Educators guide to Inter-Deanery Transfers (IDT)

An update for clinical educators on changes to the national Inter-Deanery Transfer Process July 2023.

Several changes to the National Inter-Deanery Transfer (IDT) application process in the UK have been implemented. These streamline the application process for doctors in training, clinical educators and administrative colleagues.   

Summary of key changes

Priority order

The order of criteria prioritisation has been updated.

1. Criterion 1A (disability) and Criterion 1B (condition relating to mental health).
2. Criterion 2 and Criterion 3 (caring responsibilities).
3. Criterion 4 (relationship including pregnancy/fertility treatment).
4. Criterion 5 (any other reason).

In August 2022 the National IDT process introduced Criterion 5 which allows postgraduate doctors in training to apply for a transfer for any reason without having to demonstrate any change to personal circumstances.

Mandatory evidence

The following documents are no longer required.

• Deanery document
• Postgraduate (PG) Dean letter of support for those with no annual review of competency progression (ARCP) outcome or an outcome 2 or 3.

Instead, local training management teams will review data shared during the vacancy declaration stage and hold local conversations with postgraduate doctors in training if any concerns arise. They will be responsible for transferring details of any additional support/training requirements to the receiving region.

Cover sheet

Reapplications can use evidence for up to 3 application windows with a cover sheet if circumstances have not changed. The acceptance signatory timeframe has been extended to 4 weeks before the application window.

Supporting documents

Supporting documents will be accepted in any readable format.

Criteria changes

Some supporting documents have been removed (Criterion 3 and 4), but a statement of how personal circumstances have changed remains a requirement. You still need to provide evidence for parental or legal guardianship responsibilities, reasons for moving based on childcare or committed relationships.

Declarations

Declarations related to grievances, General Medical Council (GMC) investigations, or fitness to practice matters have been removed from the application form. Instead, a mandatory question about enhanced support or supervision requirements has been added.

Timeline

Please refer to the timeline for important dates and deadlines.

On-going initiatives

Swap process

The initiative introduced in February 2023 will remain as a permanent part of the process. Potential swaps will be highlighted by the National IDT Team based on program specialty and training grade at the point of transfer. A swap can be facilitated without the need for a vacancy being declared by a region in that specialty/grade.

Waiting list

Although there are 2 formal offer windows which are set in line with Code of Practice requirements, applicants who have not been offered a transfer owing to the lack of suitable available posts will be automatically placed on a waiting list. Regions/deaneries can notify the National IDT Team of any late vacancies that may arise, and additional offers will be made on an ad hoc basis until the start of the next IDT window.

Highly exceptional transfers   

In rare cases an individual may require an urgent or immediate transfer (for example, domestic violence), even when they do not meet the criteria to transfer through the usual IDT process. For example, they have less than 12 months to Certificate of Completion of Training (CCT) or it is outside of the usual application window. Please ensure you seek advice from your Head of School or Postgraduate Dean in these cases, as only the Postgraduate Dean is able to approve and facilitate any transfer outside of the national IDT process.

We strongly recommend reviewing the guidance on the website. All the required supporting documents and mandatory evidence should be ready at the time of application.

Contact

If you have any unanswered queries, please contact the team using the IDT query form.