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Applicant Guide 2014/2015

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Applicant Guide 2014/2015 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 2 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. 3 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 respond to DHBs within 1 week applicants 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 Immigration New Zealand applicants directly Successful applicants attend orientation and start work in 2015 4 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. 5 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. 6 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. 7 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
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