Help with NTS data variables for deaneries

Field Mandatory field? Requirement Validation rules
GMC number* Mandatory Must be a 7 digit number, eg '1234567' This will be validated against the GMC list of registered medical practitioners.
First name* Mandatory Free text This will be validated against the list of registered medical practitioners.
 Surname*    Mandatory  Free text, must match doctor's name on GMC Register  This will be validated against the list of registered medical practicioners.
1st Programme Code* Mandatory Must be 3 letter GMC deanery code followed by either 3 or 4 numbers: eg 'LON123' This will be validated against your deanery's pre-approved reference data. If a trainee is participating in more than one programme you must decide which one to report on. You can only choose one value.
1st Programme Specialty* Mandatory Free text, must match Programme Code This will be validated against your deanery's pre-approved reference data and therefore must be the correct specialty for the programme code provided.
2nd Programme Code
(where applicable)		 Mandatory where applicable Must be 3 letter GMC deanery code followed by either 3 or 4 numbers: eg 'LON4567' This will be validated against your deanery's pre-approved reference data.

Collecting this data will enable the GMC to identify the number of doctors on dual CCTs and what specialties they are training in. The survey will not ask questions on this specialty.

2nd Programme Specialty

(where applicable)

 Mandatory where applicable Free text, must match Programme Code This will be validated against your deanery's pre-approved reference data and therefore must be the correct specialty for the programme code provided.
Training Level or Grade* Mandatory Must be a two or three character code, conforming to one of the following values: F1-2, CT1-3 or ST1-8. ‘CT’ or ‘ST’ with no number following is not an acceptable value.

Please Note: SpR is no longer a valid Training Level for the National Training Survey. For these trainees, deaneries must provide an equivalent ST or CT level for the doctor. This should be calculated by taking the doctor's CCT date, and working backwards. In these cases, please select 'SpR' as the Trainee Type for these records.		 This must be a valid value for the selected programme.
Post Specialty Mandatory Free-text, must match a value on pre-determined list.

Note: Please use 'Academic trainee' to indicate any doctors that are currently in academic post without a clinical component.		 This is the post specialty and is independent of the programme specialty. The description must exactly match one of the pre-determined post descriptions as contained in the data collection tool. If a trainee holds more than one post you must choose which one to report on.
Post Start date Not mandatory Must be provided in UK dd/mm/yyyy format. This date must be before 26 March 2013.
Post End date Not mandatory Must be provided in UK dd/mm/yyyy format. This date must be after 26 March 2013.
Board or Trust Code Mandatory Must be an approved Board or Trust Code, typically 3 or more characters - eg 'RKB' This will be validated against the list of locations for the programme selected, in your deanery's pre-approved reference data.
Board or Trust Name Mandatory Free-text This should be provided wherever a Board or Trust code has been provided. When we load your data into the survey, we will use the Board or Trust code you have provided to derive the name, based on your pre-approved reference data. The validation tool will check that the name you enter in this field matches the name associated with the code in the reference data.
Site Code Mandatory where applicable Must be an approved Site Code, typically 5 or more characters - eg 'RKB15' This will be validated against the list of locations for the programme selected, as agreed in your deanery’s pre-approved reference data.
Site Name Mandatory where applicable Free-text This should be provided wherever a Site code has been provided. When we load your data into the survey, we will use the Site code you have provided to derive the name, based on your pre-approved reference data. The validation tool will check that the name you enter in this field matches the name associated with the code in the reference data.
In Training* Mandatory Must be either 'Yes' or 'No'. Where the trainee is not in training for any of the given reasons on 26 March 2013, please enter No. Where the trainee should be surveyed please enter Yes.
Not in Training Reason* Mandatory if ‘In Training’ value is No  Must be one of the following values:
  • 'Contract Termination'
  • 'Gross Misconduct'
  • 'F2 outside the UK'
  • 'Maternity/Paternity Leave'
  • 'Other Reason'
  • 'Out of Programme Career Break'
  • 'Out of Programme Experience'
  • 'Out of Programme Research'
  • 'Out of Programme Training'
  • 'Post CCT'
  • 'Sick Leave'
  • 'Suspension'
 This must be provided if you select ‘No’ in the ‘In training’ field. It will be validated against the pre-defined list of values.
Trainee Type Mandatory where applicable Must be one of the following codes, please see definitions in brackets below:
  • 'ACF' – (Academic Clinical Fellow)
  • 'AFT' – (Academic Foundation Trainee)
  • 'CL' – (Clinical Lecturer)
  • 'FTSTA' – (Fixed Term Specialist Appointment)
  • 'LAT' – (Locum Appointed Training)
  • 'SpR' – (Specialist Registrar) Please use this value to indicate any SpR trainees where you have converted their Training Level or Grade to ST or CT values
  • ‘RTT Exception’ – (Run Through Trainee Exception) Please use this to indicate where the trainee is recorded at the deanery as being a run-through trainee, but their programme is not an approved run-through pathway.
 This must be provided if one of the values applies to a doctor. It will be validated against the pre-defined list of values.
NTN/DRN Not mandatory

Must be one of the following:

  • NTN for trainees in substantive specialty training posts
    • Format – DDD/EEE/nnn/F
    • Where: DDD = Deanery EEE = Specialty nnn = Counter, F = type of appointment
  • DRN for trainees at LAT, FTSTA grade or in core specialty.
    • Format – YY/AAA/Bnnnn/CC
    • Where: YY = Year of appointment in two digits, AAA = Specialty identifier, B = Type of appointment, nnnn = Couter, CC = Deanery
    • Leave blank for Foundation trainees
 A warning will be given if no value is provided (please ignore this for foundation trainees). Collection of this field will help to resolve any queries regarding the doctor’s training programme and assist us with identifying academic trainees. It will not be validated, but held for reference purposes.
For doctor's not in training, we only require the fields highlighted with an '*'.