For several reasons, we have decided to split stages of training and posts. This will allow to analyse and calculate more information about each trainee and their posts.

Stages of Training
Stages of training are each trainees ST1/2/3 year and also any statutory leave. Some trainees will be working LTFT and this would be indicated in their Stages of Training. Some trainees have several different percentages of LTFT for a particular ST year so these are split up into separate stages of training. The trainees ‘requirements for this review’ (how many logs and assessments which they will see on their portfolio) is based on the percentage that they are working in ‘Stages of Training’ so it is important that this reflects their LTFT percentage.
Any breaks in a trainees training should be recorded as a ‘Stage of Training’. To add a new Stage of Training, go to the Trainee Page and click ‘add a new stage of training’. You will then be asked to enter the dates of this stage, the grade and whether it is FT or LTFT. You can also mark if this this stage of training is an extension. If the trainee is working LTFT, you will need to calculate the date for the end of that stage of training.
Posts
Posts are the ‘jobs’ that the trainee does. These are independent of the Stages of Training as often the jobs are out of sync with the stages with LTFT trainees or those who have had statutory leave. To add new Posts, click on ‘New Post’. You will then need to add the dates for the post, the ‘Speciality’ which is the GMC recognised Specialty and the Organisation, which is where that job is. If that organisation doesn’t exist, then it will first need to be added under Organisations in the main menu. There is also an area labelled ‘Description’ which you can use for more info if it would be helpful – this will be on the ARCP form. You can also assign ES/CS when adding the post (see the next section for more information).
Some trainees are now doing integrated care posts or are academic trainees. With these trainees it is important to put all of their posts in this section so in some cases the trainee will have two Posts with the same dates – this is okay. There is a section in the Posts which asks for the number of sessions, this does not need to be completed for normal posts but where the trainee is working in an integrated care post, it can be helpful to complete this. For example, you have a trainee working 60% in GP and 40% in secondary care during an ICP, you would add both of these posts and could put 6 sessions for GP and 4 sessions for the secondary care post. It doesn’t matter the actual number of sessions that trainee is working in each, it just allows you to easily see the split. If this trainee is working at 60%, the split and number of sessions would still be the same. This allows the system to calculate that the trainee has done enough time in secondary and primary care.
Assigning an Educational or Clinical Supervisor
You can assign the ES/CS when adding a new post or when editing an existing post. You also need to make sure that the ES/CS has that ‘job’ assigned to their account for that organisation.
When adding a new post, click on the menu next to the ‘Educational Supervisor’ or ‘Clinical Supervisor’ to add them to the post.

To add supervisors to the existing post: click the post on the training timeline and click ‘More details’. You will see a section called ‘Supervisors’. Click on the dropdown menu to add the supervisor (their role and linked organisation will be in brackets after their name). If you cannot find their name or the role is not that for which they are to have, then you will need to go back into the supervisors account and make sure they have the correct job assigned for that organisation.

Finally, you need to make sure that the supervisor is linked to the current review period. Select the open review period on the training timeline and click ‘More details’ to open it. Go to the ‘Permission to access’ section and add the supervisors to link them to the review period. Please note that the trainees can confirm their supervisors through the portfolio (based on the information entered in their posts).

CCT
When a trainee starts in ST1 you will need to set their expected CCT date. This would be normally be three years but if they are LTFT or ATCF then this will be different and need to be calculated. This CCT date of ‘End of training’ date should be entered on the main Person details page under ‘Demographics’. It is important that this date is updated when any changes are made to training as this is viewable by the trainee on their portfolio.
When a trainee has an ARCP, if their CCT date is changed at that point (if TOOT added on or an extension) then this will automatically update the CCT. Any changes made outside of the ARCP (such as change in percentage or statutory leave) will not automatically update the CCT and so this will need to be manually changed.