Important notice about evidence in support of certification applications

A large percentage of the applications we receive are not right and we have to return them to the applicant. The most common problem with the evidence submitted is that the documents are not authenticated, not validated or not anonymised.

We do not accept original documents, only copies. Through authentication and validation we can be satisfied that these copies are genuine.

We also need to be assured of patient confidentiality and therefore do not accept documents featuring details of patients or colleagues that have not been anonymised.

Please make sure you read and comply with the guidance below when compiling your evidence.

Authentication

Evidence proving registration with another medical regulator or qualifications obtained outside the UK must be authenticated by the awarding body, or by a solicitor.

This means that the awarding body or solicitor must, upon seeing the original certificate, stamp, sign and date the copy to confirm that it is genuine.

Such copies are sometimes known as certified copies.

We will not submit evidence to the Royal College for assessment unless it has been correctly authenticated. Any evidence not correctly authenticated will be returned to you.

Validation

Each page of every piece of evidence that shows your training and experience history must be validated.

Who can validate evidence for you

Training and experience evidence must be validated by someone in a supervisory position at the hospital who can confirm that it is a true and accurate record.

Validation of training and experience evidence can not be done by a solicitor.

What does validation mean

Each page must show the relevant hospital stamp and a signature of the person validating the document.

Each document must also show clearly the full name and job title of the person validating the document as we may contact that person to verify the information.

Where a document has multiple pages, the first page and any consolidation sheets must show the stamp, signature, name and job title as described above. They must also show the number of pages the document contains. Any pages thereafter may simply show the stamp and signature.

Letters

All letters you submit as evidence must be provided on letter headed paper and be signed by the relevant party. If you send the original, it does not have to be validated. A photocopy of the letter however must be validated.

Please ensure that the documentary evidence submitted is specific to you, and contains your name within the document.

We will not accept paperwork that: 

• is not validated
• does not make any specific reference to you

We will not submit evidence to the Royal College for assessment unless it has been correctly validated. Any evidence not correctly validated will be returned to you.

Patient or colleague confidentiality

You must make sure that all personal data relating to patients and their families is removed from all the documentary evidence you submit in support of your application.

If you do include documents that identify patients or their families (for example letters) in support of your application then you must include evidence that you have obtained written consent from those individuals before you submit those documents.

You must also make sure that information relating to colleagues is anonymised where that information is not in the public domain. This includes documentation about your training of colleagues, such as copies of their appraisals. Minutes of meetings are considered to be in the public domain and names of colleagues are not confidential and should be left in.

Failure to comply with these requirements may constitute a breach of the Data Protection Act 1998 and the patient confidentiality standards in Good Medical Practice (opens in a new window). And we may return your application and refer you to our Fitness to Practise Directorate.