Annual Job Plan Review 2013/14

Annual Job Plan Review 2013/14

Newcastle University

Annual Job Plan Review 2013/14

Notes on completion of annual job plan review

  1. Before the discussion

If the job planning process is to have meaning and to be helpful to both the consultant and the employing organisations, some preparatory work is necessary by all parties. Where possible the job planning discussion should take place immediately after the annual appraisal as much of the information can then be shared. As the personal development plan will have been agreed at the appraisal session, it can inform the job planning discussion.

  1. The job plan

Should identify the individual commitments to both organisations and agree objectives for the coming year. From the employers perspective it should arrive at a plan of work that makes clear their joint expectations of the consultant. It needs to include the following elements:

The number and type of Programmed Activities (PA):

Academic to include:

  • Teaching commitments
  • Academic research agenda, including any time employers agree should be regarded as protected research time
  • University management responsibilities

Clinical to include:

  • Direct clinical care (DCC) including medical outpatient clinics where patients are treated as part of their ongoing care with students in attendance
  • On-call commitments (if any) and an assessment of the average unpredictable emergency work associated with on-call duties.

Clinical Supporting Professional Activities (SPA) e.g. audit, CPD activity, and other activities related to revalidation.

Additional Professional Responsibilities (APR) e.g. work for Northern Deanery, NICE and other external duties.

Any commitments to other organisations, including details of any payments made by those organisations – section 5 of job plan.

  1. The principles of job planning:
  • The basic contract is for 10 PAs with the norm being a 5 academic to 5 clinical split.
  • The following approach is relevant to all University Clinical Academics; other arrangements apply to those with A+B contracts.
  • The approach is applied irrespective of where the funding comes from for an individual post.
  • Levels of on call are agreed by the relevant Trust in which the clinical academic has their honorary contract; all on call payments are paid for by the Trusts.
  • All clinical academics should have identified within their clinical component 1 SPA to cover necessary clinical development including that required for revalidation purposes.
  • It is recognised that there are also professional development needs that relate to academic work. This equates to nominally 1 SPA in the academic part of the job plan but there is no need for this to be separately identified within any indicative timetable.
  • Any additional temporary clinical PAs are based on the level of DCC in full consultation with the relevant line manager in the Trust.
  • Additional temporary PAs may be recognised for those individuals with a large research, teaching or management/leadership portfolio; normally this would be up to 1 additional temporary PA (but in exceptional circumstances could be 2 PAs).
  • The temporary additional PAs in the academic component would be awarded in consultation with the relevant academic line manager and subject to agreement by the Faculty Equity Committee.
  • The Faculty strongly supports the use of indicative job plans (rather than complicated detailed plans that include parts of PAs down to several decimal points).
  • The use of generic labelling of academic sessions rather than detailed breakdown of specific projects, teaching responsibilities etc; this detailed breakdown is now the function of the workload planning spreadsheet which feeds into the Follett appraisals.
  • Clinical Academics will be expected to deliver 43 weeks of pro rata clinical activity.
  • Within indicative job plans, a full academic day should equate to 2 PAs; activities wherever possible should be declared in blocks of whole PAs rather than fractions.
  • Where CLRN sessions have been awarded, these must appear within job plans as DCCs. It is agreed that where a clinical academic is otherwise on less than 12 PAs, a CLRN session can be allocated as an additional temporary PA and the money will be included in the salary. Where the individual is already on 12 PAs the income generated through the CLRN will not be included in the salary.
  • Any additional payments for external activities such as Postgraduate Deanery, Head of School functions, etc. must be declared in the job plan and agreed by the relevant academic line manager. Official duties with external agencies such as Royal Colleges should be declared in the job plan document with an estimation of “awayness”; activities but should not be included within the job plan schedule unless there are explicit arrangements for reimbursement of those sessions by the relevant body via the University or relevant Trust.
  • Additional remunerated activities described as additional clinical practice (any clinical work which generates a payment to the clinician) should also be declared on the job plan and where this amounts to a significant regular session be identified in the indicative plan but will not count towards remunerated PAs.
  • We are unable to renumerate for academic PAs or SPAs for work carried out during evenings or weekends.
  1. The Process

Please see flow chart attached. All job plans for clinical academics will be collated by Institute Directors or their representatives and then forwarded to Pauline Cogan, Clinical Academic Office.

Job plans will be reviewed by the Faculty Equity Committee who will either approve the job plan or request further clarification or changes. Any changes will be coordinated via the Institute Director or Head of School.

Newcastle UniversityAnnual Job Plan Review 2013/14

1.Name:Date of Review:

Institute/School:

2.Have the academic and service objectives from last year been met? Yes/No

3.Is this a team job plan?Yes/No

If yes, please detail other team members below

4.

No. of Programmed Activities: / Current job plan / Proposed job plan
Academic
DCC
SPA(clinical)
Total PAs (max 10)
Total temporary PAs
OVERALL TOTAL
On call Category (if appropriate) / A/B / A/B
On call frequency
  1. Please provide details of any recharge arrangements associated with this post. This should include the name of the funding provider,e.g. CLRN and if the funding is a monetary amount or a specified number of programmed activities.

Source of funding / Amount of funding / Period of funding
  1. Predicted “awayness” i.e. Special Leave and Official Duty; describe activity and expected number of days leave. Outline separately “academic leave” (guest lectures; collaborative research; external examiner ships, etc.)

Annual total expected……days for activity

7.Do you intend to undertake additional remunerated clinical practice / private practice in the next year? Yes/No

If yes, please detail below and attach a copy of your indemnity/insurance certificate.

Planned location
Expected timing
Type of work

Have you complied with the Faculty Policy on additional clinical practice:

8.Additional Professional Responsibilities that are separately remunerated

e.g.work for Postgraduate Deanery or NICE etc.

9.Agreed Service and Academic Objectives for forthcoming year

Corporate

i)Toundertake and complete an annual joint appraisal

ii)To ensure that leave of all types is approved and correctly recorded

iii)To follow Trust and University Policies and Guidelines

Academic – e.g. objectives from Follett appraisal, such as research outputs, grants, numbers of papers; teaching, development of teaching programmes, etc.

iv)

v)

Directorate Based – e.g. service outcomes including the introduction of new clinics, achievement of targets, etc.

vi)

Clinical Academic Name:
Signature: / Date:
Head of Academic Unit Name:
Signature: / Date:
Clinical Director Name:
Signature: / Date:

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On completion of form please send together with:

a)Schedule of Planned Work

b) completed Pay Progression form and

c) Personal Details form to:

Institute Director by 15th April 2013 who will then forward to Pauline Cogan, Clinical Academic Office, 3rdFloor William Leech Building, Faculty of Medical Sciences, by 30thApril 2013.

Decision by Faculty Equity Committee (including any comments):

No. of Programmed Activities:
Academic
DCC
SPA(clinical)
Total PAs (max 10)
Total temporary PAs
OVERALL TOTAL
On call Category (if appropriate) / A/B
On call frequency

Signed:Date:

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Schedule of Planned Work to be undertaken during 2013-2014Name: ......

Morning / Afternoon / Academic / DCC / Clinical SPA
Hours / PAs / Hours / PAs / Hours / PAs
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday (detail clinical work only)
Sunday (detail clinical work only)
TOTALS

Job Plan Review 2013/14

Personal Details

It is important that we try to improve our records of contact information, please ensure that you notify University HR Medical Sciences

of any future changes.

Name: / Title:
Work address: / Home address:
Telephone Numbers: / Office: / Secretary:
Home: / Mobile: / Dect:
Bleep Number:
Email Address
University: / Other:

NEWCASTLEUNIVERSITY

Progression through Pay Thresholds

Part A – complete where criteria has been met

In accordance with the University Terms and Conditions - Annex D I can confirm that the following individual has met the criteria outlined below in relation to 2013/2014:

Name: ______

Criteria / Outcome (Please circle)
made every reasonable effort to meet the time and service commitments in the integrated Job Plan; / YES/NO
participated satisfactorily in the joint appraisal process;
Date of most recent Follett appraisal / YES/NO
Date:
participated satisfactorily in reviewing the integrated Job Plan and setting personal objectives; / YES/NO
met the personal objectives in the integrated Job Plan, or where this is not achieved for reasons beyond the clinical academics control, made every reasonable effort to do so; / YES/NO
worked towards any changes identified in the last integrated Job Plan review as being necessary to support the achievement of the University’s or the Trusts objectives; / YES/NO
taken up any offer to undertake additional Programmed Activities that either employer has made to the clinical academic, under the provisions of Annex C; / YES/NO
met any standards of conduct, required by either employer, governing the relationship between private practice and contractual commitments. / YES/NO/ NOT APPLICABLE
Head of School/Director of Institute or nominee: / Clinical Director or nominee:
Signed: / date: / Signed: / date:
Print Name: / Print Name:

Part B - complete where criteria has not been met

I canconfirm that the criteria for movement through the pay threshold have not been met for the following reasons; (please supply details on a separate sheet if required)

Head of School/Director of Institute or nominee: / Clinical Director or nominee:
Signed: / date: / Signed: / date:
Print Name: / Print Name:

Please return this pro-forma along with your job plan review form and schedule of planned work to your Institute Director or Head of School who will then forward on behalf of the Department to Pauline Cogan, Clinical Academic Office, 3rd Floor William Leech Building, Faculty of Medical Sciences.

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