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  1. 1. workplanras6038doc3264.doc 1. RCA PROJECT ON STRENGTHENING MEDICAL PHYSICS THROUGH EDUCATION AND TRAINING (RAS/6/038) REVISED SCOPE AND MODALITY OF IMPLEMENTATION 2. Introduction Although this project was approved for implementation in 2003/2004 the progress made during this period was minimal due to the scope of the project being too ambitious and due to shortcomings in the project management structure. These shortcomings have been identified and the scope and the management structure of the project have been revised to make the project viable. This document contains information on the revised scope, the modality of implementation of the project, revised work plan and other relevant information. 3. Vision The vision for this program is to develop a well documented clinical program that unambiguously meets an end point of a medical physicist who is qualified to work unsupervised in radiation oncology medical physics. This will provide clear guidelines to all member states on the program of training required and the necessary depth. It will give details on the “Methods of Training” and associated references. It will consider material that can assist member states with training and make recommendations on the development of further training resources. 4. Changes to the Specific Aims and Objectives and the Arrangements for Implementation • The initial program will now focus on the development of the clinical training program for radiation oncology medical physics (ROMP). • It is planned that by the end of 2006 a clinical training program will have been developed for ROMP and have completed a Phase 1 pilot (this will be the initial testing of key elements of the program). • Phase 2 testing will continue during 2007/8 if the program is recommended for continuation. 1
  2. 2. • A planned extension into 2007/08 will move the focus of the medical physics training to radiology and nuclear medicine • The development of QA/QC programs will be undertaken in a later phase of the program if time and funding is available. • It is recognized that the previously planned use of task groups would not be able to deliver the detailed guidance required to complete the project in the given time and this function has been taken on by an Expert Steering Group (ESG) 5. Expert Steering Group (ESG) The ESG will support the Lead Country Coordinator to drive the project and will be formed through consultation between the Lead Country Coordinator, the Technical Officer and the RCA Coordinator. The skills and experience base of the members of the ESG will reflect the initial focus on radiation oncology medical physics and will typically cover the disciplines as follows: • Three to four representatives of the radiation oncology medical physics profession – one of them will be elected convenor • One representative from radiology medical physics • One representative from nuclear medicine medical physics • One representative from academia • One radiation oncologist (‘customer’ representative) The members of the ESG may change as required to suit the development needs at the time. 4.1 The Role of the Expert Steering Group • Develop a definition and requirements for a qualified radiation oncology medical physicist which could be suitable for the Asia and Pacific region and will be used as a reference for the development of the clinical training program in the countries of the region. • Review and develop guidelines for a clinical training program for radiation oncology medical physicists. • Assist and advise the lead country co-ordinator in the implementation of the project and determining priorities. • Oversee progress of the project • Liase with the IAEA and the National Project Co-ordinators (NPCs) within RCA to facilitate progress of the project. 2
  3. 3. 6. Cooperation with AFOMP National medical physics organizations have been established in some countries of the Asia and Pacific region. They have joined the Asia Federation of Organizations for Medical Physics (AFOMP), one of the chapters of the International Organization of Medical Physics (IOMP). AFOMP is regarded as the highest authority in medical physics in the region. It is important that development of education and training programs as well as professional standards be done in co-operation with AFOMP. The possible co-operation was discussed with the AFOMP representatives during the formulation of this project. AFOMP will be requested to provide comments and assist with the refinement and finalization of relevant documents prepared in the frame of the project. 3
  4. 4. WORK PLAN FOR 2005/06 Year Month(s) Tasks 2005 February – April Establish ESG February – April • Prepare and submit concept document for Phase 2 of the programme in 2007-08 and for provision of QA/QC component and the broadening of the focus to radiology and nuclear medicine. • Distribute documents (including new TECDOC 1040) and required outcomes for the May meeting. May ESG meeting • 3 days • 7 ESG members plus IAEA TO • Outcomes: − Definition of a medical physicist specialist qualified in a medical physics specialty − Approved concept of documents on “Roles & Responsibilities” and “Required Knowledge & Competencies” (to be based on existing documents). − The above two items may be “in house” for the use of the program only or more general depending upon the views of the IAEA (issues involved in getting wider consensus). − Development of clinical training syllabus − Identify and review existing materials suitable to enhance the clinical training modules. • Develop a plan and submit to the Agency’s RCA Co- ordinator for approval and action. • Establish criteria to be selected as a pilot country/institution. • Harmonisation of all issues with TECDOC 1040. May Project Coordinators • Inform National Program Coordinators (will be facilitated by the IAEA RCA Co-ordinator. June/December Module development • Based on the criteria set by the ESG select & appoint the specialists to prepare modules. • Prepare modules July/December Pilot Program Write to Member States inviting to apply for Pilot Program. July to December Plan the “Train the Trainers” course • Develop information kit to send to NPCs. • IAEA, ESG subgroup and University to prepare. August Short list pilot institutions • Maximum eight. • No more than two from any one Member State. • Must be equipped and have human resources to undertake the program. September Scientific visit site 4
  5. 5. Year Month(s) Tasks • Determine which University is suitable to host scientific visits for module teaching and mentoring. 2005 September/November ESG expert visit for assessment of short listed institutions • Two members from the ESG. • Two weeks. December ESG subgroup meeting • Three days. • Three to four members. • Review draft modules. • Provides recommendations on the pilot institutions. 2006 March/April ESG meeting • One week. • ESG members plus IAEA TO. • Outcomes and outputs required: − Finalise:  Definition of a qualified medical physicist in a specialty  Roles and responsibilities  Required competencies  Clinical training syllabus  Clinical training program developed under contract by the experts − Review pilot program − Commence developing regional standards  Minimum and recommended number of qualified medical physicists  Professional and quality standards April to December Additional resource material • Develop additional resource material to assist with the clinical training program April Scientific Visits • Two weeks • A group of visitors will visit the University selected previously • Maximum 8 participants, two people from each country running the pilot (one from the institution) • Testing of “Applied Sciences of Oncology” CD. May to November Phase 1 of pilot program • Seven month program to undertake initial testing of the program. • Four (about) modules to be used – only parts of the major modules will be undertaken. August ESG expert visit to pilot institutions • Two members from the ESG. • Two weeks. • To review and make any required corrections to the operation of the pilot program in each institution. 5
  6. 6. Year Month(s) Tasks October/November Evaluation of clinical training program and the pilot program • Independent expert. • Discussion with trainees and trainers during the workshop. • Visits four pilot institutions. • One week. • Submit report to IAEA. • Expert takes part in workshop below. 2006 October/November Regional workshop for trainees and trainers in the pilot program: • 1 week. • Conducted by independent expert (used in the evaluation above) and selected members of ESG. • To provide additional training on selected aspects of the clinical training program. To allow independent expert to commence assessing the program. November/December RCA workshop on selected topic (To be held if budget permits) • 1 week • Subject to be determined • 1 person from each Member State • Conducted by experts December ESG meeting • 1 week. • First two days on own and last three days with NPCs • Outcomes: − Review the clinical training program and the results of the Phase 1 pilot program. − Modify the program as required. − Make recommendations on the Phase 2 pilot program (the entire clinical training program and the trainee evaluation processes). − Make recommendations on how the process of developing imaging clinical training program should be carried out. − Make recommendations on the development of the QA/QC program. December National Project Coordinators’ meeting • 3 days. • Concurrent with last three days of ESG meeting. • Review the project. • Prepare the workplan for the next phase of the project. 6
  7. 7. workplanras6038doc3264.doc SUMMARY OF INPUTS REQUESTED FROM THE IAEA IAEA Activity Number – Short Title Required Date Duration in weeks or months Related Activities National Project Coordinators meeting End of project assessment meeting (in conjunction with ESG meeting) December 2006 3 days Additional meeting in 2005 if strongly justified (depends on availability of resources) Expert Steering Group meetings Clinical training program development and assessment of training material May 2005 3 days Subgroup to review draft clinical training modules December, 2005 3 days Review of clinical training program and implementation of phase 1 pilot training program March/April 2006 1 week Review of phase 1 pilot training program, finalising clinical training program and recommendations for ongoing development December 2006 1 week Expert Missions EM1 – 2 expert visits to short listed institutions for involvement in the pilot project September/Novem ber, 2005 2 weeks EM2 – 2 expert visits (from ESG) to institutions involved in the pilot project August, 2006 2 weeks EM3 - Expert visit for independent evaluation of the project Oct/Nov, 2006 2 weeks Sub contracts SC1 – Preparation and refinement of module materials Jul/Dec 2005 SC2– Preparation and refinement of resource materials Apr/Dec 2006 Group Training – Scientific visits Scientific visits on module teaching and mentoring April, 2006 2 weeks Regional workshop for trainees in clinical training pilot program Oct/Nov, 2006 1 week Workshop on selected topic (subject to availability of financial resources) Nov/Dec, 2006 1 week 7
  8. 8. Proposed Workplan for RAS6038 2005/2006 1. Activity Name: Project management Actions to be implemented By Expert Steering Group (ESG)/IAEA Required Inputs Year 1/2005 Year 2/2006 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 National Program Coordinators meetings IAEA 3 d Experts steering group (ESG) meetings IAEA 3 d 1 w 1 w Dissemination of information to the medical physics community, allied professional bodies and Member States IAEA/ESG X X X X X X X X 2. Activity Name: Development of training materials Actions to be implemented By Expert Steering Group (ESG)/IAEA Required Inputs Year 1/2005 Year 2/2006 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Assessment of existing training methods and materials IAEA/ESG X X Development of additional training materials ESG/IAEA Subcontract X X X X X Meeting of ESG subgroup to review draft modules IAEA 3 d 3. Activity Name: Pilot training program Actions to be implemented By Expert Steering Group (ESG)/IAEA Required Inputs Year 1/2005 Year 2/2006 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 ESG expert visit to the short list of pilot institutions IAEA 2 w “Train the trainers” course IAEA 2 w Pilot program IAEA X X X Regional workshops for trainees and trainers in pilot program IAEA 1 w ESG expert visit to the pilot institutions to review and make corrections IAEA 2 w Independent expert visit to institutions involved in pilot program Independent expert 2 w 4. Activity Name: Improvement and upgrade fo safe operating practices and technical standards Actions to be implemented By Expert Steering Group (ESG)/IAEA Required Inputs Year 1/2005 Year 2/2006 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Workshops on selected topic (subject to availability of financial resources) IAEA 1 w 4. Activity Name: Promotion of regional cooperation in medical physics Actions to be implemented By Expert Steering Group (ESG)/IAEA Required Inputs Year 1/2005 Year 2/2006 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Facilitating co-operation and sharing of expertise and training resources IAEA/ESG X X X X X X X X Working with Member States and AFOMP IAEA/ESG X X X X X X X X Page 8 18th May 2005
  9. 9. RAS6038 2005/2006 BUDGET Source Human resources Procurement Total Carry over from 2004 76,529 69,924 156,453 Budget 2005 82,600 55,000 137,600 Budget 2006 90,840 35,000 125,840 Total (US$) 249,969 159,924 419,893 Page 9 18th May 2005
  10. 10. RAS6038 2005/2006 BUDGET Source Human resources Procurement Total Carry over from 2004 76,529 69,924 156,453 Budget 2005 82,600 55,000 137,600 Budget 2006 90,840 35,000 125,840 Total (US$) 249,969 159,924 419,893 Page 9 18th May 2005