Workforce, training and education
Yorkshire and Humber
Home › Learner_support › Study Leave Operational Guidance

DRAFT Study Leave Operational Guidance
for Postgraduate Doctors and Dentists in Training

This document follows the NHSE Study Leave policy and the principles of two guides: ‘A Reference Guide for Postgraduate Foundation and Specialty Training in the UK’ (The Gold Guide) and ‘A Reference Guide for Postgraduate Dental Core and Specialty Training’ (The Dental Gold Guide).

Overview of Study Leave

  1. Document Status
  2. Purpose of Guidance
  3. School Specific Arrangements
  4. Process - Study Leave in Yorkshire and Humber
  5. International Leave
  6. Equality Impact Assessment
  7. Allowances

1. Document Status

This is a controlled document. While you may print the document, the controlled copy is the electronic version posted on the Yorkshire and the Humber Deanery website. Any printed copies of this document are not controlled.

2. Purpose of the Guidance

The Yorkshire and the Humber Deanery adheres to the overarching NHS England, study leave guidance, 'NHS England Study Leave: An overview of the Engand-wide approach'. 

It is recognised that the national guidance can be open to local interpretation, and that Postgraduate Doctors in Training sometimes report that there is variation in approach across the Schools.

This document was created with the YH Trainee Executive Forum. It focuses on key guidance areas for trainees in Yorkshire and the Humber.

3. School Specific Arranagements

It is important to note that although all Schools adhere to the overarching NHS England guidance, Foundation, Dentistry and General Practice have some operational differences to Specialty Schools in Yorkshire and the Humber.

Postgraduate Doctors working in Foundation, General Practice and Dentistry training programmes should read this guidance in conjunction with the following guidance for their School:

 

Foundation 

Further information on the Foundation Schools approach to study leave can be found in the Local YH Foundation Study Leave Guidance.

 

General Practice

The School of General Practice run a programme of ‘half-day release’ teaching that represents the majority of study leave within the School.  Private study leave for courses and exam preparation (in addition to the mandated self-development time/self-directed learning time within the job plan) is part of the 30-day allocation. Further information on their approach to Study Leave can be found in the GP Study Leave Guidance. 

 

Dentistry

The School of Dentistry run a programme of regional teaching for their Foundation Dentists, which constitutes the majority of their study leave allowance.  Postgraduate Dentists in training working in secondary care may access private study leave as part of their 30-day allocation in line with Postgraduate Doctors in specialty training.

4. Process - Study Leave in Yorkshire and Humber

Application

  • The application process is outlined on our Study Leave webpages. 
  • Postgraduate Doctors and Dentists working within Yorkshire and the Humber must apply for Study Leave using Accent Leave Manager. Accent Leave Manager is an online application system for managing study leave.
  • Before submitting an application on Accent Leave Manager Postgraduate Doctors and Dentists in Training must secure the time away from service with their Rota Co-ordinator using the local trust e-roster or process. They should also seek the support of their Educational Supervisor or equivalent; normally through one of their routine educational meetings with the discussion documented in their e-Portfolio.
  • Study Leave applications must normally be submitted at least 8 weeks before the first day of leave to ensure that the rota will not be adversely affected. A Trust may use its own discretion to consider requests that are submitted either retrospectively or within the 8-week notice period, as the responsibility to approve time off the rota is held at Trust level.

  • Doctors and Dentists should refer to the expense allowances when planning their study leave. Any costs incurred over the allowances, even if included on the application form, will not be reimbursed.  

  • Postgraduate Doctors and Dentists should wait for funding to be approved before making any payments. If an applicant chooses to pay for a course prior to approval being granted they risk incurring costs which may not be reimbursed.
  • After the event Postgraduate Doctors and Dentists in Training must update their e-Portfolio with evidence of carrying out their study leave and feedback on its value.
  • Where study leave is to be undertaken by a Postgraduate Doctor or Dentist in Training on a non-workday or a weekend, this must be agreed by the educational supervisor (or equivalent) and Medical Staffing at the employing Trust. Any time off to be taken as time in lieu must be agreed in advance with the employer to approve suitable time off the rota.

Claims

  • Postgraduate Doctors and Dentists are required to pay their expenses upfront and to claim reimbursement after the event. Expense claims and original receipts must be submitted within six weeks of the event. Claims will be authorised in line with the rates set out in section 7 ' Expense Allowances'.
  • Reimbursement in advance will not normally be agreed unless there are exceptional circumstances.
  • In exceptional circumstances late claims may be accepted at the discretion of the Employing Trust if submitted within 3 months of the event.
  • If a Postgraduate Doctor or Dentist pays above the maximum rates allowable, they will usually be required to meet any excess costs themselves.
  • Postgraduate Doctors and Dentists are to choose transport that demonstrates value for money.
  • Postgraduate Doctors and Dentists should book advance tickets where possible to minimise costs. First-class fares will not usually be reimbursed unless it can be demonstrated that this purchase was cheaper than standard fares. This generally only occurs when booking closer to the date. Can we remove this and let Trusts assess claims where evidence is provided.  
  • Postgraduate Doctors and Dentists are required to pay the cost of any social events themselves.
  • Postgraduate Doctors and Dentists cannot be reimbursed for joining / mebership costs for a conference / course, even if this this is advertised to provide a reduced attendance fee. In these circumstances only the actual activity fee incurred will be reimbursed.
  • The Postgraduate Doctor or Dentist must retain all itemised receipts and invoices (e.g., booking confirmation, hotel bills, travel receipts / tickets etc.) and attach these to their expense claim.
  • Postgraduate Doctor or Dentist must follow the local trust process to submit their expense claim for authorisation by the Medical Education team within their employing Trust.
  • If the claimed expenses differ significantly from the estimated expenses listed on the application form, the Medical Education team will consult the original approver. Any claims over the original estimated expenses may not be paid.

Private Study Leave

  • Private study leave for the purpose of home-based revision will normally be taken within 6 weeks of exam date and normally runs from Monday to Friday.
  • Postgraduate Doctors and Dentists in specialty training may take up to 5 days of private study leave per exam attempt at the discretion of the Training Programme Director.
  • Private study leave is part of the annual 30-day study leave entitlement for Postgraduate Doctors and Dentists in training.
  • Postgraduate Doctors and Dentists are not entitled to any expenses for private study leave.
  • Private study leave is authorised by the employer to ensure safe staffing levels.
    • One international conference / meeting that is either delivered face to face and hosted outside of the UK, (providing all other curriculum requirements 
    • are met) will be considered for each Postgraduate doctor or dentist in training for any one programme (which can be defined as Foundation, Core, or Higher), or otherwise every three years to ensure there is no disadvantage to doctors on a run-through programme. Those working less than full time on a run-through programme may apply for one activity during ST1-3 and one activity during ST4 and above.
    • TPD approval is required for all International leave requests.
    • Further request for International leave will be considered by the Postgraduate Dean (should this be HoS or AD)?.
    • As part of the approvals process, requests to attend overseas study courses / conferences will only be considered in exceptional circumstances, such as:
      • for the presentation of research undertaken as part of a clinical training programme
      • where the training course is not available in the UK
    • For approved International study leave applications, NHSE will consider funding 50% of the overall costs excluding subsistence up to a maximum of £1000. 
    • In line with the agreed maximum rate for study budget claims within the UK, the overnight rate should not exceed £150 per night for international events.
    • Subsistence expenses will not usually be reimbursed by NHSE for international events.

    English Deans are committed to equality, diversity and inclusion (EDI), with a duty to eliminate discrimination, promote equality and ensure inclusive opportunities are available to all with regards to age, disability, gender, ethnicity, sexual orientation, religion or belief in the design and delivery of all our services. English Deans aim to meet and exceed their statutory obligations under the Equality Act 2010 by adopting a continuous improvement approach.

    7. Expense Allowances

    The maximum allowable amounts which Doctors and Dentists can be reimbursed for study leave activity are listed below. These allowances are derived from the NHS Terms and Conditions Handbook and may be subject to change. 

    Overnight Allowances

    Hopefully the national FAQs will agree a travel time or distance whereby a overnight accomodation can be claimed, in the meantime would we be agreeable to the inclusion in green?

    This is to cover all expenses whereby overnight accommodation is required for one night or more. If attending training in Yorkshire and the Humber overnight accomodation will usually / not be supported. 

    Accommodation: For single occupancy only. In the event of shared occupancy only 50% of the costs will be reimbursed. Up to £120 per night for overnight accommodation outside of London, and up to £150 within London and overseas.

    Non-Commercial Accommodation (staying at a friend or relative's accommodation): £25. This includes an allowance for meals. The address must be provided.

    Meal Allowances

    Evening meal allowance: £15, claimable when overnight accomodation is required.

    Lunch allowance: £5, claimable when more than 5 hours away from base including the period between 12noon and 2pm. 

    The maximum meal allowance is £20 per 24 hour period. Meal allowances may not be claimed where catering is provided by the event.

    Mileage

    Individuals may claim for travel in their own car by the most direct route at the reserve rate of 30p/mile. Only the shortest mileage between primary place of work and destination can be reimbursed. Tunnel and bridge tolls will also be reimbursed if receipts are provided. Parking charges at your destination will normally be reimbursed.

    I would like to include something regarding passneger allowance but on review of the T&Cs I'm not sure it's permitted for Study Leave as it isn't 'employer business'. Thoughts... 

    Rail Travel

    The cheapest standard class rail fare should be claimed.

    Taxi costs are not normally reimbursed and would only be considered in exceptional circumstances. Anyone claiming taxi fares would need to provide a demonstrable rationale. Taxis costs would not normally be allowed between home and the departure station but may be considered if returning home late at night and there is not a safe alternative. 

     

     

    X