Psychology Services Workforce Websystem
Psychology Services-All Clinical Staff Survey
Guidance Notes for Completion of Paper Forms
1. Introduction
2. Contacts for Assistance
3. Confidentiality and Data Protection Act
4. Key Data
5 Personal Data
6 Employment Data
6.1 Appointment data
6.2 Type of Work
6.3 Service Role
7. Termination Data
1.Introduction
The workforce employed in psychology services across NHS Scotland has been surveyed on September 30th each year since 2001. From 2012, the data collection moved to a quarterly reporting cycle, with census dates as at; 30th September, 31st December, 31st March and 30th June. The survey is carried out by NHS Education for Scotland in partnership with the Information Services Division (ISD). Data from the survey is published quarterly, and the latest reports are available on the ISD website:
We require information on all staff delivering or managing the Psychology service, not trainees and not information on staff who provide administrative support to those delivering or managing the service. Please provide information for all Grades/Bands.
Please note that staff that work in Psychology Services, but also defined as within CAMH services will have to complete two separate forms for each system, as different post information are collected on both.
If you are completing the form on a PC, there are drop-down lists available in word for you to select responses to some of the questions.
2.Contacts for Assistance
If you have any queries regarding any part of the Psychology Workforce Survey please do not hesitate to contact us using the details listed below.
Liz Jamieson
Tel: 0131 275 6422
Lorraine Smyth
Tel: 0131 275 6529
Heather Graveson
Tel: 0131 275 7626
3.Confidentiality and Data Protection Act
The Psychology Workforce system contains confidential information, and is registered, as required, under the Data Protection Act 1998.
Data Protection Act
The information collected through the workforce data collections is handled by the Information Services Division (ISD) of the Common Services Agency of NHS Scotland. The Data Protection Act 1998 regulates how ISD handles personal information, and in compliance with the Act, ISD’s processing of personal data has been notified to the Office of the Information Commissioner. A copy of this notification is available on-line at the Information Commissioner’s website at under 'Common Services Agency for the Scottish Health Service.' ISD also complies with the Data Protection Principles set out in the Act in its storing, processing and disclosure of personal information. The information collected will be used by ISD for workforce planning, analytical and statistical purposes, and will only be used and disclosed in connection with these purposes.
4.Key Data
Please complete all fields.
NATIONAL INSURANCE NUMBER
The National Insurance number is a unique number issued by the Contributions Agency to each member of the working population in the United Kingdom and is retained by them for life.
The format of the nine-character number is as follows:
characters 1,2 & 9 always alphabetic
characters 3 - 8 always numeric
Points to Note
- The field held on the files is up to nine characters long, the ninth character being a check digit.
- There is no meaningful structure to the number other than to be unique to an individual and to date there has been no need to re-issue a previously used number.
- The National Insurance Number is the main reference number used by government agencies in order to identify individuals.
- This number can be used to track movement of staff across NHS Scotland.
- Temporary Number: If a new employee’s National Insurance number is not available, a temporary number is created and used until the individual’s formal National Insurance number is obtained. The format of this number is as follows:
Character 1= ‘T’ (temporary)
Character 2= ‘N’ (number)
Characters 3-8= Numeric (DDMMYY of the individuals date of birth.)
Character 9= ‘M’ or ‘F’ (male or female as appropriate)
A temporary number is obviously not unique but this is resolved as soon as a formal number is obtained and input by the payroll clerk.
ADMINISTRATIVE NHS BOARD
This is the organisation holding the contract of employment and most likely to be the organisation responsible for employee payment.
If you are completing the form on a PC, please select from the drop-down list provided in Word.
NHS Board Code / NHS Board NameSA999 / NHS Ayrshire & Arran
SB999 / NHS Borders
SDA01 / StateHospital
SDA02 / GoldenJubileeHospital
SD037 / NHS Education Scotland
SF999 / NHS Fife
SG999A / NHS Greater Glasgow & Clyde (Specialist Children’s Services)
SG999B / NHS Greater Glasgow & Clyde (Clinical Health)
SS999C / NHS Greater Glasgow & Clyde (Wider Glasgow Area)
SG999D / NHS Greater Glasgow & Clyde (Clyde Area)
SH999 / NHS Highland
SL999 / NHS Lanarkshire
SN999 / NHS Grampian
SR999 / NHS Orkney
SS999A / NHS Lothian (Wider Area)
SS999B / NHS Lothian (Specialist Children’s Services)
SS999C / NHS Lothian (West Lothian)
ST999 / NHS Tayside
SV999 / NHSForthValley
SW999 / NHS Western Isles
SY999 / NHS Dumfries & Galloway
SZ999 / NHS Shetland
PAYROLL NUMBER
The pay number is a unique number used to identify each employee. The field consists of 8 characters. The first character is alphabetic, the remaining 7 characters are numeric (provided the NHS board uses the Scottish Standard Payroll System (SSPS)). If the NHS board does not use the SSPS number then provide the payroll number in the format that is used by the NHS board.
Points to Note
- Pay numbers are generated automatically by the SSPS and consequently are unique within Scotland.
- The Pay Number is not re-allocated after the employee has left.
- The first character or number represents the organisation (health board, CSA, etc).
- A person who has more than one contract within an employing authority or with different authorities should have a different pay number for each contract. In this case, the employee is identified by his/her NI number (see National Insurance Number).
Please move on to Personal Data.
5.Personal Data
Please complete all fields.
NAME FIELDS
Surname and Maiden Name: Double-barrelled surnames need not be hyphenated although hyphen, apostrophe and internal spaces are allowed.
First Forename, Second Forename, Third Initial: Contains either initials or complete forenames. Up to three initials may be entered.
DATE OF BIRTH
The format is DDMMCCYY .
SEX
MMale
FFemale
PSYCHOLOGY STATUS
This field applies to all individuals who are included in the survey.
This field records the status of the individual in terms of non-graduate, graduate or chartered status.
Chartered status is earned by those individuals who:
- are graduates with a first degree in Psychology;
- have also completed a Society accredited post graduate professional training;
- have completed additional period of supervised practice;
- and have been judged fit to practice Psychology without supervision.
Achieving chartered status obligates the practitioner to follow the profession’s code of ethics and to adhere to quality standards.
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
0Graduate Psychologist
1Graduate Psychologists with UK postgraduate training but not BPS chartered
2Chartered Psychologist
3Working Towards BPS Statement of Equivalence
4Psychologists with BPS Statement of Equivalence
5Non Psychologists
6Other (please specify)
Points to Note:
- Those whose chartered status is pending should record as ‘Not Chartered Psychologist’.
- Only those Psychologists who have qualified outwith the United Kingdom and working towards a Statement of Equivalence should be recorded under ‘Working Towards Psychology Statement of Equivalence’.
HPC REGISTRATION
Please indicate if you are registered with the Health Professions Council
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
YYes
NNo
NA Not Applicable
PROFESSIONAL GROUP
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
0Clinical Psychologist
1Counselling Psychologist
2Health Psychologist
4Forensic Psychologist
6CBT Therapist
7Other Therapist (analytical, interpersonal, music, play, art or family)
8Neuropsychologist
10Counsellor
11Other (please specify)
12Psychology Assistant
13MSc Psychological Therapy in Primary Care Graduate (University of Stirling and Dundee CAAPS, Clinical Associates)
19MSc Applied Psychology for Children and Young People Graduate (University of Edinburgh)
COUNTRY OF BIRTH and COUNTRY OF QUALIFICATION
Both these fields are a three-character code. For ‘Country of Qualification’ this field represents the country where the Psychologist completed their most recent training e.g. for Clinical Psychologists country where they gained their PhD in Clinical Psychology, for Psychology Assistants where they gained their Bachelor’s degree in Psychology, for CBT nurses, where gained their CBT qualification.
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
Scotland SCO
EnglandENG
WalesWAL
Northern IrelandNIR
Elsewhere UKEUK
Republic of IrelandREP
Other European Economic Area CountriesEEA
India, Sri Lanka, Pakistan, BangladeshIND
Australia, New ZealandANZ
Other Commonwealth Countries (excludes Canada) OCC
Non-EEA Countries in EuropeEUR
Other Countries in AsiaASI
Other Countries in AmericaAME
Other Countries in AfricaAFR
CanadaCAN
ElsewhereOTH
YEAR QUALIFIED
The year that the individual completed their most recent Qualification.
Points to Note:
- The year of qualification is recorded for the qualification gained which is required to work in their current grade/band e.g. for Clinical Psychologists record the year they gained their PhD in Clinical Psychology, for Psychology Assistants record the year they gained their Bachelor’s degree in Psychology, for CBT nurses, the year they gained their CBT qualification.
- For the Psychology Assistants, the Year of Qualification will be the year the employee earned his/her undergraduate Psychology qualification.
- For Clinical and Applied Psychologists the Year of Qualification will be the year the employee earned his/her post graduate Psychology degree.
ETHNIC ORIGIN
A three-character code identifying a group of people having racial, religious, linguistic and/or other cultural traits in common.
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
01 White:
A Scottish
B English
C Welsh
D Irish
E Other White (specify)
02 Mixed
A Any (specify)
03 Asian, Asian Scottish, Asian English, Asian Welsh, other Asian British:
A Indian
B Pakistani
C Bangladeshi
D Chinese
E Other Asian (specify)
04 Black Scottish, Black English, Black Welsh, other Black British:
A Caribbean
B African
C Other Black (specify)
05 Other Ethnic Background:
A Any (specify)
06A Not Known
07A Refused
DISABILITY
Do you consider yourself disabled as defined by the Disability Discrimination Act? i.e. Do you have a physical or mental impairment which has a substantial and long term adverse effect on your ability to carry out normal day to day activities.
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
YYes
NNo
DDeclined to answer
6.Employment Data
These data are divided into 4 sections: Appointment, Type of Work, Service Role and Termination.
Where staff hold more than one contract, on completion of Appointment A, please also complete Appointment(s) B, C and D where appropriate. The guidance for these fields is identical to that of Appointment A.
6.1 Appointment data
NHS BOARD (ORGANISATION CODE)
This five-character code represents the NHS Board where the staff member is delivering services. Please indicate from theNHS Board list of codes on page 5.
Points to Note:
- This code is allocated by ISD and forms part of a National Reference File that is used throughout the NHS Scotland both for patient and staffing data.
- New Organisation codes are usually created when a NHS board reconfiguration takes place in order to reflect the new set up.
- For academic staff who give clinical sessions to NHS Scotland: This survey is only for NHS Scotland work, and thus the NHS Board where the contract is held, whether this is substantive or Honorary, should be indicated.
DATE START IN POST
This is the date on which the staff member took up their present post. The format is DDMMCCYY.
GRADE / BAND
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
OTHOther
B1 Band 1
B2 Band 2
B3 Band 3
B4 Band 4
B5 Band 5
B6 Band 6
B7 Band 7
B8A Band 8A
B8B Band 8B
B8C Band 8C
B8D Band 8D
B9 Band 9
DATE APPOINTED TO PRESENT GRADE / BAND
This is the date on which the staff member was appointed to the current grade/band in the current or a previous post. The format is DDMMCCYY. Please note that this does not include the Agenda for Change assimilation process.
State the date that the staff member was appointed to their grade/band. Do not state the date that they moved to the next spine point level within their grade/band.
CLASS OF CONTRACT
Contract Class is used to identify the nature of the contract held by the psychology staff member.
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
HonoraryHON
Locum Contract LOC
BankBAN
Agenda for ChangeAFC
Points to Note:
- Honorary Appointments – Staff holding posts in Universities or organisations such as the Medical Research Council and teachers (including part time professors or heads of university departments) who devote part of their time to NHS work must have an honorary appointment with anNHS board (unpaid except for expenses, etc) in order to be permitted to deliver care to patients.
- There may be some individuals who hold a substantive post and also provide bank services. These two different ‘contributions’ are considered separate contracts and therefore require two separate appointment sections: one for each contract.
TYPE OF CONTRACT
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
Whole timeWT
Part timePT
Points to Note:
- Head of Service – all sessions, i.e. clinical, administrative and management, should be reflected in determining the Type of Contract.
- If record is for ‘split’ contract (i.e. a contract involving work at more than one NHS board), the Contract Type will represent the contract type for the part contract i.e. if the combined commitment at all NHS boards makes up a whole time commitment, each ‘split contract’ appointment record will hold the Contract Type as part time.
TERM OF CONTRACT
The term of contract records if the contract is permanent (ongoing) or if it is a fixed term contract. In the case of a fixed term contract, the length of contract is recorded in years and months.
In the case of an ongoing or permanent contract, the contract term is recorded as ‘z’.
6.2 Type of Work
SESSIONS
Sessions are based on the average number of session over a typical 4-week period over the last 12 months. The total should not be more than 40 sessions.
Please complete to 2 decimal places.
- If the typical number of sessions over a 4 week period is 40 then this should be recorded as
40.00
- If the typical number of sessions over a 4 week period is 8.5 then this should be recorded as
8.50
Points to note:
- A session usually represents a ‘notional half-day’. In many cases this will be 3.5 hours.
- The maximum number of sessions that can be contracted is normally 40 sessions per 4-week period. The totals for SESSIONS, AREA OF WORK SESSIONS and SERVICE ROLE SESSIONS MUST BE EQUAL.
- There may be exceptions; for example, to deliver waiting list initiatives. Any sessions over the normal 40 sessions must be paid sessions.
TARGET AGE
If you are completing the form on a PC, please select from the drop-down list provided in Word.
If you are completing this as a paper form, please indicateusing the following codes:
ADUAdult
CHAChild&adolescent
OLPOlder People
NTSA combination of the above/age not specified.
AREA OF WORK
The following is a list of the Areas of Work covered by Psychology Services. It is recognised that within a single contract an individual may cover several areas of work.
The system allows for up to 4 areas of work to be recorded within a single contract. When the different areas of work are covered by separate contractual arrangements Appointments B, C and D should be completed.
The survey asks about the number of sessions spent in each of the Areas of Work the individual has recorded on their form, in a typical 4-week period.The total should not
be more than 40 sessions and should equal the totals for SESSIONS and SERVICE ROLE.
Please complete to 2 decimal places
Eg If the typical number of sessions over a 4 week period is 2.50 then this should be recorded as
2.50If you are completing the form on a PC, please note for this question the drop-down list is not available.
Physical Health / ForensicCAR / Physical Health- Coronary heart disease and cardiac rehabilitation / FOB / Forensic- Offending Behaviours
CYS / Cystic fibrosis / FOG / Forensic- General
CFS / Chronic fatigue syndrome / FOM / Forensic- Mental Health
HIV / Physical Health – Sexual Health- HIV/Aids / FOR / Forensic - other
LTI / Physical Health – Long Term Illnesses – e.g. diabetes, renal medicine/disability / Other
ONC / Physical Health – Cancer/Palliative care / ACA / Academic
OPH / Physical Health- Other (please specify) / ALC / Alcohol and Substance Misuse
PAI / Physical Health- Pain / ASD / AutisticSpectrum Disorder
PHY / Physical Health- General / DEN / Dentistry
STR / Physical Health – Stroke / ELD / Healthcare for the Elderly, Dementia
MAT / Maternity and Neonatal / GBV / Gender Based Violence
SLP / Sleep Disorders / IMP / Health Improvement
Mental Health / LAT / Local area tutor
GMH / Mental Health- General / MIN / Services to Cultural Minorities
EIM / Mental Health- Early Intervention / NAS / National Assessor
MTM / Mental Health- Mild to Moderate / OCH / Occupational Health
SEM / Severe and Enduring mental illness rehabilitation / OTH / Other (including management)
EAD / Eating Disorder / PRE / Prevention
Learning Disabilities / PRI / Prison Service
LDA / Learning Disabilities – Autism / PSX / Psychosexual
LDC / Learning Disabilities - Challenging Behaviour / SFH / Self help workers
LDI / Learning Disabilities- General / STU / Student Health
LDM / Learning Disabilities - Mental Health / TRA / Trauma Services
ADH / Attention Deficit Hyperactivity Disorder / WTI / Waiting times initiatives
LDO / Learning Disabilities - Offenders
Neuropsychology / SXA / Sexual Assault
NEU / Neuropsychology & Neuro-Rehabilitation (including spinal injury) / SXB / Sexual Abuse
Points to Note: