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STUDY LEAVE GUIDELINES FOR SHOs

(Rota Lead Jim McCahill

1.  DEFINITION

Study leave approval and funding is discretionary

The Terms and Conditions of Service for Hospital Medical & Dental Staff state:  

“Professional or study leave is granted for postgraduate purposes approved by the employing authority and includes study (usually but not exclusively or necessarily on a course), research, teaching, examining or taking examinations, visiting clinics and attending professional conferences.”

2.  PROVISION

a.  Study leave is normally permitted up to a maximum of 30 days per year (15 days per

     half year).

b.  When calculating study leave all the days approved and carrying a liability for expenses

are counted, including weekends and Bank Holidays.  Time spent travelling to and from the event is also counted.

c.  Up to a maximum of 7 days per year may be approved for private study leave when

    applied for in close proximity to the exam.

d.  The study leave budget, allocated by the Postgraduate Dean, is based on the same

national per capita sum per trainee.  As the Deanery works with a cash limited budget, approval may be given for paid leave to study but without provision of expenses or with a grant towards the cost of the course.

e.  Attendance at Deanery/Trust half-day or day release courses that take the trainee

away from service will normally contribute up to 15 days per year of the study leave allowance if fully protected.

Retrospective requests for study leave will not be considered.

3.   PLANNING

a.  SHOs should plan their study leave in consultation with their educational supervisor to   

ensure that requests for study leave are appropriate and meet the trainee’s individual training needs.  A study leave programme should be agreed at the start of each post or annually by the trainee and his/her educational supervisor.

b. Basic Training Committees will work with the Postgraduate Dean’s Department to

identify courses that are ‘essential’ or ‘desirable’ for progress within the speciality.  Trainees will choose from a portfolio of courses, which will be maintained and continually updated by the Committee.

c.  Funding for all elements of the courses identified by an educational supervisor as being

‘essential’ will depend upon adequate funds being available to the trainee from their per capita allowance.

4. APPLICATION PROCESS

a.  Trainees should not pay any monies in advance of study leave being approved.  Any

     advance payments, where approval is not granted will notbe reimbursed .

b. Study leave application forms can be obtained from the Medical & Dental Education 

    Office (Room G2) in the Education Centre and must be submitted to the Postgraduate 

    Clinical Tutor one month in advance of the study leave start date.

c.  A copy of the applicant’s Deanery Study Leave Record must accompany all applications

    for study leave.

d. Study leave application forms must be fully completed, in ink, and be signed by the 

    applicant, the Educational Supervisor and the Rota Coordinator, before submitting to

    the Postgraduate Clinical Tutor.  

Incomplete forms will be returned.

5.  Expenses

a. A study leave follow-up report must be completed and submitted to the Postgraduate 

   Clinical Tutor with the expenses reimbursement claim form within three months of

   the study leave period, enclosing receipts for course fees and, if applicable,

   accommodation and travel.  Examination fees are not reimbursed.

b. Travel and accommodation must be claimed at cheapest possible rates.  Second class 

    rail fare is the maximum acceptable.  Mileage rates will be payable only for local travel. 

    There is a maximum daily subsistence rate and a maximum amount payable per 

    overnight stay.

6. EXAMINATIONS

a.  Study leave to sit examinations will normally be granted as follows:

     First and second attempt: leave with pay and expenses

     Third attempt: leave with pay but without expenses

      Subsequent attempts: unpaid leave only

b.  Study leave will not be granted to attend examinations overseas.

c.  No paid leave or expenses will be granted for taking a duplicate qualification e.g. a

    second MRCP.

d.  If a speciality provides a day release or pre-examination course as part of it’s

     structured training, extra pre-examination courses will not normally be funded.

7.  APPEALS

a. Any appeal against the decision must be referred in the first instance to the 

    Postgraduate Clinical Tutor.

b.  In the event of a refusal to grant study leave:

     Stage 1 –   The trainee should approach the Postgraduate Clinical Tutor for an

    explanation of how the guidance was applied and details of the local 

    appeals processes.

     Stage 2–    In exceptional circumstances the appeal will be adjudicated by the 

                       Postgraduate Dean.