ACE Applicant Guide

Applicant Guide 2016/2017
ACE 2016 Applicant Guide
For New Zealand and Australian medical graduates applying for a first year House
Officer position in New Zealand.
Table of Contents
Introduction
ACE Principles
Overview of the ACE Recruitment Process
Eligibility for the ACE programme
How to use the ACE application system
Register & create your profile
Start your application
Applying as a Paired Applicant
References
Upload your documents
ACE Match
RMO Unit Contacts – North Island
RMO Unit Contacts – South Island
Key dates for ACE 2016 intake
Timeline
ACE contact details
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1
Introduction
The Advanced Choice of Employment (ACE) programme facilitates the application and recruitment process
for final year Australian and New Zealand medical students applying for their first year House Officer
position. This process is coordinated on behalf of the 19 DHB employers across New Zealand that employ
first year House Officers.
Since its inception, ACE has assisted thousands of Australian and New Zealand medical students to obtain
their first position in a DHB employer across New Zealand. Applying via ACE is the most successful way of
gaining a first year House Officer position commencing in November of the training year.
ACE Principles
1. All DHB employers have agreed to implement the ACE scheme and to work within the ACE process.
Employers 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)
should apply through the ACE programme.
3. Applicant employer preferences and employer ranking of preferred graduates 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 an employer, there is an expectation that the applicants will accept a position
with that employer as declining a position will see that applicant excluded from that intake. Similarly,
employers may not appoint House Officers matched to some other employer without the express
consent from that employer and ACE.
Applicants and employers are asked to report to ACE should there be any instances of breaches of the
above principles.
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Overview of the ACE Recruitment Process
Step 3:
Step 1:
Graduates
complete the ACE
application
Step 2:
ACE assesses and
scores all complete
applications
Employer’s shortlist
and rank their
preferred graduates
Step 4:
ACE performs
algorithm match
Step 5:
Match outcome
released and offers
made
There are 5 key steps within the ACE application process. Each of these steps is outlined in detail below.
Step 1: Complete your ACE Application
In order for your application to progress to the next step it must read complete at the time applications
close, 12pm on Friday 10th June 2016. There is no submit button for ACE; provided your application is
deemed complete it will automatically be eligible for the next stage of the process.




Upload your up-to-date CV
The ACE CV template can be downloaded from the ACE website in the ACE Resources
section. This can be used as a guide when putting together your CV.
Upload a copy of your certified academic transcript
Australian Graduates: You will need to attach a certified copy of your Official University
Academic Transcript to your ACE application before the closing date. For more information
on who can certify your documents see page 7.
New Zealand Graduates: You will be asked to sign a consent form at the end of your fifth
year allowing the faculty of medicine at your school to send your transcript directly to ACE.
ACE will then attach this document to your application in early April. In these cases,
provided you signed the release consent form, you will not need to individually request
your transcript. If you signed this release and your transcript has not been attached to your
application by the end of April, please contact the ACE Centre.
NB: If you do/did not give your consent your transcript will not be provided to ACE. You will
then need to individually request this document from your University, have it certified and
upload it to your ACE application.
Upload your clinical results/dean’s commendations
You have the opportunity to supply copies of dean’s commendations or overall distinction
in clinical results that you may have received during your final years at medical school.
These may be considered by employers and contribute to your overall ACE score.
NB: These documents must be uploaded to your ACE application in order to be considered
by ACE and employers.
Attach certified copies of your citizenship or residency documents
All graduates are required to provide proof of identification and citizenship/residency
documents as part of their application. You will need to supply certified copies of one of
the following sets of documents:
1) Photo page of New Zealand/Australian passport
AND
NZ/Australian driver’s licence or NZ Tertiary Student Identification Card
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2) Photo page of an overseas passport
AND
Relevant visa page indicating residency or a New Zealand visa
AND
NZ/Australian driver’s licence or NZ Tertiary Student Identification Card



3) Certified NZ/Australian birth certificate or citizenship certificate
AND
NZ/Australian driver’s licence or NZ Tertiary Student Identification Card
Supply three references
You will be required to nominate three referees within your application to complete
references for you. All three of these references must be completed in order for your
application to be deemed complete. More information about who is eligible to act as a
referee can be found in the References section on page 12.
Referees may complete these electronically, either via the unique link or using the
reference form provided in the email request sent to them when you enter their details
into the ACE site. Alternatively, you are able to download the ACE Reference Form from the
ACE Resources section of the ACE website and share this with your referee. Your referee
can then send this form directly back to ACE via email or fax, at which point ACE will
attempt to upload it to your application. Please note, if your referee is completing a hard
copy reference form prior to applications opening you will be required to enter their details
into your application once available and notify ACE to upload the reference for you. ACE is
NOT able to upload these references until you have notified them to do this.
Preference, in order, the employers you wish to work for
As part of your ACE application you are able to preference up to 20 employers for whom
you may wish to work. You must preference a minimum of 6 employers in order for your
application to be considered complete. Applicants with specific circumstances that require
them to remain within a certain region must notify the employer by indicating this within
their cover letter. Please note however that this does not guarantee a match to that
employer.
Attach cover letters for the employers you wish to work for (optional)
Although Cover Letters are not mandatory, you are able to attach either a generic cover
letter addressed to all your preferred employers, and/or individual cover letters addressed
to each. Note; should you choose to upload a generic cover letter as well as several specific
cover letters, only the employers who you have not uploaded a specific cover letter for will
see the generic cover letter. (I.e. the specific cover letter supersedes the generic cover
letter for these employers)
Step 2: ACE assesses and scores all complete applications
ACE first ensures each application meets the eligibility requirements and then uses a set of nationally
agreed criteria to assess and score each application prior to sending them to employers.
ACE looks at the following components as part of their assessment:


Academic transcript
Publications
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


Other degrees
Prizes, awards or scholarships
References
Don’t be alarmed! It’s not all about the score you receive; some employers will take ACE scores into
consideration while others will use their own assessment criteria to look at graduates’ suitability.
Step 3: Employer’s shortlist and rank their preferred graduates
Employer shortlisting and selection takes place over a three week period. During this time, employers are
entirely responsible for their own processes. Note that each employer will follow their own process and
may place value on different attributes. ACE therefore recommends you review the employer information
sheets found in the Employer Information section of the ACE website for more information regarding each
employer’s prerequisites.
Step 4: ACE performs the algorithm match
In accordance with the ACE algorithm priorities (outlined in the ACE Match section below), the algorithm
matches graduates to their highest preferred employer wherever possible. Where an applicant is unable to
be matched to their first preferred employer, the algorithm will work to match them to their second, then
third and so on. The ACE algorithm will continue until all positions have been filled or there are no further
graduates available to be matched.
Step 5: ACE match result released and offers made
Once the ACE match has run and employers have been notified of their successfully matched graduates,
ACE will inform all applicants of the outcome of their application. For the 2016 intake, ACE will inform all
graduates on 1 August 2016. Employers will then have one week to carry out safety checking as required
under the Vulnerable Children Act (VCA) before formally offering to their matched graduates on 8 August
2016.
Please note that employer processes between 1 August and 8 August will vary. Some employers may
contact you to carry out the checking, others may do this after they have extended a conditional offer. As
such, do not be alarmed if you are not contacted during this period. Questions relating to an employer’s
safety checking process should be directed to the key contact at each employer. You will find this
information in the Employer Info section of the ACE website.
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Eligibility for the ACE programme
Graduates that meet one of the eligibility criteria outlined below and who sat their final exams no more
than 12 months before applying to ACE are eligible to apply via ACE for first year House officer positions.
To be eligible to apply via ACE you must meet one of the below criteria:
1. Graduates from New Zealand medical schools and are citizens or permanent residents of New
Zealand/Australia.
2. Graduates from Australian medical schools and are citizens or permanent residents of New
Zealand/Australia.
3. Graduates from New Zealand medical schools and are not permanent residents of New
Zealand/Australia.
Applicants will be excluded from the match if they:
1. Fail to submit a complete application by 12 pm 10 June 2016
2. Do not meet the eligibility criteria as set out above
PLEASE NOTE:
 Documents must be certified by a Justice of the Peace, Lawyer, Court Registrar or Police Officer. 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 contact ACE via email (rmo@acenz.net.nz) ahead of
time to arrange a suitable time to do this.

Please DO NOT send original documents to ACE as they will not be returned. There is no need to send
any hard copy documents to ACE as all documents can be uploaded to the specified slot or as an
appendix to the CV, except for hard copy reference forms.

All the steps above and the required documents must be completed and/or uploaded to your ACE
application by the closing date. There will be no exception to this as we are working within national
timeframes.

You must notify ACE if you gain employment during the course of the application process to withdraw
your application.
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How to use the online ACE application system
1.
Register and create your profile:
Before you can commence your application you must first register within the site and create a profile. The
information held within your profile (email address, contact numbers, postal/residential addresses etc.) can
be updated at any time, even when applications have closed!


Visit http://rmo.acenz.net.nz/
Register as a new ACE applicant or log in if you already have a profile registered
Register:
 To register a profile with ACE you will need to create a unique username and email address. Note
that as your email address is unique, should you forget your login details you will be able to use
your email address to access these again. Therefore, it is vital you use an email address which can
be regularly accessed throughout the duration of the intake. If you have any issues logging in or
retrieving your username, please contact the ACE Centre on 0800 223 236.
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Create your profile:
 Once you have registered you will need to enter your profile information. Remember the
information held within your profile (email address, contact numbers, postal/residential addresses
etc.) can be updated at any time, even when applications have closed!
2.
Start your application:
Once you have registered and created your profile you will be able to start your ACE application. There is
no submit button for the ACE process, provided your application status is complete at the time applications
close it will progress to the next stage of the process.
Your ACE application is made up of the following nine sections, these sections appear down the left hand
side of your page once you have commenced your ACE application.
Quick Tip: Once logged into your application you can easily identify which sections are complete and which
sections still need to be completed. The navigation panel on the left hand side of your screen will show
next to the section if it is incomplete and
if the section is complete.
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Application for ACE:
This section includes your eligibility and privacy declarations. Note that if you do not meet the eligibility
criteria your application will not be able to be deemed complete. Applicants in this position should
approach employers directly. Details of the key contact people at each employer can be found in the
Employer Information section of the ACE website.
Personal Details:
This section contains questions relating to residency, electives and any special circumstances for
applications such as applicants applying as a pair.
Applying to ACE as a paired applicant
ACE allows for two graduates who wish to be placed at the same DHB employer and who are both
applying via ACE in the same intake, to submit their applications as a pair. However, there are
potential consequences you should consider before deciding to apply as a pair as these may impact
your match outcome!
1.
The ACE algorithm will consider the pair based on the lowest eligibility category of the two
applicants.
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The ACE algorithm will consider the pair based on the lowest employer ranking of the two
applicants.
3. A match can only be facilitated where there are 2 PGY1 positions still available at the time the
algorithm considers the pair.
2.
To apply as a pair, both applicants must:
1.
Detail your wishes to apply as paired applicants on the online ACE application form in the
Personal Details section (as below). To do this you will need the applicant number of the
other applicant you wish to pair with.
2.
Detail in cover letter(s) your wishes to apply as a paired applicant so employers can identify
your reasons for this.
3.
Make sure your employer preferences are identical (i.e. Preference the same number of
employers in the same order) – if your preferences are different ACE will not be able to pair
your application in the system and you will not be put through the ACE Match process as a
pair.
It must be noted that applying as a pair may have consequences on a graduates match. As
graduates within a pair are considered at the lowest common denominator, should a category one
applicant choose to pair with a category two applicant both applicants will be considered a
category two for the purpose of the match. The same applies for employer rankings; where one
candidate has been ranked highly (for example 3rd) and the other ranked lower (for example 30th),
both candidates will be considered at 30 rather than at 3.
Finally, applying as a paired applicant requires two positions to be available at the time of
consideration. As such, should the algorithm get to the lowest ranked applicant of the pair and only
one position remains available, the algorithm will skip both graduates in the pair and move on to
the next ranked applicant matching that person to the employer.
Quick Tip: You can identify your ACE applicant number quickly once you have started your application by
taking note of the numbers underneath the “your application” heading on the left hand side of the page.
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Education:
This section asks where and when you completed your medical degree, where and when you did/will
complete your Trainee Intern (TI) year and whether you have been awarded any prizes, scholarships,
awards or additional degrees.
 Please note that you are required to enter the year you completed your degree not the year you
will graduate (i.e. not the year you appear at your graduation ceremony to collect your physical
degree certificate as many universities hold their graduation ceremony early the year after you
complete your degree).

The ACE application site also provides you with the opportunity to outline information regarding
any Prizes/Scholarship, Publications and Additional Degrees which will be considered as part of
your application process. Note that if these are not indicated within this section of your ACE
application and supporting documents are not supplied ACE will be unable to consider these as part
of the application process.
Declaration:
Health and criminal declarations (VCA)
Preferences:
Rank, in order of preference the employers you would like to work at. Note a minimum of 6 employers is
mandatory however ACE recommends applicants preference 10 employers or more to facilitate a positive
match outcome.
 Rank the hospitals in order of your preference. Once you have saved your preferences you will be
sent an email confirming your employer preferences. You are able to change your employer
preferences at any time up until applications close.
 Applicants are discouraged from preferring an employer they would not be prepared to consider an
offer from as there is an expectation that the applicants will accept a position with the employer
they are matched to. Should an applicant choose to decline their offer, that applicant will be
excluded from the intake and will be ineligible to re-apply.
References
It is your responsibility to locate and agree references with three referees that meet the ACE referee policy
(outlined below). It is advisable to contact your potential referees as soon as possible to avoid any
possible delays in obtaining your references.
You will be required within your application to enter the details and e-mail addresses of your three
nominated referees and click “send reference request”. The system will then email the referee with a
unique link to an electronic reference form.
Your referees must then complete the online reference form and ensure they click submit before the
application close date!
 Alternatively, if you are requesting a reference from the second half of your fifth year, you are able
to download the ACE Reference Form and share this with your referee. They can then send the
completed hard copy of their reference directly back to ACE via email, fax or post, at which point
ACE will attempt to upload it to your application.
(Note: If your referee is completing a hard copy reference form prior to applications opening you will
still be required to enter that referees details into your application once applications open and then
notify ACE to upload the reference for you. ACE will NOT upload these references until you have
notified them to do so. Ensure you do this before applications close as your application cannot be
deemed complete until all three references have been completed and uploaded/submitted to your
application!)
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Once each reference has been completed that referees status will be updated to complete in the
references section of your application. (Note: Although you will be able to see that the referee has
submitted your reference, you will NOT be able to view the reference itself as ACE does not have authority
to release references to the applicant. Should you wish to see a copy of your reference you will need to
approach the referee directly. For this reason, all referees are emailed a copy of their reference once
completed).
NB: It is your responsibility to ensure ACE receives three completed references. The supply of incorrect
referee details or nominating referees that have not agreed to act as your referee may mean your
application will be incomplete at the close date. We will send you regular reminders noting which
documentation including references, are missing.
ACE Referee Policy:

Referees must be a (vocationally registered) Consultant/SMO or a GP who has 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). Here’s a link to MCNZ comparable
health settings: MCNZ list of comparable health system countries.

References must be obtained within two years of graduation and from placements the applicant
has completed in their final year of study.

You must obtain a minimum of three references from your final year in order for your ACE
application to be deemed complete. ACE will allow an exception to this if you are completing an
elective during the first half of your final year.
In these cases ACE will allow:
 One of these 3 references to be from the second half of a graduates fifth year (penultimate
year).
OR
 One reference from graduates elective provided it is from a hospital that is included in the
MCNZ list of comparable health system countries.
If you are unable to nominate three referees, please contact the ACE Consultant.

Once you have entered a referee’s details into your application and they have completed your
reference on-line, you will be unable to make any change yourself.

You will be unable to view references through your ACE application process. If you wish to view
your reference, you must arrange this directly with your referee.
Workforce Questionnaire
Optional section (you will note this section already appears in your checklist with a
!)
Consent:
Provide your consent to take part in the match and to be included in the ACE Talent Pool.
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Upload your documents:
3.
Upload all mandatory and any supplementary ACE documents here.
This includes uploading the following:
 Curriculum Vitae (CV)
 Cover Letter (s) – Optional
 Academic Transcript
 Any Deans Commendations or Clinical Results that demonstrate an Overall Distinction for your
fourth and/or fifth years.
 Residency Documents
You should now be finished!!! Go to your Checklist! Ensure you are COMPLETE!
Quick Tip: There is NO submit button for ACE so provided your ACE application reads COMPLETE prior to
applications closing it will automatically progress to the next stage. The checklist page of your ACE
application can tell you at a quick glance whether your application is complete or not.
Your application status can
be found here at any time
4.
ACE Match:
ACE runs the match algorithm based on the below priority order, simultaneously ensuring as many
graduates are successfully matched as possible and matched to the highest preferred employer where
possible.
ACE Algorithm Priorities:
1) Graduates preference of employers is the algorithms highest priority
2) Employer ranking of preferred graduates is the algorithms second priority
3) Graduates may only be matched to one employer
How the ACE match process runs:
The matching process starts by looking at all applicants who meet the Category 1 eligibility criteria (i.e. NZ
graduates who are NZ/Australian Citizens/Permanent Residents). The algorithm looks at each employers list
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of ranked graduates and starting at the top, works its way down the list, matching the employer to
graduates who have ranked that employer first. It continues this process for each employer until all
vacancies for that employer are filled or the algorithm has exhausted the list of ranked graduates who
preferred the employer first.
When a graduate is matched to their first preferred employer they are then removed from all other
employer lists, preventing them from being matched to more than one employer.
After all the matches possible have been made when considering the first preferences of each graduate,
the next pass of the algorithm considers the graduates' second preference and later passes down to their
lower preferences (third, fourth etc.).
The matching process continues until all positions have been filled or all Category 1 graduates have been
matched. It then performs the same process for Category 2 and then Category 3 graduates.
Once the electronic match is complete, if some positions have still not been filled, any category 1 graduate
who is not successfully matched to an employer will be contacted by ACE and given the opportunity to
extend their employer preference list to include additional employers.
Subsequent to this, graduates who are not successfully matched to an employer in the match process will
then be placed into a Talent Pool of available graduates which employers can use to fill any subsequent
positions that arise.
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RMO Unit/Recruitment Contacts - North Island
Northland DHB
Whangarei Hospital
Koea Kaka
PO Box 9742, Whangarei
Ph: +64 9 430 4101 ext 3338
Fax: +64 9 430 4123
koea.kaka@northlanddhb.org.nz
www.northlanddhb.org.nz
Bay of Plenty DHB
Tauranga Hospital
Jan Simeon
Private Bag 12024, Tauranga
Ph: +64 7 579 8542
Fax: +64 7 579 4523
jan.simeon@bopdhb.govt.nz
www.bopdhb.govt.nz
NRA
Northern Regional Alliance
Auckland, Middlemore, North Shore and
Waitakere Hospitals
Private Bag 92189, Greenlane
Ph: +64 9 631 0707
Fax: +64 9 623 4644
Denise.corlett@nra.health.nz
Dayna.johnstone@nra.health.nz
www.aucklanddoctors.co.nz
Waikato DHB
Hamilton Waikato Hospital
Paul Miller
Pembroke Street, Hamilton 3240
Ph: +64 7 839 8899 ext 23128
Fax: +64 7 585 0941
paul.miller@waikatodhb.health.nz
www.waikatodhb.govt.nzUUTTHH
Bay of Plenty DHB
Whakatane Hospital
Joy Sunich
PO Box 241, Whakatane
Ph: +64 7 306 0749
Fax: +64 7 306 0973
Joy Sunich@bopdhb.govt.nz
www.bopdhb.govt.nz
Lakes DHB
Rotorua Hospital
Stephanie Wearne
Private Bag 3023, Rotorua
Ph: +64 7 343 8711
Fax: +64 7 349 7663
stephanie.wearne@lakesdhb.govt.nz
irene.warren@lakesdhb.govt.nz
www.lakesdhb.govt.nz
Tairawhiti DHB
Gisborne Hospital
Natalie Atkinson
Private Bag 7001, Gisborne
Ph: +64 6 869 0500 ext 8026
Fax: +64 6 869 0585
natalie.atkinson@tdh.org.nz
www.tdh.org.nz
Taranaki DHB
Taranaki Base Hospital (New Plymouth)
Karlina Nickson
Private Bag 2016, New Plymouth
Ph: +64 6 753 6139 ext 8704
Fax: +64 6 753 7860
karlina.nickson@tdhb.org.nz
www.tdhb.org.nz
Hawkes Bay DHB
Hastings Hospital
Barbara Rowe
Private Bag 9014, Hastings
Ph: +64 6 878 8109 ext 5884
Fax: +64 6 878 1301
barbara.rowe@hawkesbaydhb.govt.nz
www.tdh.org.nz
Whanganui DHB
Wanganui Hospital
Linda Erni
Private Bag 3003, Whanganui
Ph: +64 6 348 3436
Fax: +64 6 348 1316
linda.erni@wdhb.org.nz
www.wdhb.org.nz
MidCentral DHB
Palmerston North Hospital
Moira Eathorne
Private Bag 11 036, Palmerston North
Ph: +64 6 350 8849
Fax: +64 6 350 8627
rmo.vacancies@midcentraldhb.govt.nz
www.midcentraldhb.govt.nz
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Capital & Coast, Hutt Valley and Wairarapa DHB
Wellington, Hutt and Masterton Hospitals
Sam Hooper
Private Bag 7902, Wellington
Ph: +64 4 806 2532
Fax: +64 4 385 5965
sam.hooper@ccdhb.org.nz
www.capitalhealthcareers.org.nz
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
www.nmdhb.govt.nz
Nelson Marlborough DHB
Wairau Hospital
Pip Smith
PO Box 46, Blenheim
Ph: +64 3 520 6395
pip.smith@nmdhb.govt.nz
www.nmdhb.govt.nz
Canterbury DHB
Christchurch Hospital
Nila Patel
Private Bag 4710, Christchurch
Ph: +64 3 378 6051 ext 86051
Fax: +64 3 364 0897
Nila.patel@cdhb.health.nz
www.cdhb.govt.nz
Southern DHB
Invercargill Hospital
PO Box 828, Invercargill
Ph: +64 3 214 8921
Fax: +64 3 214 7242
deb.mcdonald@southerndhb.govt.nz
www.southerndhb.govt.nz
South Canterbury DHB
Timaru Hospital
Andrea McAlister
Private Bag 911, Timaru
Ph: +64 3 687 2389
Fax: +64 3 687 2369
amcalister@scdhb.health.nz
www.scdhb.health.nz
Southern DHB
Dunedin and Wakari Hospital Private Bag
1921, Dunedin
Ph: +64 3 470 9610
Fax: +64 3 474 7715
clair.macgregor@southerndhb.govt.nz
www.southerndhb.govt.nz
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Key Dates for ACE 2016 Intake
Date
February 2016
Monday 7th - Thursday 10th March 2016
9:00 am Monday 15 February 2016
Friday 27 May 2016
12:00 pm Friday 10 June 2016
By 5:00 pm Monday 20 June 2016
Tuesday 21 June 2016
12 pm Wednesday 13 July 2016
Wednesday 13 July - Friday 15 July 2016
Friday 15 July - Monday 18 July 2016
12 pm Monday 25 July 2016
5:00 pm Thursday 28 July 2016
Monday 1 August 2016
Milestone
ACE information made available on ACE Website
ACE and Employer Roadshow
ACE and Employer Roadshow will take place 7th Dunedin, 8th Christchurch, 9th
Wellington, 10th Auckland and Hamilton.
Applications open on ACE website
Application process for 2016 intake opens to allow students to start applying online.
Applicants can register and create a profile for within ACE prior to this.
Applicant Registration cut off
Applicants should have begun their application and sent three reference requests prior
to this time to allow ample time for referees to respond.
Applications Close
Applications are open for 3.5 months. Once applications have closed applicants'
documentation is checked and made available in the database for viewing and/or
downloading by the employers.
ACE applicants sent to employers
ACE assess all applicants to ensure they meet eligibility criteria and then score them on
a set of nationally agreed criteria. Once this process has been complete ACE releases
applications to employers for selection and ranking.
Ranking process starts
Employers have 3 weeks to make their selections to hire and submit these to ACE.
Employers submit their final number of PGY1 positions and their ranked applicants to
ACE
Employers log-in to ACE and input their rankings in order of preference and their final
number of graduates to be hired.
Part 1 of Match and Audit Completed
ACE runs match and audits results before compiling matched applicant spreadsheets for
each employer
Employers with vacancies and unmatched category one applicants are contacted by
ACE
ACE will contact all employers with remaining vacancies and request they rank any
unmatched category 1 applicants. They will then also contact any unmatched category
1 applicants and request they preference any employers with remaining vacancies.
Employers and applicants return additional ranked options
Employers and category 1 applicants who have been asked to rank additional options
will need to return their rankings by 12pm.
Match results sent to Employers
ACE has 4 days to perform the final manual match and compile spreadsheets to send to
employers by 5:00pm Thursday 28 July.
ACE release results to all applicants
ACE notifies all applicants of the outcome of their application via email. Employers then
have 7 days to complete any pre-offer Vulnerable Children Safety checks required
before releasing official offers to matched candidates.
Monday 8 August 2016
Employers release formal offers to applicants.
All matched graduates must be offered to on the nationally agreed date of Monday 8th
August.
Tuesday 9 August
ACE sends Talent Pool to Employers
ACE prepare the Talent Pool and disseminate this to the 20 DHB employers nationwide.
Unsuccessful applicants will need to approach employers directly regarding any
remaining vacancies.
Monday 15 August 2016
Successfully matched graduates respond to offers
Successful graduates have 1 week to accept or reject offers by responding directly to
their matched employer.
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May
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Jun
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Jul
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Aug
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Sep
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Oct
Check your eligibility and start approaching your referees to
notify them to expect your reference request in
February/March.
 Trainee Interns going on a first quarter overseas elective
should discuss with their nominated 5th year referee (please
note this referee must have supervised you in the second half
of your 5th year).
 Start thinking about which Employers you would like to apply
for and start researching position numbers in those hospitals
(You can find Employer information here on the ACE website
under the Employer Info tab).
 Create your ACE profile and commence your application
at rmo.acenz.net.nz
 Complete your personal details on the online ACE application
form.
 Send reference requests to your chosen referees by clicking on
the button that is activated once you supply the referee
details
 Ensure your email address is correct and up-to-date as this is
the email address ACE and Employers will use to contact you
 Please provide details for an emergency contact if you are
intending to go on elective overseas
 If you are unable to start work in November 2016 please detail
this in the application form and clearly outline your reasons in
your cover letter(s)
Attend the DHB ACE Roadshow
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Dunedin – 7th March 5-7pm
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Christchurch – 8th March 5-7pm
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Wellington – 9th March 5-7pm
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Waikato – 10th March 11:30am – 1:30pm
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Auckland – 10th March 5-7pm
Complete the following aspects of your ACE application:
 Eligibility and privacy declaration
 Residency and Education information
 Transcript: If you are graduating from University of
Auckland or University of Otago make sure your school
has your consent to release your academic transcript
direct to ACE. If you are not graduating from either of
these universities you will need to obtain this from your
university directly and get a copy certified.
 Health and Criminal Declarations
 Employer preferences
 Consent
Nov
April
March
Feb
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Complete and attach your curriculum vitae to your ACE
application
Complete and attach your cover letter(s) to your ACE
application
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Upload your certified residency documents to ACE by 27 May
Finalise your Employer preferences in your ACE application
Chase up any outstanding references that you require
Ensure your ACE application is complete before applications
close 12:00pm on 10 June 2016
If you are applying as a paired applicant, check with your
partner that your employer preferences are an identical match
before completing your applications.
ACE will send your application to your nominated employers
on 20 June 2016
Employers will review and rank their preferred applicants by
16 July 2016
ACE Match results sent to Employers on 28 July 2016.
All applicants notified of the outcome of their application on 1
August 2016
Employers begin safety checking process with their matched
graduates as required under the Vulnerable Children Act (VCA)
on 1 August 2016
Provided the graduates passed the safety checking process,
formal offers of employment are extended to matched
graduates 8 August 2016
If you are unable to start work from the start date mentioned
in your offer letter, notify the employer immediately.
Applicants who have accepted an offer of employment with
the New Zealand employers should complete an application
for registration with Medical Council of New Zealand
Applicants who are not New Zealand Residents that have
accepted an offer of employment with a New Zealand
employer should apply for a work permit with Immigration
New Zealand
Complete ACE Survey to provide any feedback regarding your
experience as an ACE applicant
Complete pre-employment documentation as required by
your prospective employer
Organise relocation if required.
Attend orientation from 21 November 2016 (depending on the
orientation date of your employer) and start work 28
November 2016!
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ACE Contact Details
Esther Heus and Steph Harris: Senior Recruitment Consultants - ACE
0800 ACE CENTRE (0800 223 236)
From overseas call: +64 631 0707 ext 28933
rmo@acenz.net.nz
ACE Centre
Postal Address :
Private Bag 92189
Victoria Street West
Auckland 1142