Training setting obligations
We provide STP funds to training settings by entering into a Funding and Administration Agreement (FAA) together. The FAA is signed by the legal entity and includes:
- information about the new training position (or post)
- information on the main training location and any settings the trainee will rotate through
- reporting requirements and other contractual obligations
- number of posts
- schedule of reporting requirements and payments
- nominated Primary Liaison Officer from within the training setting
- financial information specific to the position
- other details about the position
The FAA outlines all contractual obligations of each legal entity including reporting requirements. It’s vital these contracts are read and understood by the signatory and other key staff of the organisation involved in managing the post, in particular the Primary Liaison Officer, Supervisor and Finance staff.
Accreditation
STP funds can only be used to support training positions in RACP-accredited training settings, including all rotations. Training settings must include rotation facilities in their accreditation review and documentation.
Report changes in training locations to us immediately. They may affect several aspects of STP administration, including eligibility for Rural Support Loading (RSL) and Private Infrastructure Clinical Supervision (PICS) payments, site accreditation and eligibility.
It's a contractual requirement from the DoH that we actively monitor and manage this.
“The STP has enabled us to have a stable specialist workforce that are going to be here for the long term.”
— Dr Jeremy Christly
Illawarra | Shoalhaven Area Health Service
Liaison Officers
All positions must have Liaison Officers, nominated by the training setting, and can be clinicians or another member of the hospital administration or finance team.
Primary Liaison Officers
Primary Liaison Officers act as our key contact. We recommend assigning an officer for each FAA, as the one person with visibility across all posts.
Primary Liaison Officers may nominate a Secondary Liaison Officer per STP post within an FAA. They have access to that STP post and can submit reports in the RACP STP Online Portal.
Key responsibilities
- Meet reporting requirements outlined in the funding agreement, including submission of progress reports every 6 months via the RACP STP Online Portal. Liaison Officers are held responsible for information provided via this portal. Failure to submit accurate and complete progress reports by the due date can result in the loss of STP funds.
- Maintain confidentiality of assigned account details and logins for the RACP STP Online Portal.
- Keep all information on the legal entity and training posts up-to-date.
- Organise relevant officers to review funding agreements.
- Arrange FAA signature by authorised officer (Director/CEO/other).
- Submit all relevant documentation we request, such as RSL and PICS validation reports with completed financial declaration forms and receipts or other documentary evidence.
- Expend STP funding as set out by DoH in the STP Operational Framework and RSL and PICS Guidelines.
- Distribute all communications from us to other key staff within the organisation, as these may impact the management of STP.
- Notify us of changes to main and rotational settings immediately. These changes may affect RSL and PICS payments, accreditation status and require DoH approval.
- Notify us of changes to Liaison Officers.
Secondary Liaison Officer
A Secondary Liaison Officer can be nominated by the Primary Liaison Officer, per STP post within an FAA. They have access to that post and can submit reports in the RACP STP Online Portal.
Key responsibilities
- Meet reporting requirements for the assigned post. Liaison Officers are held responsible for information provided via the RACP STP Online Portal.
- Maintain confidentiality of assigned account details and logins for the RACP STP Online Portal.
- Submit all relevant documentation we request, such as RSL and PICS validation reports with receipts and other documentary evidence.
- Notify us of changes to main and rotational settings immediately. These changes may affect RSL and PICS payments and require DoH approval.
Progress Reports
Progress Reports are required every 6 months. Submit them via the STP Online Portal. Due dates are listed in the FAA and portal.
Follow these steps to submit a Progress Report:
- Check the trainee information submitted in the previous Progress Report.
- Submit start and finish dates of each trainee for the current semester. Include their RACP Member Identification Number (MIN).
- Complete the rotational settings report section Site Reported FTE. Any changes must be reported to RACP immediately. Failure to complete this section will result in an incomplete report.
- Settings eligible for RSL or PICS funding must complete the RSL Validation Report in November.
Loss of STP funds
This reporting is mandatory. Failure to submit an accurate and complete Progress Report by the due date can result in the loss of STP funds.
STP Vacant Post Policy
Training sites that host STP funded positions are contractually obliged to fill their positions to capacity. This means a 1 Full Time Equivalent (FTE) position must be filled at 100%, or full time. The same applies for positions funded for 0.5 FTE.
STP monitor all full and partial vacancies as part of the College’s obligation to administer STP on behalf of the Commonwealth Department of Health & Aged Care.
Liaison Officers are required to report vacant STP training positions in each Progress Report to the RACP.
Training settings that partially fill STP positions, for more than 1 semester, are at risk of losing STP funding. This includes filling a post one semester each year only.
Where a 6-month vacancy is reported, RACP must be formally notified if the position will be filled in the next period/semester, by providing the name of the trainee.
If the training position is not filled in the next period/semester, funding for the vacant training position will be discontinued and the legal entity will be formally notified by the College.
The Funding & Administration Agreement (FAA) with the legal entity will be amended to reflect the change. Where the discontinued post is the only training position under the funding agreement the FAA will also be terminated.
STP funding will then be offered to a training position on the STP Reserve List (a list of successful positions that are eligible for STP funding).