FAQs for Trainees

What is happening?

On 1 October 2018, the Welsh Government will establish Health Education and Improvement Wales (HEIW), a special health authority that will become the eleventh member of the NHS Wales family.

HEIW will combine and further develop existing expertise in training, planning, shaping, and supporting the health workforce in Wales. It will bring together three key organisations: the Wales Deanery, NHS Wales’s Workforce Education and Development Services (WEDS), and the Wales Centre for Pharmacy Professional Education (WCPPE). 

HEIW’s key functions will include: strategic workforce planning, workforce intelligence, education and training, workforce development and modernisation, leadership development, careers and widening access.

Why is this happening?

In 2014, the Welsh Government commissioned a review of investment in health professional education and workforce development.

The review, led by Mel Evans, resulted in a report issued in 2015, which made a number of recommendations, one of which was to establish a single body for the commissioning, planning, and development of education and training for the NHS workforce in Wales.

Further work was then undertaken by Professor Robin Williams to scope out detailed proposals for the new single body. Following the publication of Professor Williams’s report, the Welsh Government confirmed the new organisation would come into being in October 2018.

A detailed written statement was published by Vaughan Gething AM, Cabinet Secretary for Health and Social Services in July 2017, outlining the status, functions, and name of the new body: Health Education and Improvement Wales.

How is the transition and merger being managed?

In spring 2017, a programme team was formed by the Welsh Government to oversee the merger of the existing organisations, and the formation of HEIW.

Directed by David Pritchard, this team works closely with representatives from the Wales Deanery, WCPPE, WEDS, and other public sector organisations to ensure business continuity as the new organisation is established and becomes operational.

The Programme Team reports to the Programme Board, which is chaired by the Senior Responsible Owner: Andrew Goodall, Chief Executive of NHS Wales.

Ensuring the transition goes smoothly, with as little disruption to services and systems as possible, is a top priority for the Programme Board and Team.

As the Wales Deanery is currently part of Cardiff University, at present, medical and dental postgraduate trainees currently have access to some Cardiff University services. When the organisation moves over to HEIW (and into NHS Wales), there will be some changes.

The Programme Board and Team, the Welsh Government, and HEIW are committed to ensuring trainees continue to receive a high-quality service, and access to the systems they need as part of their training.

The involvement of colleagues from the Wales Deanery in the transition process has meant the Programme Team has a comprehensive list of student, trainee, and trainer requirements.

Will the Wales Deanery’s services stop?

Support from, and links to, the Wales Deanery will remain as they are currently; the Wales Deanery will continue to do the same work after 1 October as it does today.

The only change will be the effect on access to wider Cardiff University services. Please see below for further information on these changes.

Will I lose access to online journals and research?

You will still have access to online journals and research via the NHS Wales e-Library for Health, which currently provides access to e-resources including e-journals, databases, and clinical guideline tools.

We are also in the process of adding to this library a range of new e-journals, point-of-care tools, and e-learning, which will be available from 1 October 2018.

You will have full access to all these resources, plus support from your local health board or trust library service for help with literature searching, inter-library loan requests, borrowing books, and more.

How do I access the NHS Wales e-Library for Health?

From within the NHS Wales network, you have instant access to the e-Library for Health via the NHS Wales e-Library intranet site: http://howis.wales.nhs.uk/elibrary

From home or when using public Wi-Fi, you can access it via the e-Library internet site (http://www.wales.nhs.uk/elibrary) using your NHS Wales OpenAthens login credentials.

For advice and training in using the NHS Wales e-Library for Health e-resources, please contact your local NHS Wales Librarian: https://libraries.walesdeanery.org/view-all-libraries.

For any further information about the e-Library, please contact elibrary@wales.nhs.uk.

How will access change on 1 October?

Work is under way to add the e-resources to NHS Wales LibrarySearch  (https://nhswaleslibrarysearch.cardiff.ac.uk), and to put an NHS Wales LibrarySearch bar on both e-Library website homepages.

Within the NHS Wales network: You will be able to access all of the e-resources using NHS Wales LibrarySearch, and there will be no need to log in.

For access from home or public Wi-Fi: On 1 October, you will be issued with an NHS Wales LibrarySearch account; a confirmation email will be sent with your login details.

You will need to use your NHS Wales LibrarySearch login and OpenAthens login to access the e-resources.

Register now: You can self-register for an NHS Wales OpenAthens account now: https://register.openathens.net/wales.nhs.uk/register.   

Will I still be able to access Cardiff University library services?

All staff in Cardiff and Vale UHB and Velindre NHS Trust (including trainers and trainees) are entitled to full membership of the University Library service, but this doesn’t include a Cardiff University computing account or online access to the Library e-resources.  

However, there is a walk-in access service for a selection of the Library’s e-resources. For further details, visit: https://www.cardiff.ac.uk/libraries/visiting-and-membership/nhs-staff/staff-at-cardiff-and-vale-uhb-and-velindre-nhs-trust.

All other NHS Wales staff are entitled to a community membership, which enables you to borrow books from any of the University’s libraries. For further details, visit: https://www.cardiff.ac.uk/libraries/visiting-and-membership/nhs-staff/other-nhs-wales-staff.

What will happen to my Cardiff University email?

Although you will no longer be able to use your university mailbox, you will be able to export the content of your mailbox and also arrange a redirect to an alternative email address.

Information on how to export your emails to another Microsoft Outlook account can be found here: https://support.office.com/en-us/article/export-or-backup-email-contacts-and-calendar-to-an-outlook-pst-file-14252b52-3075-4e9b-be4e-ff9ef1068f91

If you need to export your email to another email provider, please contact the Cardiff University IT-ServiceDesk@cardiff.ac.uk

However, you may prefer to forward existing important emails from your Cardiff University account to an alternative email account. This would ensure only the emails you need are sent to your email inbox.

Information on how to automatically redirect your Cardiff University email to another email address can be found here:

https://support.office.com/en-us/article/forward-email-from-office-365-to-another-email-account-1ed4ee1e-74f8-4f53-a174-86b748ff6a0e

You will need to apply this redirection to your account before 1 Oct 2018 and be aware that this redirection will cease after 12 months.

NB – If you have another role within the University, you will still retain access to your email account.   If you receive a cessation of account email but have a Cardiff University honorary title or are currently undertaking a Cardiff University course, please contact IT-ServiceDesk@cardiff.ac.uk as soon as possible to ensure your access is maintained.

Information security and data: If you have any personal data about yourself or others in emails you should first consider whether you still need it, and if not, you should take the opportunity to delete it.

If you do need to export, you are responsible for ensuring that appropriate security is in place to protect that information. This would include making sure you have strong passwords on your accounts and being vigilant to phishing emails.

Further information about how you can protect your information online can be found at https://www.getsafeonline.org

Will I be able to use Eduroam?

Having looked closely at all options, it will not be feasible to develop an Eduroam solution for HEIW, given the strategic investment being made in the public sector-wide Govroam solution, which will be adopted by HEIW as part of the NHS.

We recognise that for trainees and trainers, this will mean some inconvenience as the Govroam solution is being rolled out, as you will have to log on to your local Wi-Fi solutions, or to a public Wi-Fi network.

However, all trainees and trainers will have access to locally-provided solutions in the same way as all other NHS staff.

What about my access to Office 365?

We are aware that some trainees may have used Cardiff University’s access to Office 365.

On 1 October, trainees will cease to have access to this via the University, and therefore, may need to purchase a single device Office 365 licence.

The NHS will reimburse any trainees for the purchase of Office 365 via the NHS Wales employee expenses system.

Please note that trainees will only be able to claim for an Office 365 single device licence once per calendar year.

What if I bought access to Office 365 without going through the University?

Up to the date of the change, trainees have access to Office 365 via the University.

We will therefore reimburse any trainee for the purchase of Office 365 bought after 1 October 2018.

Will you be reimbursing trainees every year for Office 365, or will there be an option to access it via the NHS?

We will continue to support any current trainee to ensure access to Office 365 up to the end of their training period.

In the future, that may be through the NHS body with whom trainees are based, but if not, we will continue to reimburse trainees for purchases each year.

Can I still use Cardiff University rooms?

All NHS staff can book Cardiff University rooms in the Main Hospital Building on the Heath Park campus via:

https://www.cardiff.ac.uk/business/facilities/meeting-facilities/find-a-meeting-room/trust-meeting-room-requests. You should use your @wales.nhs.uk email address for this booking. 

For other University rooms on the Heath Park campus, you must have other Cardiff University staff or students present.

Group study/seminar rooms within the Health Library on the Heath Park campus continue to be available to only Cardiff and Vale UHB trainees via a different system to the above.

Up until 30 September 2018, bookings for these rooms will be online, using your Cardiff University login credentials.

From 1 October 2018, staff in the Health Library will be able to add the booking for Cardiff and Vale UHB trainees.

What will happen to my documents and files that I have saved on Cardiff University servers?

Unfortunately for trainees, we’re unable to migrate documents and files from the Cardiff University system to the NHS Wales system.

Please save all your files and documents from the Home (H:) directory on the Cardiff University network to your personal cloud storage.

N.B.  – Due to the heightened security on NHS IT systems, many of them will not allow the use of a USB stick or other similar devices.

Information security and data: If you have any personal data about yourself or others on the (H:) drive, you should first consider whether you still need it, and if not, you should take the opportunity to delete it.

If you do need to transfer it, then you are responsible for ensuring that appropriate security is in place to protect that information. This would include making sure you have strong passwords on your accounts, and being vigilant to phishing emails.

Further information about how you can protect your information online can be found at: https://www.getsafeonline.org.

Will there be access to UpToDate (point-of-care tool)?

We understand how important it is for trainees to have access to point-of-care tools, and you will have access to them.

The NHS e-Library is currently going through the procurement process to acquire point-of-care tools that best meet your needs, and have been running usability tests as part of this process.

The results of the usability test will assist with the evaluation process. If you would like to be involved, please email elibrary@wales.nhs.uk for further information.

Will there be access to the SPSS statistical software package?

We recognise the importance of research support tools such as SPSS to trainees, and are currently looking at various options with regards to SPSS.

This work is ongoing, and we’ll keep you updated on progress.

Questions, concerns, ideas, and suggestions:

David Pritchard and the Programme Team have a joint email account: heiw@gov.wales

If you have any questions, concerns, ideas, or suggestions, you can contact them directly by using this email address.

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