Share your training plan with the trainee in advance
Before the trainee starts, provide them with a copy of the outline training plan. Best practice would be to email a draft to the trainee a week before they start and ask them to read and make comments to it.
Initial ‘meet and greet’ with the trainee
Ideally the training co-ordinator/officer should meet the trainee in the first few days (as early as possible after induction). The initial meeting provides an opportunity to ensure the trainee fully understands the role and function of the department(s). Supporting material should be provided to the trainee (for example any documents or slides describing the department’s work, produced for other occasions). This might also be an opportunity to meet other new or existing trainees.
Consider arranging a planning session within the first two or three days of the start of the first rotational placement. At that session, you would mainly discuss the scheduling of training: the aim is to ensure that what you have set out is practically feasible. This will include making sure you have catered for the HEI timetable, and any holidays. Make it clear in the first meeting that there is scope for flexibility, and changes in circumstances can be reflected in revisions to the plan.
Although you will be guiding, the trainee should take responsibility for their training plan from this point. The meeting should explore the possibilities for the trainee to attend operational, clinical or governance meetings, and also any relevant conferences (conference costs should be discussed, as the trainee may be required to source their own funding).
During the meeting you should also agree dates for at least one early comprehensive review of progress (ideally about halfway through each rotational placement) and at least four subsequent one-to-one meetings between the training officer and trainee. The output from the planning meeting should ideally be an agreed action plan charting the milestones for the rotational period, with detailed short term targets indicating what competencies you would expect to be achieved, with dates. Subsequent planning meetings, towards the end of the third placement, can begin detailed planning for the specialist placement, elective etc. mandatory in-house training is best recorded separately.
Download a copy of our example of an initial planning meeting record.