2013 ACE Applicant Guide by 6edh0EpV

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									Applicant Guide 2013
Table of Contents

Introduction ........................................................................................................................................... 3
ACE Principles ...................................................................................................................................... 3
Overview of the ACE Recruitment Process .......................................................................................... 4
Eligibility for ACE scheme .................................................................................................................... 5
How to apply ......................................................................................................................................... 6
How to use the online ACE application system .................................................................................... 7
How the ACE match algorithm works ................................................................................................. 12
Special requirements for ACE applicants ........................................................................................... 12
ACE CV Template .............................................................................................................................. 14
RMO Unit/Recruitment Contacts - North Island ................................................................................. 16
RMO Unit/Recruitment Contacts - South Island ................................................................................. 17
Key Dates for ACE 2013 Intake.......................................................................................................... 18
ACE Contact Details ........................................................................................................................... 20




                                                                                                                                                        2
Introduction

The Advanced Choice of Employment (ACE) scheme is a collaboration of all the District Health
Boards (DHBs) in New Zealand to employ first year House Officers

The ACE scheme was introduced in 2003 to simplify the application process for first year House
Officer positions and to streamline the appointment process for the DHBs.

The ACE scheme simplifies the recruitment process for first year House Officers by using a
centralised match process and simultaneously considers the applicants work place (DHB)
preference as well as the DHB’s preference of applicants. The ACE scheme is beneficial for
applicants as they are placed only in accordance with their expressed preferences.




ACE Principles

1. All DHBs have agreed to implement the ACE scheme and to work within the ACE process.
   DHBs will not pre-match applicants to first year House Officer positions.

2. All applicants seeking first year House Officer positions for the start of the training year
   (November) must apply through the ACE scheme.

3. Preference rankings from participating applicants and the DHBs are private and confidential.

4. Neither party in the recruitment process should make independent contracts prior to the
   notification of the match results.

5. Having been matched to a DHB, there is an expectation that the applicants will accept a
   position with that DHB. Similarly, DHBs may not appoint House Officers matched to some
   other DHB without the express consent from that DHB and ACE.

Applicants and DHBs are asked to report to ACE should there be any instances of breaches of
the above principles.




                                                                                                  3
                Overview of the ACE Recruitment Process

     APPLICANTS                                     ACE                                  DHB

 Apply to first year House Officer
   positions in New Zealand
           through ACE




      All applicants submit:
      ACE application form
                                        ACE assists applicants throughout
       3 x ACE references
                                       the application process until closing
         Curriculum vitae
                                                       date
      Residency documents
       Academic transcript




                                        ACE sends online log-ins to DHBs       DHBs rank applicants and submits
                                        to access applicants through ACE               rankings to ACE




                                               ACE undertakes the
                                                 match process




                                       ACE notifies DHBs and applicants of
                                               the match outcome




 Successfully matched applicants                                               DHBs send offer of employment to
 respond to DHBs w ithin 1 week                                                     successful applicants




                                                                               DHBs advise ACE on number of
                                                                                   acceptances/declines




Successful non-resident applicants     ACE communicates vacancy details
should apply for a work permit w ith   with unsuccessful applicants so that
    Immigration New Zealand              they can apply to DHBs directly




Successful applicants attend orien-
 tation and start work November
               2012!




                                                                                                                  4
            Eligibility for ACE scheme
                                                               st
The 2013 ACE match will involve all applicants eligible for 1 year house officer positions and suitable to
apply for registration with the New Zealand Medical Council going through one SINGLE match.

The match will require all eligible applicants to rank their most preferred District Health Boards It is
recommended that all applicants rank a minimum of 4 and no more than 10 District Health Boards.

The District Health Boards will then be asked to rank all the applicants who have ranked them so that all
applicants have been ranked by a DHB.

Employment offers are then sent to the successful applicants by the DHB’s and accepted & rejected offers
are notified to ACE.

Once this process has been completed, if there are any resulting unfilled positions the DHBs will inform the
ACE Coordinator, who in turn will contact all unsuccessful applicants. The ACE Coordinator will work
proactively with both parties to ensure all positions are filled.

Applicants who are interested in these vacant positions will need to apply directly to the DHB concerned.

Applicants will be excluded from the match if they:
   1. Fail to submit a complete application by 5.00pm 25 June 2012,
   2. Indicate in their completed application that they are unable to start work on 26 November 2012, or
   3. Do not meet the eligibility criteria as set out above.




                                                                                                               5
How to apply


Application steps are as follows:

1.     Complete the ACE electronic application form at www.acenz.net.nz .
                                                         TU                 UT




       The online ACE application form consists of:
            a.     Personal details
            b.     Residency and work status
            c.     Health status
            d.     Criminal/Civil/Professional conviction declaration
            e.     Referees
            f.     Consent
            g.     Preferences
            h.     Privacy declaration

2.     Attach a copy of your most recent and up to date CV - Refer to the CV template for further
       information.

3.     Obtain 3 references from referees you have detailed in your application form.
             a. Referees must be a Consultant GP/Consultant Specialist who has observed
                 your clinical work in a New Zealand health setting or in a comparable health
                 setting as defined by the Medical Council of New Zealand.
             b. References must be obtained from placements you have completed in the past
                 2 years from the time you make an application.
                                                     th
             c. Only one reference may be from a 5 year placement.

4.     Post certified hard copies of your residency documents to ACE.
             a. Photo page of New Zealand passport OR
             b. Photo page of an overseas passport accompanied by the relevant visa page OR
             c. New Zealand drivers licence accompanied by a birth certificate or a citizenship
                  certificate.

5.     Post certified hard copies of your academic transcript to ACE.
             a. University of Auckland academic transcripts are sent directly to ACE from the
                  Faculty of Medicine Administration in May every year. The students are asked to
                  sign a consent form at the TI induction day the previous year. Students who
                                                                    th   th
                  receive distinctions during the clinical years (4 , 5 and TI year) may submit a
                  more detailed faculty transcript which shows a breakdown of their scores for
                  each placement.
             b. University of Otago academic transcripts are ordered by the student at their
                  clinical school and either the original or a certified hard copy must be submitted
                  to ACE.

6.     Complete and/or amend your DHB preference ranking on the application form before the
       closing date.

    Documents must be certified by Justice of the Peace, lawyer or a court registrar. You may
     also bring in your original documents to ACE to have it validated for the ACE process
     however ACE cannot legally certify documents.

    Please DO NOT send original documents to ACE as they will not be returned.
                     O




    All the steps above and the required documents must be completed and submitted to ACE
     by the closing date. There will be no exceptions to this as we are working within national
                                       U




     timeframes (i.e. delay in postage is not an acceptable excuse).




                                                                                                   6
   How to use the online ACE application system


Creating your account




         Visit www.acenz.net.nz .
              HTUTU              UUTTH




         Register as a new ACE applicant or log in if you already have a registered account with
          the ACE system.

         After you have clicked on create a “new account”, scroll down and enter your login name
          and your password.

         You will then need to complete the preliminary questions as below to activate your
          application.




                                                                                                    7
Doing the application

         You will then work your way through each section, clicking ‘Save and Go to next Page’.
          You will also receive an email confirming your account login and password.

         Check boxes will appear against all completed sections. All sections must be completed
          for your application to be marked as complete. (With the exception of cover letters) You
          can click on the ‘Checklist’ tab at the top of the page to check your progress.

         You will see the information below at the top of each page of your application – it will
          guide you through the process.




                                                                                                     8
Entering your referees




         You must provide names and details of three referees before you can save this page. If
          you do not have three you may substitute names with ‘TBC’ and complete the details at
          a later date. If you do not complete this section fully it will not save.



      Email References
      If you wish to have your references sent by email you should:


      1. Enter the email address of your referee in the boxes provided.
      2. Click "Save". Do not click "Save & Go to Next Page".
      3. After saving the page, a link will appear under the email field for each referee.
      4. Click on the link for each referee and the system will automatically send an email
          requesting a reference from each nominated referee.



                                                                                               9
Paper references


If you prefer to use paper references, download the ACE referee report form, print the
document, fill in your details and send to your referee to complete.


Please note


   Referees must be a consultant/SMO or a GP who have observed the applicant's clinical
    work in a New Zealand health setting or in a comparable health setting (as defined by
    the Medical Council of New Zealand).
   References must be obtained from placements the applicant has completed in the past 2
    years from the time the application is made.
   You must obtain a minimum of 3 references in order for your ACE application to be
    deemed complete. Please submit no more than 5 references.


Uploading of References


   ACE will only upload all references received once you have entered the names of your
    referees.




                                                                                            10
    Ranking your DHB Preferences




           Rank the hospitals in order of your preference. Subsequently you will be sent an email
            confirming your rankings.



     YOU ARE ABLE TO AMEND ANY PART OF YOUR ACE
APPLICATION UNTIL THE CLOSING DATE OF 5PM, 25 JUNE 2012.




                                                                                                     11
Special requirements for ACE applicants
Paired and Job Share applications

ACE is able to allow for applicants who wish to be placed at the same DHB. However, you must
both be applying for a First Year House Officer role – for example, ACE cannot facilitate a paired
match between a PGY1 and PGY2.

To apply as a pair, both applicants must:

1.      Advise ACE of your situation and your wishes to apply as paired applicants or as job
        share applicants

2.      Detail your wishes to apply as paired applicants on the online ACE application form in
        the Personal Details section (as below – select one or the other).




3.      Detail in cover letter(s) your wishes to apply as a paired applicant.

4.      Make sure your DHB preference is identical i.e. Rank the same number of DHBs in the
        same order – if you do not do this correctly you will not be put through the ACE process
        as a pair.

Paired and job share applications will be ranked by the DHBs based on the lowest ranked
applicant of the pair. If one of the paired or job share applicants are ranked below the quota
boundary of a DHB, neither of the pair will be offered a position by the DHB.

Where applicants no longer wish to be considered as a pair then either party in the pair should
notify ACE immediately.




                                                                                                   12
How the ACE match algorithm works


The ACE match process uses an algorithm which matches the applicant to their highest ranked
DHB provided that the applicant is ranked by that DHB within their number of available positions.

For example, if an applicant has ranked Otago DHB as their first preference and Otago DHB has
                                 th
ranked this applicant as their 10 choice, this applicant will automatically be matched to Otago
DHB given that there are 10 or more positions offered.

1.    The matching process starts by looking at the first DHB on the preference list of each
      applicant and making a match if the applicant appears within the quota boundary of the
      preference list of that DHB.

2.    When an applicant is appointed to their first preference DHB, this is a match and they are
      then removed from all other DHB lists. This causes another position to become available
      within the DHB’s quota boundary. The boundary is moved down one to include the next
      preferred applicant on the DHB’s list.

3.    After all the matches possible have been made when considering the first preferences of
      each applicant, the next pass considers their second preference and later passes down to
      their lower preferences.

4.    The matching process continues until all DHB positions have been filled or all of the
      applicant’s lists have been processed down to their lowest ranked DHB and no further
      matches can be made.




                                                                                                   13
           ACE CV Template


                                                                                 Joe Bloggs
                                                                              Level 3, Building 14
          INSERT                                                        Greenlane Clinical Centre
         PICTURE                                                                       Greenlane
           HERE                                                                         Auckland
                                                                          joe.bloggs@email.com
                                                                           HTU                      UTH




                                                                                    021 123 4567


Personal Statement

                          1~2 Paragraphs
                          Introduction
                          Objectives
                          Career aspirations


Education

 2006 - Present    MB ChB/MB BS                                     University, Location

 2003 - 2005       Bachelor of Health Science                       University, Location

 1998 - 2002       Scholarship Bursary                              High School/College, Location

                          Reverse chronological order
                          Additional undergraduate/postgraduate degrees
                          High school (in brief)


Work Experience

 Month/Year -      Position held                                    Company/Organisation
 Month/Year               Responsibilities and Duties

                          This section should usually come after “Education”
                          List work experience in reverse chronological order


Academic Achievements

                          Reverse chronological order

Awards & Prizes
 Year              Name of award                                    Awarded by

Publications
                          Author(s)
                          Article title
                          Journal title
                          Year published
                          Volume (Number)
                          Pages


                                                                                                    14
Presentations
                    Name of conference/seminar
                    Year held
                    Presentation title/item


Other Achievements

                    Cultural achievements
                    Sporting achievements
                    Community involvement


Interests

                    Extra curricular activities
                    Involvement outside Med School




                                                      15
                                                 RMO Unit/Recruitment Contacts - North Island


                                                                                                                                                   Northland DHB
                                                                                                                                                   Whangarei Hospital
                                                                                                                                                   Tania Vaile
                                                                                                                                                   PO Box 9742, Whangarei
                                                                                                                                                   Ph: +64 9 430 4101 ext 7399
                                                                                                                                                   Fax: +64 9 470 0028
                                                                                                                                                    tania.vaile@northlanddhb.org.nz
                                                                                                                                                   HHTUTU                                                           UUTTHH




                                                                                                                                                    www.northlanddhb.org.nz
                                                                                                                                                   HHTUTU                                     UUTTHH




NoRTH
Northern Regional Training Hub Ltd                                                                                                                 Bay of Plenty DHB
Auckland, Middlemore, North Shore                                                                                                                  Tauranga Hospital
and Waitakere Hospitals                                                                                                                            Jan Simeon
Private Bag 92189, Greenlane                                                                                                                       Private Bag 12024, Tauranga
Ph: +64 9 631 0707                                                                                                                                 Ph: +64 7 579 8542
Fax: +64 9 623 4644                                                                                                                                Fax: +64 7 579 4523
RMOrecruitment@north.co.nz
rmor ecrui tment@ north.c o.nzHH                                                                                                                    jan.simeon@bopdhb.govt.nz
                                                                                                                                                   HHTUTU                                                 UUTTHH




 www.aucklanddoctors.co.nz
HHTUTU                                                               UUTTHH
                                                                                                                                                    www.bopdhb.govt.nz
                                                                                                                                                   HHTUTU                            UUTTHH




Waikato DHB                                                                                                                                        Bay of Plenty DHB
Hamilton Waikato Hospital                                                                                                                          Whakatane Hospital
Paul Miller                                                                                                                                        Joy Sunich
Pembroke Street, Hamilton 3240                                                                                                                     PO Box 241, Whakatane
Ph: +64 7 858 0946 ext 4946                                                                                                                        Ph: +64 7 306 0850
Fax: +64 7 585 0941                                                                                                                                Fax: +64 7 306 0973
 millerpj@waikatodhb.org.nz
HHTUTU                                                              UUTT                                                                            Joy Sunich@bopdhb.govt.nz
                                                                                                                                                   HHTUTU                                                 UUTTHH




 www.waikatodhb.govt.nz
HHTUTU                                                     UUTTHH                                                                                   www.bopdhb.govt.nz
                                                                                                                                                   HHTUTU                            UUTTHH




   Lakes DHB                                                                                                                                       Tairawhiti DHB
   Rotorua Hospital                                                                                                                                Gisborne Hospital
   Jo Phipps                                                                                                                                       Natalie Barrett
   Private Bag 3023, Rotorua                                                                                                                       Private Bag 7001, Gisborne
   Ph: +64 7 343 8711                                                                                                                              Ph: +64 6 869 0500 ext 8026
   Fax: +64 7 349 7663                                                                                                                             Fax: +64 6 869 0553
    jo.phipps@lakesdhb.govt.nz
   HHTUTU                                                                  UUTTHH
                                                                                                                                                    natalie.barrett@tdh.org.nz
                                                                                                                                                   HHTUTU                                        UUTTHH




    www.lakesdhb.govt.nz
   HHTUTU                                         UUTTHH                                                                                            www.tdh.org.nz
                                                                                                                                                   HHTUTU                   UUTTHH




   Taranaki DHB                                                                                                                                    Hawkes Bay DHB
   New Plymouth Hospital                                                                                                                           Hastings Hospital
   Karlina Nickson                                                                                                                                 Barbara Rowe
   Private Bag 2016, New Plymouth                                                                                                                  Private Bag 9014, Hastings
   Ph: +64 6 753 6139 ext 8829                                                                                                                     Ph: +64 6 878 8109 ext 5880
   Fax: +64 6 753 7860                                                                                                                             Fax: +64 6 878 1301
    karlina.nickson@tdhb.org.nz
   HTUH                                                                    UTH
                                                                                                                                                   HTUBarbara.Rowe@hawkesbaydhb.govt.
    www.tdhb.org.nz
   HHTUTU                          UUTTHH
                                                                                                                                                   nzUTH HH
                                                                                                                                                   HTU   www.tdh.org.nz
                                                                                                                                                                      UTH




   Whanganui DHB                                                                    MidCentral DHB                                  Capital & Coast, Hutt Valley and Wairarapa DHB
   Wanganui Hospital                                                                Palmerston North Hospital                       Wellington, Hutt and Masterton Hospitals
   Lisa Flood                                                                       Moira Eathorne                                  Spencer Kendall
   Private Bag 3003, Whanganui                                                      Private Bag 11 036, Palmerston North            Private Bag 7902, Wellington
   Ph: +64 6 348 3436                                                               Ph: +64 6 350 8849 ext 5884                     Ph: +64 4 806 2531
   Fax: +64 6 348 1316                                                              Fax: +64 6 350 8627                             Fax: +64 4 385 5371
    lisa.flood@wdhb.org.nz
   HHTUTU                                              UTUTHH
                                                                                     Rmo.vacancies@midcentraldhb.govt.nz
                                                                                    HHTUTU                                 UUTTHH
                                                                                                                                    spencer.kendall@ccdhb.org.nz
    www.wdhb.org.nz
   HHTUTU                               UUTTHH
                                                                                     www.midcentraldhb.govt.nz
                                                                                    HHTUTU                   UUTTHH
                                                                                                                                     www.capitalhealthcareers.org.nz
                                                                                                                                    HHTUTU                            UUTTHH




                                                                                                                                                                                                                   16
                      RMO Unit/Recruitment Contacts - South Island




Nelson Marlborough DHB
Nelson Hospital
Loretta Matheson
Private Bag 18, Nelson
Ph: +64 3 546 1875
Fax: +64 3 546 1811
 loretta.matheson@nmhs.govt.nz
HHUTU                             UUTTHH




 www.nmdhb.govt.nz
HHUTU               UUTTHH




                                                               Nelson Marlborough DHB
                                                               Wairau Hospital
                                                               Pip Smith
                                                               PO Box 46, Blenheim
                                                               Ph: +64 3 520 9677
                                                                pip.smith@nmdhb.govt.nz
                                                               HHTUTU                                   UUTTHH




                                                                www.nmdhb.govt.nz
                                                               HHTUTU                     UUTTHH




                                                               Canterbury DHB
Southern DHB                                                   Christchurch Hospital
Invercargill Hospital                                          Karen Schaab
Jen Allen                                                      Private Bag 4710, Christchurch
PO Box 828, Invercargill                                       Ph: +64 3 364 0411
Ph: +64 3 218 1949 ext 8338                                    Fax: +64 3 364 0897
Fax: +64 3 214 7242                                             karen.schaab@cdhb.govt.nz
                                                               HHTUTU                                            UUTTHH




 jen.allen@southerndhb.govt.nzJ                                 www.cdhb.govt.nz
                                                               HHTUTU            UUTTHH




 www.southerndhb.govt.nz
HH




                                                               South Canterbury DHB
                                                               Timaru Hospital
                                                               Maree Mackenzie
                                                               Private Bag 911, Timaru
                                                               Ph: +64 3 687 2389
                                                               Fax: +64 3 687 2369
                                                               HHTUT




                                                               mmackenzie@scdhb.health.nz
                                                                www.scdhb.health.nz
                                                               HH TUTU                         UUTTHH




                                                               Southern DHB
                                                               Dunedin and Wakari Hospital
                                                               Nina Giles
                                                               Private Bag 1921, Dunedin
                                                               Ph: +64 3 474 0999 ext 8405
                                                               Fax: +64 3 474 7715
                                                               nina.giles@southerndhb.govt.nz
                                                               H




                                                               www.southerndhb.govt.nz




                                                                                                                          17
Key Dates for ACE 2013 Intake


    ACE website open for
                                    13 February 2012
        applications

                                 Dunedin – 30 April 2012
 DHB Road Show and NZMA
                                Christchurch – 1 May 2012
Sponsored Trainee Intern ACE
                                 Wellington – 2 May 2012
         Evening
                                 Auckland – 3 May 2012

   ACE applications close             25 June 2012
         ACE match                    31 July 2012
    Offer of employment
                                     6 August 2012
       sent by DHBs
  Applicants accept offer of
                                     13 August 2012
       employment by




                                                            18
               Check your eligibility and create your ACE application                     Complete and attach your curriculum vitae to your ACE
Feb             account at www.acenz.net.nz
                           HTU                 UTH                                          application
                                                                                       




                                                                                  May
                Trainee Interns going on first quarter overseas elective                    Complete and attach your cover letter(s) to your ACE
                should start sending reference request to their nominated                   application
                referees                                                                   Post certified hard copies of your residency documents and
                                                                                            academic transcript to ACE

               Complete the online ACE application form
                     Personal details                                                     Complete and/or amend DHB preference ranking in your
                           Your name(s) should be identical to the                         ACE application form




                                                                                  Jun
                            name(s) detailed in your residency documents.                  Check your ACE application is complete before 5 pm NZT
                            If they are different, you must submit relevant                 25 June 2012
                            documentation detailing the name change. i.e.
                            marriage certificate
                           Make sure your email address is correct and up                 ACE will send your application to the DHBs on 2 July 2012




                                                                                  Jul
                            to date as this is the email address ACE and                   DHBs will review and rank their preferred applicants by 25
                            DHB will utilise to get in touch with you                       July 2012
                           Please detail your emergency contact for when
                            you are on your overseas electives
                        
Feb - Mar




                            If you are unable to start work from the first                 ACE match will take place on 31 July 2012
                            quarter, please detail this in the application form            Formal offer of employment letter will be sent to successful
                     Residency




                                                                                  Aug
                                                                                            applicants on 6 August 2012
                     Health status                                                        Acceptances by 13 August 2012
                     Criminal conviction declaration                                      If you are unable to start work from the start date mentioned
                     Referees                                                              in your offer letter, notify the DHB immediately
                           Please detail full names and their contact
                            details
                     Consent                                                              Applicants who have accepted an offer employment with the
                     DHB preference                                                        New Zealand DHBs should complete an application for
                     Privacy declaration                                                   registration with Medical Council of New Zealand.




                                                                                  Sep
               Send reference request to referees you have nominated in                   Non-resident applicants that have accepted an offer of
                your ACE application form                                                   employment with the New Zealand DHBs should apply for
               Apply for an official academic transcript with your medical                 work permit with Immigration New Zealand.
                school or make sure they have your consent to release your
                academic transcript to ACE
                                                                                           Complete pre-employment documentation as required by
                                                                                            your prospective employer (i.e. DHB you have accepted a

                                                                                  Oct
               Attend the DHB ACE Roadshow                                                 position with)
                     Dunedin – 30 April 2012                                              Organise relocation if required
Apr




                     Christchurch – 1 May 2012
                     Wellington – 2 May 2012
                                                                                  Nov


                     Auckland – 3 May 2012                                                Attend orientation and start work 26 November 2012!




                                                                                                                                                            19
ACE Contact Details

ACE Coordinator
0800 ACE CENTRE (0800 223 236)
ace@healthcareers.org.nz
TUTU                        UUTT




ACE Centre
Private Bag 92189
Level 3 Building 14
Greenlane Clinical Centre
Greenlane
Auckland




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