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Consultant and G.P. Career Grade Doctor and Dentists Other UCL Healthcare Professionals holding Honorary NHS appointments Follett Joint Management Agreement between UCL and Its NHS Partner Trusts

Guidance for Consultant Clinical Academics on Completing Job Plans

It is important that you read this document carefully to ensure that your job plan is completed correctly and to avoid any delay in implementing your revised job plan and any pay progression, where due, or changes to APAs and/or on-call.

General

•  For GMC Revalidation purposes Job Plans must be completed using the 2013/14 template, which can be downloaded from the Clinical Academic website at www.ucl.ac.uk/hr/ca
• Job Plans submitted on earlier templates will be returned to you for completion in the correct format (earlier templates are not be revalidation compliant)
• You must complete all sections of the template, writing N/A if something does not apply to you.

Section 1: Appointment Details

• You should enter the date you first joined the CCA or SAGP scale – this will not necessarily be your first consultant level appointment
• The seniority/threshold must be entered in the correct section depending on when you first joined the scale
  NB if you delayed your transfer but it was backdated to a date between 1 April 2003 – 31 January 2004 (CCAs) or between 1 April 2005 – 31 July 2005 (SAGPs) you should complete sections A and C respectively
• A new section has been entered where you should enter your last appraisal date
• New guidance has been added to assist completion of this section

Section 2: Last Job Plan Submitted - is not relevant if this is your first Job Plan with UCL

• This should show what was in your last agreed and signed off Job Plan
  • If anything has been agreed subsequently, this should be shown in point 6
  • You should not agree a new Job Plan unless you have changed roles completely since your last Job Plan was submitted
• If you hold more than one honorary clinical contract
  • You should enter the name of the Main Trust where the majority of your clinical PAs are undertaken and this is the Trust that should sign off your Job Plan.
  • You should enter the name of any other Trust(s) where you hold a secondary honorary clinical contract

Section 3: New Job Plan

• This will normally cover a full 12 month period from your personal anniversary date of transfer or first appointment to the CCA / SAGP contract (not necessarily your date of appointment to UCL – see below)
• If this is agreed for a period other than 12 months immediately following the anniversary date of your appointment to the CCA or SAGP contract, i.e. is agreed April to March (or some other period) as part of a Trust Job Planning round, your line managers must initial and date the annotation box  (added for convenience)
• If you transferred to the new contract before joining UCL your first job plan should cover the period from your appointment date to the anniversary date of your transfer.  E.g. personal transfer date of 1.4.03 with appointment to UCL 01/01/11 = first UCL Job Plan period of 01/01/11 – 31.3.12.  Future Job Plans would be from 1/4 - 31/3.
• Programmed Activities
  • You should enter the number of PAs per week under the appropriate column depending upon the beneficiary and give the description, code and time.
    NB. These two columns must add up to a maximum 10 PAs. 
  • If you carry out clinical duties for more than one Trust you must indicate the number of PAs at your main Trust (where the majority are undertaken) and the number at any secondary Trust(s)
• Additional Programmed Activities
  • You should enter the number of APAs per beneficiary and describe the related duty
  • NB. These two columns must add up to a maximum 2 APAs
  • If you carry out clinical duties for more than one Trust you must show the Trust at which APA is undertaken
• Job Plans that do not specify the time and number of Pas and APAs per week cannot be accepted (crosses or ticks against the codes does not provide accurate information) and will be returned.
• YourJob Plan must only include work that you are paid for
• It is a UCL requirement that in order to be paid on the Clinical Academic Scale a full-time member of staff should undertake a minimum of 5 Academic PAs and a minimum of 2 clinical PAs per week.  
  NB. If your Job Plan does not conform to this policy please contact your local representative before you get your Job Plan signed off by your clinical and academic leads.

Section 5 - Sign Off

• The discussion about your Job Plan should take place with your clinical and academic leads at the same time and it should ideally be signed at that meeting. However it can be circulated by email for signature but each should sign and then pass onto the next person so that there is a single page 4 with all of the signatures. E-signatures can be accepted.
• The Job Plan must be signed by you and your clinical and academic leads before it is sent to your local representative, preferably by email, unless they advise that they would prefer to have hard copy.
• If you have entered more than one clinical line manager on page 1 only the person from your Main Trust needs to sign in Section 5.
• If there are any changes (new or increase) in clinical PAs/APAs or on-call since your last Job Plan a funding letter will be required from the Trust before your Job plan can be signed off by the Division/ Institute. If this can be obtained as part of your Job Planning consultation this would speed up implementation of any additional payments due.

Outstanding Job Plans

• If you have been advised by your local representative if you have Job Plans outstanding
  • If this has already been agreed you should forward this to them immediately
  • If it has not yet been agreed you should agree this without delay and submitted by the deadline given
  • Where your 2013/14 Job plan is due before that date this should be agreed to include the outstanding Job Plan Periods
• If you have been advised that there are outstanding queries relating to previously submitted Job Plans, these queries should be resolved by the deadline given
• We will be unable to process your 2013/14 Job Plan until overdue Job Plans have been submitted and/or outstanding issues resolved.

IMPORTANT

Should UCL not receive an agreed Job Plan on an annual basis this

• Will confirm your failure to have met the criteria for pay progression (where applicable) in this or future years.
• Could adversely affect your GMC revalidation

It is therefore essential that your 2013/14 Job Plan is submitted when due and that any outstanding Job Plans are submitted by, or queries resolved, without delay and by the deadline given.

Job Plan Approval and Deadline for Submission

• Once your Job Plan has been agreed and signed by you and your clinical and academic leads it should be sent to your local representative to arrive no later than 4 weeks before the anniversary date of your transfer/appointment to the new contract

You should not under any circumstances send your job plan direct to the SLMS Staffing Office or the Dean

• Once they have your 2013/14 Job Plan and, where applicable, any outstanding Job Plans and/or funding letters your local representative shall complete the Division/Institute section and get the Job Plan signed off by the Director
• Local representatives shall forward the Job Plan(s) and any additional paperwork to the SLMS Staffing Office for approval on behalf of the Faculty Dean and forward submission to UCL HR to arrive no later than 2 weeks before the anniversary date of your transfer/appointment to the new contract

Notification of ad-hoc changes in APA, On-Call, Out of Hours commitments

• Where changes are made within the Job Plan cycle (i.e. not already agreed as part of the annual review of a Job Plan) in any given year please let your local representative know so that they can advise you what needs to be done to get the changes implemented.
• Failure to notify them of any changes in a timely manner can lead to either an overpayment or underpayment of salary to you.
• In the case of the former UCL will reclaim any monies overpaid. In the case of the latter, any underpayment of salary may affect the amount of pension contribution made by you and UCL in any months that underpayment occurs. Once changes in your salary have been actioned, any underpayment of pension contributions by the employee for the period in question will be deducted and paid to your pension provider from any monies due to you

Queries relating to the above process or to the status of your Job Plan (once it has been agreed and submitted) should be directed to your local representative in the first instance.