Working with doctors Working for patients

National training survey information for deaneries and HEE local teams

Information for deaneries and HEE local teams about supporting the national training survey

Before the survey

Submitting data

Each year, we require each deanery/HEE local team to provide us with a list of their doctors in training and trainers. In 2017 the deadline for submitting records was 3 March.

You can find more information on our data requirements in briefing note 2 on our NTS documents page.

Promoting the surveys

We contact each deanery/HEE local team to find out what posters, flyers and postcards they want to promote the surveys. The promotional material is sent out before the survey starts. You can also download flyers, posters and postcards as well as an email template, a news story template and a powerpoint presentation for you to use to promote the survey from our NTS documents page.

Managing invites and reminders

We work with each deanery/HEE local team to set individual reminder schedules.

We send invites and reminders to email addresses and mobile numbers that we hold in our records. Deaneries/HEE local teams can send their own reminders to the email addresses that they hold.

Please remember that it is not necessary for a respondent to receive an invitation to complete the survey. They do not need an access code. They simply need to log in to GMC Online.

If you want to discuss your deanery’s/HEE local team's invite and reminder schedule, please email the Surveys Team.

During the survey

Reviewing trainee data change requests in GMC Connect as they come in and approve where appropriate

Deaneries/HEE local teams are responsible for ensuring their trainees’ training information is accurate.

We do not need to approve deanery/HEE local team decisions; the decision goes immediately back to the trainee. Data change requests from trainees will fall into two categories, depending on which data variable(s) they have requested to change:

  • Priority 1 (changes to deanery/HEE local team, 1st Programme and training level) – change requests that must be resolved before the trainee can continue with the survey, as they concern variables that affect the questions that will be presented to the doctor.
  • Priority 2 (all other values) – change requests that must be resolved before the survey closes, but do not prevent the trainee from continuing with the survey.

Trainers’ data changes are not currently managed through GMC Connect. We manage these changes through data cleaning at the end of the survey.

Excluding trainees

Deaneries/HEE local teams can exclude records at any time, not just in response to a trainee request. But they must provide a valid exclusion reason.

If you need to exclude a trainer please contact us.

Adding trainees and trainers who were not in your original data submission

Additional trainees can be uploaded using GMC Connect. Deaneries/HEE local teams need to check new records in the validation tool we have provided to make sure they will upload.

If you need to add a trainer please contact us.

Managing survey comments

The process for managing survey comments for 2017 is:

  • Deaneries/HEE local teams receive comments live during the survey window as soon as they are raised by respondents.
  • Deaneries/HEE local teams have until 6 July 2017 to investigate and respond to comments via GMC Connect.
  • The GMC review deanery/HEE local team NTS comment responses to ensure appropriate action is being taken.
  • The GMC send formal feedback to deaneries/HEE local teams

More information on managing survey comments can be found in briefing note 4 on our NTS documents page.

There are no free text questions for trainers.

After the survey

Data cleaning

After the survey closes, deanery and HEE local quality teams have an opportunity to review and make changes to the respondent training data (which may have changed during the survey). You can read more about this in briefing note 2 (pdf). 

Reporting

Before the reports are made public, deanery and HEE local quality teams have an opportunity to review survey results and prepare communications with their LEPs.

The 2017 reporting tool was published on 4 July.

All the results and reports from this and previous years’ surveys are available in our survey results section.