ROLE OF HEADS OF DEPARTMENTS, MENTORS AND SUPERVISORS IN ADVANCED SPECIALTY TRAINING

1. TERMS OF REFERENCE

1.1 In each hospital accredited for training by the Joint Committee on Specialist Training (JCST), there are Training Supervisors, Mentors and Heads of Departments responsible for implementing the training programmes.

1.2 All departments should have designated “Mentors” for trainees in their ‘parent’ or ‘home’ department. Mentors will oversee the trainees for the entire period of AST. Each Mentor should have only 1 – 2 trainees at any one time.

1.3 Training Supervisors are directly responsible for the trainees at each posting. They interact with trainees on a day to day or weekly basis.

1.4 Heads of Departments shall appoint Mentors and Supervisors for trainees at the beginning of training and at the start of each new posting. They are requested to inform JCST of all such appointments.

2 ROLE OF THE HEAD OF DEPARTMENTS

2.1 To receive and distribute communications and materials from JCST.

2.2 To ensure that the registration and supervision of trainees in his departments is being conducted properly, and to ensure continuity of training done during overseas attachment.

2.3 To coordinate the arrangement of programmes and rotations.

2.4 To recommend appointment of Mentors and Supervisors.

NB: The Department Head may concurrently assume the role of Training Supervisor and/or Mentor.

3 ROLE OF MENTORS

3.1 To advise trainees on all aspects of training during the entire period such that by the end of training, the trainees would have acquired sound clinical and management skills in the general specialty and subspecialties; good patient communication skills; positive attitude and current knowledge of ethical practice.

3.2 To monitor trainees’ progress through regular logbook reviews and feedback from Head, Supervisors and other staff.

3.3 To counsel trainees on deficiencies/weaknesses in training and make recommendations to the Head to address such deficiencies.

3.4 To assist in rotation of trainees through other departments and centers as appropriate.

4 ROLE OF SUPERVISORS (OR SURGICAL TUTORS)

4.1 A Supervisor is one who will be directly responsible for close supervision of the trainee during each 3 – 6 month period. Supervisors may be different as the trainee moves from one specialty team to another or between departments.

4.2 The Supervisor shall, at the start of each posting, review the trainee’s experience and outline the training objectives and programme of the trainee. Expectations in terms of clinical skills level and participation in CME and research must be made clear to the trainee.

4.3 The Supervisor shall provide advice to the trainee and monitor the activities of the trainee on a weekly basis; and evaluate the trainee using the Assessment Proforma to JCST at the end of each posting. The Head of Department or Mentor is required to sign the Supervisor’s report. The Supervisor shall also evaluate the trainee’s performance in the logbook. It is the trainee’s responsibility to forward the completed Assessment Form to the JCST Secretariat.

5 PROGRESSIVE ASSESSMENT

5.1 Supervision and assessment of trainees by Mentors/Supervisors is necessary to ensure the quality of training, general progress, suitability to continue training, suitability to sit the relevant exams, and the completeness of training.

5.2 A comprehensive assessment of a trainee can be provided by the use of :-

A. LOG BOOK

1. The log book provides information on :-
   1. case management data – patients managed, operative procedures, case mix, etc;
      
      
   2. educational activities - including teaching, research, publications, presentations at meetings, attendance at courses, workshops and seminars;
      
      
   3. administrative and non-clinical work directly related to that specialty.
      
      
2. The log book should be reviewed regularly by Mentors and Supervisors. Trainees will be required to submit to JCST relevant sections of the log book every 6 months.

B. 6-MONTHLY ASSESSMENT PROFORMA

1. At the end of each 6-monthly rotation, there should be a formal meeting of trainees and Mentors and Supervisors for review of log books. This should be documented by the Supervisor on an assessment proforma which should be sent to JCST.
   
   
2. After each 6-monthly review, the Mentor or Department Head should provide feedback information to the trainee. (Supervisors may show trainees their proforma ratings.)
   
   
3. Trainees with unsatisfactory progress should be advised and counselled by the Mentors and any programme deficiencies should be adjusted prospectively.

Joint Committee on Specialist Training (JCST)
June 03