Reporting a change of circumstances (health, caring, training or work pattern)

What this article is about
This article explains when and how to report a change in circumstances that may affect your training.

Who this is for
Doctors and dentists in training whose circumstances have changed, including health, caring responsibilities, training intentions, work pattern, visa status or planned time away from training.

What you need to know

• You should report changes that may affect your training, rotation, CCT date, ARCP, revalidation, visa sponsorship or ability to take up a placement.
• You may also need to tell your employer, Training Programme Director, educational supervisor, college or faculty, depending on the change.
• Some changes may require a formal application, such as LTFT, OOP, deferral, special circumstances or Supported Return to Training.
• If you hold a visa, some changes may need to be reported for sponsorship purposes.
• You should tell the relevant team as early as possible so that training and placement records can be reviewed.

What to do

1. Identify what has changed and when the change takes effect.
2. Tell your employer if the change affects your work, contract, pay, rota or attendance.
3. Tell your Training Programme Director or educational supervisor if the change affects your training.
4. Raise a query through the PGMDE Support Portal if the change needs to be recorded by HET.
5. Include your full name, professional registration number, specialty, current placement, the change being reported and the date it takes effect.
6. If you hold a visa, include this in your query so the correct sponsorship advice route can be considered.
7. Complete any formal application process if required.

If this does not work
If you are unsure which process applies, explain your circumstances briefly through the PGMDE Support Portal and ask which route you should use. Do not delay telling your employer if the change affects attendance, work pattern or employment.

Who to contact
Use the PGMDE Support Portal for training record and programme queries. Contact your employer for employment, payroll, contract or sickness absence matters.

What HET can and cannot help with
HET can help with

• Recording relevant changes in training systems.
• Advising whether a training process may be needed.
• Directing you to the correct route for LTFT, OOP, deferral, special circumstances or return to training.

HET cannot help with

• Making employment, payroll or contractual decisions.
• Replacing employer sickness absence or HR processes.
• Providing immigration advice.
• Guaranteeing that a change can be accommodated in a preferred placement or rotation.

Related articles

• How changes in circumstances can affect training, rotations and CCT
• Special circumstances: eligibility criteria and how to apply
• Less Than Full Time training: overview and eligibility

Last reviewed
 Last reviewed: 19 June 2026