OOP Frequently Asked Questions

Time out of programme (OOP) will not normally be agreed until a trainee has been in a training programme for at least one year of training.
Trainees in their final year of training will not usually be granted OOP either, unless applying to act up as a Consultant (AUC).
Occasions where OOP is granted to core trainees are likely to be highly exceptional given the short length and the nature of core training. It is important to remember that time out of programme is a privilege and is granted on an individual basis at the discretion of the Training Programme Director, Head of School and NHSE.

The categories are to support trainees in taking time out of a specialty programme. See the OOP Categories within the guidance for explanations

Trainees applying for OOPT or OOPR may apply for this period (or part of the period) to count towards training. A supporting letter or email from the Royal College or Faculty / JRCPTB / JCST must be submitted with these applications.
Any applications for time to count must be made in good time (with 6 months’ notice where possible and no less than 3 months prior to the OOP start date). After receipt of the OOP application and supporting College letter, LETB admin must then apply for prospective approval from the GMC if the OOP location is not a GMC approved setting.
Important note: Any applications for time to count in a setting not approved by the GMC MUST be submitted to the GMC for approval (by LETB staff) prospectively. NHSE takes no responsibility for applications that are submitted by trainees in retrospect and subsequently rejected by the GMC.
Please note, as stated in the Gold Guide: The period of recognition may be reduced if the training placement did not provide the expected competencies.          
Trainees may be able to take time out of programme to act up as a consultant (AUC) and may be able to credit this time towards a CCT or CESR(CP). If this kind of post is formally included in the approved specialty curriculum, additional prospective approval is not required from the GMC. Trainees acting up as consultants will need to have appropriate supervision in place, and approval will only be considered if the acting up placement is relevant to gaining the competences, knowledge, skills and behaviours required by the curriculum. In these circumstances, AUC will normally be for a fixed-term period of three months for both full-time and LTFT trainees.
It is sometimes possible to act up as a consultant outside of the current training programme, but this is rare. If trainees are planning on AUC outside of their current curriculum or in a different country they must provide a letter of support from the Royal College, Faculty, JRCPTB or JCST with their OOP application. The HEE local team must then apply for prospective approval from the GMC.  Time taken out of programme for experience, or a career break will not count towards training and the trainees CCT date will be adjusted accordingly.

See section 3. Documentation and Evidence to be provided with each application within the OOP Guidance.

Initial Conversation
Trainees considering taking time out of a training programme are required to discuss their intentions and gain approval from their Educational Supervisor and Training Programme Director before making an application to the NHSE local team.

OOP Application Once a provisional discussion has taken place with the ES and TPD, trainees must fully complete an OOP application form HERE, obtain all required electronic approval signatures before submitting for final approval, along with the required supporting documents.
We ask that OOP applications are submitted with 6 months’ notice where possible. This ensures time for any potential GMC applications to be made by the HEE local team. Once processing has taken place and final NHSE approval has been sought trainees will then be required to give 3 months’ notice to their current Trust or Practice if they are leaving the programme (this notice period is factored into the 6 months’).
Final authorisation must be obtained from the NHSE local team prior to leaving the programme.

Essential Supporting Documents
A brief overview of planned activities whilst out of programme must be submitted with ALL OOP applications.
The following documents are also required depending on what OOP category the trainee is applying for:
OOPT / OOPR with time to count
•           – Letter supporting time to count from Royal College / JRCPTB / JCST
– Job Description and/or Research Proposal (if available at time of application)
OOPT / OOPR without time to count
– Job Description and/or Research Proposal (if available at time of application)
AUC (only if acting up as a consultant in a post that may not meet the current curriculum)
– Letter supporting acting up post from Royal College / JRCPTB / JCST
– Job Description (if available at time of application)

For any trainee requesting OOPT or OOPR with time to count towards training, Royal College / SAC approval is required in the form of a letter. It is the trainee’s responsibility to obtain this approval letter in good time and submit it to NHSE along with their OOP application form. Once NHSE is in receipt of this approval letter and the fully completed OOP application form, an application to the GMC will be made on the trainee’s behalf (see GMC FAQs below).
 
Please note: The Joint Royal College of Physicians Training Board (JRCPTB) and Faculty of Public Health will only provide supporting approval of time to count towards training for placements that are not already included on the list of GMC approved settings. If you are unsure whether your placement is already on this list, either contact the GMC or alternatively the NHSE, EoE OOP team will be able to check this for you.
 
If OOPT / OOPR is not counting towards training Royal College / SAC approval is not required. Nor is it required for OOPE and OOPC applications.

For any trainee requesting OOPT or OOPR with time to count towards training, GMC approval is required prospectively, prior to the commencement of the OOP placement.
 
Please note: NHSE takes no responsibility for OOP applications that are submitted by trainees retrospectively and subsequently rejected by the GMC.
 
If OOPT / OOPR is not counting towards training GMC approval is not required. Nor is it required for OOPE and OOPC applications.

The GMC cannot accept applications from individual trainees, Royal Colleges, Speciality Advisory Committees or Faculties.
 
If GMC approval is required, this must be sought by the NHSE local team staff on behalf of the trainee. This will only be possible once all required documentation has been received from the trainee (fully completed OOP application form, supporting statement, job description or research proposal and College support letter).

No. However trainees must ensure their Educational Supervisor, TPD and Employing Trust are aware of their intentions, as well as the PSM so electronic records can be kept up to date

Trainees should contact the HR and Pensions Departments at their Employing Trust when considering OOP.  This is important to clarify the implications for their continuity of NHS Service and any possible effect on maintaining their licence to practice during the proposed period of OOP. If the trainee becomes employed by a university, they may be able to maintain NHS pension scheme membership under a direction arrangement. The University can pay pension contributions under the direction arrangements to the NHS pension scheme.
The Pensions Department have advised as follows:
– If the period is part of their training programme and the doctor still has an NHS contract of employment and is paid by the NHS then they can remain a member of the NHS pension scheme.
– If the period of research is neither of these, nor the employer classes it just as a career break, if the trainee wants the period to be pensionable, they will have to pay the contributions in accordance with the NHS Pensions Career Breaks policy.
These will need to be confirmed by the employing trust.

Trainees must continue to have an Annual Review of Competence Progression (ARCP) or Record of In-Training Assessment (RITA) for which an out of programme report will need to be submitted for each year that they are out of programme for consideration by the annual review panel. This will need to be accompanied by an assessment report of the trainee’s progress in their research or clinical placement. Failure to do this could result in the loss of the training number.  A Form R must also be submitted yearly.

As stated in the Gold Guide:
– OOPT will normally be for a period of up to one year.
– OOPE will normally be for a period of up to one year.
– OOPR Time taken out for research purposes is normally for a higher degree (e.g. a PhD, MD or master’s degree) and will not normally exceed three years.  OOPR exceeding three years will only be granted in highly exceptional circumstances and requires specific prospective approval from the Postgraduate Dean.
– OOPC The duration of OOPC will normally be a period of up to one year. A second year of OOPC can be considered but is at the discretion of the Postgraduate Dean, who may take into account prior OOP periods for other reasons. Any further extension beyond a two-year period out of training may only be granted in exceptional circumstances with the agreement of the Dean.

Breaks longer than 12 months will need to be discussed with your Post Graduate Dean.

If you are considering going Out of Programme Guidance (OOP) you should ensure you understand the implications this may have on your sponsorship as the requirements vary on the different categories of OOP
 
Out of Programme (OOP) and your sponsorship | Medical Hub (hee.nhs.uk
 
NHSE are your Skilled Worker/Tier 2 Lead Sponsor whilst you are in a training programme. Please ensure you check your eligibility for OOP and any impact this may have on your Visa status, before you apply, via england.sponsorship@nhs.net – you must tick the form of the box indicating you have checked that your application meets eligibility requirements or are aware of the implications on your sponsorship status.

As per the Gold Guide, you must declare by ticking a box on the applicant declaration section confirming that you will maintain their GMC registration with a licence to practice while you are Out of Programme.

Please submit your application at least 6 months prior to your OOP start date – please note that we encourage trainees to apply for OOP as soon as possible.
 
This ensures time for any potential GMC or other applications to be made by the NHSE local team. Once processing has taken place and final NHSE approval has been sought trainees will then be required to give 3 months’ notice to their current Trust or Practice if they are leaving the programme (this notice period is factored into the 6 months’).

You must contact your employing trust/HR as soon as you are planning a period of OOP in order to understand the implications for your NHS continuous service and employment issues. 

All trainees on OOP are encouraged and advised to access SuppoRTT (Supported Return to Training). For Public Health Trainees this is done through Wessex SuppoRTT, the information on this process can be found HERE and complete a pre-absence form.  SuppoRTT is a national programme designed to improve the experience for all postgraduate doctors and dentists who have been out of training for 3 months or more. 
Many postgraduate doctors and dentists take time out of training for a number of reasons which can often vary in duration.
This can include: parental leave, OOPs, career breaks, carer’s leave and sickness.
NHS England understands that regardless of the reason, returning back into training can be a challenging and stressful time for a postgraduate doctor / dentist. However, you are not on your own; NHS England, your School and your host Trust are here to support and guide you through this process. 
Please note OOP and SuppoRTT are separate processes. 

Plans can change sometimes – please keep your TPD and the OOP team up to date with any changes to your plans whilst on OOP – such as delayed starts or requests for an early return. If you wish to request an early return from your OOP, this should be discussed with your TPD well in advance.
An early return to your training programme cannot be guaranteed and you would need to remain out of programme until a new return date can be mutually agreed.