Applicant Guide 2014/2015

Table of Contents

Introduction ...... 3 ACE Principles ...... 3 Overview of the ACE Recruitment Process ...... 4 Eligibility for ACE scheme ...... 5 How to apply ...... 6 How to use the online ACE application system ...... 8 Special requirements for ACE applicants ...... 13 How the ACE match algorithm works ...... 14 ACE CV Template ...... 15 RMO Unit/Recruitment Contacts - North Island ...... 17 RMO Unit/Recruitment Contacts - South Island ...... 18 Key Dates for ACE 2014 Intake ...... 19 ACE Contact Details ...... 21

Introduction

The Advanced Choice of Employment (ACE) scheme is a collaboration of all the District Health Boards (DHBs) in New Zealand to employ first year House Officers

The ACE scheme was introduced in 2003 to simplify the application process for first year House Officer positions and to streamline the appointment process for the DHBs.

The ACE scheme simplifies the recruitment process for first year House Officers by using a centralised match process and simultaneously considers the applicants work place (DHB) preference as well as the DHBs preference of applicants. The ACE scheme is beneficial for applicants as they are placed only in accordance with their expressed preferences.

ACE Principles

1. All DHBs have agreed to implement the ACE scheme and to work within the ACE process. DHBs will not pre-match applicants to first year House Officer positions.

2. All applicants seeking first year House Officer positions for the start of the training year (November) must apply through the ACE scheme.

3. Preference rankings from participating applicants and the DHBs are private and confidential.

4. Neither party in the recruitment process should make independent contracts prior to the notification of the match results.

5. Having been matched to a DHB, there is an expectation that the applicants will accept a position with that DHB as declining a position will see that applicant excluded from that intake. Similarly, DHBs may not appoint House Officers matched to some other DHB without the express consent from that DHB and ACE.

Applicants and DHBs are asked to report to ACE should there be any instances of breaches of the above principles.

Overview of the ACE Recruitment Process

APPLICANTS ACE DHB

Apply to first year House Officer positions in New Zealand through ACE

All applicants submit: ACE application form ACE assists applicants 3 x ACE references throughout the process until Curriculum vitae closing date Residency documents Academic transcript

ACE sends online log-ins to DHBs and assists- with DHBs rank applicants and process submit rankings to ACE system

ACE undertakes the match process

ACE notifies DHBs and applicants of Match outcomes

DHBs send offer of Successfully matched applicants employment to successful applicants respond to DHBs within 1 week

DHBs advise ACE of number of applicants that accepted

Successful non- resident applicants ACE sends final talent pool should apply for a work permit with details to DHB to contact applicants directly Immigration New Zealand

Successful applicants attend orientation and start work in 2015

Eligibility for ACE scheme

The 2014/15 ACE match will involve New Zealand and Australian medical school graduates eligible to apply for registration with the New Zealand Medical Council.

To be eligible to apply via ACE you must meet one of the below criteria:

1. Graduates from New Zealand medical schools and are citizens or permanent residents of New Zealand/Australia. 2. Graduates from Australian medical schools and are citizens or permanent residents of New Zealand/Australia. 3. Graduates from New Zealand medical schools and are not permanent residents of New Zealand/Australia.

The match will require all eligible applicants to rank their most preferred District Health Boards. It is mandatory to rank a minimum of 4 District Health Boards and it is recommended not to rank more than 10 District Health Boards.

The District Health Boards will then be asked to assess all the applicants who have ranked them and the District Health Boards will then create their own list of ranked applicants and submit their list to ACE so ACE can perform the match.

Employment offers are then sent to the successful applicants by the DHBs and accepted & rejected offers are notified to ACE.

The DHBs are sent a spreadsheet (Talent Pool) of all the unmatched applicants and will contact the applicants directly if there are any vacancies in their hospital.

Applicants will be excluded from the match if they:

1. Fail to submit a complete application by 5.00pm 20 June 2014, 2. Indicate in their completed application that they are unable to start work on 24 November 2014, or 3. Do not meet the eligibility criteria as set out above.

How to apply

Application steps are as follows:

1. Complete the ACE electronic application form at TUwww.acenz.net.nz.UT The online ACE application form consists of: a. Personal details b. Residency and work status c. Health status d. Criminal/Civil/Professional conviction declaration e. Referees f. Consent g. Preferences h. Privacy declaration

Please have the personal details portion of the online application form completed by 23 of May 2014. Any changes to personal details after this date will need to be emailed to the ACE Coordinator (especially your email address as this is how we contact you!). DHB Preferences can be changed up until closing date.

2. Attach a copy of your most recent and up to date CV - Refer to the CV template for further information. This CV template can also be downloaded from the kiwihealthjobs website (http://www.kiwihealthjobs.com/ace/graduate-doctors)

3. Obtain 3 references from referees you have detailed in your ACE application form. a. Referees must be a Consultant GP/Consultant Specialist who has observed your clinical work in a New Zealand health setting or in a comparable health setting as defined by the Medical Council of New Zealand. b. References must be obtained from placements you have completed in the past 2 years from graduation. This is more relevant to students who have undertaken research or honors. c. Only one reference may be from your 5th year if you have an elective overseas in the first half of the year. It is preferred that if you do use a 5th year reference that it is from the second half of your 5th year. The more recent your references the more relevant they will be to your application.

4. Upload certified hard copies of your residency documents to ACE. Needs to be uploaded by Friday 23rd May 2014. a. Photo page of New Zealand passport OR b. Photo page of an overseas passport accompanied by the relevant visa page OR c. New Zealand drivers licence accompanied by a birth certificate or a citizenship certificate.

5. Certified copies of your academic transcript to ACE. a. University of Auckland and Otago University will send transcripts directly to ACE. Please email ACE if your transcript is not uploaded by June. b. Students at Australian Universities will need to upload their own certified copy. Originals will not be returned.

6. Complete and/or amend your DHB preference ranking on the application form before the closing date of 20 June 2014.

PLEASE NOT:  Documents must be certified by a Justice of the Peace, lawyer or a court registrar. You may also bring in your original documents to ACE to have it validated for the ACE process however ACE cannot legally certify documents.

 Please DO NOT O send original documents to ACE as they will not be returned.

 All the steps above and the required documents must be completed and submitted to ACE

by the closing date. There will be noU exceptions to this as we are working within national timeframes (i.e. delay in postage is not an acceptable excuse).

 You must notify ACE if you gain employment during the course of the application process to withdraw your application. ACE is for graduates that are not currently employed.

How to use the online ACE application system

Creating your account

 Visit HTUwww.acenz.net.nz.UUTTH

 Register as a new ACE applicant or log in if you already have a registered account with the ACE system (Note that re-applicants will need to create a new account from scratch).

 After you have clicked on create a “new account”, scroll down and enter/create your login name and your password.

 You will then need to complete the preliminary questions as below to activate your application.

Doing the application

 You will then work your way through each section, clicking ‘Save and Go to next Page’. You will also receive an email confirming your account login and password.

 Check boxes will appear against all completed sections within your checklist. All sections within this checklist must be completed for your application to be marked as complete (With the exception of cover letters). You can click on the ‘Checklist’ tab at the top of the page to check your progress.

 You will see the below information at the top of each page of your application – it will guide you through the process.

Entering your referees

Once you enter your referee’s details and their e-mail address (you will need to type this in as opposed to copying and pasting as the system reads the @ command) and click “Send”. the ACE system will send a request for a reference to the referee. You need to have agreed this with the referee in advance. It is your responsibility to locate and agree references with 3 referees that meet the ACE referee policy (outlined below). The referee will then complete an online form which will then be included in your application. You will not be able to view any of the references received by the ACE Centre.

1. If you have a paper reference for that referee you don’t have to click the button because it will send them another request. 2. Once the referee has filled in the online form, there will be a tick next to their name on your checklist page.

Note that it is your responsibility to ensure ACE receives 3 completed references. The supply of incorrect referee details or nominating referees that have not agreed to act as your referee may mean your application will be incomplete at close date. We will send you regular reminders noting which documentation including references, are missing.

Paper references:

If the referee prefers to use paper references, they have that option in the referee request email. The form is also available in the documents section of your ACE application OR in the Downloads section of www.kiwihealthjobs.com .

ACE Referee Policy:

 Referees must be a consultant/SMO or a GP who has observed the applicant's clinical work in a New Zealand health setting or in a comparable health setting (as defined by the Medical Council of New Zealand).  References must be obtained within 2 years of graduation and from placements the applicant has completed in their final year of study  You must obtain a minimum of 3 references in order for your ACE application to be deemed complete. If you are unable to nominate 3 referees, please contact the ACE coordinator.  Once you have entered a referee’s details into your application and they have completed your reference on-line, you will be unable to change them.  You will be unable to view references through your ACE application process. If you wish to view your reference, you must arrange this directly with your referee.

Ranking your DHB Preferences

 Rank the hospitals in order of your preference. Subsequently you will be sent an email confirming your rankings.

REFEREES NEED TO BE CONTACTED BY FRIDAY 6TH JUNE

PERSONAL DETAILS AND RESIDENCY DOCUMENT DUE 23RD MAY

APPLICATIONS CLOSE 5PM FRIDAY 20TH JUNE 2014

Special requirements for ACE applicants

Paired and Job Share applications

ACE is able to allow for applicants who wish to be placed at the same DHB. However, you must both be applying for a First Year House Officer role – for example, ACE cannot facilitate a paired match between a PGY1 and PGY2.

To apply as a pair, both applicants must:

1. Advise ACE of your situation and your wishes to apply as paired applicants or as job share applicants

2. Detail your wishes to apply as paired applicants on the online ACE application form in the Personal Details section (as below – select one or the other).

3. Detail in cover letter(s) your wishes to apply as a paired applicant.

4. Make sure your DHB preference is identical i.e. Rank the same number of DHBs in the same order – if you do not do this correctly you will not be put through the ACE process as a pair.

Paired and job share applications will be ranked by the DHBs based on the lowest ranked applicant of the pair. If one of the paired or job share applicants are ranked below the quota boundary of a DHB, neither of the pair will be offered a position by the DHB.

Note also that if 1 of the pair is a lower eligibility criteria (ie 1 in the pair is a Category 1 applicant (NZ Grad and NZ/Aus citizen) and the other in the pair is Category 2), the system will match you to your lowest common denominator so please bear in mind that it’s possible NEITHER of the pair will be offered a position by the DHB. Note that in these situations we recommend ranking all the same DHBs and mentioning your paired arrangement in your cover letters, however we recommend not applying as a “pair” as it may result in neither of you being offered a position.

Where applicants no longer wish to be considered as a pair then either party in the pair should notify ACE immediately.

How the ACE match algorithm works

The ACE match process uses an algorithm which matches the applicant to their highest ranked DHB provided that the applicant is ranked by that DHB within their number of available positions.

For example, if an applicant has ranked Otago DHB as their first preference and Otago has 10 places to fill ( their quota ), and has ranked this applicant as 10th choice, this applicant will automatically be matched to Otago DHB..

1. The matching process starts by looking at all applicants who meet the Category 1 eligibility criteria (ie. NZ grads and NZ/Aus Citizens/Permanent Residents). The algorithm looks at the first DHB on the preference list of each Category 1 applicant and makes a match if the applicant appears within the quota boundary of the preference list of that DHB.

2. When an applicant is appointed to their first preference DHB, this is a match and they are then removed from all other DHB lists. Where this applicant had also been ranked within the Quota Boundary of another DHB, being removed from the other DHBs list will then cause another position to become available within that DHBs quota boundary. The boundary is moved down one to include the next preferred applicant on the DHBs list.

3. After all the matches possible have been made when considering the first preferences of each applicant, the next pass considers their second preference and later passes down to their lower preferences.

4. The matching process continues until all DHB positions have been filled or all Category 1 applicants’ lists have been processed down to their lowest ranked DHB and no further matches can be made. It then moves on to perform the same process for Category 2 and then category 3 applicants.

5. Anyone who is not successfully matched to a DHB in the first instance will then be placed into a Talent Pool of available applicants which the DHB can use to fill any subsequent positions that arise.

ACE CV Template

Joe Bloggs Level 3, Building 14 INSERT Greenlane Clinical Centre PICTURE Greenlane HERE Auckland

[email protected] UTH 021 123 4567

Personal Statement

 1~2 Paragraphs  Introduction  Objectives  Career aspirations

Education

2006 - Present MB ChB/MB BS University, Location

2003 - 2005 Bachelor of Health Science University, Location

1998 - 2002 Scholarship Bursary High School/College, Location

 Reverse chronological order  Additional undergraduate/postgraduate degrees  High school (in brief)

Work Experience

Month/Year - Position held Company/Organisation Month/Year  Responsibilities and Duties

 This section should usually come after “Education”  List work experience in reverse chronological order

Academic Achievements

 Reverse chronological order

Awards & Prizes Year Name of award Awarded by

Publications  Author(s)  Article title  Journal title  Year published  Volume (Number)  Pages

Presentations  Name of conference/seminar  Year held  Presentation title/item

Other Achievements

 Cultural achievements  Sporting achievements  Community involvement

Interests

 Extra curricular activities  Involvement outside Med School

RMO Unit/Recruitment Contacts - North Island

Northland DHB Whangarei Hospital Tania Vaile PO Box 9742, Whangarei Ph: +64 9 430 4101 ext 3338 Fax: +64 9 430 4123

HTUH [email protected] UTU HT

HTUH www.northlanddhb.org.nzTU UTU HT NoRTH Northern Regional Training Hub Bay of Plenty DHB Auckland, Middlemore, North Shore Tauranga Hospital and Waitakere Hospitals Jan Simeon Denise Corlett Private Bag 12024, Tauranga Private Bag 92189, Greenlane Ph: +64 7 579 8542 Ph: +64 9 631 0707 Fax: +64 7 579 4523 Fax: +64 9 623 4644 HTUH [email protected] UTU HT [email protected] rmor ecrui [email protected] HTUH www.bopdhTU b.govt.nzUTU HT

HTUH www.aucklanddoctors.co.nzTU UTU HT

Waikato DHB Bay of Plenty DHB Hamilton Waikato Hospital Whakatane Hospital Paul Miller Joy Sunich Pembroke Street, Hamilton 3240 PO Box 241, Whakatane Ph: +64 7 858 0946 Ph: +64 7 306 0749 Fax: +64 7 585 0941 Fax: +64 7 306 0973

HTUH [email protected] HTUH JoyTU [email protected] HT

HTUH www.waikatodhb.govt.nzTU UTU HT HTUH www.bopdhb.govt.nzTU UTU HT

Lakes DHB Tairawhiti DHB Rotorua Hospital Gisborne Hospital Michelle Easton Natalie Atkinson Private Bag 3023, Rotorua Private Bag 7001, Gisborne Ph: +64 7 343 8711 Ph: +64 6 869 0500 ext 8026 Fax: +64 7 349 7663 Fax: +64 6 869 0585

HTUH TU UTU HT HTUH [email protected] UTU HT [email protected]

HTUH www.lakesTU dhb.govt.nzUTU HT HTUH www.tdh.org.nzTU UTU HT

Taranaki DHB Hawkes Bay DHB Taranaki Base Hospital (New Plymouth Hastings Hospital Karlina Nickson Barbara Rowe Private Bag 2016, New Plymouth Private Bag 9014, Hastings Ph: +64 6 753 6139 ext 8704 Ph: +64 6 878 8109 ext 5884 Fax: +64 6 753 7860 Fax: +64 6 878 1301

HTU [email protected] UTH [email protected] UTH H

HTU UTH HTUH www.tdhb.org.nzTU UTU HT www.tdh.org.nz

Whanganui DHB MidCentral DHB Capital & Coast, Hutt Valley and Wairarapa DHB Wanganui Hospital Palmerston North Hospital Wellington, Hutt and Masterton Hospitals Karen McCormick Moira Eathorne Russell Holder Private Bag 3003, Whanganui Private Bag 11 036, Palmerston North Private Bag 7902, Wellington Ph: +64 6 348 3436 Ph: +64 6 350 8849 Ph: +64 4 806 2532 ext 82532 Fax: +64 6 348 1316 Fax: +64 6 350 8627 Fax: +64 4 385 5965

[email protected] [email protected] HTUH [email protected] UTU HT

HTUH www.wdhb.org.nzTU UTU HT HTUH www.capitalhealthcareers.org.nzTU UTU HT HTUH www.midcentraldhb.govtTU .nzUTU HT

RMO Unit/Recruitment Contacts - South Island

Nelson Marlborough DHB Nelson Hospital Loretta Matheson Private Bag 18, Nelson Ph: +64 3 546 1875 Fax: +64 3 546 1811

HUH [email protected] UTU HT

HUH www.nmdhb.govt.nzTU UTU HT

Nelson Marlborough DHB Wairau Hospital Jo Des Forges PO Box 46, Blenheim Ph: +64 3 520 6395

HTUH [email protected] UTU HT

HTUH www.nmdhb.govt.nzTU UTU HT

Canterbury DHB Southern DHB Christchurch Hospital Invercargill Hospital Deirdre Sharvin Alison Muir Private Bag 4710, Christchurch PO Box 828, Invercargill Ph: +64 3 378 6051 Ph: +64 3 214 8256 Fax: +64 3 364 0897

Fax: +64 3 214 7242 HUH deirdre.sharviTU [email protected] HT

[email protected] HTUH www.cdhb.govt.nzTU UTU HT

HHwww.southerndhb.govt.nz

South Canterbury DHB Timaru Hospital Maree Mackenzie Private Bag 911, Timaru Ph: +64 3 687 2389 Fax: +64 3 687 2369 HTUH T [email protected]

HH TUwTU ww.scdhb.health.nzUTU HT

Southern DHB Dunedin and Wakari Hospital Nina Giles Private Bag 1921, Dunedin Ph: +64 3 474 0999 ext 8405 Fax: +64 3 474 7715

[email protected] www.southerndhb.govt.nz

Key Dates for ACE 2014 Intake

ACE website opens for 9am, Monday 17 February 2014 applications

Waikato – 31 March 2014 Lunch time DHB Road Show and NZMA Auckland – 31 March 2014, 5-7pm Sponsored Trainee Intern ACE Wellington – 1 April 2014, 5-7pm Evening Dunedin – 2 April 2014, 5-7pm Christchurch – 3 April 2014, 5-7pm

ACE applications close 20 June 2014 ACE match 31 July 2014 Offer of employment 4 August 2013 sent by DHBs Applicants accept offer of 11 August 2013 employment by

 Check your eligibility and read through the ACE instructions  Complete and attach your curriculum vitae to your ACE

on the kiwihealthjobs website (www.kiwihealthjobs.com) application  Register on the ACE website www.acenz.net.nz  Complete and attach your cover letter(s) to your ACE  Complete the online ACE application form May application rd  Personal details  Residency document(s) to be uploaded by 23 May  Your name(s) should be identical to the name(s) detailed in your residency documents. If they are different, you must submit relevant  Complete and/or amend DHB preference ranking in your

documentation detailing the name change. i.e. ACE application form

marriage certificate  Check your ACE application is complete before 5 pm NZT Feb  Make sure your email address is correct and up Jun 20 June 2014 to date as this is the email address ACE and  ACE will send your application to the DHBs on 30 June the DHBs will utilise to get in touch with you 2014  Please detail your emergency contact for when you are on your overseas electives  If you are unable to start work from the first  DHBs will review and rank their preferred applicants and quarter, please detail this in the application form submit their rankings to ACE by 25 July 2014

 Send reference request to referees you have Jul  ACE match will take place and Match results sent to the nominated in your ACE application form DHBs on 31 July 2014

 Formal offer of employment letter will be sent to successful

applicants via email on 4 August 2013  Continue with your online ACE application  Acceptances by 11 August 2013  Residency Aug  If you are unable to start work from the start date mentioned  Health status in your offer letter, notify the DHB immediately  Criminal conviction declaration  Referees  Please detail full names and their contact  Applicants who have accepted an offer of employment with details the New Zealand DHBs should complete an application for  Consent registration with Medical Council of New Zealand.

 DHB preference

Sep  Non-resident applicants that have accepted an offer of  Privacy declaration employment with the New Zealand DHBs should apply for a  Apply for an official academic transcript with your medical April work permit with Immigration New Zealand. school or make sure they have your consent to release your academic transcript to ACE

 Attend the DHB ACE Roadshow st  Complete pre-employment documentation as required by  Waikato – 31 March Lunch Time your prospective employer (i.e. DHB you have accepted a  Auckland – 31st March 5-7pm Oct position with)  Wellington – 1st April 5-7pm  Organise relocation if required  Dunedin – 2nd April 5-7pm

 Christchurch – 3rd April 5-7pm

 Attend orientation and start work 24 November 2014! Nov

ACE Contact Details

ACE Coordinator 0800 ACE CENTRE (0800 223 236) [email protected]

ACE Centre Private Bag 92189 Level 3 Building 14 Greenlane Clinical Centre Greenlane Auckland