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Process, Guidance and Forms
SuppoRTT Process Guidance
The SuppoRTT Guidance provides an overview of the processes for trainees and their supervisor/educator in Yorkshire and Humber.
The national e-learning module is helpful to aid with your understanding of the SuppoRTT process. It identifies common issues and concerns for returning trainees, provides details of sources of support that you may find helpful when returning to training, and shares experiences of other trainees who have successfully returned to training.
Please, however, note: this module has been produced centrally and may not reflect small regional differences in the process. Please ensure that you refer to the Yorkshire and Humber SuppoRTT Guidance for specific information about the process you need to follow.
SuppoRTT Meetings and Forms
There are three meetings which underpin the SuppoRTT programme and should take place with the trainee and appropraite supervisor/educator: absence planning meeting, initial return meeting and review meeting. An accompanying electronic form should be completed during each meeting to document discussions and the support needs of the trainee. Please see the SuppoRTT Guidance for further information on the meetings.
The below video links provide a personal account of some of the issues and concerns raised during Supported Return to Training and provide an example for how each SuppoRTT meeting can take place.
| Pre Absence / Absence Planning Meeting |
| Initial Return to Training Meeting |
| Review Meeting |
Absence Planning Meeting
Please see the Absence Planning Meeting Flowchart of Responsibility for a visual representation of the full process to be followed.
When a trainee knows in advance that they will need time out of training, they should inform their educational supervisor, training programme director and their speciality's programme support team, confirming the dates and reason for absence. They will guide the trainee through the process of applying for the appropriate out of programme period to pause their training.
If possible, an absence planning meeting should take place between the trainee and their supervisor/educator at least three months prior to planned absence, or as soon as conveniently possible if absence is unplanned/unexpected.
The purpose of the meeting is to discuss arrangements for the absence, including how the trainee and educator/supervisor will keep in contact, and to plan for the trainee's return. An Absence Planning Form should be completed at this meeting, which will be sent to the SuppoRTT team who will ensure any required support actions are addressed. You can preview the form questions prior to the meeting, should you find this helpful. Further guidance on discussion points for the absence planning meeting can be found in Appendix A of the SuppoRTT Guidance.
The trainee may find it beneficial to complete the Individualised Action Planner, which provides a framework to help them identify any activities of training they may need to complete during their period of absence to support their successful return to training.
If a trainee is unable to complete the absence planning meeting form prior to being out of training, a Notification of Absence form should be completed to inform SuppoRTT of the trainees absence. If you would find it helpful to see a copy of this form before you complete it, you can preview the form questions. An absence planning meeting should still be arranged with the trainee to plan the trainees return even if a notification of absence form is initially completed.
Initial Return Meeting
Please see the Initial Return Meeting Flowchart of Responsibility for a visual representation of the full process to be followed.
The initial return meeting should ordinarily take place between the trainee and their supervisor/educator within 8-12 weeks of their planned return to training date. Where a trainee is absent for health reasons, this may need to take place sooner. Please see our trainees on long-term sick leave guidance for further information.
The purpose of the meeting is to create a plan for the trainee's return, discuss any concerns they may have about returning, identify any remaining training needs and agree to any requests for a period of supernumerary/enhanced supervision. At this meeting, the Initial Return Meeting Form should be completed. A copy of this form will be sent to the SuppoRTT team, who will ensure that any required support actions are addressed and will notify your placement Trust of your plans for return. If you would find it helpful to see a copy of this form before you complete it, you can preview the form questions. Guidance on discussion points for the initial return meeting can be found in Appendix B of the SuppoRTT Guidance.
Review Meeting
Please see the Review Meeting Flowchart of Responsibility for a visual representation of the full process to be followed.
The review meeting should take place between the trainee and their supervisor/educator at the end of any supernumerary and/or enhanced supervision period, or around four weeks after their return to clinical duties where these were not part of the trainee's return arrangements.
The purpose of this meeting is to discuss the trainee's progress following their return, review any assessments and feedback, address any remaining concerns and arrange further supernumerary/enhanced supervision periods, if required. At this meeting, the Review Meeting Form should be completed. A copy of this form will be sent to the SuppoRTT team, who will ensure that any required support actions are addressed. If you would find it helpful to see a copy of this form before you complete it, you can preview the form questions. Guidance on discussion points for the review meeting can be found in Appendix C of the SuppoRTT Guidance.
Subsequent Review Meetings
Where the review meeting has identified outstanding concerns, training needs or the need for additional supernumerary/enhanced supervision period, additional review meetings should take place until the trainee and educator/supervisor is satisfied that the trainee can return to normal practice. All subsequent review meeting/s should be documented on a new version of the Review Meeting Form.
Completing the Meeting Forms
Each electronic form allows you to pause your submission and come back to it later by selecting the 'finish later' option at the bottom of each page. This enables the form to be reviewed or completed by various people such as the trainee and appropriate supervisor. Once you have selected 'finish later' the next screen will provide you with a unique link for you to access your form again, and an option to email the link to access later.
SuppoRTT CPD Funding
The SuppoRTT programme organises a range of activities and courses to assist trainees with improving their skills and confidence in preparation for their return to training. There may be some instances where a training need is identified that cannot be addressed by our provision. Where this is the case, trainees may be able to apply for CPD funding.
CPD funding is available to all trainees who have been absent from clinical training for three months or more. Examples of activities that the funding can be used for include, but are not limited to:
- Bootcamps
- Speciality specific training days
- Mixed speciality courses
- Conferences
Funding must be applied for in advance and is only available for courses or events that are taking place within six months of the trainee's planned return to practice or three months after their return. In exceptional circumstances, for example, OOPRs who have been out of training for 3-4 years, if the course/activity does not fall between these periods then approval by the SuppoRTT Associate Deans will be required.
Trainees wishing to apply for SuppoRTT CPD funding should read our funding guidance in full before making any application. Funding requests will only be approved if they comply with the policy.
Trainees can apply for CPD funding using our online application form. Please see Study Leave Expense Allowances for details on what expenses can be claimed.