Guidance for Visiting Medical Students and Overseas Elective Medical Students

1. Introduction
Dartford and Gravesham NHS Trust is able to offer opportunities to international undergraduate medical students
and those from other UK medical schools at the Darent Valley Hospital site, within Directorates already equipped
to support Undergraduates from King's College London GKT School of Medical Education and St George’s
University of London.

2. Scope of the Guidance

This guidance provides information for those responsible for the administration, approval and supervision of the
Visiting Medical Students and Overseas Elective Medical Students and for students who may make an application
for a position.

3. Communication
All administration and correspondence is by email to: sabrina.walby@nhs.net
Emails will normally be responded to within ten working days. Telephone enquiries cannot be taken and we
regret that no other members of staff are able to answer queries in the absence of the electives administrator.

4. Eligibility
To be eligible to apply applicants must meet the following minimum criteria:
1. completion of a minimum of 3 years of a medical degree programme excluding an IBSc and including 12
months of clinical study.
2. competent in English (IELTS score of 7.5 or above)
3. documented evidence of health in order to satisfy the requirements of the Occupational Health
department prior to commencing the elective
4. from the European Economic Area (EEA) or Switzerland.

Immigration rules were revised in February 2013 with the result that students on a short medical elective must
now obtain a Tier 4 visa. Currently Dartford and Gravesham NHS Trust is not a sponsor organisation for Tier 4;
we are therefore unable to accept applications from candidates outside the EU/EEA or Switzerland. This restriction
includes non-visa nationals.

For more information see:

• www.gov.uk/browse/visas-immigration/student-visas
• www.nhscareers.nhs.uk (search FAQs for medical student visa)

5. Availability and Length of Placement

An elective position can be agreed for a period of two to eight weeks within the Paediatrics, Obstetrics and
Gynaecology, Medicine and Surgery only since these departments are equipped to support Undergraduates from
King's College London GKT School of Medical Education and St George’s University of London and have Lead
Consultants overseeing the provision of education required for Undergraduate medical students. Applicants
should note there is no scope to extend the length of a placement and Consultants are not obliged to agree to an
Observer and do so out of goodwill.

The availability depends upon:

i. there being a maximum of one student on placement for the requested period
ii. the capacity of individual consultants to support the elective

6. Code of conduct
Please note that whilst you are placed within the Trust, we expect the highest standards of discipline and
behaviour. You should behave in a professional manner at all times; this includes smart attire, speaking to
members of staff and patients in a respectful way and mobile phones must be switched off at all times. Failure to
comply with our standards of professional behaviour will result in your immediate removal from the elective.

7. Application Process
Those wishing to undertake an elective are required to follow the application process below. Once the Medical
Education Department is satisfied that all approvals and paperwork are in place a confirmatory email will be sent
to the applicant. The placement cannot commence until this email has been received. It is important for
applicants to appreciate the timeline listed in stages to ensure the placement can commence on the desired date.
At least ten weeks’ notice is allowed for the process and applicants of greater than twelve months’ notice will not
be accepted.
7.1. Stage One
The applicant should fully complete and submit an application form to the Medical Education Department at least
ten weeks prior to the proposed date of the placement. An email confirming receipt of the application will be sent
to the applicant within ten working days. Incomplete or handwritten application forms will not be considered and
will be returned to the applicant for review.

7.2. Stage Two

Once the Medical Education Department has confirmed on email that the application has been provisionally
accepted, the applicant needs to submit the following documentation in a zip file format:

1. Curriculum Vitae
2. Verified copies of:
a. Photographic identification on a valid EEA or Switzerland passport
b. Current home country police check document (if not from the UK)
c. Proof of address e.g. utility bill or bank statement within the last three months
d. Evidence of English language proficiency i.e. IELTS score of 7.5 or above (if non EEA)
e. Letter of recommendation from the home medical school with the following information
confirmed:
i. the applicant is currently a medical student
ii. the year of study
iii. the requested period of elective including start date and length of placement.

It should be noted that positions are offered on a first come first served basis.

7.3. Processing an application

Applications are processed by the Medical Education Department and applicants will receive emailed confirmation
of the status of their application within 30 days of its receipt.
7.4. Occupational Health Clearance
Those applying for Electives are required to have full health clearance in accordance with the requirements
outlined in Appendix A. The Medical Education Department will email an electronic Occupational Health form to
the applicant for completion. This should be returned directly to the Occupational Health Department on
dvh.occhealth@nhs.net at least eight weeks prior to the proposed date of placement.

Please note that without this documentation, the student will be asked to make an appointment with our
Occupational Health Department upon arrival in the UK, which will delay the start date. The date may be
extended further should test results be required. It should be noted the end date of the placement will remain as
previously agreed, thus the position will be shortened.

8. Accommodation
Please note that the Medical Education Department is not able to assist with accommodation. For help in finding
suitable accommodation, please contact the accommodation office directly on extension 8103.

9. Fee
A fee of £125.00 is required for the elective placement and payment must be received prior to the
commencement of the position.

10. Identification
An identity badge (with end date) will be supplied by the Medical Education Department. This must be worn at all
times when on site.

11. Meetings and Teaching

Electives will generally be welcome to attend academic and undergraduate meetings and teaching alongside
students from King's College London GKT School of Medical Education and St George’s University of London.

12. Completion of Elective

12.1. Certificate of Elective

Those completing an elective may submit a ‘Certificate of Elective Application form’ to the Medical Education
Department. The form must be signed by the Undergraduate Lead within the appropriate speciality in order for
the certificate to be awarded. The Trust cannot provide personal references as a result of an elective.

12.2. Return of Identification Badge

On completion of the position the Clinical Observer must return the Identification Badge to the Medical Education
Department.
 Appendix A

Health Screening Requirements

Visiting Medical Students and Overseas Elective Medical Students

Whilst this role is essentially non-clinical the Trust is required by Health and Safety legislation to apply appropriate
measures to ensure health, safety and welfare is in place within the Trust. The role of Elective has therefore been
categorised as either EPP (See Note 1) or Non-EPP.

Clearance for Electives will be offered subject to an individual meeting the health criteria detailed below.
Clearance will only be given once all the relevant criteria has been met in full.

All applicants will be required to complete a health declaration form. This will identify which category the Electives
falls into.

The completed form must be returned (via email) to the Occupational Health Department at:

dvh.occhealth@nhs.net

The form should be accompanied by copies of any documentation as proof of immunisation status including
copies of any relevant laboratory blood reports (See Note 2).

Any samples for EPP Electives must be Identity Validated Samples (See Note 3).

Immunisation details required to be provided are:

Role Evidence
All placements - in any and all clinicalInformation relating to their immunity to:
areas where patients are treated ·∙ Tuberculosis
including theatre. ·∙ MMR (Measles, Mumps and Rubella)
·∙ Chickenpox
·∙ Hepatitis B
·∙ Copies of any blood tests related to any of the above.
·∙ Information relating to their infectious status against:
·∙ Hepatitis B (Hep B surface antigen &/or core antibody)
·∙ Hepatitis C antibody
·∙ HIV antibody
Please be advised that, where you are unable to comply with these requirements, we are able to offer
the appropriate screening in house. A charge will be made for this service. Prices on application.

Please note:
1. Exposure Prone Procedures are those invasive procedures where there is a risk that injury to the worker may
result in the exposure of the patient’s open tissue to the blood of the worker – as a result there would be a risk to
the patient if the worker was infected with Hepatitis B, Hepatitis C or HIV.

2. Laboratory Reports must be in English, from a UK Accredited Laboratory, be legible and, as a minimum, state
clearly your full name, date of birth, test performed and sample result.

3. Identity Validated Samples are samples taken by an Occupational Health Service who have confirmed the
identity of the person being sampled by checking photographic ID. Acceptable forms of photographic ID will
include a passport, photographic driving licence or other photographic ID card. Confirmation that the samples are
identity validated must be recorded on the sample reports.