Information For Fellows

The Future Leaders Programme offers Leadership Fellows a wide variety of learning opportunities, which can be tailored to the individual’s leadership learning needs.  Please click on the sections below to learn more about the educational opportunities available, and to find useful policies and documents specific to the Leadership Fellowships.

 

Advice to supervisors – What does good look like?

We have developed some ‘top tips’ for successful Fellowships.  This is based on past evaluation of the programme and projects by Fellows. This may be particularly useful as many supervisors are hosting a Fellow for the first time, and Fellows often don’t know what to expect from a year which is very different in nature to their usual clinical working patterns.

  • Ensure board level buy-in: Fellows are much more likely to achieve success with their project if appropriate senior leadership in their organisation are aware of, and supportive of the work.  Supervisors should make the chief exec/board aware of the Fellowship and project in advance.
  • Fellows need to be released to attend the induction, the Fellows’ bimonthly meetings (dates of the meetings are on the FLP website and will be given in August), and the courses offered to meet the Fellows’ curriculum.
  • Have a project-specific induction within the first week.  Fellows and supervisors should meet to establish the remit and purpose of the project, consider what the measures of success will be, and how the Fellow’s week may be spent.
  • Establish learning outcomes and a personal development plan within the first month and review this at the end of the Fellowship year.  Fellows need to take responsibility for identifying their own learning needs.  Appraisals at the start and end of the Fellowship are also useful for those on secondment, who may have an appraisal date fixed for another time.  There is funding available for Fellows to make use of the Leadership Academy's 360° feedback tool, which includes a two hour facilitated feedback and coaching session.  It is strongly advised that Fellows make use of this facility in the latter half of their year, leaving enough time so that they can work on any development points if they wish. 
  • For nursing, AHPs, pharmacy, health care scientists, SAS doctors and dentists: Appraisals or personal development reviews usually need to be submitted on a yearly basis.  Please advise the Fellow as to whether they still need to complete their annual appraisal, in the format normally required from your Trust, at the set time that you usually complete it.
  • For doctors, dentists and public health registrars in training only: On returning to programme all Fellows should have an ARCP appraisal by their home school. Fellows should pre-empt and prompt this to happen.
  • Ensure you have regular supervision meetings: Fellows who meet regularly with their supervisors have recorded better satisfaction and productivity during the year. Ensure that supervision focuses not only on the project, but also on the Fellow’s personal development.
  • A well-recognised model for learning and development is a 70:20:10 split: 70% spent on a work-based project; 20% spent on supportive relationships; and 10% spent on formal education.  In reality, this may be split 50% between the project and 50% for the Fellow’s self-development.  It is recommended that expected work commitments are discussed early on between the supervisor and Fellow.    
  • Look for other sources of support and learning: In addition to their supervisors, Fellows should be encouraged to seek out other mentors or other sources of supervision. This may be useful when the clinical background of the Fellow differs from their supervisor.
  • Senior leader introduction e.g. from the Trust Executive Group: To improve the profile of the Fellow and their project, it is important that the Fellow meets with and discusses their plans with the chief executive of their organisation at an early stage.  Fellows should be encouraged to organise such meetings early on in their Fellowship year.
  • Consider how to promote the project: The average Fellow produces 2 posters, 1 publication and gives 1-2 oral presentations over the course of the year.  Keeping this in mind early on may help to set the right tone and pace for the year, and ensure that Fellowships are challenging and productive. Fellows should be encouraged to consider how best to promote their project.  We highly recommend that they attend the ‘Writing for publication’ course.
  • You are welcome to attend HEE run Training the Trainer courses and Mentoring and Coaching workshops.  Other resources can be found at the NHS Leadership Academy and Faculty of Medical Leadership Management.
What is expected during my Fellowship year?

As a Fellow you are not just doing your own project, you have joined a programme.  This means you are expected to contribute to the wider Fellowship cohort.  This includes:

  • Attending the FLP bimonthly meetings.  Dates of these meetings will be given in August and Fellows need to do their upmost to attend.
  • Contributing to and attending the FLP conference. 

By the end of August, Fellows need to:

  • Attend the Information Governance session (at induction).
  • Email the FLP Learning Agreement (after agreeing learning objectives with your Educational Supervisor). 
  • Email the Locum-Bank Work Whilst Undertaking FLP.
  • Consider the need for ethics approval (this would be agreed through your trust).
  • Enrol onto a PG Cert (this list is not exhaustive) or choose an alternative form of study.

For the FLP annual conference:

  • Fellows are expected to submit an abstract (summary) about their project and state what format they would like to present (usually poster or spoken presentation).  The conference is usually held in February / March – details will follow nearer the time.  

At the end of your Fellowship, Fellows need to:

  • Submit an end of year report.
  • Email any outputs (publications, reports, and any project outputs).
  • Email a summary of any clinical work that has been undertaken.  For doctors, dentists and public health registrars in training, Fellows must declare all locums undertaken on their Form R, as this is the formal record of their whole scope of practice.
  • Complete a form with your contact details and set permissions for future contact.
  • Complete an evaluation form.

Unless otherwise stated, documents need to be submitted to futureleaders.yh@hee.nhs.uk.

Can I work clinically during my Fellowship year?

Fellows must be mindful of the fact that they are employed to undertake a Fellowship and that is their primary responsibility.  Normal hours of work should be clarified at the outset of the year with the Fellow’s Educational Supervisor.

It is not permissible to undertake any other form of employment during normal hours of work.  Undertaking additional/alternative employment during normal work hours of a Fellowship is fraudulent behaviour and Fellows doing so may be subject to disciplinary procedures by their employer, Health Education England and their professional regulator.

Some Fellows express concern at spending a year away from clinical work and may wish to take steps to mitigate this concern and maintain their skills, e.g. through locum or bank work. Locum or bank work is permitted as long as it is undertaken in a Fellow's own time, i.e. during evenings, weekends or annual leave. Locum or bank work must not interfere with a Fellows’ ability to carry out their Fellowship role.

All Educational Supervisors and Fellows need to sign the locum/bank work agreement form by the end of August.

All Fellows must declare any clinical work undertaken at the end of their Fellowship year.  For doctors, dentists and public health registrars in training, Fellows must declare all locums undertaken on their Form R, as this is the formal record of their whole scope of practice.

How much is my study budget?

Each Fellow commencing in post from August 2019 will have an overall study budget of £3250.  This includes the cost of the post graduate certificate (PG Cert) - this list is not exhaustive.  See the Frequently Asked Question on How do I apply for my Postgraduate Certificate for further information.  This means that if a Fellow chooses a PG Cert costing £3000, they will have a remaining study budget of £250 for all other study associated costs throughout the year.  

Throughout the year, there will also be free courses offered by the Future Leaders Programme. 

Any costs associated with the project, including travel, are covered by the employer.

All study leave requests need to be completed on the study leave form.

The form needs to be approved and signed by your Educational Supervisor at your Trust first.  Then email the form to the futureleaders.yh@hee.nhs.uk for approval by Dr Susy Stirling (Associate Dean for the Fellowship). 

Any requests which exceed the overall study budget for an individual will not be considered. 

See the Frequently Asked Question on Requesting Funding for Additional Courses / Conferences.

How do I apply for my Postgraduate Certificate (PG Cert)?

All Fellows are funded to undertake a postgraduate certificate (PG Cert) in a subject of their choice, as long as there is at least one module which has a leadership or medical education focus, or an appropriate alternative.  The course needs to begin during the Fellowship and needs to fall within the allocated budget.

There is no entitlement to any particular amount of transferrable credits. Most Fellows report that the academic component of their Fellowship is more work than anticipated at the outset – it is therefore advisable to choose one Postgraduate Certificate or equivalent, in order to have adequate time to also focus on your Fellowship project.

The course must be within the £3,250 funding budget. If the course exceeds this amount, then part-funding will be agreed up-to £3250. Fellows should be mindful that their overall study budget for the duration of the Fellowship is £3,250 and, therefore, if they choose to enrol on a PG Cert at this amount, they would not be eligible for any other funded study leave throughout the Fellowship.    

You may wish to read information on some postgraduate certificates that previous Fellows have undertaken.  We would encourage you to speak to current or past Fellows to help guide you in your choice of PG Cert.

Once you have chosen your PG Cert, we advise you discuss this with your Educational Supervisor. If they are in agreement please e-mail the following information to futureleaders.yh@hee.nhs.uk. This will allow a purchase order to be raised for your course and sent to the Course provider. You are advised to discuss how to register for the course directly with the Course provider. 

  • Name:
  • Title of course:
  • Web address of course:
  • Course provider:
  • E-mail contact for course provider:
  • Postal address of provider:
  • Cost of course (excluding VAT):
  • Start date:
Coaching

All leadership Fellows are encouraged to access the HEE YH Coaching Scheme, which offers 4-6 sessions of coaching with a trained coach on the HEE YH Coaching register.  Please see here for further details.  The register can be provided by emailing coaching.yh@hee.nhs.uk

The aim of coaching is to increase potential and enhance the careers of those who access it. Sessions are confidential and do not form part of an educational assessment. 

People access coaching for a variety of reasons, and there are no right or wrong ones.

Some examples are:

  • You want to achieve different outcomes, improve your performance, or improve your leadership or management skills;
  • You have yet to identify your key strengths and how best to utilise them;
  • You perceive a gap in your knowledge, skills, confidence or resources;
  • There is something at stake e.g. a challenge or development opportunity and you want to make the most of it.

Coaching complements the other components of the Fellowship and has the potential to enhance leadership confidence and the impact of the Fellowship.

360º appraisal

We recommend that all Fellows complete a 360º feedback process using the  NHS Healthcare Leadership Model 360° Feedback Tool.  This is an online tool, which gathers information from raters via an anonymised online form, and then comprises a 2 hour facilitated feedback session.  This process is funded by the Future Leaders Programme.

Alternatively, you may wish to use any tools that your college or faculty provide.

A 360º appraisal can be undertaken at any point of the Fellows choosing during the year, but it is probably most useful if undertaken in the latter half of their year  This leaves time to identify development areas and an action plan to address these., leaving enough time so that they can work on any development points if they wish.

For further information on the process, please see the 360° Appraisal Notes.

Other opportunities

Sheffield Microsystem Coaching Academy (recommended by Duncan Miller, Alumni):

The two day 'Introduction to Quality Improvement Course' is designed to introduce the basics of quality improvement through a mixture of presentation, video and practical exercises.  It is aimed at anyone who is interested in quality improvement, as a leader, a potential MCA coach, or as part of an improvement team.

This course is a real eye opener!  Out of all the medical courses I have ever been on (and I've been on a few), this stands out as the best… by a mile.  This course will take you to away from the unknown unknowns.

The variety of candidates and interactive presentations made both days a huge success.  If anyone is interested in quality improvement and service development this course surely is a must.

The HOPE Exchange programme (recommended by Saira Ghafur, Alumni):

HOPE exchange programme is a four week exchange programme run yearly by the European Hospital and Healthcare Federation.  The aim is to promote the sharing of knowledge and expertise within the European Union and to provide training and experience for healthcare professionals.  Each year has a different theme, for instance quality improvement and patient safety. It is open to all members of the multi-disciplinary team, with a minimum of three years’ experience working in healthcare.   The exchange culminates with an evaluation conference in the lead country.

Applications for the programme should be returned by end October and you will need your host Trust / Deanery to help support the process. You may also require a language test depending on which country you are placed in.

This was an excellent experience to learn more about patient safety, quality and health policy at an international level.  Despite very different health systems in each of the countries, you soon realise that we are all faced with very similar challenges.  It is a great opportunity for collaboration and learning about best practice from other countries.

My contact details are sairag@doctors.org.uk to find out more information about the programme.

Porter Intensive Seminar (recommended by Saira Gafur, Alumni):

The Porter Intensive Seminar is held on an annual basis at the Harvard Business School. It is run by Professor Michael Porter, author of the book ‘Redefining Healthcare’. The course is based on the principle of value-based healthcare delivery and uses case studies, mainly from the US and some international examples. It focuses on value – based on patient outcomes, patient experience and cost of the healthcare. The course also looks at different ways of delivering healthcare and the importance of measuring outcomes. The course is very interactive and all students are expected to prepare for the discussions and actively participate.

The course intake is on a competitive basis and applications open in September.  You can join the Diagnosis group on Linkedin, which advertises application dates for the seminar.

If you are accepted on the course, tuition fees are paid by Harvard Business School.

This is a fantastic opportunity, one which I would highly recommend. It helps develop alternative ways of thinking about value and outcomes for patient and different approaches to healthcare delivery.

Risk Management  

International Association of Risk Management in Medicine 
American Society for Healthcare Risk Management

Requesting funding for additional courses / conferences

After choosing your PG Cert, if you have any further funding available in your study budget, then you can apply to attend external courses and conferences.

Please complete the study leave form.

All study leave requests will need to be approved and signed by your Educational Supervisor at your organisation first.

Then email the form to the futureleaders.yh@hee.nhs.uk for approval by Dr Susy Stirling (Associate Dean for the Fellowship). 

In the body of your email, please include a supporting statement relating to why you want to go on this course / conference and how this relates to your learning needs.

Please send requests AT LEAST 4 weeks in advance, otherwise we may be unable to process requests at short notice. Please complete all fields to avoid delay.

Your request will be considered taking the following factors into account the:

  • Funding available within the financial year (each Fellow has an overall study budget of £3,250, including the cost of their PG Cert);
  • Relation to the Fellow’s learning needs;
  • Potential benefit to the Fellow and the programme;
  • Cost of course / conference.

Please see Requesting study leave whilst on the FLP for further details.

How do I apply for study leave for specialty-specific training courses during my FLP year?

Courses completed during the Fellowship year which are related to your specialty will be at the discretion of your parent School and TPD or substantive team, and will not be covered by the FLP study budget.  If funding is being sought, this should be submitted to the TPD for your specialty training or to your substantive manager. 

If a course is related to your specialty but also necessary/advantageous for your FLP project work, then this may be considered.  An example of this would be a Paediatric trainee completing an FLP project in safeguarding and wishing to access safeguarding training. In this case please email futureleaders.yh@hee.nhs.uk to discuss.

If the request is granted by the TPD or your substantive manager, a formal study leave form does not need to be submitted to the FLP inbox, as leave arrangements not requiring funding should be managed locally with your supervisor and colleagues.

For doctors, dentists and public health registrars in training:

Some schools do not support requests for study leave funding whilst trainees are OOPE, so we recommend discussing such requests at the earliest opportunity.

Cancelling courses / conference places

Although courses may be free at the point of access to Fellows, they are not free to the FLP.  Cancelling a course / conference at short notice (particularly at less than 48 hours) means significant cost is incurred to the Programme, and impacts on the funding available for other courses and conferences.

If you are unable to attend a course or conference please e-mail futureleaders.yh@hee.nhs.uk at your earliest convenience:

  • Marking your e-mail for the attention of the Business Manager 
  • Outlining your reasons for cancellation.

Please note it is not acceptable to notify via Whatsapp alone.  It is also unacceptable to offer no apologies or explanation for your absence.

We appreciate there will be occasions when cancellation is unavoidable due to illness or adverse life events, and are understanding of such reasons. 

If cancellations are made without good reason or prior notification, Fellows will be refused funding for further activities and removed from the current FLP courses. You may be asked to repay the fee for the course. 

Publications / conferences / press

In the instances where:

  • You have your work accepted for national or international conferences / publications,
  • You have any discussion with local, national or international press.

Please email details to both:

Can I claim travel expenses?

Expenses for activities related to your Fellowship can be claimed back from your employer. This includes travel to FLP courses (including those recommended on the FLP curriculum), meetings and other activities in relation to your Fellowship. Your expenses should be discussed and approved by your Educational Supervisor.

If you wish to discuss requesting funding for further courses, please see the Frequently Asked Questions on Requesting Funding for Additional Courses / Conferences.

What IT resources are available to me?

Fellows associated with Health Education England, or projects in collaboration with Schools, may be eligible for PC logins and an HEE email inbox.

You will need to contact the futureleaders.yh@hee.nhs.uk in order for this to be set up at the beginning of your Fellowship.

Hot desks with access to PCs are available at Don Valley House, HEE Leeds Office (Willow Terrace Rd) and the HEE Hull Office (Health House, Willerby). These can be booked at the following website: https://yhhee.this.nhs.uk/sites.php

Indemnity

In terms of indemnification for Fellows undertaking service evaluations, cover is provided under the NHS Resolution scheme.  This is normally through the Fellow’s employer. 

However, where the project primarily benefits HEE rather than the employing NHS Trust, it has been agreed that HEE indemnifies the employer.  Therefore, HEE will take the lead in the unlikely event of any litigation arising from the Fellow’s work.  

When would NHS Research Ethical Approval be required for a quality improvement or service evaluation project?

The majority of projects do not require NHS Research Ethics.

One potential challenge of improvement work is that it does not necessarily fit the traditional research model, but we still wish to disseminate the findings widely. The definition of research versus service evaluation (in terms of research ethics) can be open to interpretation.  If you are unsure look at this table produced by the Health Research Authority (HRA) Research Ethics Service:

http://www.hra-decisiontools.org.uk/research/docs/DefiningResearchTable_Oct2017-1.pdf   

There is also a ‘Decision Tool’ to help identify whether or not your project is classed as research by the HRA:

http://www.hra-decisiontools.org.uk/research/  

If you intend to publish your work in traditional academic journals then it is important to consider what type of work you will produce before you start. 

Option 1: Does you work classify as ‘Service Evaluation’ according to the above resources? If yes, then you would need to identify a journal that publishes ‘Service Evaluation’ work with a new methodology etc. A good example is BMJ Quality and Safety.

If you wanted to publish work that was specific to a specialty (e.g. Psychiatry, Paediatric or Public Health), it is worth contacting the journal to see if they would publish these sorts of initiatives under the ‘Service Evaluation’ umbrella.

Option 2: Alternative route – requires NHS Research Ethics:

If you did wish to use the ‘Research’ label, or this is what seems more appropriate, there are a number of options available.  Full research ethics committee approval is rarely needed for these types of projects.  A ‘Proportionate Review’ may be sufficient. In order to do this, you need to complete an IRAS (Integrated Research Application System) form.

https://www.myresearchproject.org.uk/  

Once the IRAS form is complete, a quality improvement/service evaluation that has been considered ‘research’ using the above HRA guidance would then usually be suitable for a ‘Proportionate Review’, please refer to:

https://www.hra.nhs.uk/documents/1022/proportionate-review-information-guidancedocument.pdf  

This is a simplified version of an ethics application which does not require full ethics committee review, and guarantees a response within 2 to 3 weeks of submission.  If the review identifies the need for full ethics review you will be told this at the outcome of the proportionate review.

Universities and HEE offer advice and support regarding ethics submission. 

What would happen if I went on parental leave?

The Future Leaders Programme is intended to improve the leadership skills of professionals with as wide a range of backgrounds as possible. Becoming a parent is not therefore a barrier to undertaking a Fellowship. Clearly extended leave would impact on the fellow's ability to complete a project in a reduced timescale. The financial package for each Fellowship is discreet and must be spent in-year, meaning it would not automatically roll over if the fellow took time out.

For doctors, dentists and public health registrars in training: There is a process for extending an OOPE on a case by case basis, which is outlined elsewhere in the FAQs. This means that with the support of your TPD/head of school there is a possibility of being able to complete a Fellowship beyond a year.

Do I need to have an Annual Review of Competency Progression (ARCP) during my FLP year?

For doctors, dentists and public health registrars in training:

ARCPs have to be conducted on a roughly 12 monthly basis with a maximum of no longer than 15 months between two ARCPs.  This is regardless of whether a trainee is out of programme.  As a doctor, dentist or public health registrar in training you will have taken a OOPE for this Fellowship year.  Your TPD should conduct an ARCP in the timescale outlined above.  This can be in abstentia (you do not have to attend) if you and the TPD are happy with that.  You are not required to upload evidence or work based assessments (WBAs) during your OOPE to your training program portfolio as your out of programme leave is not counting towards your training.  Should it be beneficial to your training progression to do so you can do this at your own choice.

You should be given an outcome 8 if you under go an ARCP whilst out of programme.

For further information see the Gold Guide, available here: https://www.copmed.org.uk/gold-guide/

I am a current Fellow and would like to extend my Fellowship, how do I apply?

Extension of a Future Leaders Programme post is only available to those Fellows who are currently occupying a Future Leaders Programme post.  

Applications for an extension must include:

  1. Formal letter, for the attention of the Postgraduate Dean (PGD), outlining the personal reason(s) for requesting an extension
  2. Letter in support of extension from the Supervisor of Future Leaders Programme Project.   
  3. Letter in support of extension from the Head of School of your parent specialty (for doctors, dentists or public health registrars in training only) or your substantive manager.
  4. Letter from a budget holder within employing organisation (for posts which are Trust-led projects funded by Trust only) confirming funding is available for duration of the extension. 

Please note that a letter from a budget holder within the employing organisation is not needed if the post is funded and led by Health Education England – Yorkshire and the Humber / a School funded post.  If you are in doubt as to who funds your post, please seek clarification from your Project Supervisor.

These items should be collected together and sent to the Future Leaders inbox at futureleaders.yh@hee.nhs.uk

The guidance and application form relating to the extension of Future Leaders Programme posts can be found here.

For doctors, dentists, public health registrars in training only: If you would like more information about extending your Fellowship whilst returning to training as a Less Than Full Time trainee, please contact Sarah.Merrifield@hee.nhs.uk for further advice and information.

What do I need to do at the end of my Fellowship year?

On completion of your Fellowship Year, please complete the evaluation (a link will be emailed out) and the Post Summary form.  

Once you have completed your post summary, please email it to Futureleaders.yh@hee.nhs.uk. This document will be published on our website.

We also ask Fellows to complete a further evaluation 6 months after completing the programme.

The Alumni section of our website contains information on upcoming events and alumni achievements. You can also join our informal Future Leaders and Alumni Facebook group by clicking on the link, to keep in touch with peers and for the most up to date information about upcoming activities.

For doctors, dentists and public registrars in training: We advise all Fellows who are completing the programme via the OOPE route to read the following guidance. This has also been summarised in FAQ form here – this document is primarily aimed at the School of Medicine, but the principles are applicable to all. 

Useful policies and documents

A range of useful templates, forms and documents are available for download for use by Fellows from the following link, including:

For doctors, dentists, and public health registrars only: For OOP Trainees on Future Leaders Programmes, view the Curriculum Delivery Policy in the policies section.

Useful contacts and links

Contacts

For more information about the Future Leaders Programme, please contact the team at Futureleaders.yh@hee.nhs.uk

Links

NHS Leadership Academy – note moving in 2020

Kings Fund

Faculty of Medical Leadership and Management 

Clinical Skills Network (Yorkshire & Humber)

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