Evidence for CESR/CEGPR applications

Your application for Specialist or GP registration will be supported by hard copy, documentary evidence. The Communitybaptistpa and the Royal College or Faculty evaluating your application must be certain that the evidence you provide is a true and accurate reflection of your training and experience.

Make sure you read and follow the guidance below when gathering your evidence. Bear in mind that we will scan all of your documents.

Each page of your evidence must clearly refer to you by name.

Authenticating your evidence

Certain pieces of your evidence must be authenticated:

  • Evidence showing registration with overseas medical regulators
  • Qualifications gained outside the UK

Who can authenticate evidence for you?

  • A solicitor
  • The awarding body

What does authentication mean?

Authentication means that the solicitor or awarding body must:

  • stamp
  • sign
  • date

a copy of the registration or qualification to confirm that it is genuine. They will need to see a copy of the original to confirm this.

We will not accept original certificates. These will be returned to you and you will be asked to send a copy instead.

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

Please continue reading to find out how to validate your evidence.

Validating your evidence

The majority of your evidence needs to be validated. This applies to all documents that relate to your training and experience.

Who can validate evidence for you?

Training and experience evidence must be validated by someone in a medical supervisory position who:

  • works at the hospital where the training or experience took place
  • must be able to confirm that it is a true and accurate record

Employment letters and job descriptions can also be validated by someone in HR or Medical Staffing at the hospital the evidence relates to.

We often have to return documents to applicants because they have not been validated by an appropriate person. Evidence cannot be validated by:

  • A solicitor
  • Admin staff

This is because a solicitor or hospital admin staff will not have the necessary clinical knowledge needed to confirm your documents are a true reflection of your work.

Your current hospital cannot validate evidence from any previous employment.

What does validation mean?

Every page of each document must be validated. Every page must show:

  • the hospital stamp
  • the validator’s name - printed and in full
  • the validator’s job title - printed and in full
  • the validator’s original signature

Your evidence must contain the original signature of the person validating the evidence. Do not send a photocopy of the validator's signature. We may want to contact this person, so you must ensure their name and position is clear.

An example may look like this:

If a document has multiple pages (for example, a logbook or appraisal), the first page must show the stamp, signature, name and job title as described above. The rest of the document can simply show the stamp and signature.

Double-sided documents must be validated on both sides.

 

Online e-portfolios also need to be validated in line with this guidance.

If you plan to submit extracts from an RCGP e-portfolio in support of a CEGPR application, please refer to the advice on page 2 of the specialty specific guidance for General Practice.

Letters

You can submit original letters, if these are on headed paper and contain an original signature. Photocopied letters must be validated in full, on every page.

Multiple-page letters must contain an original signature on every page.

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.

Please read how to anonymise your evidence below.

Patient and colleague confidentiality

When submitting your evidence, you should remember your responsibilities and commitments under Medical practice (GMP). Domain 4 of Medical practice and your CESR application is about maintaining trust.

With regards to communicating information, GMP states:

“When communicating publicly, including speaking to or writing in the media, you must maintain patient confidentiality. You should remember when using social media that communications intended for friends or family may become more widely available.”

What information do I need to anonymise?

  1. 1. All patient identifying details
  2. 2. Details of patients’ relatives
  3. 3. Details of colleagues that you have assessed, written a reference for, or who have been involved in a complaint you have submitted.

    This includes:

    • Names (first and last)
    • Addresses
    • Contact details such as phone numbers or addresses
    • NHS numbers
    • Other individual patient numbers, including hospital or unit numbers 
    • Communitybaptistpa numbers
  4. 4. The following details don’t need to be anonymised
    • Gender
    • Date of birth

This information can be useful to the evaluators in assessing whether you have seen a range of patients.

How should I anonymise my evidence?

When you remove this data you should be aware that certain ink may bleed through a marker pen when we scan your evidence. This usually happens when a laser printer has been used. We would suggest you use a crayon or redaction software instead of a marker pen as this ensures information remains anonymised through our scanning process.

Failure to anonymise your evidence

It is your responsibility to make sure that your evidence has been anonymised. We accept no responsibility for checking that all of your evidence has been anonymised. If we become aware of identifiable personal information whilst checking your evidence, we will return it to you and request that you remove the data. The relevant Royal College or Faculty will be made aware that your original evidence included some personal data. If you submit further evidence which has not been anonymised correctly at the point we are ready to send your application to the Royal College or Faculty for evaluation we will exclude these documents and return them to you.

We will not anonymise any data on your behalf.

If you do not follow these requirements you may be in breach of the Data Protection Act 1998 and the patient confidentiality standards in Medical practice. You may be referred to our Fitness to Practise Directorate.

Translations

You must submit a complete and accurate translation of every document that is not in English, along with the document in its original language.

We accept translations only from court/council appointed translators or reputable commercial translation services.

Before you use any commercial translation service, you should check that it has a generally recognised professional accreditation, or membership of a relevant professional or trade association. In the UK, professional associations of translators include:

All three provide online directories of their members, which you may find helpful.

Importantly, translated documents must bear the contact details of the translation service or translator. We also require a copy of the document that has been translated. This should be attached to the translation and stamped and signed by the translation service.

Documents which require validation and translation:

  • Take the original document (A)  
  • Take (A) and make a photocopy (B)
  • Have (B) validated by a medical supervisor from the relevant hospital or organisation, who will verify that the documents provide an accurate reflection of your clinical practice. **
  • Take (B) to a translation service where they will create an English version (C)
  • Ensure that both (B & C) have been stamped and signed by the translation service **
  • Submit both (B & C) to the Communitybaptistpa – you will keep the original (A)

** If the document has multiple pages (including double-sided pages), each page will need to be validated; each page of the translated version will also need to be stamped and signed by the translation service. We cannot accept photocopied or electronic signatures

Please note that your current hospital cannot validate evidence which relates to any previous employment.

Any evidence which is not validated in line with the above requirements will be returned to you.

If the organisation you are working/have worked for does not have an “organisational stamp” (containing the name of the organisation), then evidence can be submitted on official letterhead. A cover letter from your supervisor at that organisation explaining that there is not an “organisation stamp” on headed paper (Inc. original signature) is sufficient.

However, please note that each subsequent page which requires validation must also include the organisation’s name (in addition to the other above information required from the validator).

Documents which require authentication and translation:

  • Take the original qualification or registration document (A)
  • Take (A) and make a photocopy of it (B)
  • Have (B) authenticated either by a solicitor or the awarding body. They will stamp, sign and date (B) to confirm that it is genuine, when they view it alongside the original (A)
  • Take (B) to a translation service, where they will create an English version (C)
  • Ensure that both (B & C) have been stamped and signed by the translation service
  • Submit both (B & C) to the Communitybaptistpa – you will keep the original (A)

How to organise your evidence

Dividers

Download and print our divider pack (pdf) to help you sort and present your evidence. You must follow the structure of these dividers when ordering your evidence.

Presenting your evidence

When we have assessed your evidence, we will scan it so it can be sent for evaluation. When you are preparing your evidence, please bear in mind that:

  • whilst the majority of your documents should be in A4 size, we can scan pages that are A3 or A5
  • double-sided documents are acceptable
  • you must not bind or staple your documents in any way
  • you must not submit books or leaflets. Instead, you should submit validated photocopies of the relevant pages
  • you must not submit your evidence in folders or plastic wallets
Дрели-миксеры Киев

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