Haematology Advanced Training Central Appointments Process: Victoria, Tasmania & Northern Territory Business Rules Victorian, Tasmanian & Northern Territory Haematology Advanced Training: There is a Central Appointment Process for Haematology Advanced Trainees (CAPHAT) in Victoria, Tasmania and Northern Territory. The Postgraduate Medical Council of Victoria (PMCV) will conduct the Central Appointment Process for Haematology Advanced Training process in Victoria, Tasmania and Northern Territory on behalf of the Royal College of Pathologists of Australasia, the Training Network Coordinator and Project Administrator in 2017 for 2018 positions. Potential candidates must register via the PMCV website for participation in the match. Match resources can be found on the computer matching website: http://www.computermatching.pmcv.com.au/public/matches/haematology.cfm Please note: Australian Haematology Advanced Training is managed through Central Appointments Processes coordinated by a number of RCPA Training Networks. If you wish to be considered for a position in a state or territory not represented in the CAPHAT Network a separate application will need to be lodged with the relevant Network(s) (i.e. NSW, QLD, SA or WA). Contact: Dr Jim Griffiths, Coordinator - Haematology Advanced Training (jimg@rcpa.edu.au) Isabelle Sawtell, Project Administrator Haematology Advanced Training (isabelles@rcpa.edu.au) Edwina Snowdon, Computer Match Manager - PMCV (computermatching@pmcv.com.au) How to apply Positions are advertised on the RCPA website and on the PMCV computer matching website. Applications open on the computer matching website late June and close early August annually. Schedule of dates available at www.computermatching.pmcv.com.au/public/matches/haematology.cfm Application for a training position must be completed using the computer matching website. Please also check the Health Service Directory on the computer matching website to see individual Health Services requirements for direct application. Haematology Advanced Training Institutions All listed health services recruiting Advanced Haematology Trainees must utilise the PMCV Haematology Advanced Trainee Match and may not go outside the service for the appointment of Haematology Trainees. Each health service must nominate an upper limit on the number of Haematology Trainees it will take as an outcome of the match. No more candidates than this upper limit will be matched to the service. Health services are responsible for determining and organising their Haematology training programs to meet current RCPA and/or RACP curriculum requirements. Page 1 of 9
Victoria In Victoria, trainees are usually employed by the individual institutions (rather than by the department of health or the state wide pathology service as occurs in other states and territories). Alfred Health Clinical and Laboratory Austin Health Clinical and Laboratory Australian Clinical Labs, Clayton Laboratory Australian Clinical Labs, Geelong Laboratory Australian Red Cross Blood Service - Laboratory Barwon Health Clinical Cabrini Hospital - Clinical Dorevitch Pathology Laboratory Eastern Health Clinical and Laboratory Epworth Healthcare - Clinical Melbourne Pathology - Laboratory Monash Health Clinical and Laboratory Northern Health Clinical Peninsula Health Clinical Peter MacCallum Clinical and Laboratory Royal Children s Hospital Clinical and Laboratory Royal Melbourne Hospital Clinical and Laboratory St Vincent s Hospital Clinical and Laboratory Victorian Comprehensive Cancer Centre Clinical and Laboratory Western Health Clinical Tasmania Royal Hobart Hospital Clinical and Laboratory Northern Territory Royal Darwin Hospital Clinical and Laboratory As an overview there are approximately 62 haematology training positions (clinical and laboratory) across these institutions, and of these, approximately 30 are haematology laboratory positions. Typically there are approximately 15 vacancies for new haematology advanced trainees per year. Rotation through different training institutions may be required. It is important to check the specific details in the Health Service Directory. Details of the positions are recorded in the Haematology Advanced Training Positions tables for Clinical and Laboratory 2018. (Estimated numbers are indicated.) www.rcpa.edu.au Eligibility Criteria To be eligible to apply for selection as a Haematology Advanced Trainee undertaking pathology training with the Royal College of Pathologists of Australasia (RCPA), or a Haematology Advanced Trainee undertaking a joint training program in laboratory and clinical haematology with the Royal College of Pathologists of Australasia and the Royal Australasian College of Physicians (RCPA/RACP), an applicant must meet one of the following requirements. Royal College of Pathologists of Australasia (RCPA) Either, A. The applicant qualifies for registration as a trainee with the RCPA; that is: Hold a medical degree recognised for registration purposes. Be registrable as a Medical Practitioner. Medical graduates of universities outside Australia and New Page 2 of 9
Zealand must satisfactorily complete requirements of the Australian Medical Council for the AMC Certificate and have obtained General Medical registration with the Australian Health Practitioner Regulation Agency (AHPRA). Have completed at least two year s clinical experience post primary medical degree. In exceptional circumstances, applicants who do not have at least two years clinical experience may be considered provided that they can demonstrate alternative relevant experience of a similar level. OR B. The applicant is an Overseas Trained Specialist (OTS) assessed by the RCPA as requiring no more than 2 years additional assessment/training. Royal Australasian College of Physicians (RACP) To be eligible to apply for selection as a Haematology Advanced Trainee undertaking training in clinical haematology with the RACP, or a Haematology Advanced Trainee undertaking a joint training program in clinical and laboratory haematology with the RCPA/RACP, the applicant must be registered with the RACP, and have successfully completed Basic Training examination requirements. As examination results may be not available at the time of application, RACP trainees are encouraged to apply pending examination results. Residential qualification: Although the RCPA/RACP do not have any specific residential requirements for trainee registration, selection committees are aware that employing Health Service(s) or institutions may have citizenship/residency requirements that need consideration in appointment decisions. Applications from overseas trained doctors without FULL AMC certification will not be considered. Applications from overseas trained specialists who are not residing in Australia with a valid working visa will not be considered. Australian and New Zealand citizens and applicants with permanent residency who are eligible for appointment will be offered positions before those with temporary visas. Application Categories If you meet the Eligibility Criteria stated above you can enter the match. You will need to select from one of the Application Categories listed below. The positions inside the match will be named so that it clear which positions are for new applicants and which are for existing trainees. Please note: New Applicants can only apply to New Clinical positions New Applicants to Haematology Advanced Training -Dual RCPA/RACP or RACP (Physician) Single Stream New Applicants to Haematology Advanced Training RCPA (Pathology) Single Stream Overseas Trained Specialist (Haematologist) assessed as eligible for a Haematology Advanced Training position in Australia (Documentation Required) Existing Haematology Advanced Trainees Victoria, Northern Territory and Tasmania applying for their first laboratory year. Existing Haematology Advanced Trainees Victoria, Northern Territory and Tasmania in a laboratory position applying for a second or subsequent laboratory year. Existing Haematology Advanced Trainees Victoria, Northern Territory and Tasmania applying for a senior second or subsequent clinical year Existing Haematology Advanced Trainees (Other RCPA Accredited Networks) Page 3 of 9
Selection Criteria Only applicants who meet the eligibility criteria above will be considered. Key Skill Requirements/Competencies: 1. Demonstrated academic achievement and interest in haematology. 2. Demonstrated clinical competence, encompassing logical diagnostic reasoning, and sound medical knowledge. 3. Demonstrated interpersonal skills, including the ability to work as a team member and to relate successfully with other staff at all levels. 4. Demonstrated ability to communicate clearly and concisely in both spoken and written English, including formal and informal presentation of scientific, teaching or clinical material. 5. Ability, interest and willingness to participate in the teaching of haematology and in research. 6. An understanding of the concepts of a client focused service, and of the principles of quality management and continuous quality improvement. Applications and referee reports from all eligible applicants will be evaluated based on the eligibility and selection criteria. A short list will be created and interviews will be offered to these candidates. Factors considered in the short-listing process include: Applicant s CV addresses the criteria detailed further in this document Past performance as indicated in referee reports Candidates who identify as Aboriginal or Torres Strait Islander will be shortlisted for interview to support increased recruitment and selection of Aboriginal and Torres Strait Islander trainees At least one institution advises a willingness to employ the applicant at their institution The Coordinator of the Centralised Appointment Process for Haematology Advanced Training (CAP-HAT) organises interviews after the short listing process is completed. Interviews are usually held in late August or early September. Ranking of Applicants Applications from new applicants to the haematology advanced training program, and existing trainees applying for laboratory positions will be scored out of a possible score of 100. New applicants who score poorly across domains may be deemed unsuitable for inclusion in the program, and not offered a position. More senior trainees will not be formally scored, and the focus of the CV, referee reports and interview will represent an assessment of progress through the training program, identifying areas of haematology to which trainees have not yet been exposed, and overall, trying to ensure candidates will have every opportunity to succeed in examination, and will exit the training program with a sound grounding in all aspects of haematology. There is a general commitment to ensure continuity of training by appropriate appointment for existing trainees, subject to satisfactory performance in work and training. Trainees should be aware that there are currently more clinical than laboratory positions available in Victoria. The RCPA will only accept new joint trainees when there is a matching of training position numbers between laboratory and clinical positions. A cohort of trainees will be selected based on a ranking system. The cut off for inclusion in the RCPA training program will be based on the matched number of laboratory and clinical training positions. Page 4 of 9
After the cut off, remaining applicants may be placed in available clinical training positions (but are unaccredited by the RCPA). The RCPA does not ordinarily allow retrospective accreditation of training in these circumstances. Scoring Scoring is undertaken in an attempt to ensure that candidates are awarded places in the training program based on the degree to which they fulfil the key skill requirements and competencies that are considered essential qualities for haematology training. Various modalities are utilised to try to ensure that candidates are given opportunities to display these qualities through the written word (as assessed on CV), through their interactions with others (as assessed on referee reports), and through the spoken word (as assessed on interview). Key skill requirements and competencies are assessed on at least one modality in the scoring process. New applicants will not be disadvantaged because they have done their prior training outside of centres with established haematology advanced training programs, and the modalities used in scoring aim to allow a relatively standardised and transparent assessment of applicants, in order for the selection process to be as fair as possible. Application and Curriculum Vitae 20%: All CV s will be independently assessed and scored by at least 3 individuals (which could include haematology HOD or their delegate, Training Network Coordinator, members of the selection committee or an external haematologist). The average of the scores represents 20% of the final score for the candidate. The domains against which a candidate s CV will be scored include: Educational achievements including medical degree, other degrees and postgraduate study Candidates should list all qualifications relevant to the medical field. Success in specialty examinations, and awards or academic prizes should be included. Haematology experience Candidates should include any haematology terms undertaken, and the length of time spent in a haematology setting. All haematology-related interest or experience should be included. Publications and presentations Candidates should reference all publications, audits, abstracts, and presentations in the field of haematology, as well as publications more generally. Quality Assessment Involvement in activities such as audits designed to measure and improve the quality of processes or outcomes. Teaching Candidates should detail any teaching they have undertaken. Other endeavours Candidates should detail any activities that they excel in outside the field of haematology. This could include, but is not limited to: achievements in sporting activities, the business arena, performing arts and music, volunteer activities, awards, and positions on boards or committees. Presentation of CV Ability to communicate clearly in written English Referee reports 20%: Structured referee reports are requested from candidate-nominated referees, with five domains assessed on this modality: Clinical skills and knowledge base Page 5 of 9
Professional and ethical behaviour Communication and interpersonal skills Teaching and learning Leadership and teamwork For new applicants to Haematology Advanced Training, at least one of the three referee reports should be from a current supervisor. One referee report must be from a Nurse, Allied Health Practitioner or Senior Scientist. For existing Haematology Advanced trainees, the most recent supervisor report should be provided in addition to the three referee reports. One referee report must be from a Nurse, Allied Health Practitioner or Senior Scientist. Note: in the event that a serious concern is raised in referee reports, direct contact will be made with the referees, and if required, with current and previous supervisors. Applicants will be given the opportunity to respond to any adverse comments. Referee reports are utilised in the short-listing process. In the selection process, they may be used to help determine the strengths and weaknesses of individual candidates, to enable the most appropriate decision regarding the placement of candidates with similar ranking. Existing Haematology Advanced Trainees are asked to submit their most recent supervisor reports to pmcv@pmcv.com.au Supervisor reports will be reviewed in the process. Unsatisfactory progress as noted in the supervisor report will result in the candidate being given the opportunity to respond. Interview 60%: Shortlisted candidates will be contacted for interview. Note that candidates are not guaranteed an interview. Interviewed candidates are not guaranteed a placement. Health services make independent selection decisions and preference candidates that they feel are the best match for their health service. A semi-structured interview with a panel including representatives from laboratory and clinical haematology departments and the Coordinator of Haematology Training or delegate will account for 60% of the applicant s final score. Questions will not be provided in advance. Various aspects will be considered, including academic achievement, commitment to haematology, presentation and communication skills, management and organisational skills, teaching and research. New applicants for Haematology Advanced Training and applicants for first year laboratory training will have a more structured interview. For those applying to enter the training program, the interview will not represent an examination of haematological knowledge. More senior trainees will have a less structured interview focusing on a review of experience gained, achievements, continued good performance and discussion of further training needs. The interview will take approximately 20 minutes. Interviews are usually held in late August or early September. It is the applicant s responsibility to make the appropriate travel arrangements and to meet the associated costs. The CAP-HAT accepts no responsibility for costs incurred in attending the interview. NOTE: Applicants are strongly encouraged to attend the interview in person. Page 6 of 9
Applicants who are offered an interview will be notified by email at least a week before the interviews. The CAP-HAT accepts no responsibility if the incorrect contact details are provided, or the applicant cannot be contacted by phone or email using the provided contact details. Candidate Preference List (CPL): Candidates will be able to edit their Candidate Preference List of available positions in the computer matching system up until Monday 28 th August. Existing Haematology Advanced Trainees will be interviewed prior to this date. The Candidate Preference List in conjunction with the Health Service Nomination Form will be used to determine the allocation of positions through the Computer Matching Service. Selection Process Following the interviews, Health Services will rank candidates on the Health Service Nomination Form in the computer matching system. New Trainee Positions and first year lab positions will be offered using the computer matching algorithm, on the basis of: Candidate ranking Hospital ranking according to Merit of application Year 2+ Positions will be offered on the basis of: Seniority in the training program Applicant preferences Hospital rankings Position availability and In the event that scores are similar, the committee may review the strengths and weaknesses of individual applicants to come to a conclusion about appropriate placement. It is not permissible for candidates or health services to divulge their preferences to another party at any time. PMCV with the support of the Network Coordinator and Project Administrator match Candidates to training positions in the following order of seniority: 4 th Year or subsequent Trainees o Trainees are placed in clinical or laboratory training positions giving consideration to their remaining training requirements, the trainee s preference and institutional preference. 3 rd Year Trainees o Existing Laboratory trainees are matched to their current positions for a second year provided both Trainee and Institution agree. 2 nd Year Trainees (transitioning from Clinical to Laboratory) o Trainees are ranked and assigned to a cohort equal to the number of available laboratory positions. Trainees will be matched and allocated to a position primarily based on the trainee seniority, trainee s preference and consideration of the Health Service preference. CV score 20% Referee Report score 20% Interview score 60% Page 7 of 9
o If a trainee is unsuccessful in gaining a laboratory position, they are offered one of the remaining clinical positions as nominated on their Preference Form to ensure continuity of training. 1 st Year Trainees o Trainees are ranked and a cohort will be allocated to a clinical position based primarily on the trainee preference and considering the institutional preference. CV score 20% Referee Report score 20% Interview score 60% The Network Coordinator is able to assist HOD s in filling any unmatched position at their institution with remaining suitable and eligible candidates. Match Results Health services and candidates will be able to access their match results via log in to the computer matching system. The PMCV will supply the Royal College of Pathologists of Australasia and the Training Network Coordinator and Project Administrator the complete match results. IMPORTANT: Only one offer will be made to each successful candidate. Applicants who decline that offer will NOT be offered any other position within the network. Matched Applicants: Please confirm your acceptance of the position (you will be sent an email to respond to), within 2 days of the offer. Failure to respond will be considered a decline. Letters of appointment are made to successful applicants by the relevant institution. Applicants who do not wish to accept an offer will be removed from the ranking and no further offers will be made. Overall score may be requested; however overall ranking will not be available to candidates. Applicants who are not offered a position in the initial round of offers may be contacted if positions become vacant or if new positions are created, if they scored sufficiently well as to be considered suitable for inclusion into the training program. If positions are not able to be filled by suitable applicants within our network, interstate Network Training Coordinators will be contacted, to ascertain whether suitable candidates remain without positions. Should no suitable candidates remain, an attempt will be made to fill positions with non-training house officers, and in the event that this is deemed unsatisfactory, a second recruitment process will be considered. Unsuccessful Applicants: Ineligible applicants Applicants who do not satisfy minimum eligibility criteria will not be considered further in the selection process. As they will not have been scored, no score will be available. Unmatched applicants Unsuccessful applicants be informed when they log in that they have not attained a high enough ranking to be made an initial offer. Overall score may be requested however overall ranking will not be available to candidates. Page 8 of 9
Following the match: A list of unmatched candidates will remain on a ranked list and will be notified should a suitable position become available. A list of all unmatched candidates will be supplied by the PMCV to health services that have unmatched positions. If positions remain unfilled at the conclusion of the match, those positions can only be filled from the pool of unmatched candidates. If matched positions are declined after the conclusion of the match those positions can only be filled from the pool of unmatched candidates. Health services with unmatched positions will be responsible for directly contacting unmatched candidates. Please note: Haematology Advanced Registrar positions that become available during any year due to unforeseen circumstances (such as resignation of a registrar already in the training program) may occur outside the PMCV match service. Applicants may submit a request for feedback from the Network Coordinator of Haematology Advanced Training in Victoria, Tasmania & Northern Territory, Dr Jim Griffiths via the Project Administrator Isabelle Sawtell (isabelles@rcpa.edu.au). Privacy and Confidentiality All personal information submitted by candidates including their application, CV, referee reports and current supervisor s reports will be accepted as private and confidential information. In submitting that information the candidate consents for their application, CV and referee reports to be made available to Health Services they have nominated on their Candidate Preference List and to the members of the relevant interview panel specifically for the purposes of the Central Appointments Process only. Supervisor s reports will only be made available to the Training Network Coordinator and to the members of the relevant interview panel. Application of Business Rules These business rules apply only to the Haematology Advanced Training Central Appointments Process Victoria, Tasmania and Northern Territory. References The CAPHAT Haematology Selection Process document has been developed in accordance with the Australian Medical Council Standards of Assessment 2016 and with reference to the RCPA Guideline Selection of Trainees prepared by the Board of Educational Assessment. The Business Rules of the Postgraduate Medical Council of Victoria Computer Matching Service have been incorporated into this document for the Selection and Appointment of Haematology Trainees for the 2018 training year. Page 9 of 9