Guidance for trainees on requesting a change to training due to exceptional extenuating circumstances

Application supported by medical evidence/doctor’s note or occupational health report.

Example – Trainee A was involved in a car accident and was in hospital. The trainee was absent from the workplace for some time and was unable to study. Because of this, the trainee could not complete all the required training activities. The trainee applied for an EEC for extension of time and attached a letter from their doctor, as well as medical certificates, as proof of their circumstances.

Application supported by medical evidence/doctor’s note or occupational health report, counsellor or person of Religious authority and supporting statement from a Supervisor, Training Officer.

Example – Trainee B recently suffered from severe depression and anxiety. This meant the trainee has not been able to concentrate on work and hasn’t been able to complete all required training activities. The trainee has applied for an EEC for extension of time and attached a doctor’s note confirming the situation.

Trainee C has been seriously ill for the past twelve weeks. This has meant that the trainee has not been able to complete all required training activities. When the trainee returned to work and study, they filled out an EEC application for extension of time and attached a doctor’s note stating how long they had been ill.

Application supported by a death certificate or supporting statement from a Supervisor, Training Officer, Counsellor or person of Religious authority.

Example – Trainee D has suffered the death of their father. They have been deeply affected by this loss and it has affected their ability to work and study and complete all required training activities. Trainee D applied for an EEC for extension of time and attached their father’s death certificate as evidence.

Application supported by medical evidence/benefit entitlements or supporting statement from a Supervisor, Training Officer, Counsellor or person of Religious authority.

Example – Trainee E has been affected by the recent news that their mother has cancer. The trainee has become the sole carer for their mother and has found this both emotionally and physically draining. They are also suffering from a lack of concentration and the ability to prioritise their work effectively. The trainee feels that they have not been able to give as much effort, to complete as many of the required training activities as they would have liked. The trainee has submitted an EEC for extension of time with medical evidence of their mother’s condition, as well as a supporting statement from their supervisor and now awaits a panel decision.

Application supported by medical evidence, if applicable, or supporting statement from a Supervisor, Training Officer, Counsellor or person of Religious authority if relevant, evidence of flights and time away from training.

Example – Trainee F has received news that their father has fallen very ill. The trainee suddenly needs to return to their home country to care for him and the rest of the family. The trainee applied for an EEC for additional time and attached a medical letter confirming their father’s condition. The trainee also attached a copy of the flight tickets, as evidence of the times that they were out of the country.

Application supported by evidence of levels of supervision, planning and support available to the trainee or any other documentation relating to the training that would demonstrate potential barriers to completion. For this circumstance the views of the Training Officer and/or Head of Department would be relevant.

Example – Trainee G has been unable to meet regularly with their training officer for the past 3 months due to urgent and compelling clinical commitments. No suitable individual has been able to provide alternative support. The projected training plan is insufficient and does not enable the trainee to fulfil all the required assessment activities of the programme, for one of the modules. The trainee filled out an EEC application for extension of time with evidence of the areas, as yet not covered, together with details of the training and supervision plans available from the department.

Example – Trainee H has experienced new and debilitating symptoms of anxiety which resulted in a prolonged absence from training. Medical advisors suggest that the trainee is not fit to train and may need a period of recovery before attempting to return. The trainee, with support from their employer, submitted an EEC to request a deferral for 6 months, with details of the medical diagnosis and prognosis to confirm the recovery period required.

Example – Since Trainee I started the programme, there has been some large scale, service reconfiguration which involved their department. Several staff have left or been redeployed and there is insufficient support for the training. Trainee I have a substantive post with the department and considers that the department is not currently able to train. The trainee has submitted an EEC application to request a step off for 6 months, whilst the department completes the restructure. The trainee has provided written evidence of the situation from the employer, with a revised training plan and commitment to recommence the programme once the structure has been stabilised.

Example – Trainee J has been asked to lead and support the development and implementation of a new, high profile clinical service, which will have a significant impact on their training time. The new service is critical to improving patient care and outcomes, and the employer has indicated that this must be the departments priority for the next 6 months. Their involvement in the development of the service will be an excellent experience for their learning, so there is a clear rationale that this will benefit their training in the long term. Trainee J has made an application to step off the programme for 6 months, with full written support from the department.

Example – Trainee K’s partner has recently been offered a fixed term employment opportunity in Australia. The couple have 2 children between them. Keen to support their partner and not break up the family, Trainee K has made an application for EEC to take a career break. They have included written confirmation of the offer of employment as evidence. Trainee K also seeks support from their employer and the University and confirms in writing their commitment to return to training following the end of their partners employment contract.