INSTRUCTIONS TO HELP YOU COMPLETE YOUR APPLICATION FOR A DERMATOLOGY REGISTRAR TRAINING POSITION
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1 INSTRUCTIONS TO HELP YOU COMPLETE YOUR APPLICATION FOR A DERMATOLOGY REGISTRAR TRAINING POSITION This instruction sheet is provided to assist you in filling out your application form for a training position in dermatology. If you have any questions or queries, please contact the College office on Registration You will need a valid address and a password to register as an applicant. Once you have registered the applicant will be taken to the Applicant Profile. There are three tabs on the Applicant Profile: Dashboard This is the main screen and gives the applicant access to other information. Profile This is the basic profile of the applicant. It can be filled out first with the name and address information. The applicant can also access the My Application information from this tab Application This is the application form. The application form uses a dropdown menu on the left hand side. It is recommended that the applicants read through all the instructions before commencing the application. The instructions can be downloaded *here*, from the Application Dashboard or from the Instructions tab on the Application Menu. The instructions can also be viewed at any time during the application process by selecting the Instruction tab on the menu. However it is recommended to save any information before moving away from the page or information will be lost. Each section can be saved and the applicant can return to the application at any time before the closing date of 31 March. However once payment has been made and the application submitted no changes can be made to the application. The application provides the opportunity for documentation to be uploaded to the application form. Document size cannot exceed 4MB. If the documentation is uploaded you do not have to send it to the College. If you choose to send the documentation by mail all information must be received by the College by 31 March If you choose to send your documentation by mail you please see the following do s and don ts: DO Include the checklist This can be downloaded from the Dashboard It is in word format so that lines can be added and subtracted from the page. Number each piece of evidence so that it aligns with the checklist and application Each section of the application is numbered and has a space on the checklist. Please put that number in the top right hand corner of the documentation. Have any copies of official transcripts or other official documents, such as medical registration certificates or passports, certified. (Please note that any original transcripts or documents will not be returned to sender.) Have all documentation as required for the application. The checklist will state which items are compulsory DON T Send your documentation in a display book, sheet protectors or any other type of folder. Please clip together all documentation in one corner with a paperclip or bulldog clip Staple any documentation together
2 SECTION 1 Application Information 1.1 Contact Details If applicant has filled in the Profile first, this information should be pre-filled and vice versa. In this section you are required to supply your full name, address, contact details, phone number. You are also required to comment on your Aboriginal and Torres Strait Islander and residency status. If you select Permanent Resident or Other in regards to your residency status please supply documentation in support of your status. Click on the Choose file button for upload. Please note that you can only upload one file. If you have uploaded the wrong file, simply reselect the correct file and it will automatically override the previous file. 1.2 Medical Registration In this section you need to confirm your medical registration with the Medical Board of Australia. In this section you will also be required to indicate if you hold medical registration in another country, and to specify country. By clicking on the Choose Files button, you can upload your Medical Registration Certificate on this page. You also have the option to select to send the documentation to College by post. SECTION 2 Education 2.1 Tertiary Qualifications To add a qualification click on the Add Tertiary Education button. Qualifications should be listed in order of currency. (Most recent to least recent) Qualifications will be shown on the final application form in the order that they are shown in the application form. If you have completed any bridging qualifications to practice medicine in Australia, please include these here. Completed and awarded qualifications only may be listed in this section. Any short courses or other qualifications such as CPR etc should be listed in 2.4 Other Qualifications. Any courses in progress or completed but prior to award of final qualifications should be listed in 2.5 Study in Progress If you have repeated any years or undertaken additional years during your study (e.g. failed subject, ill health, BSc year out, undertaking research training, or completing optional units) answer yes to the repeated/additional years question and provide details. By clicking on the Choose Files button you can upload your official transcript for each qualification. This will allow for multiple files to be uploaded. You also have the option to select to send the documentation to College by post. 2.2 Academic Awards List any awards, prizes, or formal award of honours obtained during your tertiary education. This includes any received prior to commencing medicine. Note that we will have your academic transcript: do not specify high grades as honours. To add an academic award click on the Add Academic Awards button. Awards will be shown on the final application form in the order that they are shown in the application form.
3 Awards should be listed in order of currency. (Most recent to least recent) By clicking on the Choose Files button you can upload your official transcript for each qualification. This will allow for multiple files to be uploaded. You also have the option to select to send the documentation to College by post. 2.3 Scholarships List any scholarships you have received. To add Scholarships click on the Add Scholarships button. Scholarships will be shown on the final application form in the order that they are shown in the application form. Scholarships should be listed in order of currency. (Most recent to least recent) By clicking on the Choose Files button you can upload your official transcript for each qualification. This will allow for multiple files to be uploaded. You also have the option to select to send the documentation to College by post. 2.4 Other Qualifications List any other qualifications you may have obtained. This includes any short courses you may have taken. To add other qualifications click on the Add Other Qualifications button. Other qualifications will be shown on the final application form in the order that they are shown in the application form. Other qualifications should be listed in order of currency. (Most recent to least recent) By clicking on the Choose Files button you can upload your official transcript for each qualification. This will allow for multiple files to be uploaded. You also have the option to select to send the documentation to College by post. 2.5 Study in progress List any courses in progress, currently under assessment, or completed but pending award of final qualifications. To add studies in progress click on the Add Study in Progress button. Studies in progress will be shown on the final application form in the order that they are shown in the application form. Studies in progress should be listed in order of currency. (Most recent to least recent) 2.6 Incomplete Qualifications Please list any postgraduate courses, medical specialist training programs, etc., attempted but not completed, and reasons why.
4 SECTION 3 Employment 3.1 PGY1(Intern) Please list all terms individually by clicking on the Add PGY1 button. You can upload your letter confirming completion of PGY1 by clicking on the Upload Evidence Button. You also have the option to select to send the documentation to College by post. PGY2(Resident) Please list all terms individually. If you are currently undertaking PGY 2 include terms to be completed for the remainder of the year. You can upload your letter confirming completion of PGY2 by clicking on the Upload Evidence button. You also have the option to select to send the documentation to College by post. You also have the option to declare if the evidence is the same as indicated in PGY1. If the letter confirming completion PGY1 and PGY2 are the same letter, please only upload the document once for PGY1 and click in the checkbox for PGY Other Medical Experience/Appointments Please list any other medical experience and/or appointments that you may have completed by clicking on the Add Other Medical Experience/Appointments button. Please include current position and placements if applicable. 3.4 Dermatological Experience Please select Yes or No to answer the question regarding your previous dermatological experience. If you select No there is nothing more to enter. If you select Yes then the Add Dermatological Experience button will appear. To enter details click on this button. Please enter the location, number of hours and the work undertaken. You will need to upload a letter signed by your dermatology supervisor supporting this experience. Only include experience for which you can obtain a verifying letter from your dermatologist supervisor. By clicking on the Choose Files button you can upload your verifying letter. This will allow for multiple files to be uploaded. You also have the option to select to send the documentation to College by post. 3.5 Other Employment Please include all other employment including prior to, during and post-graduation by clicking on the Add Other Employment button. 3.6 Employment Declaration Please provide details regarding any periods outside the workforce since graduating. Examples may include compassionate leave, accompanying a spouse whose employment took them elsewhere when you could not work, maternity leave, etc. In this section you will also be required to disclose if you have been dismissed or suspended from a position or if you have been the subject of a disciplinary action by a Medical Board or Hospital. The areas greyed out will become available if the answer Yes is selected for any of the questions.
5 SECTION 4 Publications, Posters and Presentations 4.1 Publications, Posters and Presentations In this section you should include all your publications, posters and presentations. Do not include work in preparation. To begin to add Publications and Presentations please click on the Add Publications and Presentations button. Work should not be repeatedly presented. Group your work according to subject/area of research. Put the subject/area of research in the subject line and put all publications, oral presentations and posters pertaining to that subject/area of research under that subject line. You can add and remove publications, oral presentations and posters as required using the Add More and Minus buttons. If a publication is in press, please provide documentary evidence such as an of acceptance from the editor. NOTE: If you article has been published please DON T upload the article. It is not compulsory that you provide evidence for this section, unless your publication is still in press. Authors must be listed in the order presented at publication or in submission to the conference. Each subject/area of research will be saved individually. To create another subject/area of research click on the Add Publications and Presentations button again. The publications and presentations will be listed by subject/area or research. To see individual entries within the subject/area or research click on the title of the subject/area or research. You are then able to edit the entries within the subject/area or research. SECTION 5 Research 5.1 Research In this section you should list all your research projects, including project title, supervisor, university/college/institution, and the year(s) of the research by clicking on the Add Research button. By clicking on the Choose Files button you can upload your verifying letter. This will allow for multiple files to be uploaded. You also have the option to select to send the documentation to College by post.
6 SECTION 6 Community and Leadership 6.1 Participation In this section you should include all community, sporting, committee, professional associations and other organisations in which you have been substantially involved, including positions of responsibility and any awards for exceptional achievement. Please note the time involved in the activity (e.g , monthly). The contact referee is someone who can verify your participation in the activity. You need to provide documentary evidence to support all community and leadership experience/positions. This can be a letter of confirmation from the organisation concerned detailing the involvement and level of commitment. Click on the Add Participation button to add an activity. By clicking on the Choose Files button you can upload your verifying letter. This will allow for multiple files to be uploaded. You also have the option to select to send the documentation to College by post. 6.2 Hobbies In this section you should list your hobbies and other recreational pursuits. SECTION 7 Referees All referees must be acquainted with the applicant s work within the last two years. Referees are not required to submit written referee reports and such reports will not be used in the application process. One of the referees will be contacted prior to shortlisting (not necessarily in the listed order). The College will determine which referee is to be contacted. For applicants who are shortlisted, other referees may be contacted at a later stage. Please note that all fields in each section must be completed for the information to be saved. 7.1 Medical Peers Nominate two references who are of equal status with whom you have worked directly. 7.2 Medical Supervisors Nominate two references who are or have been medical supervisors of your work. 7.3 Paramedical or nursing staff Nominate two references with whom you have worked. 7.4 Privacy Consent Form Please accept the conditions of the Privacy Consent statement by clicking in the box. The consent form permits the College to contact any person with whom you have worked other than your nominated referees.
7 SECTION 8 State Selection In this section you are required to choose two states (and two states only) where you would prefer to undertake your training. It is up to you as the applicant to make these choices based on your individual domestic circumstances and work preferences. In the normal course of events, candidates will not be considered for training in other locations. Please note that New South Wales - Rural is regarded as a separate state. This is a rural-based training position. Please select the state(s) in which you wish to train by clicking on the check box. Once selected the state(s) the option will be available to choose the order of preference from the drop down menu. If one of your selections is New South Wales - Rural, a drop down box will appear with an additional question. In this question we are interested in your commitment to living and practicing in rural areas and past experience in rural medicine. SECTION 9 Conditions You must accept all conditions in this section for your application to be processed. 9.1 Statement of Authenticity You need to click to accept the Statement of Authenticity. 9.2 Disclosure You need to click to accept the duty of disclosure. 9.3 Commitment to Participate You need to click to accept the commitment to participate Click Save and Continue to move onto the payment screen. If you have not filled out any areas that are compulsory an error message will appear outlining the missing information. This information will need to be entered before you can proceed to the payment section. PLEASE NOTE: Once you make a payment you will not be able to change any information on your application form. Please ensure that all information is correct before moving on to the next stage.
8 SECTION 10 Payment PLEASE NOTE: Once you make a payment you will not be able to change any information on your application form. Please ensure that all information is correct before proceeding with payment. Payment will be by credit card (VISA/MASTERCARD) only. A receipt will be forwarded to you upon receipt of payment. SECTION 11 Submission This sends your application to the College. Thank you This acknowledges that your application information has been saved. You will receive an acknowledgement that your application has been received by the College, together with a copy of your completed application. A version of the information submitted will be sent to your address. If you have not received acknowledgement from the College office within 48 hours, please contact the College on
9 FREQUENTLY ASKED QUESTIONS How do I indicate the end date for my current position? If you current position does not have an end date, use the date 31 December 2013 as the end date and in the position field indicate that this position is continuing with no end period. Can I use a dermatologist as a referee? Yes, but it is not essential. Whomever you choose as a referee must be someone who has worked with you and/or knows you work within the last two years. I m in a research position and haven t had paramedical or nursing staff working with me in the past few years. How do I fill in this section of the form? In this case, you should nominate as a referee research support workers such as technical staff who may not be medically qualified and who have worked with you and have known your work within the last two years. Can I add additional publications once I have submitted my application? No. Do I include part time work while completing university studies? Yes. With regard to referees, can you clarify what you mean by medical peers of equal status with whom the applicant has worked directly? A medical peer is someone with whom you have had a close day to day working relationship, i.e. a team member who you have worked with, such as a resident or registrar, rather than a supervisor. Do I need to complete a dermatology term before applying for a training position? Prior experience in a dermatology term during PGY1 and PGY2 years is not an essential pre-requisite for selection. However, because we are looking for suitably motivated people, evidence of interest in dermatology will be viewed favourably. How many people in the interview room? There will be 2 panels of interviews. Panel 1 is a structured behaviourally based interview. There will be 7 people on this panel. Panel 2 focusses on the application form, referee reports or reports from other persons and medical scenarios. There will be 3 people on this panel. The interview is structured to establish the candidates degree of match with the selection criteria. What sort of questions will I be asked? For Panel 1, you will be asked a number of behavioural questions. For Panel 2, you will be asked questions about your application, referee reports or reports from other persons and medical scenarios. Am I given any reading time? Only for Panel 1 and the behavioural questions.
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