Newcastle University
Annual Job Plan Review 2013/14
Notes on completion of annual job plan review
1. Before the discussion
If the job planning process is to have meaning and to be helpful to both the consultant and
the employing organisations, some preparatory work is necessary by all parties. Where
possible the job planning discussion should take place immediately after the annual
appraisal as much of the information can then be shared. As the personal development plan
will have been agreed at the appraisal session, it can inform the job planning discussion.
2. The job plan
Should identify the individual commitments to both organisations and agree objectives for the
coming year. From the employers perspective it should arrive at a plan of work that makes
clear their joint expectations of the consultant. It needs to include the following elements:
The number and type of Programmed Activities (PA):
Academic to include:
 Teaching commitments
 Academic research agenda, including any time employers agree should be regarded
as protected research time
 University management responsibilities
Clinical to include:
 Direct clinical care (DCC) including medical outpatient clinics where patients are
treated as part of their ongoing care with students in attendance
 On-call commitments (if any) and an assessment of the average unpredictable
emergency work associated with on-call duties.
Clinical Supporting Professional Activities (SPA) e.g. audit, CPD activity, and other
activities related to revalidation.
Additional Professional Responsibilities (APR) e.g. work for Northern Deanery, NICE and
other external duties.
Any commitments to other organisations, including details of any payments made by
those organisations – section 5 of job plan.
3. The principles of job planning:
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The basic contract is for 10 PAs with the norm being a 5 academic to 5 clinical split.
The following approach is relevant to all University Clinical Academics; other
arrangements apply to those with A+B contracts.
The approach is applied irrespective of where the funding comes from for an individual
post.
Levels of on call are agreed by the relevant Trust in which the clinical academic has their
honorary contract; all on call payments are paid for by the Trusts.
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All clinical academics should have identified within their clinical component 1 SPA to
cover necessary clinical development including that required for revalidation purposes.
It is recognised that there are also professional development needs that relate to
academic work. This equates to nominally 1 SPA in the academic part of the job plan but
there is no need for this to be separately identified within any indicative timetable.
Any additional temporary clinical PAs are based on the level of DCC in full consultation
with the relevant line manager in the Trust.
Additional temporary PAs may be recognised for those individuals with a large research,
teaching or management/leadership portfolio; normally this would be up to 1 additional
temporary PA (but in exceptional circumstances could be 2 PAs).
The temporary additional PAs in the academic component would be awarded in
consultation with the relevant academic line manager and subject to agreement by the
Faculty Equity Committee.
The Faculty strongly supports the use of indicative job plans (rather than complicated
detailed plans that include parts of PAs down to several decimal points).
The use of generic labelling of academic sessions rather than detailed breakdown of
specific projects, teaching responsibilities etc; this detailed breakdown is now the function
of the workload planning spreadsheet which feeds into the Follett appraisals.
Clinical Academics will be expected to deliver 43 weeks of pro rata clinical activity.
Within indicative job plans, a full academic day should equate to 2 PAs; activities
wherever possible should be declared in blocks of whole PAs rather than fractions.
Where CLRN sessions have been awarded, these must appear within job plans as DCCs.
It is agreed that where a clinical academic is otherwise on less than 12 PAs, a CLRN
session can be allocated as an additional temporary PA and the money will be included in
the salary. Where the individual is already on 12 PAs the income generated through the
CLRN will not be included in the salary.
Any additional payments for external activities such as Postgraduate Deanery, Head of
School functions, etc. must be declared in the job plan and agreed by the relevant
academic line manager. Official duties with external agencies such as Royal Colleges
should be declared in the job plan document with an estimation of “awayness”; activities
but should not be included within the job plan schedule unless there are explicit
arrangements for reimbursement of those sessions by the relevant body via the University
or relevant Trust.
Additional remunerated activities described as additional clinical practice (any clinical
work which generates a payment to the clinician) should also be declared on the job plan
and where this amounts to a significant regular session be identified in the indicative plan
but will not count towards remunerated PAs.
We are unable to renumerate for academic PAs or SPAs for work carried out during
evenings or weekends.
4. The Process
Please see flow chart attached. All job plans for clinical academics will be collated by
Institute Directors or their representatives and then forwarded to Pauline Cogan,
Clinical Academic Office.
Job plans will be reviewed by the Faculty Equity Committee who will either approve
the job plan or request further clarification or changes. Any changes will be
coordinated via the Institute Director or Head of School.
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Newcastle University Annual Job Plan Review 2013/14
1.
Name:
Date of Review:
Institute/School:
2.
Have the academic and service objectives from last year been met? Yes/No
3.
Is this a team job plan?
Yes/No
If yes, please detail other team members below
4.
5.
No. of Programmed Activities:
Academic
DCC
SPA (clinical)
Total PAs (max 10)
Total temporary PAs
OVERALL TOTAL
Current job plan
Proposed job plan
On call Category (if appropriate)
On call frequency
A/B
A/B
Please provide details of any recharge arrangements associated with this post. This
should include the name of the funding provider, e.g. CLRN and if the funding is a
monetary amount or a specified number of programmed activities.
Source of funding
Amount of funding
Period of funding
6. Predicted “awayness” i.e. Special Leave and Official Duty; describe activity and
expected number of days leave. Outline separately “academic leave” (guest lectures;
collaborative research; external examiner ships, etc.)
Annual total expected……days for activity
7. Do you intend to undertake additional remunerated clinical practice / private practice in
the next year?
Yes/No
If yes, please detail below and attach a copy of your indemnity/insurance certificate.
Planned location
Expected timing
Type of work
Have you complied with the Faculty Policy on additional clinical practice:
http://www.ncl.ac.uk/executive/assets/documents/C_002.pdf
8. Additional Professional Responsibilities that are separately remunerated
e.g. work for Postgraduate Deanery or NICE etc.
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9. Agreed Service and Academic Objectives for forthcoming year
Corporate
i)
ii)
iii)
To undertake and complete an annual joint appraisal
To ensure that leave of all types is approved and correctly recorded
To follow Trust and University Policies and Guidelines
Academic – e.g. objectives from Follett appraisal, such as research outputs, grants,
numbers of papers; teaching, development of teaching programmes, etc.
iv)
v)
Directorate Based – e.g. service outcomes including the introduction of new clinics,
achievement of targets, etc.
vi)
Clinical Academic Name:
Signature:
Date:
Head of Academic Unit Name:
Signature:
Date:
Clinical Director Name:
Signature:
Date:
-------------------------------------------------------------------------------------------------------------On completion of form please send together with:
a) Schedule of Planned Work
b) completed Pay Progression form and
c) Personal Details form to:
Institute Director by 15th April 2013 who will then forward to Pauline Cogan,
Clinical Academic Office, 3rd Floor William Leech Building, Faculty of Medical
Sciences, by 30th April 2013.
Decision by Faculty Equity Committee (including any comments):
No. of Programmed Activities:
Academic
DCC
SPA (clinical)
Total PAs (max 10)
Total temporary PAs
OVERALL TOTAL
On call Category (if appropriate)
A/B
On call frequency
Signed:
Date:
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Schedule of Planned Work to be undertaken during 2013-2014
Morning
Name: .....................................................................
Afternoon
Academic
Hours PAs
DCC
Hours PAs
Clinical SPA
Hours PAs
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday (detail
clinical work
only)
Sunday (detail
clinical work
only)
TOTALS
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Job Plan Review 2013/14
Personal Details
It is important that we try to improve our records of contact information, please ensure that you notify University HR Medical Sciences
of any future changes.
Name:
Title:
Work address:
Home address:
Telephone Numbers:
Home:
Office:
Mobile:
Secretary:
Dect:
Bleep Number:
Email Address
University:
Other:
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NEWCASTLE UNIVERSITY
Progression through Pay Thresholds
Part A – complete where criteria has been met
In accordance with the University Terms and Conditions - Annex D I can confirm that the following individual has met the criteria outlined below in relation
to 2013/2014:
Name: ______________________________________
Criteria
Outcome (Please circle)
made every reasonable effort to meet the time and service commitments in the integrated Job Plan;
YES/NO
YES/NO
participated satisfactorily in the joint appraisal process;
Date of most recent Follett appraisal
participated satisfactorily in reviewing the integrated Job Plan and setting personal objectives;
Date:
YES/NO
met the personal objectives in the integrated Job Plan, or where this is not achieved for reasons beyond the clinical
academics control, made every reasonable effort to do so;
YES/NO
worked towards any changes identified in the last integrated Job Plan review as being necessary to support the
achievement of the University’s or the Trusts objectives;
YES/NO
taken up any offer to undertake additional Programmed Activities that either employer has made to the clinical academic,
under the provisions of Annex C;
met any standards of conduct, required by either employer, governing the relationship between private practice and
contractual commitments.
Head of School/Director of Institute or nominee:
Clinical Director or nominee:
Signed:
Signed:
Print Name:
date:
YES/NO
YES/NO/ NOT
APPLICABLE
date:
Print Name:
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Part B - complete where criteria has not been met
I can confirm that the criteria for movement through the pay threshold have not been met for the following reasons; (please supply details on a separate
sheet if required)
Head of School/Director of Institute or nominee:
Clinical Director or nominee:
Signed:
Signed:
Print Name:
date:
date:
Print Name:
Please return this pro-forma along with your job plan review form and schedule of planned work to your Institute Director or Head of School who will then
forward on behalf of the Department to Pauline Cogan, Clinical Academic Office, 3rd Floor William Leech Building, Faculty of Medical Sciences.
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