2. The background and details of the new arrangements are attached at Annex A.

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1 NHS Circular: PCS(SP)2003/5 abcdefghijklm Health Department Human Resources Directorate Dear Colleague NEW ARRANGEMENTS FOR CLINICAL PSYCHOLOGY TRAINEES 1. Following discussions with at the HR Forum it has been agreed to put in place revised contractual arrangements for the placement and remuneration of Clinical Psychology Trainees. This responds to a growing demand for clinical psychology and recognises that the current training needs to be more flexible. 2. The background and details of the new arrangements are attached at Annex A. Action 3. NHS employers are asked to note the arrangements and ensure that these are put in place. 4. Employers are asked to make their own arrangements for obtaining additional copies of this letter. This letter can also be viewed on Yours sincerely 9 October 2003 Addresses For action Chief Executives, NHS Trusts, NHSScotland Boards and Special Health Boards Chief Executive, Common Services Agency Chief Executive, State Hospital For information Chief Executive, Health Education Board for Scotland Members, Scottish Partnership Forum Members, HR Forum Enquiries to: Ms Judith Ballantine Directorate of Human Resources GF Rear St Andrew s House EDINBURGH EH1 3DG Tel: Fax: MIKE PALMER Assistant Director of Human Resources (Workforce and Policy) BB017SEPT2003 abcde abc a SE Approved Version 1.1

2 ANNEX A GUIDANCE ON PAY SCALES FOR CLINICAL PSYCHOLOGY TRAINEES Current arrangements 1. Current training for clinical psychology trainees is undertaken on a 3 year fulltime programme. Trainees are paid on the Trainee Clinical Psychologist Scale (range spine points 17-20), through a Lead NHS employer. Trainees paid through Greater Glasgow Primary Care NHS Trust start at spine point 18, trainees paid through Lothian Primary Care NHS Trust start at spine point 17. Salary for all trainees increases by annual increments thereafter. Arrangements from October Trainees on a 3-year full time training programme will continue to be paid through the appropriate Lead employer. However there is a need to correct the inequity of pay which has developed between trainees in the East and West of Scotland. From the intake of October 2003 all first year trainees should start on spine point 17, with progression by annual increments thereafter. 3. The Scottish Executive Health Department has agreed to support a step increase in training capacity, contingent on modernisation. This is being implemented by a novel scheme for funding the additional training places. NES will match each locally supported trainee s salary with the salary for another trainee and will meet the education costs for both. This will mean that the local employing authority will hold the contracts for both these trainees. In order to achieve consistency of employment of trainees across NHS Scotland a template has been prepared as a basis for these local contracts. This is attached at Annex C. 4. From 2003 flexible training arrangements are being introduced, initially only for trainees in the University of Edinburgh/East of Scotland. All trainees on the flexible training programme will complete one year of full-time training. Thereafter trainees can provide a part-time contribution to NHS services (under appropriate supervision) while completing the remaining training requirements on a part-time basis. 5. There is considerable flexibility as to how the individual learning plans can be configured to meet both the local employer s service need and professional accreditation requirements. The duration of the flexible contract may be up to a maximum of 5 years overall. 6. The training and service elements of the flexible training programme should be clearly delineated in an individual learning plan, the duration and structure of which will form the basis for the training contract. 7. The training and service elements will be remunerated separately.

3 8. The pay scale appropriate to the training element of the programme is spine point 17-20, currently 15,675 rising to 17,629. All trainees should start on spine point 17 for the first year with annual increments thereafter. For trainees on the flexible training programme the training component should be remunerated at the appropriate spine point, paid pro rata to the number of sessions spent in training. In the fifth year of training the training component will be paid pro rata at spine point Trainees on the flexible training programme undertake part-time work in NHS services in addition to that required by the training programme. Their part-time service contribution should be remunerated on the lower spine points of the Grade A Clinical Psychologist Scale. The appropriate scale is spine points 22-25, starting at spine point 22, paid pro rata to the number of sessions spent in employment and progressing by annual increments. 10. Some worked examples are attached at Annex B.

4 Example 1: Flexible training over 5 years ANNEX B Worked Examples of Remuneration for Flexible Training Contracts 07/10/03 Year Placement Training Work Time Total Training Work Total Time 1 AMH (6 months); LD (6 months) SP 17-15,675 1 wte 15,675-2 Elective placement in LD, plus thesis: Work part-time in LD service 16, SP wte 12,227 SP wte 4,767 3 Continued University registration for thesis (option to submit at end of year 3): Work part-time in LD service SP wte 4,239 SP wte 14,876 19,115 4 Child placement; Work part-time in LD service SP wte 8,815 5 Older adults placement; Work part-time in LD service SP wte 9,167 Total training and service contribution 3 yrs WTE 2 yrs WTE SP wte 10,311 SP wte 10,726 19,126 19,893 NB all figures based on Whitley Council Salary Scales from April 1st

5 Example 2: Flexible training over 4 years ANNEX B Worked Examples of Remuneration for Flexible Training Contracts 07/10/03 Year Placement Training Work Time Total Training Work Total Time 1 AMH (6 months); Older Adult (6 months) SP 17-15, , Elective placement in OA, plus thesis: Work part-time in OA service SP SP ,994 3 Continued University registration for thesis (option to submit at end of year 3): Work part-time in OA service, plus Child placement 12, SP ,716 4,767 SP ,959 17,675 4 Learning Disabilities placement; Work part-time in OA service Total training and service contribution 3 yrs WTE 1 yrs WTE SP ,815 SP ,311 19,126 NB all figures based on Whitley Council Salary Scales from April 1st

6 Example 3: First year full time & 4 years half time training Time Salary Year Training Work Training Work Total SP 17-15,675 15, SP 18 SP 22 17,685 8,151 9, SP 19 SP 23 18,395 8,477 9, SP 20 SP 24 19,126 8,815 10, SP 21 9,167 SP 25 10,726 19,893 NB all figures based on Whitley Council Salary Scales from April 1st 2003 Example 4: 2 years full time & 2 years half time training Time Salary Year Training Work Training Work Total SP 17 15,675 15, SP 18 16,302 16, SP 19 SP 22 18,013 8,477 9, SP 20 8,815 SP 23 9,918 18,733 NB all figures based on Whitley Council Salary Scales from April 1st 2003 ANNEX B Worked Examples of Remuneration for Flexible Training Contracts 07/10/03 3

7 ANNEX C MODEL CONTRACT <<DATE>> Private and Confidential <<NAME>> <<ADDRESS>> <<ADDRESS>> <<TOWN>> <<POSTCODE>> Dear <<NAME>> I am writing on behalf <<ORGANISATION NAME>> to confirm the offer of an appointment as a whole time/flexible (delete as appropriate) Trainee Clinical Psychologist on the University of Edinburgh East of Scotland Training Programme/University of Glasgow West of Scotland (delete as appropriate) course. The contract of employment is for the purpose of completion of the Training Programme which involves you in undertaking academic studies, clinical practice and research activity to gain a recognised qualification in Clinical Psychology. Your duties will be in accordance with the requirements of secondment to the University of Edinburgh/Glasgow (delete as appropriate) Doctoral Course in Clinical Psychology. Your appointment to the scheme/programme will be for a fixed term of <<BLANK>> years from <<BLANK>> until <<BLANK>>. The offer of appointment is based on agreement that you will carry out your clinical placements in <<BLANK>> Health Board area. However, you may be required to travel outwith your base Health Board area if this is essential to meet your training needs. The continuation of your contract of employment will be subject to satisfactory performance as assessed by your Line Manager and by satisfactory completion of the academic component of the programme/scheme as determined by the examiners of the degree course. Failure to satisfy the examiners will lead to termination of your contract resulting in exclusion from the programme at any point. Failure to complete the programme, will result in the termination of your employment with the employing authority. This statement gives details of your employment and is correct at <<BLANK>>. 1. JOB TITLE a) Your job title is Trainee Clinical Psychologist

8 b) A copy of your current job description is attached 2. CONTINUOUS EMPLOYMENT Your employment on this training programme begins on <<BLANK>>. This is the date on which continuous employment began for the purpose of the Employment Protection (Consolidation) Act Other continuous NHS employment will count for terms and conditions of service which are based on length of service. 3. JOB LOCATION Your job is based initially at <<BLANK>>, however, you will be required to work on clinical placement at other locations within <<BLANK>> according to programme needs. There will be prior consultation with you over the allocation of the placements but the final decision will rest with the Programme Organisers and the employer. 4. PAY For trainees on the 3 year full time training programme The pay scale appropriate to the training element of the programme is Spine Point Range currently <<BLANK>> rising to <<BLANK>> per annum, based on salary scales at <<DATE>>. Your pay on commencement will be <<BLANK>>. (Spine Point 17). For trainees on flexible training routes Alternatively, where training is accessed on a part-time basis from employment in the service, your pay will have 2 component parts. The appropriate pay scale for the employment component is spine point paid pro rata to the number of sessions spent in employment whilst the training component will be remunerated on the training range at spine point paid pro rata to the number of sessions spent in training. Where training takes place over 5 years, in the fifth year the training component will be paid pro rata at spine point 21. Further details can be found in the Guidance Notes for Employers on Pay Scales for Trainee Clinical Psychologists (2003), which are enclosed. Increments will be paid annually for both components of pay and the incremental date will be the anniversary of your start date. You will normally be paid on the last Thursday of each month by bank credit transfer to a bank or building society of your choice. Travel Expenses

9 You will be entitled to claim excess travel from your main placement base in line with Whitley Terms and Conditions. Full details will be provided in the induction pack. (Optional Edinburgh trainees only) [During the teaching blocks you will be required to reside within daily commuting distance of Edinburgh and special arrangements are in place regarding entitlements to travelling expenses. These are detailed in the Induction Pack.] 5. HOURS OF WORK You are expected to work such hours as are necessary for the proper and efficient performance of the clinical component of the programme, and to attend such courses and instructions as designated by the Organisers of the programme to meet the academic component of the course. 6. COLLECTIVE AGREEMENTS The employing authority has adopted the terms and conditions of service of the General and various functional Whitley Councils. Amendments to these are determined by the employing authority following agreement through the employing authority s negotiation arrangements with recognised staff side organisations. Further information and full copies of these agreements can be obtained from your line manager. 7. LEAVE a) Your leave entitlement in a full year commencing 1 st April is 25 days. Your specific entitlement for this year up to 31 st March is <<BLANK>> days. In addition in accordance with Section 2 of the General Whitley Council you will be entitled to 10 statutory and public holidays on dates determined by the employing authority, following consultation with staff side organisations. b) You may take leave as mutually agreed in advance between you, your line manager and the course organiser. c) On termination of employment you will be entitled to a portion of leave for each completed month from 1 st April to the date of termination. 8. SICKNESS ABSENCE Sick Pay entitlements and arrangements for notifying and certifying sickness absence are detailed below. If you are unfit for duty due to sickness you must notify the Designated Officer on the first day of sickness in accordance with the notification and evidence requirements as specified within your employing authority. If you are absent due to sickness for more than 3 consecutive working days you are required to complete an Employee s Notification of Sickness certificate. (These are available from your DSS office or the Personnel Department) for the first 7

10 consecutive days of absence and for sickness extending beyond 7 calendar days you must submit a certificate from your doctor. An employee absent from duty owing to illness who is entitled to Statutory Sick Pay under the Social Security and Housing Benefit Act 1982, the Social Security Circumstances Act 1992 and the Social Security Circumstances and Benefit Act 1992 shall receive the level of benefit payable under these acts. Full details relating to Statutory Sick Pay can be seen in the Personnel Department. An employee absent from duty owing to illness shall, in addition, be eligible to Occupational Sick Pay as follows: During first year of service 1 month s full pay (after completing 4 months service) 2 months half pay During second year of service 2 months full pay and 2 months half pay During third year of service 4 months full pay and 4 months half pay During fourth & fifth year of service 5 months full pay and 5 months half pay After five years service 6 months full pay and 6 months half pay 9. PENSION ARRANGEMENTS You have the option of joining the NHS Pension Scheme, participating in the State Earnings Related Pension Scheme or taking out a Personal Pension. A pack is included with this statement which provides information about the NHS Scheme and outlines the procedures you should follow once you decide on which type of pension arrangements are most appropriate for your needs. 10. NOTICE Termination of Contract The contract of employment is due to terminate on the date detailed on page 1. Since the purpose of the contract is to complete a training programme, you will not be entitled to a redundancy payment on its termination. If, however, you wish to terminate your contract before the completion of your training you are required to give one month s notice. The employing authority also reserves the right to terminate your employment on giving the appropriate notice which will be as below or in accordance with statutory notice periods. Please see the table below: Period of continuous service Minimum notice up to 3 months 1 week 3 months but less than 4 years 4 weeks 4 years or more 1 week for each year of continuous employment up to a maximum of 12 weeks

11 If you fail to provide the prescribed notice, <<ORGANISATION NAME>> may offset against any amount due to you, (including annual holiday entitlement), a sum for the period of notice unserved. The general entitlement is subject to the following qualification: 1) In the case of gross misconduct an employee may be summarily dismissed and his/her employment terminated without notice. 2) <<ORGANISATIONAL NAME>> has discretion to make payments in lieu of notice. These arrangements do not affect the employing authority s right to terminate your employment without notice by reason of your gross misconduct. Neither do they prevent either party from waiving rights to notice, nor the employing authority from giving payment in lieu of notice where appropriate. The termination of employment with the employing authority also means termination of the training scheme and vice versa. 11. CONFIDENTIALITY The employing authority requires its employees to maintain the confidentiality of information they may acquire in the course of, or arising from their employment. Any misuse of information will be treated as a serious breach of discipline, possibly leading to dismissal. It is recognised that each discipline has a requirement to adhere to its own code of professional conduct. General Obligations In the course of your duties you may have access to confidential material about patients, members of staff or other health service business. On no account must information relating to patients be divulged to anyone other than authorised persons for example medical, nursing or other professional staff, as appropriate who are concerned directly with the care, diagnosis and/or treatment of the patient. If you are in any doubt whatsoever as to the authority of a person or body asking for information of this nature you must seek advice from your senior officer. Similarly, no information of a personal or confidential nature concerning individual members of staff or health service business should be divulged to anyone without the proper authority having first been given. Particular regard should be given to your responsibilities/obligations within the terms of the Data Protection Act 1998 and to abide by its principles.

12 Failure to comply with Obligations Failure to observe these obligations will be regarded by your employers as serious misconduct, which could result in serious disciplinary action being taken against you including dismissal. 12. SECONDARY EMPLOYMENT The employing authority recognises from time to time employees may seek to take up additional employment with another employer or pursue outside business interests while still remaining in the employing authority employ. The academic and clinical demands of the Doctorate Clinical Psychology programme are such that additional employment is not feasible. However, in exceptional circumstances where secondary employment is being considered prior discussion and approval must be sought from the Programme Organisers. 13. PERSONAL PROPERTY The employing authority will not normally accept any responsibility for loss or damage to employees personal property. All staff are advised to insure their personal property. The employing authority will take reasonable steps to help staff secure the safety of their personal property while at work. 14. ACCEPTANCE OF GIFTS AND HOSPITALITY Employees must not normally accept gifts or excessive hospitality. The Programme Organisers can provide guidance, however, further information is contained in the Standard of Business Conduct for NHS Staff document a copy of which is available from the Personnel Department. 15. GRIEVANCE Any Grievance relating to your employment should be raised orally or in writing with your line manager. If the matter is not settled at this level then it should be raised in writing through the employing authorities Grievance procedure. A copy of the policy is available from the Personnel Department. 16. DISCIPLINE Any disciplinary action will be taken in accordance with the employing authorities Disciplinary Procedure. A copy of the policy is available from the Personnel Department. 17. HEALTH AND SAFETY Your attention is drawn to the employing authorities Health & Safety policy and you should also familiarise yourself with any local safety rules, policies and procedures which apply to your particular area of work.

13 18. SMOKING As an employing authority employee you will not be permitted to smoke on employing authorities premises. A copy of the employing authorities No Smoking Policy is available from the Personnel Department. 19. ALCOHOL A copy of the employing authorities approach to alcohol is available from the Personnel Department. 20. WORKING TIME REGULATIONS 1998 Under the Working Time Regulations 1998 an employer is required to take all reasonable steps to ensure that workers do not work more that an average of 48 hours per week. You are therefore required to advise your line manager if your total regular working hours are more than 48 (even if it is with other employers) and to sign a waiver agreement if you wish to continue to work more than 48 hours. You are also required to ensure that your commitment to other work does not affect your ability to carry out your duties for the employing authority. 21. GENERAL The remaining terms and conditions of service are those contained in the relevant Whitley Council agreements for your post or subsequent agreements determined through the employing authority s negotiating arrangements. Further information and full copies of the relevant Whitley Council agreements can be obtained from your Line Manager. 22. ACCEPTANCE OF OFFER If you agree to accept appointment on to the training programme on the terms specified herein, and the documents referred to, please sign the form of acceptance at the end of this contract and return the entire contract to <<NAME>> retaining the copy for your own information. Your acceptance of this offer must be returned by <<DATE>>. Yours sincerely

14 <<BLANK>> ACCEPTANCE OF OFFER I hereby accept the appointment offered in the foregoing letter on the terms and subject to the conditions specified and referred to therein. I also confirm that I have read and understood the attached enclosures. Signed.. Dated Print Name Please return to: <<NAME>> <<JOB TITLE>> <<COMPANY>> <<ADDRESS>> <<ADDRESS>> <<TOWN>> <<POSTCODE>> By <<DATE>>

15 Enclosures 1. Form of Acceptance 2. NHS Superannuation Scheme s Guide 3. Standards of Business Conduct for NHS Staff 4. Guidance Notes for Employers on Pay Scales for Trainee Clinical Psychologists (2003) 5. Job description Other documents referred to are available from your Personnel Department. Induction information to be provided 1. Travel expense claims for service and training components 2. Learning Plan 3. Course Handbook

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