Annual Review of Competence Progression (ARCP)/Record in Training Assessment (RITA)
What is it?
This is an annual review of training undertaken by the Severn Gastroenterology Training Committee. It is mandatory for all trainees including LATs.
When is it?
Your first assessment will be approximately 1 year after starting in the ST3 grade and then annually.
Assessments are held in the winter (usually February) and summer (usually September).
Both Gastroenterology and GIM are assessed together apart from the Penultimate Year Assessments (PYA) which are held separately 12-18 months prior to your CCT date (see below).
Who is on the panel?
There are at least three panel members:-
One must be the Training Programme Director (TPD)
The other two or more members must be made up of the following:-
The chair of the Specialty Training Committee
College/Faculty Representative (from the STC)
Educational supervisors
Lay member
Management Rep
In reality there is usually a representative from each trust on the panel
For Academic trainees:-
Where an annual academic assessment outcome is also involved, there should additionally be two academic representatives on the outcome panel neither of whom were involved in the trainee’s academic programme.
What does the trainee need to have done?
- One page summary of the post(s) under assessment (since last RITA/ARCP)
Weekly Timetable
Outpatients: No clinics per week, No new & FU patients per clinic for GIM & Gastro
Inpatients: Number gastro, number GIM & total number patients
Ward rounds: number per week
Endoscopy: Number of training (ie reduced lists) plus number of additional lists
On call: frequency & average intake - Required number of WPBAs for Gastro & GIM (DOPS, mini-CEX, MSF) (see decision aids above) on e-portfolio
- Evidence of attendance at required number of training days and courses
4. Evidence of JAG certification (where achieved)
5. Endoscopy portfolio (on endoscopy ePortfolio)
6. GIM patient log book (anonymised)
5. Summary of audit undertaken since last assessment
6. Educational supervisor’s reports for Gastroenterology and GIM for all posts since last RITA/ARCP (see above) on ePortfolio
7. Summary of extra activities achieved since last RITA/ARCP (excellence grid)
8. Updated CV
9. Personal development plan for next training year
Please ensure that any paper assessments or reports in your training folder are signed and dated. It is recommended that the trainee shows their training folder to their educational supervisor one month prior to the ARCP/RITA in case vital information/signatures are missing.
What will happen?
The process is not an assessment of the trainee, but is an assessment of the documented and submitted evidence that is presented by the trainee. The panel will review the evidence submitted and an outcome decision will be made based on the process outlined in the JRCPTB handbook before you enter the room.
You will then be invited into the room and asked to sign an updated Registration form (Form R) and an outcome form.
You will then be asked some questions by the panel, offered advice about your next training year and career and asked for feedback about your last post.
ARCP Outcomes
Satisfactory Progress
Outcome 1 Achieving progress and the development of competences at the expected rate.
Unsatisfactory Progress or Insufficient Evidence
Trainees are required to meet with the panel if they receive an outcome 2, 3, or 4
Outcome 2 Development of specific competences required – additional training time not required
The trainee’s progress has been acceptable overall but there are some competences which have not been fully achieved and need to be further developed. No need for rate of progress to be delayed or CCT date to be altered. Where this outcome is expected the trainee should appear before the panel. The panel will need to document the further development required which will be retained by the TPD and educational supervisor. A record should be kept by the Deanery. At the next assessment it is essential to identify whether these competences have been achieved.
Outcome 3 Inadequate progress by the trainee – additional training time required.
The panel has decided that a formal additional period of training is required which will extend the duration of the training programme. Where such an outcome is anticipated the trainee should attend the panel. The Educational Supervisor, the trainee and the employer will need to receive clear recommendations from the panel about what additional training is required. The overall duration of the extension to training should normally be for a maximum of one year, unless exceptionally, this is extended at the discretion of the postgraduate dean, but with an absolute maximum of two years additional training during the total duration of the training programme. The extension does not have to be taken in a block of 1 year, but can be divided over the course of the training programme.
Outcome 4 Released from the training programme with or without specified competences.
The panel will recommend that the trainee is released from the training programme if there is still insufficient and sustained lack of progress, despite having additional training. The trainee will be required to give up their National Training Number.
Outcome 5 Incomplete evidence presented – additional training time may be required. The panel can make no statement about progress since the trainee has failed to submit any information or incomplete information to the panel. If this occurs the trainee may require additional training time to complete their training. The additional time commences from the date when the panel should have considered the trainee. The trainee will have to supply the panel with a written account within five working days as to why the documentation has not been made available to the panel. The panel does not have to accept the explanation and can request the trainee to submit the required documentation by a given date.
Recommendation for completion of training
Outcome 6 Gained all required competences; will be recommended as having completed the training programme and for award of a CCT or CESR/CEGPR.
The panel will need to consider the overall progress of the trainee and ensure that all of the competences have been achieved before recommending the trainee for completion of training programme to the relevant Royal College.
Outcomes for trainees in FTSTAs, out of programme, or undertaking ‘’top up’ training within a training programme.
Outcome 7 Trainees undertaking FTSTAs will undertake regular in-work assessments and maintain documentary evidence of progress during their fixed-term appointment. This evidence will be considered by the ARCP panel and should result in a FTSTA outcome which should document the competences achieved. The outcome should be sent to the trainee’s educational supervisor for follow-up. The trainee should have a copy to put into their portfolio for future use. The Deanery should retain a copy in the trainee’s personal file.
Outcome 8 Out of programme for research, approved clinical training or a career break (OOPR/OOPT/OOPC).
The panel should receive documentation from the trainee on the required form indicating what they are doing during their out of programme (OOP) time. If the trainee is out of programme on a PMETB approved training placement which will contribute to their CCT, then an OOPT document as well as in-work assessment etc demonstrating the acquired competences should be made available to the panel. If the purpose of the OOP is research then the trainee must produce a research supervisor’s report along with the OOPR indicating that progress in research is being made, in achievement of the registerable degree. If a doctor is undertaking a career break, a yearly OOPC requests should be sent to the panel, indicating that the trainee is still on a career break with their indicative intended date of return.
Outcome 9 For doctors undertaking top-up training in a training post. Some doctors who have been recommended for top-up training by PMETB after submitting applicants for consideration for entry to the Specialist Register through Articles 11 and 14 may do so by being appointed competitively to approved specialty training programmes for a limited period of time, where there is the possibility for such competitions to take place. The doctor should submit the appropriate in-work assessments and documentation to the annual assessment outcome so that the panel cam make recommendation, based on the evidence, as to whether the objectives set by PMETB have been achieved.
Penultimate Year Assessment (PYA)
What is it?
The PYA is similar to an ARCP/RITA but involves assessment of your entire training from ST3 onwards and is carried out by an external Gastroenterology and GIM TPD. Its purpose is to review and establish satisfactory training to date, identify your training needs for the final post, and to agree a final binding CCT date. There is a separate PYA for general medicine and gastroenterology.
When is it?
This is held 12-18 months prior to your CCT date. Gastroenterology PYAs are held in the winter (usually January) and summer (usually June).
Who is on the panel?
The panel consists of:
External TPD
TPD/STC Chairman/Regional Speciality Advisor
At least one other Educational supervisor
SAC representative (external)
Deans Advisory Panel Member
What does the trainee need to bring?
1. A summary of your entire specialty clinical experience (i.e. posts & patients seen)
2. A summary of your entire endoscopy portfolio (log book)
3. JRCPTB training record (folder and/or ePortfolio of WPBAs)
4. A summary of training days and courses attended
5. A summary of all audits undertaken
6. Educational supervisors reports for each year of training
7. Certificates
JAG accreditation
Specialty Certificate Exam
Training days
Courses attended
8. A summary of your achievements throughout training (excellence grids)
9. Your training strengths and weaknesses
10. Your training requirements for your remaining time
11. An updated CV
You will be expected to do a short (10 min) power point presentation to the panel summarising the key points above. It is recommended that the trainee shows their training folder to their educational supervisor one month prior to the PYA in case vital information/signatures are missing.
What will happen?
The process is not an assessment of the trainee, but is an assessment of the documented and submitted evidence that is presented by the trainee. The panel will review the evidence submitted and an outcome decision will be made based on the process outlined in the JRCPTB handbook before you enter the room.
You will then be invited into the room. A final binding CCT date will be set. You will be asked to sign an updated Registration/Revalidation form (Form R) and an outcome form. You will be set mandatory and recommended requirements for your remaining time in training before the award of CCT. You will then be asked some questions by the panel, offered advice about your next training year and career and asked for feedback about your posts.
ARCP/RITA/PYA Tips for success
Do - take it seriously: prepare in advance, dress smartly as if for an interview, arrive on time, have all the necessary documentation with you (or ensure that it has been sent in beforehand).
Do - make sure all the paperwork in your folder is signed and dated.
Do - meet with your educational supervisor in advance. Their report is the most influential piece of documentation at your ARCP meeting. Ask them to check your training folder/ePortfolio/log book
Do - regularly update your portfolios. It will make preparing for the review so much easier. A cusum for colonoscopy is particularly impressive.
Don’t - leave all your WPBAs to the last minute - try to spread them throughout the year to avoid a mad rush at the end.
Do - plan when you are going to do your mandatory courses - basic endoscopy, colonoscopy, management, ALS. Try to spread them throughout your five years so there isn't too much to do post PYA. If you haven’t done IBD, liver and nutrition courses you must show how you have had sufficient training in these areas, otherwise they may be mandated for your final year.
Audit - aim for one GIM plus one gastro audit (i.e. 2 audits) per year. (don't forget you can supervise a junior Drs audit & still count that). Aim to complete at least one audit loop and present it at a regional or national meeting. You will have to be really organised to do this in one Trust and may need to plan in advance or do something fairly simple.
Teaching - if you do sessions with the junior Drs/med students or give a grand round or journal club ask for some written feedback for your folder.
Do - reflect (write a couple of paragraphs) about each course/training day attended - what was good, what was not good, what you learnt. Keep it with the programme in your folder.
Do - approach the Specialty Manager at your Postgraduate Medical Education office if you are having any difficulties (see the Contacts section). They keep a file for every trainee and will know who best to take up your difficulties with.
Do - inform your Postgraduate Medical Education office of any changes to contact details (contact number, address and email address (see the Contacts section))
Do - become a member of the BSG (free to ST3s for 1 year).
In your final year you should be aiming to:
Register for the online CPD diary
Lead post-take ward rounds under supervision
Attend management/unit meetings in your Trust,
Go on the TTT course in endoscopy
Teach endoscopy to a more junior colleague