the full-time post must be
covered by a slot share arrangement.
6

Find out if the full-time trainees are full-shift, partial shift or 24 hours on-call.
Your rota should give equivalent experience but need not necessarily include
exactly the same hours or shift pattern. Precise hours worked need to be
arranged in discussion with the supervising consultant. Evening, night and
weekend work are usually undertaken pro-rata to the full-time trainees. The
rota must be agreed by the Educational Supervisor and Specialty Training
Programme Director or Head of School.
6.3.5 How to Organise On-Call Hours
For full-time doctors and dentists, duty hours may include time for handovers,
annual leave and prospective cover and a proportion of these should be
included in the LTFT Trainees hours
6.3.6 How to Organise the Training
Find out what full-time trainees do each week e.g. proportion spent covering
ward work, clinics, theatre, emergencies etc. Remember to include time for
audit/protected teaching time/ research etc. Further information and guidance
is available on the Deanery website and the KSS Less than Full Time Training
Policy.
In order to benefit from the available training sessions, try to talk to trainers to
find out what is available, and which sessions may be particularly suitable and
accessible to you. It may not be possible to cover all aspects of training within
a reduced working week. In these circumstances trainees should consider
concentrating on some training sessions initially and then others later. In
addition, LTFT trainees can liaise with full-time trainees to see how their work
will fit in and trainees can also prepare a week’s work (with reduced hours
overall) reflecting similar proportions to the full-time trainees’ working
week/training programme.
Example: Obstetrics and Gynaecology posts can be split into one half
concentrating on Obstetrics and another on Gynaecology. A LTFT Trainee
could work in Obstetrics for the first half, and then rotate into Gynaecology for
the second half.
All parties must also remember to take into account the hospital’s service
requirements as this shows professionalism and ensures compliance with
‘Good Medical Practice’.
6.3.7 LTFT Training Whole Time Equivalent Timetables
Two whole time equivalent timetables are provided to enable trainees to
convert full time training in to LTFT training time when working fewer hours
per week. It is important to note that Specialty Training is competence based,
whilst Foundation is both time and competence based. Table 1 can be used
more generically, whilst Table 2 is specifically designed for use by Foundation
trainees.
7. Stage 3 - LTFT Training Funding Approval
7.1 The LTFT Training Funding Approval Form
The form is concerned with the authorisation of the funding connected with the
LTFT Training placement and should be completed with the guidance and
support of the Training Programme Director/Head of School/ Director of Medical
Education/Clinical Tutor as appropriate and medical staffing.
7

Please see the completion summary below, which will be more meaningful when
the form is available. Approval Forms are not available for downloading because
access to them needs to be closely monitored and they should not be completed
before eligibility has been assessed.
• Section 1 Trainee completes
• Section 2
• Section 3
Trainee completes in liaison with their TPD and Medical Staffing
Medical Staffing seeks financial approval from Trust Finance Dept
(Approval via signature should be provided either by Trust Finance
or by Medical Staffing, if they confirm that they have been given
delegated authority to sign on behalf of Finance).
Foundation
Trainees
GP Trainees
Specialty Trainees
Completed form is sent to Foundation School
Manager at STFS (split by grade)
Completed form is sent to LTFT Training
Adviser at KSS Deanery.
Completed form is sent to KSS Medical
Workforce Projects Officer.
Please also see the flowcharts for guidance on completion of this form for
Foundation, GP and Specialty training. These are included as Appendices.
8. Stage 4 – LTFT Training Educational Approval
The second form enclosed with the eligibility confirmation letter is the LTFT Training
Educational Approval Form.
8.1 The LTFT Training Educational Approval Form and ‘Trainee Timetable
The form and timetable are concerned with the educational approval of all LTFT
Training placements and should be completed with the guidance and support of
the Training Programme Director/Head of School/ Director of Medical
Education/Clinical Tutor as appropriate and Medical Workforce Projects Officer
(where applicable).
Educational
Approval Form
Timetable
This should detail all rotations/posts within the LTFT Training
placement. Please see the completion summary below.
One timetable should be completed for each rotation/post and
should detail the service and educational commitments of the
rotation/post.
Section 1
Section 2 &
Timetable
Trainee completes.
Trainee completes these in liaison with their TPD/DME/CT (as
appropriate) and Educational Supervisor.
Section 3 Foundation Trainees Form and timetables are sent to
Foundation School Manager at STFS.
GP Trainees
Form and timetables are sent to LTFT
Training Adviser at KSS Deanery.
Specialty Trainees Form and timetables are sent to KSS
Medical Workforce Projects Officer.
8

Please also see the flowcharts for guidance on completion of this form for
Foundation, GP and Specialty training. These are included as Appendices.
9. Stage 5 – Approval Confirmation
Once the LTFT Training Team receives the fully completed and signed forms and
timetables, final sign off will be obtained (via signature) from the LTFT Training Lead
Dean and the Head of Human Resources at which point the LTFT Training Team will
issue an Approval Confirmation Letter.
9.1 Approval Confirmation Letter
This summarises the details of the trainees LTFT Training post, encloses copies
of the fully completed/signed forms and is copied to the following; Trust Finance,
DME/CT, Medical Staffing Manager, Medical Education manager and Deanery
Finance and relevant deanery contact. This letter confers final funding approval
confirmation for the trainee to undertake LTFT Training and to begin in post as a
LTFT Trainee.
10. Further Guidance
10.1 Changes and Termination of LTFT Training
Where there is a change to your personal circumstances, e.g. contact
address/telephone or LTFT Training placement details, eg. planned increase or
decrease to training sessions, this should be notified to the LTFT Training Team
and Foundation/Specialty School as soon as reasonably practicable. This can be
emailed to: lessthanfulltimetraining@kssdeanery.ac.uk. This includes termination
of LTFT Training and is very important as this could free a slot which could be
utilised to meet the needs of another trainee. If you are unsure whether the LTFT
Training Team should be informed of a particular change, you can email for
clarification and the LTFT Training Adviser will be pleased to assist.
10.2 Extensions
An Extension Application should be completed if your approval is due to expire
and you need to continue to train less than full time beyond the expiry date. It is
recommended that an application is requested at least 4-6 months in advance of
the extension start date and returned to the LTFT Training Team at least 3
months before the start date of the new LTFT Training placement.
10.3 Maternity Leave
Where a trainee intends to take maternity leave during a LTFT Training
placement, the following steps will apply:
• Trainee should notify the Trust of their pregnancy in accordance with Trust
maternity policy and procedure and then seek advice on how to proceed from
Trust Medical Staffing.
• Trainees should additionally advise the LTFT Training Team and
Foundation/Specialty School, as soon as possible of the start and end dates of
their maternity leave as this has Trust funding implications.
• If the Trainee’s LTFT Training Approval is due to expire (either whilst on
maternity leave or soon after their return date), the Trainee will need to contact
the LTFT Training Team and request a LTFT Training Extension Application
Pack. We would recommend doing so 4-6 months prior to the return date
from maternity leave.
9

• It may also be helpful to download the NHS junior doctors terms and
conditions of service document and refer to page 78 on ‘Maternity Leave &
Pay’. Please see the following link;
http://www.nhsemployers.org/PayAndContracts/JuniorDoctorsDentistsGPReg/
Pages/DoctorsInTraining-JuniorDoctorsTermsAndConditions150908.aspx
10.4 Pay
The Deanery handles funding to the Trusts in respect of slot share LTFT Training
placements, whilst trainees working in reduced sessions in a full time post are
funded by the Trust employer. Pay is an employer matter and pay queries must
be directed to the Trust, usually medical staffing.
Some trusts may delay payment to LTFT Trainees who have not submitted
approval documentation for Deanery approval in time to receive timely approval
confirmation.
For more detailed information on pay, it may be useful to read the document
‘Doctors in flexible training – Equitable pay for flexible medical training’. This can
be downloaded from the British Medical Association (BMA) website via the
following
link;
http://www.bma.org.uk/careers/training_trainers/flexible_training/newflextraining.j
sp
10.5 KSS Less than Full Time Training Policy
The Deanery has produced a policy to support the principles of meeting the
demand for LTFT Training for medical trainees across Kent, Surrey and Sussex.
This can be downloaded from the Deanery website.
10.6 Further Reading Material
Trainees are strongly encouraged to read the two national documents which
arose following the implementation of the new pay arrangements for LTFT
Training, which came into effect in June 2005.
• Doctors in Training – Principles
‘Principles underpinning the new arrangements for flexible training’, which
outlined the principles following the changes to the payment arrangements.
This can be accessed via the following address:
http://www.bma.org.uk/careers/training_trainers/flexible_training/newflextrain
ing.jsp
• Doctors in Training – Equitable Pay
‘Doctors in flexible training – Equitable pay for flexible medical training’.
This link will enable you to gauge what your pay is likely to be if you work
less than full time and can be accessed via the following address:
http://www.bma.org.uk/careers/training_trainers/flexible_training/newflextrain
ing.jsp
10

11. Further Information
Table 1: Key Contact Details
Training
Level
Key Contacts
For advice and guidance, before submitting an application for LTFT Training, you should
liaise with the relevant key contact using the reference details below. The recommended
first point of reference is listed first and marked with an *.
Foundation *Foundation School Manager (South Thames Foundation School,
STFS):
F1 – Beverley Osbourne – Email: enquiries@stfs.org.uk
F2 – Christine Bridge – Email: enquiries@stfs.org.uk
Other key contacts include:
• Foundation School Manager/Director
• Foundation Training Programme Director (FTPD)/Director of Medical
Education (DME)/Clinical Tutor (CT)
• Medical Staffing - http://www.kssdeanery.org/prospectus/hospitals
GP
Website: http://www.stfs.org.uk/student/prospectus - The STFS
prospectus provides further guidance and information.
*KSS Deanery GP Programme Director (GPPD) - Emails:
http://www.kssdeanery.org/general-practice/programme-directors
Other key contacts include:
• Elena Gonzalez (GP Training Recruitment Manager, KSS Deanery) –
Email: egonzalez@kssdeanery.ac.uk
• Educational Supervisor – refer to the Trust
• Medical Staffing - http://www.kssdeanery.org/prospectus/hospitals
Specialty
Website: http://www.kssdeanery.org/general-practice - As well as a listing
of the GP Programme Directors, further resources are also available from
the GP Department section of the KSS Deanery website.
*Specialty Medical Workforce Project Officer (KSS Deanery)
The Deanery website includes a list of the specialty email addresses within
the Less than Full Time Training section. These Workforce Officers work
in close collaboration with the Specialty Training Programme Directors to
provide support and guidance to Specialty trainees, including assistance
with checking training capacity to accommodate LTFT trainees.
Other key contacts include:
• Educational Supervisor – refer to the Trust
• Specialty Training Programme Director (TPD) / Head of Specialty
School (HoS) - http://www.kssdeanery.org/prospectus/schools
• Medical Staffing - http://www.kssdeanery.org/prospectus/hospitals
Website: http://www.kssdeanery.org/prospectus - KSS Deanery –
Specialty Training Department
Contacts for Trusts within the KSS region can be found via the online
Specialty Training Prospectus 2010. Please visit the above website links.
11

Table 2 : Generic LTFT Training WTE Timetable
The purpose of this table is to enable postgraduate doctors to calculate the
equivalent less than full time training they will need to complete in order for them
to meet the full time equivalent quota of training.
% Sessions
per week
50% 5 sessions a
week =
6 months
per year
60% 6 sessions a
week =
7.2 months
in each year
70% 7 sessions a
week =
8.4 months
in a year
80% 8 sessions a
week =
9.6 months
in each year
6 Months
12
Months
18 Months
24
Months
30 Months
12 months 24 months 36 months 48 months 60 months
10 months 20 months 30 months 40 months 50 months
8.5
months
7.5
months
17 months 25.5
months
15 months 22.5
months
34 months 42.5
months
30 months 37.5
months
36
Months
72
months
60
months
51
months
45
months
• Less than full time (LTFT) training should be counted exactly the same as fulltime
work in all respects. Use the table above to calculate the length of training
completed by a less than full time trainee who is undertaking 5, 6, 7 or 8 sessions
a week.
• For example, a trainee who has been doing 5 sessions a week for three years,
accrues 18 months training time.
• Likewise, if they need another 3 years full-time training to complete, it will take
another 72 months at 5 sessions a week.
• Consider the fact that Specialty training is competence based, whilst Foundation
is both time and competence based.
Any queries can be directed via email to the KSS Deanery Less than Full Time
Training Team at: lessthanfulltimetraining@kssdeanery.ac.uk.
12

Table 3 : LTFT Training Foundation WTE Timetable
Example: (FOUNDATION)
.
A trainee commences absence in November and returns to work in April of the
following year. S/he has 9 months WTE training left to complete. Funding is
agreed for 6 sessions over 15 months (from April to August of the following year),
bringing the trainee inline for the next available August start date.
Month trainee
left post
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
JANUARY
FEBRUARY
MARCH
APRIL
MAY
JUNE
JULY
Remaining
months for
completion of
Foundation Year
(WTE)
12 months
11 months
10 months
9 months
8 months
7 months
6 months
5 months
4 months
3 months
2 months
1 month
5
sessions
(50%)
24
months
22
months
20
months
18
months
16
months
14
months
12
months
10
months
8
months
6
months
4
months
2
months
Actual Time
6
sessions
(60%)
20
months
18.3
months
16.6
months
15
months
13.3
months
11.7
months
10
months
8.3
months
6.7
months
5
months
3.3
months
1.6
months
7
sessions
(70%)
17
months
15.7
months
14.3
months
12.9
months
11.4
months
10
months
8.6
months
7.1
months
5.7
months
4.3
months
2.9
months
1.4
months
8
session
s
(80%)
15
months
13.75
months
12.5
months
11.25
months
10
months
8.75
months
7.5
months
6.25
months
5
months
3.75
months
2.5
months
1.25
months
13

Appendix A: Flowcharts for Completion of Approval Forms (Foundation)
FUNDING APPROVAL FORM
EDUCATIONAL APPROVAL FORM
SECTION 1
Trainee
Completes
SECTION 1
Trainee
Completes
SECTION 2
Trainee
Completes in
Liaison with
FTPD/DME/CT
and Medical
Staffing
Medical Staffing
confirms
Financial
Approval
Trainee
Signature
Med. Staffing /
Finance
Signature
SECTION 2
& TIMETABLE
Trainee
Completes in
Liaison with
FTPD/DME/CT
and Educational
Superviser
Ed. Superviser
Signature
FTPD/DME/CT
Signature
SECTION 3
Form Sent to
Foundation
School
Trainee
Completes
Declaration
Trainee
Signature
SECTION 3
Foundation
School Director
Completes
FSD
Signature
Form Sent to
Foundation
School
FS Sends Form
to Deanery
LTFTT Adviser
SECTION 3
Foundation
School Director
Completes
FSD
Signature
SECTION 3
LTFTT Adviser
Obtains Final
Sign Off
LTFTT Lead
Dean Signature
Head of HR
Signature
Form Sent to
Deanery
LTFTT Adviser
FORM FULLY
COMPLETED
FORM FULLY
COMPLETED
14

Appendix B: Flowcharts for completion of Approval Forms (GP)
IMPORTANT NOTE: Approval relates to hospital based posts only. Trainees should contact
the KSS Deanery GP Department in connection with LTFT posts within a GP Practice.
FUNDING APPROVAL FORM
EDUCATIONAL APPROVAL FORM
SECTION 1
Trainee
Completes
SECTION 1
Trainee
Completes
DEANERY TRUST
SECTION 2
Trainee
Completes in
Liaison with
GPPD and
Medical Staffing
Medical Staffing
confirms
Financial
Approval
Form Sent to
Deanery
LTFTT Adviser
SECTION 3
LTFTT Adviser
Passes to GP
Head of School
for Completion
LTFTT Adviser
Obtains Final
Sign Off
Trainee
Signature
Med. Staffing /
Fianance
Signature
GP HoS
Signature
LTFTT Lead
Dean Signature
Head of HR
Signature
DEANERY TRUST
SECTION 2
& TIMETABLE
Trainee
Completes in
Liaison with
GPPD and
Educational
Superviser
SECTION 3
Trainee
Completes
Declaration
Form Sent to
Deanery
LTFTT Adviser
SECTION 3
LTFTT Adviser
Passes to GP
Head of School
for Completion
Ed. Superviser
Signature
GPPD
Signature
Trainee
Signature
GP Hos
Signature
FORM FULLY
COMPLETED
FORM FULLY
COMPLETED
15

Appendix C: Flowcharts for Completion of Approval Forms (Specialty)
FUNDING APPROVAL FORM
EDUCATIONAL APPROVAL FORM
SECTION 1
Trainee
Completes
SECTION 1
Trainee
Completes
SECTION 2
Trainee
Completes in
Liaison with
TPD/Hos and
Medical Staffing
Medical Staffing
Confirms
Financial
Approval
Trainee
Signature
Med. Staffing /
Finance
Signature
SECTION 2
& TIMETABLE
Trainee
Completes in
Liaison with
TPD/Hos and
Educational
Superviser
TPD/Hos
Signature
Ed. Superviser
Signature
Form Sent
to Deanery
Medical Workforce
Projects Officer
(MWPO)
SECTION 3
Trainee
Completes
Declaration
Trainee
Signature
SECTION 3
MWPO passes to
TPD/Hos for
Completion
TPD/HoS
Signature
Form Sent
to Deanery
Medical Workforce
Projects Officer
(MWPO)
MWPO Sends
Form to Deanery
LTFTT Adviser
SECTION 3
MWPO passes to
TPD/Hos for
Completion
MWPO
Completes
TPD/Hos
Signature
MWPO
Signature
SECTION 3
LTFTT Adviser
Obtains Final
Sign Off
LTFTT Lead
Dean Signature
Head of HR
Signature
MWPO Sends
Form to Deanery
LTFTT Adviser
FORM FULLY
COMPLETED
FORM FULLY
COMPLETED
16